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. ($5,000.00)
Affordable Choice Electric ($5,000.00)
Anchor Corp. ($5,000.00)
Capital Plumbing & Mechanical, Inc. ($12,000.00)
Columbus Glass & Mirror, Inc. ($2,500.00)
Elite Fire Services LLC ($5,000.00)
General Maintenance & Engineering Co. ($5,000.00)
Pad Door Systems ($8,000.00)
Roto Rooter Services ($5,000.00)
The Facilities Management Division contracts for preventive maintenance, repair, and construction-type services to maintain city buildings and facilities. All of the above contracts were formally bid by the Facilities Management Division in accordance with the competitive bidding provisions of Columbus City Code. This ordinance authorizes contract extensions until July 31, 2016 to allow for the Facilities Management Division to re-bid these contracts.
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.
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
Affordable Choice Electric, Contract Compliance No. 31-1461454
Anchor Corp., Contract Compliance No. 31-1020884
Capital Plumbing & Mechanical, Inc., Contract Compliance No. 20-0557202
Columbus Glass & Mirror, Inc., Contract Compliance No. 31-1321053
Elite Fire Services LLC, Contract Compliance No. 20-8907984
General Maintenance & Engineering Co., Contract Compliance No. 31-4188545
Pad Door Systems, Contract Compliance No. 31-1038010
Roto Rooter Services, Contract Compliance No. 42-0499300
Fiscal Impact: The combined cost of these modifications is $52,500.00. Funds are budgeted and available within the General Fund for these expenditures.
Title
To authorize the Finance and Management Director to modify and extend various contracts for preventive maintenance and repairs, and construction type services on behalf of the Facilities Management Division; to authorize the expenditure of $52,500.00 from the General Fund; and to declare an emergency. ($52,500.00)
Body
WHEREAS, the Facilities Management Division has various contracts for preventive maintenance and repairs, and construction type services with various vendors for the provision of facilities management and construction-related services; and
WHEREAS, these contracts have no further renewal options available and are due to be re-bid; and
WHEREAS, the Facilities Management Division is seeking City Council authority to modify and extend these contracts until such time as new bid solicitations can be generated; 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 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 OF 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 ($5,000.00)
Affordable Choice Electric, Contract Compliance No. 31-1461454 ($5,000.00)
Anchor Corp., Contract Compliance No. 31-1020884 ($5,000.00)
Capital Plumbing & Mechanical, Inc., Contract Compliance No. 20-0557202 ($12,000.00)
Columbus Glass & Mirror, Inc., Contract Compliance No. 31-1321053 ($2,500.00)
Elite Fire Services LLC, Contract Compliance No. 20-8907984 ($5,000.00)
General Maintenance & Engineering Co., Contract Compliance No. 31-4188545 ($5,000.00)
Pad Door Systems, Contract Compliance No. 31-1038010 ($8,000.00)
Roto Rooter Services, Contract Compliance No. 42-0499300, expiration date 02/07/2016 ($5,000.00)
SECTION 2. That the expenditure of $52,500.00, or so much thereof as may be necessary in regard to the action authorized in SECTION 1, is hereby authorized in the General Fund 1000, SubFund 100010 in Object Class 03 - Contractual Services, per the accounting codes in the attachment to this ordinance.
See Attached File: Ord 0778-2016 Legislation Template.xls
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 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 6. 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.