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 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)
Body
WHEREAS, the Civil Service Commission needs to procure hotel rooms/suites for invited out-of-town safety forces personnel participating in upcoming Columbus safety forces promotional testing; and
WHEREAS, it is in the best interest of the City of Columbus to waive the competitive bidding provisions of Chapter 329 of the Columbus City Code; and
WHEREAS, it is necessary to authorize an expenditure of $128.64 per room/suite night reserved, for a total cost not to exceed $50,000.00; and
WHEREAS, an emergency exists in the usual daily operation of the Civil Service Commission in that it is immediately necessary to authorize the Executive Director to enter into contract with Cambria Hotels & Suites Columbus-Polaris in order to ensure an adequate number of rooms/suites can be reserved for invited out-of-town safety forces personnel arriving in the coming weeks, 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 Executive Director of the Civil Service Commission is hereby authorized to enter into a contract with Cambria Hotels & Suites Columbus-Polaris for the procurement of hotel rooms/suites for invited out-of-town safety forces personnel participating in upcoming Columbus safety forces promotional testing.
SECTION 2. That for the purpose stated in Section 1, the expenditure of $128.64 per room/suite night reserved, or so much thereof as may be necessary, for a total cost not to exceed $50,000.00, is hereby authorized to be expended from Auditor’s Certificate ACPO001151, and/or any future ACPO established for the Civil Service Commission to pay for safety forces testing services.
SECTION 3. That this Council finds it is in the best interest of the City of Columbus to waive the competitive bidding provisions of Chapter 329 of the Columbus City Codes to permit the aforementioned 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 for reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is hereby declared an emergency measure and shall take effect and be enforced from and after its passage and approval by the Mayor, or ten days after passage if the Mayor neither approves nor vetoes the same.