Explanation
BACKGROUND
This ordinance authorizes the Director of Public Utilities, Division of Water to exercise an option to renew an existing contract and add additional funding to that service contract with IBI 1 LLC for the service of painting fire hydrants using all equipment and labor needed to perform the work according to the specifications and estimated quantities in an amount of up to $100,000.00. The City of Columbus will provide all pretreatment, primer and paint material needed for this project. The original authorizing legislation is 3117-2024.
If unforeseen issues or difficulties are encountered that would require additional funding, a modification would be required.
PROCUREMENT:
The term of this contract shall be for a period of one (1) year from October 31, 2025 to October 31, 2026 with one (1) renewal option. For each year of the contract, funding is contingent on funding availability, mutual agreement between the parties, approval of City Council, and appropriation and certification of funds by the City Auditor.
This ordinance authorizes the first modification of the contract and is being submitted in accordance with the relevant provisions of Chapter 329 of City Code.
1. Amount of additional funds: The total amount of additional funds needed for this contract modification #1 is $100,000.00. Total contract amount including this modification is $200,000.00
2. Reason additional funds were not foreseen: The need for additional funds was expected at the time of the initial contract.
3. Reason other procurement processes were not used: Regular procurement processes were utilized.
4. How was cost determined: The modification is based upon estimated requirements for 2025 at rates established in the existing contract.
FISCAL IMPACT: $100,000.00 is budgeted and available within the Department of Public Utilities, Division of Water 2025 Operating Fund Budget.
$79,430.00 has been expended so far in 2025
$0.00 was expended in 2024
Title
To authorize the Director of Public Utilities to exercise an option to renew an existing contract and to add funding to the contract with IBI 1 LLC for hydrant painting services; to authorize the expenditure of up to $100,000.00 from the Water Operating Fund. ($100,000.00)
Body
WHEREAS, The Department of Public Utilities has a need for hydrant painting the work for which consists of getting assignments from a DPU supervisor, taking pictures (before and after), cleaning hydrant of dirt, moss, and rust and then painting of hydrant, and other such work as may be necessary to complete the contract in accordance with the plans and specifications. The proposed contract will be in effect through October 31, 2026; and
WHEREAS, the Department of Public Utilities solicited competitive bids for these services in accordance with the provisions of Chapter 329 of City Code through RFQ028406; and
WHEREAS, eleven (11) bids, nine (9) by minority vendors, were received, eight (8) were deemed responsive, and evaluated on September 9, 2024; and
WHEREAS, the evaluation committee determined that IBI 1 LLC submitted the strongest proposal because it provided a comprehensive understanding of the task and how to assist the City’s needs; and
WHEREAS, the contract was bid as a one (1) year contract and permitted two (2) additional renewal options contingent upon mutual agreement of the parties, availability of budgeted funds, approval of City Council, and certification of funds by the City Auditor; the current contract is from October 1, 2024 to October 1, 2025; and
WHEREAS, it has become necessary in the usual daily operation of the Department of Public Utilities in that it is necessary to authorize the Director of the Department of Public Utilities to exercise the option to renew an existing contract and add funding to that contract with IBI 1 LLC for hydrant painting services; 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 exercise the option to renew the existing contract for the period from October 1, 2025 to October 1, 2026 and to add additional funding in the amount of One Hundred Thousand Dollars ($100,000.00) to that contract with IBI 1 LLC for fire hydrant painting services.
SECTION 2. That this contract is in accordance with the relevant provisions of Chapter 329 of City Code.
SECTION 3. That the expenditure of $100,000.00, or as much thereof as may be needed, is hereby authorized in Fund 6000 (Water Operating); 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 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 6. That this ordinance shall take effect and be in force from and after the earliest period allowed by law.