Explanation
BACKGROUND: The Executive Director of the Civil Service Commission entered into a contract with Mount Carmel Health Providers, Inc. to provide for pre-employment physicals and cardiovascular stress testing of public safety recruits in preparation for upcoming Police and Fire Academy classes. This renewal No. 2 is to exercise the option to extend the contract through February 28, 2026 and to add additional funding as necessary in the amount of $50,000.00.
The Civil Service Commission advertised and solicited competitive bids in accordance with the relevant provisions of Columbus City Code Chapter 329 (RFQ023538). Three (3) proposals were received and opened on December 2, 2022. The bid from Mount Carmel Health Providers, Inc. was awarded as the lowest, responsive, responsible and best bid received. The original contract was for a period of one year with two (2) one year renewal options on a year-to-year basis upon mutual agreement, availability of funding and Columbus City Council approval. If unforeseen issues or difficulties are encountered that would require additional funding, a modification will be requested. This is the 3rd year of a three (3) year contract. This contract renewal No. 2 will extend the contract through and including February 28, 2026.
The contract renewal will continue to provide for pre-employment physicals and cardiovascular stress testing of public safety recruits in preparation for upcoming Police and Fire Academy classes.
SUPPLIER: Mount Carmel Health Providers, Inc. (31-1382442), DAX #005227, MAJ, Expires 7/22/2026
Mount Carmel Health Providers, Inc. does not hold MBE/FBE status.
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.
1. Amount of additional funds: Total amount of additional funds needed for this contract renewal No. 2 is ADD $50,000.00. Total contract amount including this modification is $460,000.00.
2. Reason additional funds were not foreseen: The need for additional funding was known at the time of the original contract. The original legislation under Ordinance No. 3084-2022 anticipated the contract would be funded incrementally with renewals on an approximate annual basis. It was also anticipated that if unforeseen issues or difficulties were encountered that would require additional funding, a modification would be requested. This legislation is to encumber the budgeted funds.
3. Reason other procurement processes not used: Work under this renewal is a continuation of services included in the scope of the original bid contract. No lower pricing/more attractive terms and conditions are anticipated at this time.
4. How was cost determined: The cost, terms and conditions to provide pre-employment physicals and cardiovascular stress testing of public safety recruits are in accordance with the original contract.
FISCAL IMPACT: $50,000.00 was budgeted and is needed for these expenditures. The contract amount will be utilized to provide services under this contract for the Department of Safety, Divisions of Police and Fire.
EMERGENCY DESIGNATION: The Civil Service Commission respectfully requests this legislation be considered for emergency action to allow the Civil Service Commission to continue to provide for pre-employment physicals and cardiovascular stress testing of public safety recruits in preparation for upcoming Police and Fire Academy classes.
Title
To authorize the Executive Director of the Civil Service Commission to enter into a planned renewal of the Pre-Employment Physicals and Medical Testing Services contract with Mount Carmel Health Providers, Inc., for the Department of Public Safety, to authorize the expenditure of $50,000.00 from the General Fund and to declare an emergency. ($50,000.00)
Body
WHEREAS, the Civil Service Commission has a contract with Mount Carmel Health Providers, Inc. for Pre-Employment Physicals and Medical Testing Services; and
WHEREAS, the original contract was for one (1) year through February 28, 2024 and upon mutual agreement and approval of Columbus City Council, this contract can be extended for two (2) additional years on a year-to-year basis and funds availability; and
WHEREAS, the Civil Service Commission wishes to renew, increase and extend PO369101 with Mount Carmel Health Providers, Inc. for Pre-Employment Physicals and Medical Testing Services to provide additional funding necessary for 2025, and to extend the contract through and including February 28, 2026; and
WHEREAS, the vendor has agreed to renew, increase and extend PO369101 at current prices and conditions, and it is in the best interest of the City to exercise this option; and
WHEREAS, this renewal is in accordance with the relevant provisions of Chapter 329 of City Code relating to contract renewals; and
WHEREAS, it is now necessary to renew, increase and extend the current contract with Mount Carmel Health Providers, Inc. in order to continue scheduling public safety recruits in preparation for upcoming Police and Fire Academy classes; and
WHEREAS, an emergency exists in the usual daily operation of the Civil Service Commission in that it is immediately necessary to authorize the Executive Director to extend the contract with Mount Carmel Health Providers, Inc.in order to continue scheduling public safety recruits in preparation for upcoming Police and Fire Academy classes, all for the immediate preservation of the public peace, property, health, safety and welfare; NOW, THEREFORE
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Executive Director of the Civil Service Commission be and is hereby authorized to renew, increase and extend Contract No. PO369101 with Mount Carmel Health Providers, Inc., for Pre-Employment Physicals and Medical Testing Services for the purpose of administering pre-employment physicals and cardiovascular stress tests to public safety recruits for the Department of Public Safety’s Police and Fire entry-level sworn positions, in accordance with the terms and conditions on file in the office of the Civil Service Commission. Total renewal No. 2 is ADD $50,000.00. Total contract amount including this renewal is $460,000.00. This renewal will extend the contract through and including February 28, 2026.
SECTION 2. That this renewal is in accordance with the relevant provisions of Chapter 329 of City Code relating to contract modifications / renewals.
SECTION 3. That the expenditure of $50,000.00, or so much thereof as may be needed, is hereby authorized in Fund 1000 General Fund in object class 03 Services per the accounting codes in the attachment to this ordinance.
SECTION 4. That the funds necessary to carry out the purpose of this ordinance are hereby deemed appropriated, and the City Auditor shall establish accounting codes as necessary.
SECTION 5. That the City Auditor is authorized to make any accounting changes to revise the funding source for all contract and agreement modifications / renewals associated with this ordinance.
SECTION 6. 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.