Explanation
The Department of Finance & Management, on behalf of the Fleet Management Division, entered into contract with API Security Services for security services for the Fleet Management Division located at 4211 Groves Road.
Solicitation #SA005514 was publicly posted to the City of Columbus Vendor Services web site until August 15, 2014. The Fleet Management Division recommended a contract award to the most responsive and responsible bidder, API Security Services and Investigations Inc. in the amount of $68,350.00 which was authorized by City Council by Ordinance 1986-2014.
Ord. 1551-2015 modified and extended the existing API Security Services contract, thus representing the first of three (3) annual contract renewal/extension options, and authorized a price increase request received on June 3, 2015 per the instructions in the original bid specs to be included in this contract extension. The contractor pays responsible wage and health insurance benefits as required by Columbus City Codes.
This ordinance seeks authority to modify and renew the existing contract with API Security Services. A modification is necessary due to the inadvertent partial cancellation of funds from the 2015-16 contract. During the routine closeout of expired purchase orders, the API Security Services 2015-16 purchase order was partially reduced. This reduction was not needed and this ordinance seeks authority to increase the purchase order to its correct funding level.
The contract period covered by the prior year funding which was cancelled would have been through August of 2016. Therefore the department is requesting to restore funding up through August 2016 and to request new funding as part of the planned modification to renew the contract per original contract language which will cover the period from September 1, 2016 through and including August 31, 2017.
This includes a request for an hourly increase of $.90, for a new total of $16.10 per hour. This represents the second of three (3) renewal options allowed under the original bid.
Emergency action is requested to allow the security services to continue without interruption at the Fleet Maintenance Facility.
Fiscal Impact: The cost of the contract modification is $35,000.00 and the cost of the contract renewal is $76,000.00 for a combined cost of $111,000.00. These funds are budgeted and available within the 2016 Fleet Management Operating Budget.
API Security Service Inc, vendor# 007115; expiration 02/19/17.
Title
To authorize the Finance and Management Director, on behalf of the Fleet Management Division, to modify and renew an existing contract with API Security Services for security services at the Fleet Maintenance Facility; to authorize the expenditure of $111,000.00 from the Fleet Management Services Fund; and to declare an emergency. ($111,000.00)
Body
WHEREAS, the Purchase Order/Contract No. EL017456 for security services for the Fleet Maintenance Facility at 4211 Groves Road was authorized by Ordinance 1551-2015; and
WHEREAS, the Fleet Management Division wishes to modify this contract by reinstating canceled funds; and
WHEREAS, the Fleet Management Division also wishes to renew the contract as provided for in the original bid contract; and
WHEREAS, the contract renewal represents the second of three (3) renewal options and shall be for the period September 1, 2016 through August 31, 2017; and
WHEREAS, an emergency exists in the usual daily operations of the Department of Finance and Management, Fleet Management Division, in that it is immediately necessary to modify the contract for security services for the fleet maintenance facility at 4211 Groves Road 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 renew a contract with API Security Services, Inc for security services at the Fleet Maintenance building located at 4211 Groves Road.
SECTION 2. That the expenditure of $111,000.00 or so much thereof as may be necessary in regard to the action authorized in Section 1 is hereby authorized in Fund 5200 Fleet Management Operating Fund in object class 03 per the accounting codes in the attachment to this ordinance.
See Attached File: Ord 1384-2016 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 for reasons stated in the preamble hereto, which is made a part thereof, this ordinance is hereby made a part thereof, this ordinance is hereby declared an emergency measure and shall take effect and be in force from and after its passage and approval by the Mayor, or ten days after passage if the Mayor neither approves nor vetoes the same.