Explanation
Background: This ordinance authorizes the Finance and Management Director to enter into agreements for the option to establish three (3) Universal Term Contracts (UTC) for services to inspect and repair fire and smoke dampers at various City locations in compliance with City of Columbus ordinance 1018-2015 Fire Damper Inspection Program and the National Fire Protection Association (NFPA) regulations. The term of the proposed option contract is through August 31, 2020. Each contract may be extended for four (4) additional years, subject to mutual agreement by both parties. The City has approximately 300 dampers within approximately 25 buildings.
Prequalification Awards: The Purchasing Office has recognized and prequalified selected companies capable of performing the required services. The purchasing office pre-qualified vendors based on the following criteria:
The vendor must show experience in providing HVAC services, specifically for the inspection and repair of fire and smoke dampers.
The vendor must provide copies of the ICB certification in HVAC Safety Systems for supervisors overseeing inspection and repair services.
Considering the long term of the contract, the Purchasing Office may find additional vendors are qualified to perform services and seek additional term contracts with those vendors.
Future Contracting and Awards for Inspection and Repair Services: The City intends to solicit bids to pre-qualified vendors and award one bidder a purchase order for the testing and inspection services outlined in the specifications of RFQ002460. Once testing and inspection services have been performed, the vendor may make recommendations to perform repairs to the fire and smoke dampers systems. The City intends to solicit bids to pre-qualified vendors and award one purchase order to perform repair services based on the inspection reports to gain access to, repair, replace, or modify the dampers in accordance with National Fire Protection Association guidelines.
The Purchasing Office opened formal bids on September 8, 2016. The Purchasing Office advertised and solicited proposals for prequalification (Solicitation RFQ002460). One hundred and five (105) bids were solicited; four (4) bids were received.
The Purchasing Office is recommending award to responsible vendors as follows:
Julian Speer Company: CC006128 expires 7/20/18 $1.00
Simplex Grinnell LLP: CC08861-132721 expires 8/17/18 $1.00
Columbus Heating and Ventilating: CC016975 expires 4/21/18 $1.00
Total Estimated Annual Expenditure: $50,000.00
These companies are 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.
Fiscal Impact: Funding to establish these option contracts is from the General Fund. City agencies will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Waiver Explanation: The purchasing office is requesting a waiver to enter into contracts with three companies to prequalify the selected vendors to perform services associated with the inspection, testing, and repairs of fire and smoke dampers at various City locations. The City will solicit subsequent bids and award one vendor a purchase order for inspection or repair services at each location or group of locations as specified in the solicitation.
30-Day Designation: This ordinance is being submitted as 30-day legislation.
Title
To authorize the Finance & Management Director to enter into three (3) Universal Term Contracts for the option to purchase services to inspect and repair fire and smoke dampers at various City locations with Julian Speer Company, Simplex Grinnell LLP, and Columbus Heating and Ventilating; to authorize the expenditure of three (3) dollars to establish the contracts from the General Fund ($3.00); and to waive the competitive bidding provisions of Chapter 329 of the Columbus City Code.
Body
WHEREAS, services to inspect and repair fire and smoke dampers at various City locations are required to comply with City of Columbus ordinance 1018-2015 Fire Damper Inspection Program and the National Fire Protection Association (NFPA) regulations; and
WHEREAS, the Purchasing Office has prequalified and selected Julian Speer Company, Simplex Grinnell LLP, Columbus Heating and Ventilating to perform services associated with the inspection and repairs of fire and smoke dampers at various City locations; and
WHEREAS, it is in the City's best interest to waive the competitive bidding procedures of City Code Chapter 329 for these services; and
WHEREAS, this ordinance addresses Purchasing objectives of 1) maximizing the use of City resources by obtaining optimal products/services at low prices and 2) encouraging economic development by improving access to City bid opportunities and 3) providing effective option contracts for City agencies to efficiently maintain their supply chain and service to the public; and
WHEREAS, it has become necessary in the usual daily operation of the Department of Finance and Management to authorize the Director to enter into contracts for services to inspect and repair fire and smoke dampers; 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 enter into the following contracts for an option to purchase services to inspect and repair fire and smoke dampers through August 31, 2020 with the option to extend for four (4) additional years;
The Purchasing Office is recommending award of contracts to prequalified and selected vendors as follows:
Julian Speer Company: FEID#31-4418873 $1.00
Simplex Grinnell LLP: FEID#58-2608861 $1.00
Columbus Heating and Ventilating: FEID#31-4153380 $1.00
SECTION 2. That the expenditure of $3.00 is hereby authorized in Fund 1000 General Fund in Object Class 03 Contract Services per the account codes in the attachment of this ordinance.
SECTION 3. That the Council finds that it is in the best interest of the City to waive the competitive bidding provisions of Chapter 329 of the Columbus City Codes to permit the aforementioned purchase.
SECTION 4. This ordinance shall take effect and be in force 30 days after its passage by City Council.