Explanation
The purpose of this legislation is to authorize the Director of Public Utilities to enter into a contract with K&M Cleaning Service, Inc. for the purpose of providing Janitorial Services for various Department of Public Utilities facilities. The work to be performed under these specifications will be Janitorial Services at the Southerly Wastewater Treatment Plant, Jackson Pike Wastewater Treatment Plant, Compost Facility and the Sewer Maintenance Operations Center. Other Department sites may be added in the future. The work to be performed under these specifications includes cleaning services for not only office areas but also other industrial type areas such as store rooms, stock rooms, construction trailers, areas adjacent to garages, kitchens and break rooms. The contractor shall furnish any and all cleaners, disinfectants, waxes, wax stripping materials, wastebasket liners, toilet seat liners, sanitation products and any other products required to provide the cleaning services.
The Department of Public Utilities solicited Competitive Bids for the subject services in accordance with the provisions of Section 329 (RFQ007794). 95 vendors were solicited. One (1) was received on 2/14/18. The sole bidder was K&M Cleaning Service, Inc. (MBE). The bidder incorrectly added a 1% contingency instead of the specified 10% contingency. The bidder's total cost was mathematically corrected to include the 10% contingency. The bid was reviewed by the City Attorney and it was decided to be in the best interest of the City to waive the provisions of competitive bidding and enter into contract with K&M Cleaning Service, Inc. The 10% contingency would be utilized to fund needed and approved changes in the work.
This contract is for one (1) year, from the date of execution, with the option to renew for three (3) additional years based upon mutual agreement, budgeted funds, and approval by City Council. This ordinance is being submitted in accordance with the relevant provisions of Chapter 329 of the City Code pertaining to the waiver of competitive bidding.
SUPPLIER: K&M Cleaning Service, Inc. (02-0553299), DAX Vendor #000077, Expires June 7, 2018.
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.
FISCAL IMPACT: $255,307.14 is budgeted and needed for this purchase as follows:
Labor: $231,977.59
Materials: $ 23,329.55
Total: $255,307.14
$182,485.94 was spent in 2017
$167,976.41 was spent in 2016
EMERGENCY DESIGNATION: This ordinance is being submitted as an emergency because, without emergency action, no less than thirty-seven days will be added to this procurement cycle. The current contractor is closing her business effective 2/28/18 and our various facilities within the Department of Public Utilities cannot go without facility and restroom cleaning services on a daily basis.
Title
To authorize the Director of Public Utilities to enter into a contract with K&M Cleaning Service, Inc. to provide Janitorial Services for various facilities of the Department of Public Utilities; to waive the competitive bidding provisions of the City Code; to authorize the expenditure of $255,307.14 from the Sewer System Operating Fund; and to declare an emergency. ($255,307.14)
Body
WHEREAS, there is a need for Janitorial Services for the various Department of Public Utilities facilities. The work to be performed under these specifications will be Janitorial Services at the Southerly Wastewater Treatment Plant, Jackson Pike Wastewater Treatment Plant, Compost Facility and the Sewer Maintenance Operations Center. Other Department sites may be added in the future; and
WHEREAS, the Department of Public Utilities solicited Competitive Bids for Janitorial Services in accordance with the provisions of Section 329; and
WHEREAS, one (1) bid was received and reviewed by the Department of Public Utilities on 2/14/18, RFQ007794, for Janitorial Services; and
WHEREAS, the sole bidder was K&M Cleaning Service, Inc. (MBE); and
WHEREAS, the bidder incorrectly added a 1% contingency instead of the specified 10% contingency, therefore the bidder's total cost was mathematically corrected to include the 10% contingency; and
WHEREAS, it is in the best interest of the City to waive competitive bidding and enter into contract with K&M Cleaning Service, Inc.; and
WHEREAS, this contract is for one (1) year, from the date of execution, with the option to renew for three (3) additional years based upon mutual agreement, budgeted funds and approval by City Council; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Utilities, Division of Sewerage and Drainage, in that it is immediately necessary to authorize the Director of Public Utilities to enter into contract for Janitorial Services, at the various facilities of the Department of Public Utilities, with K&M Cleaning Service, Inc., for the preservation of the public health, safety and welfare; now, therefore
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of Public Utilities be, and hereby is, authorized to enter into contract with K&M Cleaning Service, Inc., 4429 Professional Parkway, Groveport, Ohio 43125, for Janitorial Services at the various facilities of the Department of Public Utilities.
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 Council finds it in the City's best interests to waive the relevant provisions of Chapter 329 of the City Code relating to waiver of competitive bidding.
SECTION 4. That the expenditure of $255,307.14 or so much thereof as may be needed, is hereby authorized in Fund 6100 Sewerage System Operating Fund, for the amount of $23,329.55 in object class 02 Materials & Supplies, and for the amount of $231,977.59 in object class 03 Services per the accounting codes in the attachment to this ordinance.
SECTION 5. 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 6. That for the reasons stated in the preamble hereto, which is hereby made a part hereof, this Ordinance is hereby declared to be an emergency measure, and shall take effect and be in force from and after its passage and approval by the Mayor, or ten (10) days after passage if the Mayor neither approves nor vetoes the same.