Explanation
BACKGROUND:
This ordinance authorizes the Public Safety Director, on behalf of the Division of Support Services, to modify and extend a contract with Day Funeral Services in the amount of $200,000.00 to continue to provide indigent cremations as needed for the City of Columbus.
Ord 0485-2019 authorized the Public Safety Director, on behalf of the Division of Support Services, to enter into a contract with Day Funeral Services to provide indigent cremations as needed for the City.
Ohio Revised Code Section 9.15 requires that the City be responsible for the cost of burial or cremation of an indigent person.
Bid Information: Formal Bid # RFQ010964 was opened on November 27, 2018 to create a new process for indigent cremations. Multiple responses were received. An evaluation committee was put together comprised of personnel from the Division of Support Services, Health, the Department of Public Safety’s Director’s Office, and the Franklin County Coroner’s office. Based on the average score from the committee, the bid was recommended to be awarded to Day Funeral Services.
The specifications within the RFP allow for the option of three (3), one (1) year renewals. This extension is the second of the three (3) renewals. (April 1, 2021 - March 31, 2022)
SUPPLIER: Day Funeral Service, Vendor#012847, contract compliance# 61-1688640, expires 12/18/2020 (updating in progress)
This company is not debarred according to the Federal excluded parties listing or prohibited from being awarded a contract according to the Auditor of State's unresolved findings for recovery certified search.
1. Amount of additional funds: Total amount of additional funds needed for this contract modification is $200,000.00. The Division will request additional future modifications as additional work orders are approved. Total contract amount including this modification is $635,000.00.
2. Reasons additional funds were not foreseen: The need for additional funds was known at the time of the initial contract. This modification is to provide the additional funding necessary for the payment of services to be provided through March 31, 2022.
3. Reason other procurement processes were not used: This is a planned modification to provide professional services for indigent cremations.
4. How was cost determined: The cost of this modification was based on estimated monthly invoice amounts. The cost, terms and conditions are in accordance with the original agreement.
Emergency Designation: Emergency legislation is requested to enable the Division of Support Services to immediately modify this contract with Day Funeral Services to continue the services of indigent cremation services based on ORC 9.15.
FISCAL IMPACT: $260,000 is budgeted in the general fund for this contract in 2021. Historically, expenditures for this purpose include:
Total spent in 2020 - $203,125
Total spent in 2019 - $155,125
This ordinance is contingent upon the passage of the 2021 Operating Budget, ordinance 2502-2020.
Title
To authorize the Director of Public Safety, on behalf of the Division of Support Services, to modify and extend a service contract with Day Funeral Services for processing of indigent cremations; to authorize the expenditure of $200,000.00 from the General Fund; and to declare an emergency ($200,000.00).
Body
WHEREAS, Chapter 145 of Columbus City Code and Section 9.15 of the Ohio Revised Code require the City to sustain the cost of burials of indigent persons under certain circumstances; and,
WHEREAS, Formal Bid # RFQ010964 was opened on November 27, 2018 to create a new process for indigent cremations; and,
WHEREAS, an evaluation committee was put together comprised of personnel from the Divisions of Support Services, Health, the Department of Public Safety’s Director’s Office, and the Franklin County Coroner’s office. Based on the average score from the committee, it was recommended that the bid be awarded to Day Funeral Services; and,
WHEREAS, the Public Safety Department, on behalf of the Division of Support Services, desires to modify and extend a contract originally established with Day Funeral Services for indigent cremations via ordinance 0485-2019; and,
WHEREAS, this modification and extension will increase the original contract established with Day Funeral Services by $200,000.00 and thus increase the total contract to $635,000.00; and,
WHEREAS, an emergency exists in the usual daily operation of the Division of Support Services, Department of Public Safety, in that it is immediately necessary to authorize the Director to modify and extend the contract with Day Funeral Services for indigent cremation services, for the immediate preservation of the public peace, health, property, safety, and welfare; now, therefore:
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of Public Safety, on behalf of the Division of Support Services, be and is hereby authorized to modify and extend a contract with Day Funeral Services for indigent cremation services.
SECTION 2. That the expenditure of $200,000.00, or so much thereof as may be needed, is hereby authorized in the general fund in object class 03-contractual services, per the accounting codes in the attachment to this ordinance:
SECTION 3. 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 4. That the City Auditor is authorized to make any accounting changes to revise the funding source for all contracts or contract modifications associated with this ordinance.
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 days after passage if the Mayor neither approves nor vetoes the same.