Explanation
1. BACKGROUND:
A. Need. This legislation authorizes the Director of Public Utilities to modify an
existing contract for HVAC Specialty Maintenance Services for the Division
of Sewerage and Drainage, in order to continue needed services to the
Division.
This contract is utilized to address maintenance and rehabilitation needs
of HVAC (Heating, Ventilating & Air Conditioning) in all Division facilities,
and is funded annually on the basis of identified and predicted service needs.
Current monies have been provided via previous legislation to execute all
maintenance previously anticipated. However, in July, 2004, an operational
deficiency was noted in the HVAC equipment serving the Stores/Inventory
area of the Sewer Maintenance/Operations Center which requires immediate
servicing, re-allocation of equipment duties, and minor re-arrangement of
ductwork. This work is urgently needed, and is beyond the current capability
of in-house personnel. This legislation provides monies for the immediate
completion of this necessary work.
B. Contract History. The existing contract was bid on April 28, 1999. The low
bidder was Cornerstone Services of Plain City, Ohio, and a contract was
authorized by Ordinance No. 1465-99. The bid documents contemplated
incremental funding of a multi-year contract. The work done by this
contractor to date has been very satisfactory, and has relieved Division
personnel to pursue their core business. It is now proposed to modify
this contract to provide funds for addressing the specific situation given
in 1.A., above, at the City's option.
C. Contract Compliance No.: 311410535.
D. Emergency Designation: Emergency designation is not requested.
2. FISCAL IMPACT:
A. Budget Information. Funds for this contract were budgeted in the amount
of $110,000 for FY2004.
B. Contract Modification Information Pursuant to Section 329.16, CCC:
1) Amount of Additional Funds - This Modification: $89,000.00.
2) Why the Need for Additional Work Could Not Be Foreseen: The need
for contract continuance via modification to provide incremental funding
to address annual or specific needs was foreseen, and is included in the
original procurement's specifications.
3) Why Other Procurement Processes Would Not Be in the City's Best
Interest: This modification is deemed the most feasible and reasonable
means of continuing to provide needed services.
4) How the Cost of the Modification Was Determined: The cost was
determined based upon extension of prices in the current contract.
C. Historical Data. Amounts appropriated for these services in prior years are:
FY2003 $107,000
FY2002 110,000
FY2001 0
Title
To authorize the Director of Public Utilities to modify the contract for HVAC Specialty Maintenance Services with Cornerstone Services, for the Division of Sewerage and Drainage; and to authorize the expenditure of $89,000.00. ($89,000.00)
Body
WHEREAS, Ordinance No. 1465-99, passed June 21, 1999, authorized the Director of Public Utilities to enter into contract for HVAC Specialty Maintenance Services with Cornerstone Services, for the Division of Sewerage and Drainage; and,
WHEREAS, this contract was previously modified pursuant to Ordinance No. 2314-00, passed October 30, 2000; Ordinance No. 1539-02, passed October 28, 2002; and Ordinance No. 2462-2003, passed December 15, 2003; and,
WHEREAS, it is necessary to authorize the Director of Public Utilities to modify the existing contract with Cornerstone Services, in order to provide for continuation of HVAC Specialty Maintenance Services; 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 modify Contract No. EL900573 with Cornerstone Services, 10779 US Rt. 42, Plain City OH 43064, in order to continue and extend services, in conformance with the terms and conditions shown on the modification on file in the office of the Division of Sewerage and Drainage.
SECTION 2. That the expenditure of $89,000.00, or as much thereof as may be needed, is hereby authorized from Sewerage System Operating Fund No. 650, Department 60-05, to pay the cost of the modification to Contract No. EL900573, as follows:
OCA Code Object Level 3 Amount
606202 3372 $89,000.00
__________
Total - $89,000.00
SECTION 3. That this ordinance shall take effect and be in force from and after the earliest date allowed by law.