Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to modify and extend contracts on behalf of the Facilities Management Division with the following vendors:
Aqua Science, Inc. ($13,000.00)
Capital Plumbing & Mechanical, Inc. ($45,000.00)
Columbus Glass & Mirror, Inc. ($10,000.00)
Decker Construction Company ($40,000.00)
Elite Fire Services LLC ($15,000.00)
General Maintenance & Engineering Co. ($70,000.00)
Lannis Fence Systems ($8,000.00)
Roto Rooter Services ($20,000.00)
The Facilities Management Division contracts for preventive maintenance, repair, and construction-type services to maintain city buildings and facilities. The division has, by necessity, used a construction bid template to procure these services even though they are not construction in the strictest sense.
Recent changes to City Codes pertaining to the procurement of construction services and the requisite subsequent changes to the construction bidding template require bidder pre-qualification. As such, the current code definition of construction and the new bidding template are not appropriate to procure the afore-described hybrid-type services. A new definition of construction and updated, appropriate bidding templates which recognize these types of services are in the works. In the interim, it is necessary to extend these contracts for one year.
None of the vendors listed above have remaining renewal extensions available. Therefore, this legislation seeks City Council authority to modify and extend contracts with these vendors to provide sufficient time for such bidding documents to be prepared and placed into service by the Facilities Management Division.
All of the contract totals are funded, in full, with budgeted General Fund dollars; the only exception being the General Maintenance & Engineering Co. contract. Capital improvement monies are being used to fund $50,000 of the $70,000 total contract cost for this vendor.
Emergency action is requested so that these vendors can be engaged as quickly as possible to provide needed facilities management services for city buildings and locations.
Aqua Science, Inc., Contract Compliance No. 31-1098949, CC expiration date 04/07/2015
Capital Plumbing & Mechanical, Inc., Contract Compliance No. 20-0557202, CC expiration date 04/22/2015
Columbus Glass & Mirror, Inc., Contract Compliance No. 31-1321053, CC expiration date 09/08/2016
Decker Construction Company Contract Compliance No. 31-0983557, CC expiration date 12/09/2015
Elite Fire Services LLC, Contract Compliance No. 20-8907984, CC expiration date 02/27/2017
General Maintenance & Engineering Co., Contract Compliance No. 31-4188545, CC expiration date 02/24/2017
Lannis Fence Systems, Contract Compliance No. 31-1364284, CC expiration date 02/07/2016
Roto Rooter Services, Contract Compliance No. 42-0499300, CC expiration date 02/07/2016
Fiscal Impact: The combined cost of these modifications is $221,000.00. Funds are budgeted and available within the Construction Management Capital Improvement Fund and the General Fund for these expenditures.
Title
To authorize the Finance and Management Director to modify and extend certain contracts on behalf of the Facilities Management Division; to waive the competitive bidding provisions of Chapter 329 of Columbus City Code; to authorize the expenditure of $50,000.00 from the Construction Management Capital Improvement Fund; to authorize the expenditure of $171,000.00 from the General Fund; and to declare an emergency. ($221,000.00)
Body
WHEREAS, the Facilities Management Division contracts with certain vendors for the provision of facilities management and construction-related services; and
WHEREAS, certain of these contracts have no further renewal options available and are due to be re-bid; and
WHEREAS, the Facilities Management Division is currently drafting new front-end bidding documents to procure facilities management service contracts with construction related elements; and
WHEREAS, the Facilities Management Division is seeking City Council authority to modify and extend certain vendor contracts until such time as the new bidding documents are completed and new bid solicitations can be generated; and
WHEREAS, it is necessary to waive the competitive bidding provisions of Columbus City Code Chapter 329 to allow for these contract modifications and extensions; 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 and extend these vendor contracts so that needed facilities management services can be obtained for the maintenance, repair, and general upkeep of City buildings and facilities, thereby preserving the public health, peace, property, safety and welfare; now, therefore:
BE IT ORDAINED BY THE COUNCIL O F THE CITY OF COLUMBUS:
SECTION 1. That the Finance and Management Director is hereby authorized and directed to modify and extend contracts on behalf of the Facilities Management Division with the following vendors, as follows:
Aqua Science, Inc., Contract Compliance No. 31-1098949, expiration date 04/07/2015 ($13,000.00)
Capital Plumbing & Mechanical, Inc., Contract Compliance No. 20-0557202, expiration date 04/22/2015 ($45,000.00)
Columbus Glass & Mirror, Inc., Contract Compliance No. 31-1321053, expiration date 09/08/2016 ($10,000.00)
Decker Construction Company Contract Compliance No. 31-0983557, expiration date 12/09/2015 ($40,000.00)
Elite Fire Services LLC, Contract Compliance No. 20-8907984, expiration date 02/27/2017 ($15,000.00)
General Maintenance & Engineering Co., Contract Compliance No. 31-4188545, expiration date 02/24/2017 ($70,000.00)
Lannis Fence Systems, Contract Compliance No. 31-1364284, expiration date 02/07/2016. ($8,000.00)
Roto Rooter Services, Contract Compliance No. 42-0499300, expiration date 02/07/2016 ($20,000.00)
SECTION 2. That the expenditure of $171,000.00, 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:
Dept./Div.: 45-07
Fund: 10
OCA Code: 450044
Object Level 1: 03
Object Level 3: 3372
Amount: $171,000.00
SECTION 3. That the expenditure of $50,000.00, 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:
Dept./Div.: 45-50
Capital Project No.: 570030-100120
Capital Project Descr.: Facility Renovations Various (Councilmanic SIT Supported)
Fund: 733
OCA Code: 733120
Object Level 1: 06
Object Level 3: 6620
Amount: $50,000.00
SECTION 4. That the competitive bidding provisions of Columbus City Codes Chapter 329 are hereby waived in regard to the action authorized in Section 1.
SECTION 5. That the monies in the foregoing Sections shall be paid upon order of the Director of Finance and Management, and that no order shall be drawn or money paid except by voucher, the form of which shall be approved by the City Auditor.
SECTION 6. 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 7. That the City Auditor is hereby authorized to transfer the unencumbered balance in a project account to the unallocated balance account within the same fund upon receipt of certification by the Director of the Department administering said project that the project has been completed and the monies are no longer required for said project.
SECTION 8. That for reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is hereby declared an emergency measure and shall take effect and be enforced from and after its passage and approval by the Mayor, or ten days after passage if the Mayor neither approves nor vetoes the same.