Explanation
The Director of Public Utilities entered into a contract with SimplexGrinnell LP, to provide 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 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. These systems include the Fire Alarm Detection Systems, and the Fire Sprinkler Systems. The accessible peripheral devices shall be functionally tested in accordance with the NFPA 72, chapter 10, and manufacturer's recommended procedures. This agreement provides for the repair and necessary documentation to log all accessible components and devices, detector cleaning for fire alarm and detection systems, emergency service call and labor for the fire alarm will be provided 24 hours a day, 7 days a week, and panel and peripheral component replacement for the various electronic systems, including battery replacement.
The Backflow Preventers were originally included in the contract but are being removed with this modification, as it has been determined that although the company can provide the inspection and testing services, they do not provide the repair services that may be needed. Since it has been determined that this service can be competitively bid the Backflow Preventers are being removed at this time.
This ordinance is being submitted in accordance with the Sole Source provisions of Columbus City Code 1959, Section 329.07 (e).
This contract covers a five-year 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 current year's agreement is for the period of July 1, 2014 through and including June 30, 2015. If unforeseen issues or difficulties are encountered that would require additional funding, a modification would be requested.
SUPPLIER: SimplexGrinnell LP (58-2608861-003) Expires 3-20-15
SimplexGrinnell LP 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 modification No. 2 is ADD $65,663.41. Total contract amount including this modification is $161,062.44.
2. Reason additional funds were not foreseen: This is a planned modification. The original contract allows for four (4) extension periods on a year to year basis. This modification is to provide the funding necessary for the payment of service to be provided through June, 2018.
3. Reason other procurement processes not used: Work under this modification is a continuation of services included in the scope of the original bid contract. This equipment was installed by SimplexGrinnell LP and they are the sole provider of the monitoring, maintenance and diagnostic testing and repairs of the systems.
4. How was cost determined: The cost, terms and conditions are in accordance with the original agreement. Service Proposal Quotes dated February 9, 2013 with revisions for 2014 services are attached.
FISCAL IMPACT: $65,663.41 is budgeted and available for this purchase.
$91,392.17 was spent in 2013
$46,349.88 was spent in 2012
Title
To authorize the Director of Public Utilities to modify, increase and extend the Security System Maintenance, Monitoring and Inspection contract with SimplexGrinnell LP, for the Division of Sewerage and Drainage in accordance with the provisions of the Columbus City Code, and to authorize the expenditure of $65,663.41 from the Sewer System Operating Fund. ($65,663.41)
Body
WHEREAS, the Department of Public Utilities has a contract with SimplexGrinnell LP for Security System Maintenance, Monitoring and Inspection services at various facilities of the Division of Sewerage and Drainage, and
WHEREAS, the Backflow Preventers were originally included in the contract but are being removed with this modification as it has determined that although the company can provide the inspection and testing services, they do not provide the repair services that may be needed. Since it has been determined that this service can be competitively bid the Backflow Preventers are being removed at this time, and
WHEREAS, the Department of Public Utilities wishes to modify, increase and extend EL014561 with SimplexGrinnell LP for Security System Maintenance, Monitoring and Inspection Services and for the purchase of Annual Software with updates and technical support, to provide additional funding necessary for 2014 for the Division of Sewerage and Drainage and to extend the contract to a new expiration date of June 30, 2015, and
WHEREAS, the vendor has agreed to modify, increase and extend EL014561 at current prices and conditions, and it is in the best interest of the City to exercise this option, and
WHEREAS, this ordinance is being submitted in accordance with the provisions of Chapter 329 of the Columbus Code, and
WHEREAS, it is immediately necessary to authorize the Director of Public Utilities to modify, increase and extend the existing contract with SimplexGrinnell LP in order to provide for continuation of Security System Maintenance, Monitoring and Inspections Services, and for the purchase of Annual Software; 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 modify, increase and extend Contract No. EL014561 with SimplexGrinnell LP, 6175 Shamrock Court, Suite S, Dublin, Ohio 43016, for Security System Maintenance, Monitoring and Inspection Services, and for the purchase of Annual Software with updates and technical support for the Division of Sewerage and Drainage, in accordance with the terms and conditions on file in the Office of the Division of Sewerage and Drainage. Total amount of modification No. 2 is ADD $65,663.41. Total contract amount including this modification is $161,062.44.
SECTION 2. That the expenditure of $65,663.41 or so much thereof as may be needed, be and the same hereby is authorized from the Sewer System Operating Fund, Fund 650, Department 60-05, to pay the cost of this contract as follows:
OCA: 605089
Object Level 1: 03
Object Level 03: 3398
Amount: $4,356.00
OCA: 606202
Object Level1: 03
Object Level 03: 3398
Amount: $23,032.00
OCA: 606202
Object Level1: 03
Object Level 03: 3358
Amount: $1,696.00
OCA: 605030
Object Level1: 03
Object Level 03: 3398
Amount: $13,437.91
OCA: 605063
Object Level1: 03
Object Level 03: 3398
Amount: $23,141.50
SECTION 3. That this modification is in accordance with the provisions of Columbus City Code, 1959, Chapter 329.
SECTION 4. 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 5. That this Ordinance shall take effect and be in force from and after the earliest period allowed by law.