Explanation
BACKGROUND: This ordinance authorizes the Finance and Management Director to enter into a full service custodial services contract with Mid-American Cleaning Contractors for the Police Academy at 1000 North Hague Avenue. The contract is for the period March 1, 2010 to February 28, 2011.
Formal bids were solicited on December 23, 2009 and eight companies submitted bids on January 6, 2010 as follows (1 MBE*, 1 MBR^, 0 FBE)
AA Janitorial $168,189.00
D & D Cleaning $175,297.31
Mid-American Cleaning Contractors $176,956.00
Aetna Building Maintenance, Inc. $187,633.00
K&M Kleening Service $189,615.99
*Dove Building Services, Inc. $183,600.00
^JaniKing $205,623.85
Bonus Building Care $320,782.00
It is the recommendation of the Facilities Management Division to award this contract to the most responsive and responsible bidder, Mid-American Cleaning Contractors. AA Janitorial and D & D Cleaning were both deemed non-responsive due to incomplete bid packages.
This ordinance also waives the competitive bidding process of the Columbus City Codes. During the evaluation process it was discovered that the responsible wage health insurance language in the bid was confusing because the language within the bid specifications was inconsistent with City Code and several sections within the bid document were inconsistent with each other. During the evaluation process each bidder was asked to clarify their bid with respect to health insurance. No bidder received an advantage because of this need, and no bidder required a price adjustment to their bid. In light of the confusing health care language and the necessity of a clarifying communication with bidders after the bids were received it was suggested by the City Attorney's Office that the competitive bidding provisions of City Code should be waived.
Emergency action is requested to ensure custodial services continue uninterrupted. This ordinance was delayed by the necessity to receive clarification from the bidders and, therefore, took longer than expected.
Fiscal Impact: The Facilities Management Division budgeted $176,956.00 in the 2010 budget for this contract. The cost of this contract is $179,956.00, which includes a contingency of $3,000.00 for equipment replacement.
Mid-American Cleaning Contractors Contract Compliance No. 34-1673766 expiration date November 19, 2010.
Title
To authorize the Finance and Management Director to enter into a contract for the Facilities Management Division with Mid-American Cleaning Contactors for custodial services at the Police Academy, 1000 North Hague Avenue; to authorize the expenditure of $179,956.00 from the General Fund; to waive the competitive bidding requirements of the Columbus City Codes; and to declare an emergency. ($179,956.00)
Body
WHEREAS, it is necessary to contract for custodial services at the Police Academy, 1000 North Hague Avenue; and
WHEREAS, the Facilities Management Division formally bid for custodial services; and
WHEREAS, it is in the best interest of the City of Columbus to waive the competitive bidding requirements for the custodial services at the Police Academy, 100 North Hague; and
WHEREAS, an emergency exists in the usual daily operation of the Finance and Management Department, Facilities Management Division, in that it is immediately necessary to authorize the Finance and Management Director to contract with Mid-American Cleaning Contractors for custodial services at the Police Academy, to ensure the cleanliness of the building without interruption, thereby preserving the public health, peace, property, safety, and welfare: now, therefore:
BE IT ORDAINED BY THE CITY OF COLUMBUS:
SECTION 1. That the Finance and Management Director is hereby authorized to contract with Mid-American Cleaning Contractors for custodial services at the Police Academy, 1000 North Hague Avenue from March 1, 2010 to February 28, 2011.
SECTION 2. That the expenditure of $179,956.00, or so much thereof that may be necessary in regard to the action authorized in SECTION 1, be and is hereby authorized and approved as follows:
Division: 45-07
Fund: 010
OCA Code: 450041
Object Level 1: 03
Object Level 3: 3396
Amount: $179,956.00
SECTION 3. That for the reasons stated, the Columbus City Council finds it is in the best interest to waive all provisions in the Columbus City Codes relative to competitive bidding.
SECTION 4. That for 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.