Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to establish a Universal Term Contract (UTC) for the option to purchase Life Safety System Testing and Preventative Maintenance Services with S A Comunale Company Inc. Facilities Management Division is the sole user for services and materials for Life Safety System Testing and Preventative Maintenance Services. This contract will be used to secure annual smoke and fire alarm testing, inspection and repair, as well as sprinkler inspections, fire pump testing and fire suppression testing, backflow prevention services, kitchen hood/exhaust system services and fire system monitoring services for City owned facilities under the purview of the Facilities Management Division The term of the proposed option contract would be approximately three (3) years, expiring 12/31/2025, with the option to renew for one (1) additional year. In addition, the expenditure of $1.00 is hereby authorized from General Budget Reservation BRPO002025.
A formal best value proposal (BVP) solicitation was published for the purchase of Life Safety System Testing and Preventative Maintenance Services.
Proposals were evaluated by a three (3) member committee, based upon various criteria including specification conformity and completeness of response, total cost of ownership, past performance, total cost of ownership and past performance resulting in an award recommendation to S A Comunale Company Inc.
BID INFORMATION: Request for Quotation RFQ019830 was advertised and proposals were opened October 28, 2021. Four (4) responses were received.
An evaluation committee consisting of three (3) representatives from the Finance and Management Division. Each member of the committee scored and ranked the proposals. All offers and cost proposals were evaluated in compliance with Columbus City Code 329, the committee submitted final rankings.
S A Comunale Company Inc. received the highest score, 103.67 out of 130 points. The selected Offeror provides annual smoke and fire alarm testing, inspection and repair, as well as sprinkler inspections, fire pump testing and fire suppression testing, backflow prevention services, kitchen hood/exhaust system services and fire system monitoring services for City owned facilities under the purview of the Facilities Management Division.
The request for purchase of Life Safety System Testing and Preventative Maintenance Services used the best value competitive sealed proposal process to award the supplier that provided the relevant criteria specifically listed in the BVP and the lowest cost.
In accordance with the Committee recommendations, the Purchasing Office recommends the award to:
S A Comunale Company Inc., CC# 006554 expires 2/19/2023, all items, $1.00
Estimated Annual Expenditure: $175,000.00 (with an additional $33,900.00 in Year 1 for Equipment Installation), Facilities Management Division.
Emergency Designation: The Finance and Management Department respectfully requests this legislation to be considered an emergency ordinance to continue Life Safety System Testing and Preventative Maintenance services uninterrupted for City owned facilities under the purview of the Facilities Management Division.
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: The expenditure of $1.00 is hereby authorized from General Budget Reservation BRPO002025. Facilities Management Division 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 a contract for the option to purchase Life Safety System Testing and Preventative Maintenance Services UTC with S A Comunale Company Inc.; to authorize the expenditure of $1.00 from General Budget Reservation BRPO002025; and to declare an emergency. ($1.00).
Body
WHEREAS, the Facilities Management Division has an ongoing need to purchase Life Safety System Testing and Preventative Maintenance Services for City owned facilities under the purview of the Facilities Management Division; and,
WHEREAS, a formal request for proposal (BVP) for a multi-year Universal Term Contract (UTC) was solicited and evaluated by a committee via Request for Quote RFQ019830 resulting in the recommendation to award S A Comunale Company Inc.; and
WHEREAS, this ordinance addresses the Purchasing objectives of 1) maximizing the use of City resources by obtaining optimal products and services at low prices, and 2) providing an effective option contract for Facilities Management Division to purchase Life Safety System Testing and Preventative Maintenance Services for City owned facilities under the purview of the Facilities Management Division; and
WHEREAS, an emergency exists in the usual daily operation of the Facilities Management Division in that it is immediately necessary to authorize the Director to enter into a Universal Term Contract for the option to purchase Life Safety System Testing and Preventative Maintenance Services in order to continue secure Life Safety System Testing and Preventative Maintenance Services uninterrupted, 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 contract for the option to purchase Life Safety System Testing and Preventative Maintenance Services UTC in accordance with Request for Quotation RFQ019830 for a term of approximately three (3) years, expiring 12/31/2025 with the option to renew for one (1) additional year, as follows:
S A Comunale Company Inc., All Items, $1.00
SECTION 2. That the expenditure of $1.00 is hereby authorized from General Budget Reservation BRPO002025 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.