Explanation
BACKGROUND: This ordinance authorizes the Finance and Management Director to renew a contract, on behalf of the Facilities Management Division, with Winnscapes for lawn care and landscape maintenance services.
The Facilities Management Division solicited and received formal bids for mowing and landscaping services on February 26, 2019. Winnscapes was deemed the lowest, responsive, and responsible bidder and was therefore awarded the contract for mowing and landscaping services for locations under the purview of the Facilities Management Division. This contract was bid with four (4) annual contract renewal options. The Finance and Management Department would like to exercise the fourth (4th) of the four (4) annual contract renewals.
Winnscapes Contract, FID: 31-1313521, CC# CC005033, expiration date October 25, 2023
Emergency action is requested so that necessary fund transfers and contract renewals can be processed quickly.
Fiscal Impact: This ordinance authorizes expenditures of up to $323,359.99 from the general fund with Winnscapes for lawn care and landscape maintenance services. The Facilities Management Division contracted $301,165.50 in the 2022 general fund operating budget for these services. In 2021, the division expended $288,276.64 for these services, which included a contract modification via Ordinance 2850-2020 that added lawn care and landscape maintenance services for various new facilities that became operational in 2020.
Title
To authorize the Finance and Management Director to renew a contract on behalf of the Facilities Management Division with Winnscapes for lawn care and landscape maintenance services for facilities under the purview of the Facilities Management Division; to authorize the appropriation of $700,000.00 within the Property Management Fund; to authorize the transfer of $700,000.00, from the General Fund to the Property Management Fund; to authorize the expenditure of up to $323,359.99 from the general fund; and to declare an emergency. ($323,359.99)
Body
WHEREAS, the Facilities Management Division solicited formal bids for mowing and landscape maintenance services; and
WHEREAS, the city received four bids and Winnscapes was deemed the lowest, responsive, and responsible bidder; and
WHEREAS, this contract was bid with four (4) annual contract renewal options; and
WHEREAS, the Department of Finance and Management would like to exercise the fourth (4th) of the four (4) annual contract renewals; and
WHEREAS, it is necessary to authorize a contract and expenditures of up to $323.359.99 from the general fund; and
WHEREAS, this ordinance is contingent on passage of the 2023 operating budget; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Finance and Management, in that it is immediately necessary to authorize the Finance and Management Director to renew a contract with Winnscapes for lawn care and landscape maintenance services for facilities under the purview of the Facilities Management Division, 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 renew a contract, on behalf of the Facilities Management Division, with Winnscapes for lawn care and landscape maintenance services for locations under the purview of the Facilities Management Division.
SECTION 2. That the transfer of $700,000.00, is hereby authorized from the General Fund 1000 to the Property Management Fund 2294 per the accounting codes in the attachment to this ordinance.
SECTION 3. That the appropriation of $700,000.00 is authorized within the Property Management Fund 2294, per the accounting codes in the attachment to this ordinance.
SECTION 4. That the expenditure of up to $323,359.99 or so much thereof as may be needed, is hereby authorized in the General Fund 1000, in Object Class 03 Contractual Services per the accounting codes in the attachment to this ordinance.
SECTION 5. That the monies in the foregoing sections shall be paid upon order of the Director of Finance and Management, and that no order shall be drawn or money paid except by voucher, the form of which shall be approved by the City Auditor.
SECTION 6. 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 7. 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 8. That for reasons stated in the preamble hereto, which is hereby made a part hereof, this Ordinance is 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