Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to establish two (2) Universal Term Contracts (UTC) for the option to purchase General Contracting for Maintenance, Service, Repairs and Renovations of the interiors and exteriors services of various City of Columbus buildings for the Department of Finance and Management, Division of Facilities Management and all city agencies. The term of the proposed option contracts would be two (2) years, expiring July 31, 2023. These contracts will provide general contracting services for various projects over and above the means (operating cost or time) of the Facilities Management in-house maintenance staff and provide such services to other divisions who request and are not serviced by the Facilities Management in-house staff. In addition, the expenditure of $2.00 is hereby authorized from General Budget Reservation BRPO001670.
A formal best value proposal (BVP) was solicited for these services and proposals were evaluated by a three (3) member committee, based upon various criteria including competence, quality and feasibility, ability and past performance resulting in an award recommendation to 2K General Co. and Elford Inc.
BID INFORMATION: Request for Quote RFQ016830 was advertised and proposals were opened on November 12, 2020. Six (6) responses were received.
An evaluation committee consisting of one representative from the Division of Facilities and two (2) from the Department of Finance and Management. Each member of the committee scored and ranked written proposals submitted by the offerors. The top four (4) offerors were invited to make oral presentations and then submitted pricing. After evaluating all offers and viewing four presentations, in compliance with Columbus City Code 329, the committee submitted final rankings and selected two (2) finalist to negotiate terms.
Elford Inc. and 2k General Co. received the highest scores, with 125.7 and 125 points of 130 points possible, respectively. Based upon the final scores and negotiated terms of the potential contract with Elford Inc. and 2K General Co., the Committee was satisfied with awarding two (2) companies all services based on the best value and cost to the City.
In accordance with the Committee recommendations, the Purchasing Office recommends the award of two contracts as follows:
The contracts for the option to purchase General Contracting for Maintenance, Service, Repairs and Renovations of the interiors and exteriors services of various City of Columbus buildings with Elford Inc. and 2K General Co.
Contract Compliance:
2K General Co. Vendor Number #005739 Exp. 7/13/2022
Elford Inc. Vendor Number# 006059 Exp. 5/27/2022
Estimated Annual Expenditure: $500,000
Emergency Designation: This is a new contract for these services. Currently the Department of Finance and Management, Division of Facilities Management has renovation and maintenance projects that need to be addressed, therefore the Department of Finance and Management respectfully requests this legislation to be considered an emergency ordinance to allow for the immediate processing of the contract documents and to allow the Division of Facilities Management to schedule the work in a timely fashion.
These companies are not debarred according to the Excluded Parties listing of the Federal Government and are not listed in the Auditor of States database for Findings for Recovery.
FISCAL IMPACT: Funding to establish these option contracts is from the General Fund. City Agencies will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize the Finance and Management Director to enter into two (2) contracts for the option to purchase General Contracting for Maintenance, Service, Repairs and Renovations of the interiors and exteriors services of various City of Columbus buildings with Elford Inc. and 2K General Co.; to authorize the expenditure of $2.00 to establish the contracts from the General Fund; and to declare an emergency. ($2.00)
Body
WHEREAS, the Department of Finance and Management, Division of Facilities Management and other agencies have ongoing needs to purchase General Contracting Maintenance, Service, Repairs and Renovations of the interiors and exteriors services to keep their facilities operational; and
WHEREAS, a formal request for proposal (BVP) for a multi-year Universal Term Contract (UTC) was solicited and evaluated by a multi-departmental committee via Request for Quote RFQ016830 resulting in the recommendation to award Elford Inc. and 2K General Co.; and
WHEREAS, this ordinance addresses Purchasing objective of 1) maximizing the use of City resources by obtaining optimal products/services at low prices and 2) encouraging economic development by improving access to City bid opportunities and 3) providing effective option contracts for City agencies to efficiently maintain their supply chain and service to the public; and
WHEREAS, in order to maintain building operational General Contracting Maintenance, Service, Repairs and Renovations of the interiors and exteriors, this is being submitted for consideration as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Finance, Facilities Management, in that it is immediately necessary to authorize the Director to enter into contracts for the option to purchase General Contracting Maintenance, Service, Repairs and Renovations of the interiors and exteriors to obtain the services as quickly as possible, 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 Finance and Management Director is hereby authorized to enter into the following contracts for the option to purchase General Contracting Maintenance, Service, Repairs and Renovations of the interiors and exteriors services in accordance with Request for Quote No. RFQ016830 until July 31, 2023, as follows:
Elford Inc.; All Items, $1.00
2K General Co.; All Items, $1.00.
SECTION 2. That the expenditure of $2.00 is hereby authorized from General Budget Reservation BRPO001670 of this ordinance to pay the cost thereof.
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 for the reason 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.