Explanation
The Department of Public Utilities entered into a contract with Master Maintenance LLC for the purpose of providing Janitorial Maintenance Services for various Department of Public Utilities facilities. This contract was the result of a Director’s bid received on June 12, 2013. Master Maintenance LLC was deemed the lowest responsive, responsible and best bidder and met all requirements of the specifications. The original contract was for a period of one year with three (3) one year renewal options on a year to year basis. The final extension has been exercised and the contract will expire on July 31, 2017. The Division is preparing the documents for a new advertisement and bidding documents for these services, but a new contract will not be in place before the existing contract expires. The Division is pleased with their performance and requests authority to modify the original contract to extend the contract completion date to October 31, 2017.
SUPPLIER: Master Maintenance LLC (31-1585601), Expires September 28, 2018
Master Maintenance LLC 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. 4 is $0.00. Total contract amount including this modification is $699,240.00.
2. Reasons additional funds were not foreseen: Additional funds are not requested. The original contract allows for three (3) extension periods on a year to year basis. The final extension has been taken and will expire on July 31, 2017. This modification is to provide an extension of the final year of the current contract to October 31, 2017.
3. Reason other procurement processes were not used: Work under this modification is a continuation of services included in the scope of the original bid contract. No lower pricing/more attractive terms and conditions are anticipated at this time.
4. How was cost determined: The cost, terms and conditions are in accordance with the original agreement.
FISCAL IMPACT: No funding is needed for this modification.
$167,976.41 was spent in 2016
$166,575.00 was spent in 2015
Title
To authorize the Director of Public Utilities to enter into a modification of the Janitorial Maintenance Services contract with Master Maintenance LLC for the Division of Sewerage and Drainage. ($0.00)
Body
WHEREAS, the Department of Public Utilities has a contract with Master Maintenance LLC for Janitorial Maintenance Services; and
WHEREAS, the services are utilized at various Department of Public Utilities facilities; and
WHEREAS, the Division of Sewerage and Drainage is preparing the documents for a new advertisement and bidding documents for this service, but a new contract will not be in place before the existing contract expires; and
WHEREAS, the Division of Sewerage and Drainage wishes to modify EL014657 with Master Maintenance LLC for Janitorial Maintenance Services to extend the final year of the current contract to October 31, 2017; and
WHEREAS, the vendor has agreed to modify and extend the final year of the current contract EL014657 at current prices and conditions, and it is in the best interest of the City to exercise this option; 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 and extend the current contract for Janitorial Maintenance Services with Master Maintenance LLC; 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 and extend contract No. EL014657 with Master Maintenance LLC, 6200 Wilcox Road, Dublin, OH 43016, for Janitorial Maintenance Services for the Department of Public Utilities, in accordance with the terms and conditions as shown in the agreement on file in the office of the Division of Sewerage and Drainage. Total amount of modification No.4 is ADD $0.00. Total contract amount including this modification is $699,240.00.
SECTION 2. That said firm shall conduct the work to the satisfaction of the Director of Public Utilities and the Administrator of the Division of Sewerage and Drainage.
SECTION 3. That this modification is in accordance with the relevant provisions of Chapter 329 of City Code, relating to contract modifications.
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.