Explanation
Background: On November 18, 2019 City Council passed Ordinance 2712-2019, authorizing the Finance and Management Director to establish a contract for the Fleet Management Division at 6211 Groves Rd for security guard services with S&S Management Group LLC (DBA:Guard One). The term of the contract authorized in the ordinance was for one (1) year with three optional renewals. Ordinance 3236-2022 authorized a rate increase and the final of these renewals.
Due to an increase in the scope of work to incorporate the Department of Safety property across the street at 4252 Groves Rd and continued increases in cost, this contract was under review to be reworked. During this time the contract lapsed with no new scope defined, rates collected or contract in place. Services continued outside of contract by S&S Management Group resulting in an outstanding balance of $16,279.86. These services are critical for the safety of the large number of City of Columbus assets in place at the Fleet Management Facility. A temporary informal contract was signed with S&S Management to continue these services until a full contract can be successfully bid out. Due to these costs being incurred outside of contract, pursuant to City Code the expended funds must be approved by City Council.
Bid Information: The Purchasing Office advertised and solicited competitive bids in accordance with the relevant provisions of Chapter 329 relating to competitive bidding. RFQ013523 was advertised and Proposals were received on September 25, 2019. Two (2) responses were received.
Total expenditures: the City has expended approximately $16,279.86 outside of the contracted amount.
Fiscal Impact: Funding to restitute for these services will be authorized from General Budget Reservation BRPO002675.
EMERGENCY DESIGNATION: This ordinance requires emergency action so that the Department of Finance and Management, Fleet Management Division can continue to have protection provided for 6211 Groves ...
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