Explanation
The Director of Public Utilities entered into a contract with SimplexGrinnell LP, to provide Security System Maintenance, Monitoring and Inspection, and the Annual Inspection Plus purchase of Access Control software at the Sewer Maintenance Operation Center locations of 1250 Fairwood Avenue and 1388 Emig Road; and for the performance of inspections, diagnostic tests and repairs for all accessible peripheral devices currently connected to the facility life safety systems at the Jackson Pike and Southerly Wastewater Treatment Plants. These systems include the Fire Alarm Detection Systems, and the Fire Sprinkler Systems. The accessible peripheral devices shall be functionally tested in accordance with the NFPA 72, chapter 10, and manufacturer’s recommended procedures. This agreement provides for the repair and necessary documentation to log all accessible components and devices, detector cleaning for fire alarm and detection systems, emergency service call and labor for the fire alarm will be provided 24 hours a day, 7 days a week, and panel and peripheral component replacement for the various electronic systems, including battery replacement.
This ordinance is being submitted in accordance with the relevant provisions of Chapter 329 of City Code relating to Sole Source procurement.
This contract covers a five-year period from July 1, 2013 through and including June 30, 2018. For each year of the five year contract, funds for the services shall be reviewed and expenditures shall be subject to approval by Ordinance of City Council, and the appropriation and certification of funds by the City Auditor. The current year’s agreement is for the period of July 1, 2017 through and including June 30, 2018 in the amount of $65,663.41. This modification includes an additional $10,000.00 to allow for the continuation of a contingency fund to be used as necessary if there is a repair identified outside of the service agreement. Total amount for this modification No. 5 is ADD $75,663.41. Total contract amount including this modification is $390,020.26. If unforeseen issues or difficulties are encountered that would require additional funding, a modification would be requested.
SUPPLIER: SimplexGrinnell LP (58-2608861) Expires 8-17-18
SimplexGrinnell LP 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 contract modification No. 5 is ADD $75,663.41. Total contract amount including this modification is $390,020.26.
2. Reason additional funds were not foreseen: This is a planned modification. The original contract allows for four (4) extension periods on a year to year basis. This modification is to provide the funding necessary for the payment of service to be provided through June 30, 2018.
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. This equipment was installed by SimplexGrinnell LP and they are the sole provider of the monitoring, maintenance and diagnostic testing and repairs of the systems.
4. How was cost determined: The cost, terms and conditions are in accordance with Service Proposal Quotes dated March 28, 2017 that are attached. This modification includes an additional $10,000.00 to allow for the establishment of a contingency fund to be used as necessary if there is a repair identified outside of the service agreement.
FISCAL IMPACT: $75,663.41 is budgeted and available for this purchase.
$64,227.51 was spent in 2016
$15,991.85 was spent in 2015
$69,670.27 was spent in 2014
Title
To authorize the Director of Public Utilities to modify, increase and extend the Security System Maintenance, Monitoring and Inspection contract with SimplexGrinnell LP, for the Division of Sewerage and Drainage in accordance with the relevant provisions of City Code for Sole Source procurement; and to authorize the expenditure of $75,663.41 from the Sewer System Operating Fund. ($75,663.41)
Body
WHEREAS, the Department of Public Utilities has a contract with SimplexGrinnell LP for Security System Maintenance, Monitoring and Inspection services at various facilities of the Division of Sewerage and Drainage; and
WHEREAS, it is necessary to modify, increase and extend EL014561 with SimplexGrinnell LP for Security System Maintenance, Monitoring and Inspection Services and for the purchase of Annual Software with updates and technical support, to provide the additional funding necessary for 2017 for the Division of Sewerage and Drainage, and to extend the contract through and including June 30, 2018; and
WHEREAS, the vendor has agreed to modify, increase and extend EL014561 at current prices and conditions, and it is in the best interest of the City to exercise this option; and
WHEREAS, the total amount of this modification No. 5 includes $10,000.00 to allow for the continuation of a contingency fund to be used as necessary if there is a repair identified outside of the service agreement; and
WHEREAS, the Department of Public Utilities modified the terms of the original contract (EL014561) to add language for the establishment of the contingency fund, and to establish a Special Provisions section within Ordinance No. 1359-2015, passed July 13, 2015; and
WHEREAS, SimplexGrinnell is the sole provider for the above mentioned services, therefore, this ordinance is being submitted in accordance with the relevant provisions of Chapter 329 of City Code relating to Sole Source procurement; 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 to modify, increase and extend the current contract for Security System Maintenance, Monitoring and Inspections Services and for the purchase of Annual Software with SimplexGrinnell LP; 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. EL014561 with SimplexGrinnell LP, 6175 Shamrock Court, Suite S, Dublin, Ohio 43016, for Security System Maintenance, Monitoring and Inspection Services, for the purchase of Annual Software with updates and technical support, and for the continuation of a contingency fund to be used as necessary if there is a repair identified outside of the service agreement, for the Division of Sewerage and Drainage, in accordance with the terms and conditions on file in the Office of the Division of Sewerage and Drainage. Total amount of modification No. 5 is ADD $75,663.41. Total contract amount including this modification is $390,020.26. This modification extends the contract through and including June 30, 2018.
SECTION 2. That the expenditure of $75,663.41 or so much thereof as may be needed, is hereby authorized in Fund 6100 Sewer System Operating Fund in object class 03 Services per the accounting codes in the attachment to this ordinance
SECTION 3. That this modification is in accordance with the relevant provisions of Columbus City Code Chapter 329 relating to Sole Source procurement.
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.