Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to modify an existing contract on behalf of the Facilities Management Division with K & M Kleening to provide for ongoing custodial services at Columbus Public Health and the Columbus Police Academy (James G. Jackson Police Academy). This modification will provide for a two month extension which allows for the needed time to construct an adequate bid specification, a thorough review of the submission and the selection of the most qualified and responsible candidate.
The former custodial contractor for the Columbus Health Department (240 Parsons Avenue) and the James G. Jackson Police Academy (1000 Hague Avenue) was terminated because of falsification of records in September, 2013. As a result of the infraction, the services of K&M Kleening were secured to complete the remaining months on the existing contract for these facilities. K&M Kleening was chosen due to their familiarity with these facilities and the cleaning standards associated with health facilities. They were already under contract for cleaning the Fire Training Academy and were familiar with their cleaning standards.
The bid process for a new contract for a cleaning service provider(s) requires the Facilities Management Division to conduct a comprehensive review of the cleaning requirements for the Columbus Health Department and the James G. Jackson Police Academy. These specifications will not include the services of a third party cleaning consultant as it has in years past. Therefore, performance cleaning standards require close scrutiny in the development of new bid specifications, especially for Columbus Public Health. In addition, the equipment requirements, chemicals and schedules all requires close review and coordination. A two month extension will allow for the necessary time to construct good and proper bid specifications and will provide for a thorough review of the submission and selection of the most qualified and responsible contractor(s).
K & M Kleening was selected as the vendor, as they already supply custodial services at the Fire Training Academy, the Fire Training Building, and the Practical Skills Building and, as such, have the necessary skills and capacity to provide needed services at Columbus Public Health and the James G. Jackson Police Academy. The same hourly rates and terms within the current contract were used to determine this modification.
Emergency action is requested to so that custodial services may continue without interruption, thereby ensuring the safety and cleanliness of the buildings.
K & M Kleening Service, Inc. Contract Compliance No. 02-0553299, expiration date October 25, 2015.
Fiscal Impact: The funds necessary for this modification are budgeted within the 2014 Facilities Management Division.
Title
To authorize the Finance and Management Director to modify an existing contract on behalf of the Facilities Management Division with K & M Kleening Service, Inc. to provide ongoing custodial services at Columbus Public Health and the Columbus Police Academy; to authorize the expenditure of $97,498.39 from the General Fund; and to declare an emergency. ($97,498.39)
Body
WHEREAS, pursuant to ordinance 0180-2013, the Finance & Management Director, on behalf of the Facilities Management Division, entered into a custodial services contract with K&M Kleening Service, Inc. at the Fire Training Academy, 3639 Parsons Avenue; Fire Training Building, 3675 Parsons Avenue; and the Practical Skills Building, 3633 Parsons Avenue; and
WHEREAS, Ordinance No. 2625-2013, passed December 5, 2013, authorized a modification of the contract with K & M Kleening to provide ongoing custodial services at Columbus Public Health and the Columbus Police Academy; 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 modify an existing contract with K & M Kleening Service, Inc. to provide for custodial services at Columbus Public Health and the Columbus Police Academy, to ensure the cleanliness of the buildings without interruption, thereby preserving the public health, peace, property, safety, and welfare; now, therefore:
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Finance and Management Director, on behalf of the Facilities Management Division, is hereby authorized to modify an existing contract with K & M Kleening Service, Inc. to provide for custodial services at Columbus Public Health and the Columbus Police Academy through November 25, 2014.
SECTION 2. That the expenditure of $97,498.39, or so much thereof as 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: 450044
Object Level 1: 03
Object Level 3: 3370
Amount: $97,498.39
SECTION 3. That the City Auditor is authorized to make any accounting changes to revise the funding source for all contracts or contract modifications associated with this ordinance.
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 approved by the Mayor, or ten days after passage if the Mayor neither approves or vetoes the same.