Explanation
BACKGROUND
This ordinance authorizes the Director of Finance and Management, on behalf of the Department of Technology, to associate all General Budget Reservations resulting from this ordinance with Purchase Agreement (PA) PA005016 for Harris and Heavener Excavating, Inc. It also authorizes the expenditure of up to $300,000.00 with the provision that unexpended funds may be carried over into the subsequent purchase agreement for fiber maintenance and restoration services.
On October 20, 2020, the Department of Finance’s Purchasing Office published RFQ016487 to solicit quotes for a new PA for fiber optic maintenance services and authorized for extension under ordinance 2227-2025 expiring on May 31, 2026. The City and Harris and Heavener Excavating Inc. have agreed to modify and extend the contract by ordinance 1018-2026 for an additional extension period of seven (7) months to and including December 31, 2026.
The Department of Technology requires these services as part of its ongoing fiber maintenance program. The city owns hundreds of miles of fiber optic cabling in various strand count quantities throughout the city, with additional miles going into service annually. Routine inspections and maintenance help keep the system in optimal condition. Additionally, starting in 2016, the State of Ohio mandated participation in the Ohio Utilities Protection Service (OUPS), which requires that cable locates occur prior to digging of any kind.
This ordinance also authorizes the expenditure of $300,000.00 for the above-mentioned services.
FISCAL IMPACT
Funds for the services outlined in this ordinance are budgeted and available in the Information Services 2026 Operating Fund.
CONTRACT COMPLIANCE
Harris and Heavener Excavating, Inc.
Vendor#: 017728
Expiration Date: 2/13/2027
Title
To authorize the Director of Finance and Management, on behalf of the Department of Technology, to associate all General Budget Reservations resulting from this ordinance with the Purchase Agreement with Harris and Heavener Excavating, Inc. for fiber maintenance and restoration services; and to authorize the expenditure of $300,000.00 Information Services Operating Fund with the provision that unexpended funds may be carried over into the subsequent purchase agreement. ($300,000.00)
Body
WHEREAS, the Department of Technology, Information Services Division has a continuing need for fiber maintenance and restoration services; and
WHEREAS, on October 20, 2020, the Department of Finance’s Purchasing Office published RFQ016487 to solicit quotes for a new universal term contract/purchase agreement for fiber optic maintenance services; and
WHEREAS, it was determined that Harris and Heavener Excavating, Inc. submitted the most responsible, responsive, and best offer following which purchase agreement PA005016 was established; and
WHEREAS, the aforementioned PA was extended by ordinance 2227-2025 expiring on May 31, 2026; and
WHEREAS, the City and Harris and Heavener Excavating Inc. have agreed to modify and extend the contract by ordinance 1018-2026 for an additional extension period of seven (7) months to and including December 31, 2026.
WHEREAS, it is necessary in the usual daily operation of the Department of Technology in that it is immediately necessary to authorize the Director of Finance and Management, on behalf of the Department of Technology, to associate all General Budget Reservations resulting from this ordinance with Purchase Agreement PA005016 for Harris and Heavener Excavating, Inc. for fiber maintenance and restoration services, with the provision that unexpended funds may be carried over into the subsequent purchase agreement; NOW, THEREFORE,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Finance and Management Director is hereby authorized, on behalf of the Department of Technology, to associate all General Budget Reservations resulting from this ordinance with Purchase Agreement PA005016 with Harris and Heavener Excavating, Inc. for fiber maintenance and restoration services at a total estimated cost of $300,000.00.
SECTION 2. That the expenditure of $300,000.00, or so much thereof as may be necessary, is hereby authorized as provided on the attachment to this ordinance. (See attachment 1218-2026EXP).
SECTION 3. That the unexpended funds may be carried over into the subsequent purchase agreement.
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 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 6. That this ordinance shall take effect and be in force from and after the earliest period allowed by law.