Explanation
1. BACKGROUND:
A. Need. This legislation authorizes the Director of Public Utilities to enter into contract for Janitorial Services for the Division of Sewerage and Drainage. This contract was bid on June 1, 2005, and is proposed as a multi-year contract with annual incremental funding, as stipulated in the Bidding Documents.
B. Procurement History. This procurement has been conducted in conformance with the requirements for competitive sealed bidding, in Section 329, Columbus City Codes, 1959. An Invitation For Bidders (IFB) was published electronically and in the "City Bulletin" on May 14, 21, and 28, 2005. Nine sets of Bidding Documents were obtained by prospective Bidders, and four of them attended the required Pre-Bid Meeting, which was held on May 25, 2005. On the stipulated Bid Date of June 1, 2005, two sets of Bidding Documents were tendered as Bids, with the following results:
Entity Amount
AA Programmed Janitorial &
Building Maintenance, Inc. - Bid Invalid
K&M Kleening Service, Inc. - $184,890.33
Engineer's Estimate - $201,900.00
The bids have been reviewed. The bid of AA Programmed Janitorial & Building Maintenance, Inc. was found to exhibit the following defects:
1) The Corporation Proposal Affidavit given is invalid. It is signed only by the party who it claims is authorized to tender Bids, rather than by the Secretary fo the corporation as required; it is invalid.
2) The required List of Interested Parties does not show the required information on all the parties having an interest in the Bid; this renders it invalid, and the instructions are clear on the full requirement.
Due to these material defects, the proposal of AA Programmed Janitorial & Building Maintenance, Inc. has been deemed non-responsive and invalid.
C. Recommended Contract Award. The Bid of K&M Kleening Service, Inc. appears to be free of substantial defects. This apparent low Bid is within the budget, and has been tendered by an entity which has previously performed satisfactory work of this class for the Division. Award is recommended to K&M Kleening Service, Inc. of Columbus, Ohio, who are the Lowest Responsive and Responsible and Best Bidder.
D. Contract Compliance No.: 020553299
E. Type of Business Enterprise: MBE.
F. Emergency Designation: Emergency designation is not requested.
2. FISCAL IMPACT:
A. Budget Information: This contract replaces an existing multi-year contract which expires in FY2005. Additional facilities constructed under the Division's Capital Improvements Program covering approx. 30,290 square feet requiring janitorial services are being added in 2005. The FY2005 Budget allocates a total of $203,000 for this contract.
B. Budget History: Amounts appropriated to this purpose in recent years are as follows:
FY Amount
2003 $149,550
2004 $155,668
3. PROJECT LOCATION:
This project involves all of the Division's major facilities, City-wide.
Title
To authorize the Director of Public Utilities to enter into contract with K&M Kleening Service, Inc. for Janitorial Services for the Division of Sewerage and Drainage; and to authorize the expenditure of $184,890.33. ($184,890.33)
Body
WHEREAS, the Department of Public Utilities received bids on June 1, 2005, for Janitorial Services for Division of Sewerage and Drainage facilities; and
WHEREAS, it is necessary to authorize the Director of Public Utilities to enter into contract with K&M Kleening Service, Inc. for Janitorial Services, in order to provide for the proper maintrenance of facilities of the Division of Sewerage and Drainage; Now, Therefore,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
Section 1. That the Director of Public Utilities be, and hereby is, authorized to enter into contract with K&M Kleening Service, Inc., 2999 East Main Street, Columbus OH 43209, for Janitorial Services for the Division of Sewerage and Drainage, in accordance with the terms and conditions as shown on the contract on file in the office of the Division of Sewerage and Drainage.
Section 2. That the said firm shall conduct the work to the satisfaction of the Director of Public Utilities and the Administrator of the Division of Sewerage and Drainage.
Section 3. That the expenditure of $184,890.33, or as much thereof as may be needed, be and the same hereby is authorized from the Sewerage System Operating Fund, Fund 650, Department 60-05, to pay the cost of this contract, as follows:
OCA Code Object Level 3 Amount
605030 3396 $23,723.28
605063 3396 28,343.40
605105 3396 11,000.00
605378 3396 19,944.21
605592 3396 4,399.20
605899 3396 12,379.20
606202 3396 85,101.04
Total - $184,890.33
Section 4. That this ordinance shall take effect and be in force from and after the earliest date allowed by law.