Explanation
The Department of Finance & Management, on behalf of the Fleet Management Division, entered into a contract with AA Programmed Janitorial & Building Maintenance, Inc. for annual janitorial/custodial services at the Fleet Management facility located at 4211 Groves Road under the authority of Ordinance No. 1038-2014, which passed City Council on May 19, 2014. This contract was formally bid under SA005335, for which AA Programmed Janitorial & Building Maintenance was deemed the most responsive and responsible bidder. A provision for three (3) annual contract extensions/renewals was included in the original contract.
This ordinance seeks authorization to modify and extend the existing AA Programmed Janitorial & Building Maintenance contract, thus representing the first of three (3) annual contract renewal/extension options.
Formal bids were solicited and six companies submitted bids and these bids were opened on April 4, 2014 as follows:
AA Programmed Janitorial & Building Maintenance, Inc. $23,938.00
Keswick Enterprises, Inc. dba Corvus Janitorial Systems $28,672.00
Total Care Cleaning Services dba Coverall Health Based Cleaning $29,945.50
Cleanup Committee $32,368.00
Dove Building Services $37,356.00
K&M Kleening Services, Inc. $46,005.15
AA Programmed Janitorial submitted a price increase request on March 25, 2015 per the instructions in the original bid specs to be included in this contract extension. The request is for an additional $295.00 per month. This would increase the contract $3,540.00, resulting in a new total of $27,478.00 annually. The term of this modified contract shall be June 1, 2015 to May 31, 2016. The contractor pays responsible wage and health insurance benefits as required by Columbus City Codes.
Emergency action is requested to allow for janitorial services to continue without interruption at the Fleet Maintenance Facility.
Fiscal Impact: The Fleet Management Division budgeted $35,000.00 for janitorial services in 2015. The cost of this contract is $27,478.00.
AA Programmed Janitorial & Building Maintenance, Inc., Contract Compliance #:31-1190027; Expiration Date: 11/25/2016.
Title
To authorize the Finance and Management Director, on behalf of the Fleet Management Division, to modify and extend an existing contract with AA Programmed Janitorial & Building Maintenance, Inc. for janitorial services at the Fleet Management facility located at 4211 Groves Road; to authorize the expenditure of $27,478.00 from the Fleet Management Fund; and to declare an emergency. ($27,478.00)
Body
WHEREAS, Purchase order/contract EL015776 for annual janitorial/custodial services at the Fleet Management facility located at 4211 Groves Road was authorized by Ordinance 1038-2014, with three (3) one-year renewal options; and
WHEREAS, it is necessary to modify and extend said contract to provide needed annual janitorial/custodial services at the Fleet Management facility located at 4211 Groves Road.; and
WHEREAS, AA Programmed Janitorial requested a price increase.
WHEREAS, the Fleet Management Division wishes to extend the contract as provided for in the contract; and
WHEREAS, an emergency exists in the usual, daily operations of the Fleet Management Division in that it is immediately necessary to modify and extend a contract with AA Programmed Janitorial for janitorial services for the Fleet Management facility located at 4211 Groves Road so services continue without interruption, all for the preservation of public peace, property, health, 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 Fleet Management Division is hereby authorized to modify and extend a contract with AA Programmed Janitorial & Building Maintenance, Inc. for janitorial services at the Fleet Management facility located at 4211 Groves Road for the period June 1, 2015 to May 31, 2016.
SECTION 2. That the expenditure of $27,478.00 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:
Division: 45-05
Fund: 513
OCA Code: 451206
Object Level 1:03
Object Level 3:3396
Amount: $27,478.00
SECTION 3. 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 4. 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 5. 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 approval by the Mayor, nor ten days after passage, if the Mayor neither approves nor vetoes the same.