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File #: 1289-2017    Version: 1
Type: Ordinance Status: Passed
File created: 5/5/2017 In control: Administration Committee
On agenda: 6/5/2017 Final action: 6/8/2017
Title: To authorize the Executive Director of the Civil Service Commission to execute a contract with Cambria Hotels & Suites Columbus-Polaris for the procurement of hotel rooms/suites for personnel associated with upcoming Columbus safety forces promotional testing; to authorize the expenditure of $128.64 per room/suite night reserved, for a total cost not to exceed $50,000.00; to waive the competitive bidding requirements of the Columbus City Code; and to declare an emergency. ($50,000.00)
Attachments: 1. BidWaiverForm 1289-2017, 2. Informal Bid Documentation 1289-2017
Explanation

BACKGROUND: This legislation authorizes the Executive Director of the Civil Service Commission to enter into a contract for a period of one (1) year with Cambria Hotels & Suites Columbus-Polaris for the procurement of hotel rooms/suites for safety forces personnel invited from across the nation to participate in upcoming Columbus safety forces promotional testing for the Department of Public Safety uniformed positions.

This purchase was not formally bid due to the difficulty in identifying specifications covering important, subjective requirements (e.g. quality of the accommodations, cleanliness, staff relations, etc.), and as such, a waiver of the competitive bidding provisions of Columbus City Codes Chapter 329 is required. However, please note that the Commission did contact, through an informal bid document, four (4) hotel facilities located within one-mile of the Polaris Mall that had a Hotels.com Guest Review Rating of 4.5/5 or higher, and could offer suites, free in-house breakfast, free shuttle service, and complimentary use of a conference room. Of the four facilities contacted, only Cambria Hotels & Suites Columbus-Polaris responded, committing to meet all identified bid criteria.

Cambria Hotels & Suites Columbus-Polaris’ Contract compliance number is CC002324, expiring March 23, 2019.

EMERGENCY DESIGNATION: Emergency action is requested in order to ensure an adequate number of hotel rooms/suites can be reserved for invited out-of-town safety forces personnel arriving in the coming weeks.

FISCAL IMPACT: This ordinance authorizes an expenditure of $128.64 per hotel room/suite night reserved, for a total cost not to exceed $50,000.00, to be paid from the available balance on current Auditor’s Certificate ACPO001151 Line 20, and/or any future ACPO established to pay for safety forces testing services by the Civil Service Commission.

Title

To authorize the Executive Director of the Civil Service Commission to execute a contract with ...

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