Explanation
This ordinance authorizes the Director of the Department of Public Utilities to enter into a contract renewal with Gable Elevator, Inc. for elevator maintenance services for the Division of Sewerage and Drainage (DOSD).
Ordinance 3347-2022 authorized the current contract. Ordinance 2343-2023 modified the contract to add funding through the end of the contract period. This contract renewal will extend the contract for an additional year, from February 22, 2024, to February 21, 2025, with the option for two more one-year renewal periods, contingent upon mutual agreement, availability of budgeted funds, and approval by City Council.
The contract renewal will continue to provide elevator maintenance services for DOSD facilities, including the Southerly Wastewater Treatment Plant, Jackson Pike Wastewater Treatment Plant, and Sewer Maintenance Operations Center Facility. The scope of work includes inspection, testing, troubleshooting, maintenance, repair or replacement of failed components, and software updates for the elevators and associated equipment.
The economic impact of the contract renewal lies in ensuring the proper functioning of the elevators, which aids in the operation of plant processes and equipment and ensures the safety of personnel. There are no community outreach or environmental factors considered for this project.
The Department of Public Utilities solicited competitive bids for elevator maintenance services in accordance with the relevant provisions of Chapter 329 of the Columbus City Codes. RFQ023154 was opened on November 16, 2022 and two (2) bids were received, one which was deemed non responsive. The contract was originally bid as a one (1) year contract with the option for three (3) one (1) year renewals. This will be the first renewal for the time period of February 22, 2024, to February 21, 2025, contingent upon mutual agreement and approval by City Council; and
This Ordinance authorizes the first one-year renewal option, and is being submitted in accordance with the relevant provisions of Chapter 329 of City Code.
1. Amount of additional funds: The total amount of additional funds needed for this contract renewal #1 is $0.00.
2. Reason additional funds were not foreseen: The potential need for additional funds was known at the time of the initial contract, however, only a time extension is needed for this renewal.
3. Reason other procurement processes were not used: This renewal is part of the terms of the contract as originally bid.
4. How was cost determined: The costs were part of the initial bid.
SUPPLIER: Gable Elevator, vendor #043609, cc expires 11/9/2024, majority
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.
FISCAL IMPACT: None
$45,958.31 was spent in 2023
$35,925.02 was spent in 2022
EMERGENCY DESIGNATION: This ordinance is being submitted as an emergency in order to allow continuity of support for DPU’s existing Elevator Maintenance Services Contract. The contract will lapse on February 21, 2024, the emergency is necessary to minimize the amount of time the necessary maintenance services are not covered.
Title
To authorize the Director of the Department of Public Utilities to renew a contract with Gable Elevator, Inc. for Elevator Maintenance Services; and to declare an emergency. ($0.00)
Body
WHEREAS, there is an ongoing need for elevator maintenance services at various Department of Public Utilities, Division of Sewerage and Drainage facilities, specifically at the Sewer Maintenance Operations Center and Southerly and Jackson Pike Wastewater Treatment Plants, and other department sites may be added in the future; and
WHEREAS, the Department of Public Utilities solicited competitive bids for the services in accordance with the relevant provisions of Chapter 329 of the Columbus City Codes and RFSQ023154 was opened on November 16, 2022 and two (2) bids were received, one which was deemed non responsive; and
WHEREAS, the contract was originally bid as a one (1) year contract with the option for three (3) renewal years, this will be the first renewal period from February 22, 2024, to February 21, 2025, contingent upon mutual agreement, availability of budgeted funds, and approval by City Council; and
WHEREAS, Gable Elevator, Inc. was the lowest, responsible, and responsive bidder for the elevator maintenance services, and the work performed to date has been satisfactory and aligns with the original contract scope; and
WHEREAS, the economic advantages of this contract modification lie in ensuring proper elevator functioning, which is critical for the smooth operation of plant processes and equipment, thereby avoiding budget impacts due to equipment failure and ensuring personnel safety; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Utilities, Division of Water in that it is immediately necessary to authorize the Director of the Department of Public Utilities to renew a contract for elevator maintenance services with Gable Elevator without delay so that the contract can be timely renewed, for the immediate 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 the Department of Public Utilities is hereby authorized to renew the existing contract with Gable Elevator, Inc. for elevator maintenance services at various Division of Sewerage and Drainage facilities. The contract renewal will extend the contract for an additional year from February 22, 2024, to February 21, 2025, with the option for two more one-year renewal periods, contingent upon mutual agreement and approval by City Council.
SECTION 2. That this renewal is in accordance with the relevant provisions of Chapter 329 of the Columbus City Codes.
SECTION 3. That for the reasons stated in the preamble hereto, which is hereby made a part hereof, this Ordinance is hereby declared to be an emergency measure, and shall take effect and be in force from and after its passage and approval by the Mayor, or ten days after passage if the Mayor neither approves nor vetoes the same.