Explanation
BACKGROUND: To modify an existing city-wide contract for the option to obtain Rental of Portable Toilets for various City agencies. These contracts provide for the rental of portable washing stations, various single, multi-unit and handicapped portable toilets at various City locations. Section 1 of the contract is for Recreation and Park installations, Section 2 is for City of Columbus Golf Courses, and Section 3 is for special events, short term projects and other City agency locations as needed.
Sections 1 and 2 were awarded to ABC Restroom and Section 3 was awarded to Pro-Kleen Industrial Services, Inc. dba Porta Kleen. ABC Restroom, the awarded vendor for Section 1, has had difficulty meeting the service requirements at some locations, resulting in unsatisfactory performance for the public using these facilities. As a result, it is in the best interest of the City of Columbus to modify an existing city-wide contract with Porta-Kleen. This ordinance requests a modification to award Section 1 and Section 2 to Porta-Kleen for the purose to provide those services shall it become necessary, and to expand Section 3 for monthly services rather than only weekly rates. The contract (PO004448) was established in accordance with SA006041 and authorized by Ordinance 0104-2016, and will expire March 31, 2018.
1. Amount of additional funds: The Recreation and Parks Department must obtain approval to expend from their own budgeted funds for their estimated expenditures.
2. Reason additional needs were not foreseen: The need was foreseen, but items were awarded to a vendor whom had encountered difficultly meeting the service requirements. These same items will be awarded to next low bidder.
3. Reason other procurement processes not used: This formal bid was opened October 29, 2015, and the Purchasing Office does not anticipate any better pricing if a new bid was let.
4. How cost was determined: Pricing will be in accordance with the bid originally submitted by Porta-Kleen. Terms and conditions are in accordance with the original contract.
This ordinance is being submitted as an emergency because, without emergency action, no less than 37 days will be added to this procurement cycle and the efficient delivery of valuable public services will be slowed.
FISCAL IMPACT: No funding is required to modify the option contract. The Recreation and Parks Department must set aside their own funding for their estimated expenditures.
Title
To authorize and direct the Finance and Management Director to modify the Universal Term Contract for the option to obtain Rental of Portable Toilets with Pro Kleen Industrial Services Inc., dba Porta Kleen, and to declare an emergency. ($0.00)
Body
WHEREAS, the Purchasing Office entered into two (2) UTC contracts for the Rental of Portable Toilets for use by the Recreation and Parks Department and other City agencies; and,
WHEREAS, it is necessary to modify the existing contract with Pro Kleen Industrial Services Inc. dba Porta Kleen, PO004448 as authorized by Ordinance 0104-2016, to include award for Sections 1 and 2 and to expand Section 3 to include monthly pricing instead of only weekly, to provide those services should it become necessary; and,
WHEREAS, an emergency exists in the usual daily operation of the Purchasing Office in that it is immediately necessary to modify PO004448 for the option to obtain Rental of Portable Toilets, 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 be and is hereby authorized to modify PO004448 with Pro Kleen Industrial Services Inc. dba Porta Kleen, Inc.
SECTION 2. That this modification is in accordance with relevant provisions of Section 329 of the Columbus City Code.
SECTION 3. That for the 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, or ten days after passage if the Mayor neither approves nor vetoes the same.