Explanation
This legislation authorizes the Director of the Department of Public Utilities to renew and extend the contract for Elevator Maintenance Services for Department of Public Utilities facilities at the Southerly Wastewater Treatment Plant, Jackson Pike Wastewater Treatment Plant, and Sewer Maintenance Operations Center. Other Department facilities may be added in the future.
The Southerly Wastewater Treatment Plant, Jackson Pike Wastewater Treatment Plant, and Sewer Maintenance Operations Center have various styles of elevators that need to be inspected, maintained, and repaired on a routine and emergency basis. The work to be performed under this contract will be mainly Elevators and their associated equipment and systems that require inspection, testing, troubleshooting, maintenance, and repair or replacement of failed components. The work may also include updating software for the various units and their associated equipment.
The Department of Public Utilities advertised and solicited competitive bids in accordance with Section 329 of Columbus City Code (RFQ010070). One hundred and three (103) bids were solicited and three (3) bids were received and opened on August 31, 2018. The Division of Sewerage and Drainage awarded the contract to the lowest, responsive and responsible bidder Abell Elevator Service Company, dba Oracle Elevator Company. After the initial contract award, Abell Elevator Service Company was purchased by Oracle Elevator and changed their name and Federal Identification Number. A prior modification of this contract authorized the assignment of all past, present and future business done by the City of Columbus with Abell Elevator Services Company, dba Oracle Elevator Company, FID #20-1968406, (DAX Vendor #001104) to be reassigned to Oracle Elevator Holdco Inc. dba Oracle Elevator Company, FID #82-1431166, (DAX Vendor #032666).
The original contract, PO147525 (replaced with PO240834 after the company name change), was for a period of one (1) year (12/5/18 - 12/4/19) with three (3) one year renewal options on a year to year basis upon mutual agreement, availability of funding and Columbus City Council approval. The Department of Public Utilities, Division of Sewerage and Drainage is utilizing the third extension option. This is the 4th year of a 4 year contract. This renewal No. 2 will extend the contract through and including December 4, 2022. If unforeseen issues or difficulties are encountered that would require additional funding, a modification would be required.
This Ordinance is being submitted in accordance with the relevant provisions of Chapter 329 of City Code pertaining to contract modifications/renewals.
SUPPLIER: Oracle Elevator Holdco Inc. dba Oracle Elevator Company, FID #82-1431166, DAX #032666, Expires May 4, 2022.
Oracle Elevator Holdco Inc. dba Oracle Elevator Company does not hold MBE/FBE status.
The company is not debarred according to the Excluded Party Listing System of the Federal Government or prohibited from being awarded a contract according to the Auditor of State Unresolved Findings for Recovery Certified Search.
1. Amount of additional funds: Total amount of additional funds needed for this contract renewal No. 2 is ADD $70,000.00. Total contract amount including this renewal is $219,697.36.
2. Reasons additional funds were not foreseen: The need for additional funds was known at the time of the initial contract. This renewal and increase is to provide the additional funding necessary for the payment of services to be provided through December 4, 2022.
3. Reason other procurement processes were not used: Work under this renewal is a continuation of services included in the scope of the original bid contract. No lower pricing/more attractive terms and conditions are anticipated at this time.
4. How cost was determined: The cost, terms and conditions are in accordance with the original agreement.
FISCAL IMPACT: $70,000.00 is budgeted and needed for use at the various Division of Sewerage and Drainage facilities.
$42,577.83 has been spent in 2021
$6,548.09 was spent in 2020
$19,676.46 was spent in 2019
Title
To authorize the Director of Public Utilities to enter into a planned renewal and extension of the Elevator Maintenance Services contract with Oracle Elevator Holdco, Inc., dba Oracle Elevator Company, for Department of Public Utilities facilities; to authorize the expenditure of $70,000.00 from the Sewer Operating Sanitary Fund. ($70,000.00)
Body
WHEREAS, the Southerly Wastewater Treatment Plant, Jackson Pike Wastewater Treatment Plant, and Sewer Maintenance Operations Center have various styles of elevators that need to be inspected, maintained, and repaired on a routine and emergency basis; and
WHEREAS, other Department facilities may be added in the future by modification; and
WHEREAS, the work to be performed under this contract will be mainly Elevators and their associated equipment and systems that require inspection, testing, troubleshooting, maintenance, and repair or replacement of failed components. The work may also include updating of software for the various units and their associated equipment; and
WHEREAS, the Director of Public Utilities opened bids on August 31, 2018. Three (3) bids were received; and
WHEREAS, the Department of Public Utilities previously entered into a contract with Abell Elevator Services Company, dba Oracle Elevator Company for the Elevator Maintenance Services; and
WHEREAS, the City recently received a letter stating that Abell Elevator Services was purchased by Oracle Elevator and thus the company has changed their name and Federal Identification Number; and
WHEREAS, a prior Ordinance authorized the modification of this contract to allow for the assignment of all past, present and future business done by the City of Columbus with Abell Elevator Services Company, dba Oracle Elevator Company, FID #20-1968406, (DAX Vendor #001104) to be reassigned to Oracle Elevator Holdco Inc. dba Oracle Elevator Company, FID #82-1431166, (DAX Vendor #032666); and
WHEREAS, the original contract language allowed for a one (1) year contract (12/5/18-12/4/19) with three (3) one year renewal options on a year to year basis upon mutual agreement, availability of funding and Columbus City Council approval; and
WHEREAS, the Department of Public Utilities, Division of Sewerage and Drainage now wishes to utilize the third extension option. This is the 4th year of a 4 year contract and will extend the term of the contract through and including December 4, 2022 in accordance with the relevant provisions of Chapter 329 of City Code pertaining to contract modifications/renewals. If unforeseen issues or difficulties are encountered that would require additional funding, a modification would be required; and
WHEREAS, the vendor has agreed to renewal and extend contract No. PO147525 (replaced with PO240834 after the company name change) at current prices and conditions, and it is in the best interest of the City to exercise this option; and
WHEREAS, it has become necessary in the usual daily operation of the Department of Public Utilities, Division of Sewerage and Drainage to authorize the Director of Public Utilities to renew and increase the contract with Oracle Elevator Holdco Inc., dba Oracle Elevator Company, for Elevator Maintenance Services for various Department of Public Utilities facilities, for the preservation of the public health, peace, property and safety; now, therefore
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of Public Utilities be and is hereby authorized to renew and extend contract No. PO147525 (replaced with PO240834 after the company name change) with Oracle Elevator Holdco Inc., dba Oracle Elevator Company, for Elevator Maintenance Services for the various facilities within the Department of Public Utilities, in accordance with the terms and conditions as shown in the agreement on file in the office of the Division of Sewerage and Drainage. Total amount of renewal No. 2 is ADD $70,000.00. Total contract amount including this renewal is $219,697.36. This contract will be extended through and including December 4, 2022.
SECTION 2. That this renewal is in accordance with the relevant provisions of Chapter 329 of the City Code relating to contract modifications/renewals.
SECTION 3. That the expenditure of $70,000.00 or so much thereof as may be needed, is hereby authorized in Fund 6100 Sewer Operating Sanitary Fund in object class 03 Services, per the accounting codes in the attachment to this ordinance.
SECTION 4. That the funds necessary to carry out the purpose of this ordinance are hereby deemed appropriated and the City Auditor shall establish such accounting codes as necessary.
SECTION 5. That the City Auditor is authorized to make any accounting changes to revise the funding source for all contracts or contract modifications/renewals associated with this Ordinance.
SECTION 6. That the Ordinance shall take effect and be in force from and after the earliest period allowed by law.