Explanation
The purpose of this ordinance is to authorize the Director of Public Utilities to enter into a service agreement with SimplexGrinnell for Security System Maintenance, Monitoring and Inspection, and the Annual Inspection Plus purchase of Access Control software at the Sewer Maintenance Operation Center locations of 1250 Fairwood Avenue and the grit pad at 1388 Emig Road; and for the performance of inspections, diagnostic tests and repairs for all accessible peripheral devices currently connected to the facility life safety systems at the Jackson Pike and Southerly Wastewater Treatment Plants.
The fire systems, security system and access cards used at the Sewer Maintenance Operation Center, 1388 Emig Road Grit Pad location and wastewater treatment plants is maintained and monitored by SimplexGrinnell. SimplexGrinnell installed the alarm system at those location and monitors 24 hours a day, 7 days a week. The maintenance, monitoring and service includes Fire Alarm Systems, Access Control, Grit Pad and CCTV System. Quotes from the company dated February 9, 2013 is attached.
The Annual Inspection Plus purchase of Access Control software for this system includes access to software and firmware updates and technical support access on a 24 hour, 7 day a week basis during the coverage period. Quote from the company dated February 9, 2013 is attached.
At the Jackson Pike and Southerly Wastewater Treatment Plants there is a need for the performance of inspections and diagnostic tests for all accessible peripheral devices currently connected to the Fire Protection Systems and it has been determined that the systems installed at both plants have a need for various upgrades. These systems include the Fire Alarm Detection Systems, Fire Sprinkler Systems and the Backflow Preventer. Quotes for those upgrades from the company dated April 23, 2013 are attached.
This ordinance is being submitted in accordance with the Sole Source provisions of Columbus City Code, Section 329.07 (E). SimplexGrinnell is the sole provider of the monitoring, maintenance and diagnostic testing of the systems.
This contract covers a five-year (5) period from July 1, 2013 through and including June 30, 2018. For each year of the five year contract, funds for the services shall be reviewed and expenditures shall be approved by ordinance of City Council, and the appropriation and certification of funds by the City Auditor. The maximum obligation of the City, for services described in this agreement, is limited to the amount of $91,392.17 for the period of July 1, 2013 through and including June 30, 2014. If unforeseen issues or difficulties are encountered that would require additional funding, a modification would be requested.
EMERGENCY DESIGNATION: This ordinance is being submitted as an emergency to allow for the prompt execution of the agreement to enable the needed upgrades and monitoring so that maintenance is not delayed for the safety and the protection of the facilities.
SUPPLIER: SimplexGrinnell (58-2608861-003) Expires 3-20-15
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: $27,388.00 for the maintenance, monitoring and inspection service and $1,696.00 for the annual software purchase including updates is budgeted and available for the Sewer Maintenance Operation Center locations. $29,693.90 is needed at the Southerly Wastewater Treatment Plant and $32,614.27 is needed at the Jackson Pike Wastewater Treatment Plant for maintenance, monitoring and inspection services. The necessary funds to cover the expenses at the two plants will be made available by reprioritizing expenses so as not to increase the budget authority.
$24,057.00 was spent in 2011
$23,693.90 was spent in 2010
Title
To authorize the Director of Public Utilities to enter into an agreement with SimplexGrinnell for Security System Maintenance, Monitoring and Inspection and for the purchase of Annual Software for the Division of Sewerage and Drainage in accordance with the provisions of Sole Source procurement of the Columbus City Code, to authorize the expenditure of $91,392.17 from the Sewerage System Operating Fund, and to declare an emergency. ($91,392.17)
Body
WHEREAS, the Sewer Maintenance Operation Center located at 1250 Fairwood Avenue houses a variety of the Division of Sewerage and Drainage sections along with the 911 Call Center, and
WHEREAS, the Fire Protection System at the Jackson Pike and Southerly Wastewater Treatment Plants have a need for upgrades, and
WHEREAS, SimplexGrinnell provides monitoring, maintenance and inspection of the security system which includes Fire Alarm Systems, Access Control and CCTV System on a 24 hour, 7 days a week basis, for the 1250 Fairwood Complex, 1388 Emig Road Grit Pad location, and the Jackson Pike and Southerly Wastewater Treatment Plants and
WHEREAS, SimplexGrinnell provides Annual Inspection Plus for the Access Control Software which includes access to software and firmware updates and technical support access on a 24 hour, 7 day a week basis, and
WHEREAS, it is anticipated that services under this agreement will be provided over a period of five (5) years on a year to year basis based on funding availablitiy, mutual agreement by both parties, certification of funds by the City Auditor and approval of Columbus City, and
WHEREAS, the City may, at any time during the performance of the services under this Agreement, propose a modification of the Contract by a properly authorized written instrument. With the approval of City Council and execution of such modification by both parties hereto, it shall be fully incorporated into this Contract and shall govern all subsequent performance under the Contract, and
WHEREAS, SimplexGinnell is the sole provider for the above mentioned services, therefore, this ordinance is being submitted in accordance with the Sole Source provisions of Columbus City Code, and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Utilities, Division of Sewerage and Drainage in that it is immediately necessary to authorize the Director of Public Utilities to establish a contract for Security System Maintenance, Monitoring and Inspection and for the purchase of Annual Software, without delay, 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 Public Utilities be and is hereby authorized to enter into an agreement with SimplexGrinnell for Security System Maintenance, Monitoring, and Inspection and for the purchase of Annual Software with updates and technical support for the Division of Sewerage and Drainage in such form and including such terms and conditions as are approved by the City Auditor and City Attorney.
SECTION 2. That the expenditure of $91,392.17 or so much thereof as may be needed, be and the same hereby is authorized from the Sewerage System Operating Fund, Fund No. 650,
OCA: 605089
Object Level 1: 03
Object Level 03: 3398
Amount: $4,356.00
OCA: 606202
Object Level 1: 03
Object Level 03: 3398
Amount: $23,032.00
OCA: 606202
Object Level 1: 03
Object Level 03: 3358
Amount: $1,696.00
OCA: 605030
Object Level 1: 03
Object Level 03: 3398
Amount: $32,614.27
OCA: 605063
Object Level 1: 03
Objet Level 03: 3372
Amount: $850.00
OCA: 605063
Object Level 1: 03
Object Level 03: 3398
Amount: $28,843.90
Total Amount Requested: $91,392.17
SECTION 3. 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 4. That this Council finds it in the best interest to enter into the agreement in accordance with the Sole Source provisions of Columbus City Code, Section 329.07 (E).
SECTION 5. 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.