Explanation
The purpose of this legislation is to authorize the Director of Public Utilities to enter into a planned contract modification #3 with Master Maintenance LLC for the purpose of providing Janitorial Services for various Department of Public Utilities facilities. The work to be performed under this contract will be Janitorial Services at the Southerly Wastewater Treatment Plant, Jackson Pike Wastewater Treatment Plant, Compost Facility and the Sewer Maintenance Operations Center. Other Department sites may be added in the future. The work to be performed under these specifications include cleaning services for not only office areas but also other industrial type areas such as store rooms, stock rooms, construction trailers, areas adjacent to garages, kitchens and break rooms. The contractor shall furnish any and all cleaning and sanitation supplies and any other products required to provide the cleaning services.
The Department of Public Utilities solicited Competitive Bids for the subject services in accordance with the provisions of Section 329 (SA004991). One hundred twenty-two (122) vendors were solicited (1 V1, 2 MBR, 27 M1A, 1 HL1, 3 F1 and 88 MAJ). Nine (9) bids (1 MBE, 2 MA1, 5 MAJ and 1 Pending Certification) were received on June 12, 2013. The lowest bidder was AA Programmed Janitorial and Building Maintenance Inc. (MBR). This bidder checked “no” for the Environmental Preference. The second lowest bidder was Master Maintenance LLC (MAJ). This bidder declared that they are an Environmental Preferred Bidder and therefore the Environmental Preference Credit applied for the purpose of awarding this bid in accordance with Columbus City Code Chapter 329.31, therefore this bidder was deemed the lowest responsive and responsible and best bidder.
The original contract was in effect for one (1) year to and including July 31, 2014. The contract language allows for the Department of Public Utilities to extend the contract for three (3) additional years on a year to year basis upon mutual agreement and budgeted funds. This proposed modification is the 4th year of the contract. The new expiration date will be July 31, 2017.
SUPPLIER: Master Maintenance LLC (31-1585601), Expires September 15, 2016
Master Maintenance LLC does not hold MBE/FBE status.
The company is not debarred according to the Excluded Party Listing System of the Federal Government or prohibited from being awarded a contract according to the Auditor of State Unresolved Findings for Recovery Certified Search.
1. Amount of additional funds: Total amount of additional funds needed for this modification No. 3 is $175,000.00.
2. Reason additional funds were not foreseen: The need for additional funds was known at the time of the initial contract, as this is an annual expenditure. This legislation is to encumber the funds for fiscal year 2016 for the Division of Sewerage and Drainage.
3. Reason other procurement processes not used: Work under this modification is a continuation of services included in the scope of the original bid contract. No lower pricing/more attractive terms and conditions are anticipated at this time.
4. How was cost determined: The cost, terms and conditions are in accordance with the original agreement.
FISCAL IMPACT: $175,000.00 is budgeted and available in the Sewerage System Operating Fund for this expenditure. The contract amount will be utilized to provide services under this contract for the various Division of Sewerage and Drainage facilities.
$166,575.00 was spent in 2015
$165,600.00 was spent in 2014
Title
To authorize the Director of Public Utilities to enter into a planned modification with Master Maintenance LLC to provide Janitorial Services for the Department of Public Utilities, and to authorize the expenditure of $175,000.00 from the Sewer System Operating Fund. ($175,000.00)
Body
WHEREAS, the Department of Public Utilities has a contract with Master Maintenance LLC to provide Janitorial Services; and
WHEREAS, the Department of Public Utilities wishes to modify, increase and extend EL014657 with Master Maintenance LLC for Janitorial Services to provide additional funding necessary for 2016 and to extend the contract to a new expiration date of July 31, 2017; and
WHEREAS, the vendor has agreed to modify, increase and extend EL014657 at current prices and conditions, and it is in the best interest of the City of Columbus to exercise this option; and
WHEREAS, it has become necessary in the usual daily operation of the Department of Public Utilities, Division of Sewerage and Drainage, to authorize the Director of Public Utilities to modify, increase and extend the current contract for Janitorial Services with Master Maintenance LLC; now, therefore
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of Public Utilities be and is hereby authorized to modify, increase and extend Contract No. EL014657 with Master Maintenance LLC, 6200 Wilcox Road, Dublin, Ohio 43016, for Janitorial Services for the various Divisions of the Department of Public Utilities, in accordance with the terms and conditions on file in the Office of the Division of Sewerage and Drainage. Total amount of modification No. 3 is ADD $175,000.00. Total contract amount including this modification is $699,240.00.
SECTION 2. That this ordinance is in accordance with the relevant provisions of City Code Chapter 329 relating to contract modifications.
SECTION 3. That the expenditure of $175,000.00 or so much thereof as may be needed, is hereby authorized in Fund 6100 Sewerage System Operating Fund in object class 03 Services per the accounting codes in the attachment to this ordinance.
SECTION 4. That the funds necessary to carry out the purpose of this ordinance are hereby deemed appropriated and the City Auditor shall establish such accounting codes as necessary.
SECTION 5. That this ordinance shall take effect and be in force from and after the earliest period allowed by law.