Explanation
In 2014, the Director of Public Utilities entered into a contract with Oracle Elevator Company for Elevator Maintenance Services, Facilities Equipment Maintenance Project #1401.3 for the Division of Sewerage and Drainage. The Southerly Wastewater Treatment Plant, Jackson Pike Wastewater Treatment Plant and Sewer Maintenance Operation Center have various styles of elevators that need to be inspected, maintained and repaired on a routine and emergency basis. The work to be performed under this contract will be mainly Elevators and their associated equipment and systems that require inspection, testing, troubleshooting, maintenance, and repair or replacement of failed components. The work may also include updating of software for the various units and their associated equipment.
The Department of Public Utilities advertised and solicited competitive bids in accordance with Chapter 329 of the City Code (Solicitation SA005332). Twenty-six (26) bids were solicited (2 MBR, 2 M1A, 22 MAJ), and three (3) bids (3 MAJ) were received and opened on March 26, 2014. The apparent low bidder, Fujitec America Inc., had requested to withdraw their bid in accordance with CMSC paragraph 102.13, within the specified 48 hours. This request was due to the vendor incorrectly summarizing their pricing on a monthly rather than a yearly basis. It would present an extreme hardship on the company to honor these prices.
After review of the bids, it was determined that Kone Inc. was non-responsive due to adding contract provisions not provided in the documents. The Division of Sewerage and Drainage then recommended an award be made to the lowest, responsive and responsible bidder Oracle Elevator Company.
The original contract was for a period of one year with three (3) one year renewal options on a year to year basis upon mutual agreement, availability of funding and Columbus City Council approval. The Division of Sewerage and Drainage utilized its third extension option in Ordinance 1431-2017 (Mod. 3), which extended the term of the contract through September 14, 2018. This modification (Mod. 4) authorizes the expenditure of an additional $70,000.00 without extending the term of the contract.
Although the vendor’s original bid document used the name Oracle Elevator Company this ordinance is being written to utilize the complete name of Abell Elevator Service Company dba Oracle Elevator Company. This is the name as registered with the Department of the Treasury, Internal Revenue Service, and as registered with the City of Columbus, Vendor Services. The same FID number is utilized as has been in the past.
SUPPLIER: Abell Elevator Service Company dba Oracle Elevator Company (20-1968406), Expires January 11, 2020. Abell Elevator Service Company dba Oracle Elevator Company 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 Number 4 is $70,000.00. Total contract amount including this modification is $275,570.00.
2. Reason additional funds were not foreseen: On February 8, 2018, the Sewer Maintenance Operations Center (SMOC) Elevator failed its full load test and was immediately shut down for safety reasons. The hydraulic cylinder is leaking and must be replaced. Material lead time is six weeks at a minimum and needs to be expedited. This is the only elevator at the SMOC Facility and its immediate repair is needed for safety reasons.
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. 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: $70,000.00 is budgeted and needed for this contract modification.
$68,904.91 was spent in 2017
$27,151.92 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 material lead time for the necessary elevator repairs is no less than six weeks and the elevator must be repaired as quickly as possible for safety reasons.
Title
To authorize the Director of Public Utilities to modify the Elevator Maintenance Services contract with Abell Elevator Service Company, dba Oracle Elevator Company; to authorize the expenditure of $70,000.00 from the Sewerage System Operating Fund; and to declare an emergency. ($70,000.00)
Body
WHEREAS, the Department of Public Utilities has a contract with Oracle Elevator Company for Elevator Maintenance Services, Facilities Equipment Maintenance Project #1401.3 for the Division of Sewerage and Drainage; and
WHEREAS, although the vendor’s original bid document utilized the name Oracle Elevator Company, this ordinance is being written to utilize the vendor’s complete name of Abell Elevator Service Company, dba Oracle Elevator Company. This is the name as registered with the Department of the Treasury, Internal Revenue Service, and as registered with the City of Columbus, Vendor Services. The same FID number is utilized as has been in the past; and
WHEREAS, the Southerly Wastewater Treatment Plant, Jackson Pike Wastewater Treatment Plant and Sewer Maintenance Operation Center have various styles of elevators that need to be inspected, maintained and repaired on a routine and emergency basis; and
WHEREAS, other Department facilities may be added in the future by modification; and
WHEREAS, the work to be performed under this contract will be mainly Elevators and their associated equipment and systems that require inspection, testing, troubleshooting, maintenance, and repair or replacement of failed components. The work may also include updating of software for the various units and their associated equipment; and
WHEREAS, the Department of Public Utilities, Division of Sewerage and Drainage wishes to modify EL016258 with Abell Elevator Service Company, dba Oracle Elevator Company, for Elevator Maintenance Services by authorizing the expenditure of an additional $70,000.00; and
WHEREAS, this modification Number 4 will not extend the contract beyond the end date of September 14, 2018 authorized in modification Number 3 (Ord. 1431-2017); and
WHEREAS, the vendor has agreed to modify EL016258 at current prices and conditions, and it is in the best interest of the City to exercise this option; 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 modify its contract with Abell Elevator Service Company, dba Oracle Elevator Company, 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 is hereby authorized to modify contract No. EL016258 with Abell Elevator Service Company, dba Oracle Elevator Company, 771 Dearborn Park Lane, Suite B, Worthington, Ohio 43085, for Elevator Maintenance Services for the various facilities within 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 additional funds needed for this contract modification Number 4 is ADD $70,000.00. Total contract amount including this modification is $275,570.00. The term of the contract will not be extended.
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 the expenditure of $70,000 or so much thereof as may be needed, is hereby authorized in Fund 6100 Sewerage System Operating Fund in object class 03 Services per the accounting codes in the attachment to this ordinance.
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 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.