Explanation
BACKGROUND: This legislation authorizes the Director of the Department of Technology to enter into a contract with Gudenkauf Corporation for the installation of fiber optic cabling at ten locations. The ten projects will provide fiber optic network services to the Blackburn Community Center, Barack Community Center, Reeb Community Center, Bicentennial Park, Cultural Arts Center, Police Substation 8/16, Police Substation 2, Fire Station 30, The Idea Foundry, and the Hammond Data Center diverse route, which will also provide fiber to EBOCO. The term period shall be for a period of one year from the date of a certified purchase order from the City Auditor until completion of the services to be provided.
The Department of Technology (DoT) exercised due diligence by completing the competitive bid process in compliance with Columbus City Code Chapter 329. A formal bid was prepared and posted on the City's solicitation web site; while the bid was posted the Department held pre-bid meetings which provided the contractors an opportunity to examine the fiber route. The bid proposals included a fixed contingency amount of 10% in the event that additional service work is required to complete the project. The total bid amount received from each bidder (listed below) includes the contingency amount. On Thursday April 30th at 11:00 a.m., the Department of Technology received and opened two (2) bids associated with SA005836, as follows:
Bid Number: Project: Bidders : Amount :
SA005836: 10 locations fiber construction:
1. Gudenkauf Corp.:$1,130,513.02
2. The Fishel Co. :$ 919,793.13
After reviewing the bids for solicitation SA005836, notification from The Fishel Co. was received for the withdrawal of their bid. Therefore, it was then recommended that the award be made to Gudenkauf Corporation for this solicitation, in the amount of $1,130,513.02, as they were the lowest, responsive and responsible bidder per specification for this solicitation.
In an effort to accelerate the time to completion for the Reeb Community Center fiber optic cabling build, the Finance and Management Department legislated the bid amount of $58,474.05 in ordinance 1376-2015 from the Information Services Bond Fund along with additional construction costs. The Reeb Community Center build cost of $58,474.05 will be deducted from the total Gudenkauf bid response legislation making a balance of $1,072,038.97 to be legislated. All work is still being performed by the Gudenkauf Corporation.
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 unresolved findings for recovery certified search.
EMERGENCY ACTION: Emergency legislation is required to facilitate prompt contract execution and related payment for services.
CONTRACT COMPLIANCE:
Vendor Name: Gudenkauf Corporation C.C.#: 31-0908234 Expiration Date: 01/30/17
FISCAL IMPACT: Funds for solicitation SA005836 totaling $1,130,513.02 have been budgeted and are available within the Department of Technology, Information Services Division, Capital Improvement Bond Fund from within the Fiber Project (Project No#: 470046-100001), Connectivity Project (Project No# 470046-100000) Fiber Relocation Project (Project No# 470046-100006) and Community Connectivity Project (Project No# 470046-100007).
Title
To authorize the Director of the Department of Technology to enter into contract with Gudenkauf Corporation for the installation of fiber optic cable and related services; and to authorize the expenditure of $1,072,038.97 from the Department of Technology, Information Services Division, Capital Improvement Bond Fund; and to declare an emergency. ($1,072,038.97)
Body
WHEREAS, the Department of Technology has a need to establish contracts for the installation of fiber optic pathway to be built that will provide fiber optic network services to locations within the city with a term period of one year from the date of a certified purchase order from the City Auditor until completion of the services to be provided; and
WHEREAS, the Department of Technology exercised due diligence by undergoing a formal bid process in compliance with Columbus City Code Chapter 329; and
WHEREAS, after reviewing the bids received from solicitation SA005836, it was recommended that the award be made to Gudenkauf Corporation for the 10 locations identified in SA005836, in the amount of $1,130,513.02, (The amount of $58,474.05 for the Reeb Community Center has been legislated (1376-2015) bringing the total ask to $1,072,038.97 as they were the overall lowest, responsive and responsible bidder per specification for this solicitation; and
WHEREAS, an emergency exists in the usual and daily operation of the Department of Technology in that it is immediate necessary to authorize the Director of Technology to enter into contract with Gudenkauf Corporation, for the installation of fiber optic cabling to be built, 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 Director of the Department of Technology is hereby authorized to enter into contract with Gudenkauf Corporation, for the installation of fiber optic cabling to be built to Blackburn Community Center, Barack Community Center, Reeb Community Center, Bicentennial Park, Cultural Arts Center, Police Substation 8/16, Police Substation 2, Fire Station 30, The Idea Foundry, and the Hammond Data Center diverse route, which will also provide fiber to EBOCO. The total amount to be expended via this ordinance with Gudenkauf Corporation for all fiber projects is $1,072,038.97 which includes contingency funds to be expended for required services that will be provided in order to complete the projects.
The base bid is $1,008,475.97 with a contingency of $100,847.60 and an alternate of $21,189.45 for a grand total of $1,130.513.02. The amount of $58,474.05 for the Reeb Community Center has been legislated (1376-2015) bringing the total spending to $1,072,038.97. The term period shall be for a period of one year from the date of a certified purchase order from the City Auditor or upon completion of the services to be provided.
SECTION 2. That the expenditure of $1,072,038.97 or so much thereof as may be necessary is hereby authorized to be expended from:
Div.: 47-02|Fund: 514|SubFund: 004|Project Name: Connectivity|Project OCA Code: 514446| Project No.: 470046-100000(carryover)|Obj. Level 1: 06|Obj. Level 3: 6655|Amount: $254,128.24
Div.: 47-02|Fund: 514|SubFund: 004|Project Name: Fiber|Project OCA Code: 474601|Project No.: 470046-100001(carryover)|Obj. Level 1: 06|Obj. Level 3: 6655|Amount: $526,643.26
Div.: 47-02|Fund: 514|SubFund: 004|Project Name: Fiber/Reloc|Project OCA Code: 514466|Project No.: 470046-100006(carryover)|Obj. Level 1: 06|Obj. Level 3: 6655|Amount: $199,741.52
Div.: 47-02|Fund: 514|SubFund: 004|Project Name: Comm Conn|Project OCA Code: 514467|Project No.: 470046-100007(carryover)|Obj. Level 1: 06|Obj. Level 3: 6655|Amount:| $91,525.95
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 the City Auditor is hereby authorized to transfer the unencumbered balance in a project account to the unallocated balance account within the same fund upon receipt of certification by the Director of the Department administering said project that the project has been completed and the monies are no longer required for said project.
SECTION 6. 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.