Explanation
BACKGROUND:
This legislation authorizes the Finance and Management Director to modify and renew a contract, on behalf of Fleet Management Division and Department of Public Safety Support Services Division with API Security Services and Investigations Inc. for professional guard services at the Fleet Facility of 4211 Groves Rd as well as the Safety Facility at 4252 Groves Rd.
The Department of Finance and Management solicited Competitive Bids for the subject services in accordance with the relevant provisions of Chapter 329 of City Code (RFQ027074). The original contract was entered into on April 30th 2024, with the option to renew for three (3) additional one (1) year periods upon mutual agreement and approval of Columbus City Council. This ordinance is seeking approval of the second of three allowed renewals. Ord 0601-2025 renewed this contract for the year 2025. Due to an increase in cost the initial allotted amount will need to be increased to $175,000.00. This modification and renewal will allot enough money to continue these services uninterrupted. If unforeseen issues or difficulties are encountered that would require additional funding, a modification would be requested.
This contract was bid with three (3) annual contract modification and renewal options. The Finance and Management Department would like to exercise the second (2nd) of the three (3) annual contract renewals.
1. Amount of additional funds: The total amount of additional funds needed for the modification is $19,240.00. Total contract amount including this modification is $175,000.00.
2. Reason additional funds were not foreseen: Services were anticipated under the original contract; however the unit rate increased requiring additional funding. This is a planned modification and renewal as per original Ordinance No. 1220-2024.
3. Reason other procurement processes were not used: The City currently works with API Security Services & Investigations Inc for these services. Regular procurement processes were utilized.
4. How was the cost determined: The cost of this modification was determined by negotiations between the City and the Vendor. The negotiated rate is considered fair and reasonable and reflective of current service needs.
SUPPLIER: API Security Services and Investigations Inc, D365 #007115 Exp. 04/06/2028
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: This ordinance authorizes the modification and the renewal of the contracted amount from $155,760.00 to $175,000.00 and the expenditure $122,500.00 from the Fleet Operating Fund and $52,500.00 from the General Fund with API Security Services & Investigations Inc for professional guard services.
$160,480.00 was spent in 2025
$155,760.00 was spent in 2024
$165,000.00 was spent in 2023
EMERGENCY DESIGNATION: This ordinance is being submitted as an emergency in order to allow the upkeep of mission critical equipment needed for the Division of Fleet Management and Department of Public Safety Support Services Division and all the subsequent Departments dependent upon the continuance of their timely operations for the health and prosperity of City of Columbus citizens.
Title
To authorize the Director of the Department of Finance and Management to modify and renew the contract with API Security Services and Investigations Inc., to provide for professional guard services for the Department of Finance and Management Fleet Management Division and the Department of Public Safety Support Services Division; to authorize the expenditure of $122,500.00 from the Fleet Operating Fund and $52,500.00 from the General Fund; and to declare an emergency. ($175,000.00)
Body
WHEREAS, there is a need for professional guard contract to provide services as needed for the ongoing needs to upkeep the City of Columbus Fleet of vehicles; and
WHEREAS, bids for professional guard services for the Division of Fleet Management were received by the Director of Finance and Management and opened on April 16th 2024; and
WHEREAS, the Division of Fleet Management recommends that an award be made to the lowest, responsive, responsible, and best bidder, API Security Services and Investigations Inc; and
WHEREAS, the term of this contract is for the period of one (1) year from April 30th 2024. The contract specifications allow for three (3) one-year extensions on a year-to-year basis based upon mutual agreement, with funds being reviewed and approved for each subsequent year of the three (3) year contract. This contract is the second of three allowed renewals. The parties agree that the City’s obligation for subsequent years is subject to and conditioned upon the approval of City Council, and appropriation and certification of funds by the City Auditor; and
WHEREAS, if unforeseen issues or difficulties are encountered that would require additional funding, a modification would be requested; and
WHEREAS, this Ordinance is being submitted in accordance with the relevant provisions of Chapter 329 of City Code pertaining to service contracts; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Finance and Management, Division of Fleet Management and the Department of Public Safety Support Services Division in that it is immediately necessary to authorize the Director of Finance and Management to modify and renew the contract with API Security Services and Investigations Inc, for professional guard services for the Division of Fleet Management and the Department of Public Safety Support Services Division; without delay to allow the upkeep and safety of mission critical equipment needed for the Division of Fleet Management and all subsequent Departments dependent upon the continuance of their timely operations, all for the immediate preservation of the public health, peace, property, welfare, and safety; NOW, THEREFORE;
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of Finance and Management be and is hereby authorized to modify and renew the contract with API Security Services and Investigations Inc, for professional guard services in accordance with the terms and conditions.
SECTION 2. That said firm shall conduct the work to the satisfaction of the Director of Finance and Management and the Administrator of the Division of Fleet Management.
SECTION 3. That the expenditure of $122,500.00 and $52,500.00 or so much thereof as may be needed, is hereby authorized in Fund 5200 Fleet Operating Fund and General Fund respectively, in object class 03 Services per the accounting codes in the attachment to this ordinance.
SECTION 4. That the monies in the foregoing Sections shall be paid upon order of the Director of Finance and Management, and that no order shall be drawn or money paid except by voucher, the form of which shall be approved by the City Auditor.
SECTION 5. 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 6. That the City Auditor is authorized to make any accounting changes to revise the funding source for all contracts or contract modifications associated with this Ordinance.
SECTION 7. 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 or vetoes the same.