Explanation
BACKGROUND: This legislation authorizes the Director of the Department of Public Utilities to modify to increase funding on an existing contract for installation, repair and maintenance of Commercial Fencing, Gate & Gate Controllers with The Paul Peterson Co., Safety Division, Inc. in the amount of $91,000.00. This contract is used to install, repair and maintain new and existing fencing, gates and controllers in and around the Department of Public Utilities locations.
The Department of Public Utilities solicited competitive bids for Installation, Maintenance and Repair of Commercial Fencing, Gate & Gate Controllers in accordance with the relevant provisions of Section 329 (RFQ028373). Two hundred and sixty nine (269) vendors (1 MBE/VBE, 2 MBE/WBE, 4 WBE, 16 MBE, 15 EBE and 231 MAJ) were solicited. One (MAJ) bid was received and opened on March 9, 2022.
The bid from The Paul Peterson Co., Safety Division, Inc. was the only bidder and met all the specifications. The contract expires August 31, 2026, with the option to renew for one (1) additional year.
Ordinance #0754-2023 authorized the original contract.
This legislation seeks to add additional funding to the contract without extending the term of the contract. This Ordinance is being submitted in accordance with the relevant provisions of Chapter 329 of City Code pertaining to contract modifications.
SUPPLIER: The Paul Peterson Co., Safety Division, Inc., vendor #004409, CC#31-0868875 expires 8/31/22, Majority Status
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.
1. Amount of additional funds: Total amount of additional funds needed for this contract modification is to ADD $91,000.00. Total contract amount including this modification is $281,000.00.
2. Reasons additional funds were not foreseen: The need for additional funds were known at the time of the initial contract. This funding is to provide for the payment of services through August 31, 2026.
3. Reason other procurement processes were not used: Work under this renewal is a continuation of services included in the scope of the original bid contract. No lower pricing/more attractive terms and conditions are anticipated at this time.
4. How cost was determined: The cost, terms and conditions are in accordance with the original agreement.
FISCAL IMPACT: $91,000.00 is budgeted and needed for this purchase. This ordinance is contingent on the passage of the 2024 Operating Budget, Ordinance 3012-2023.
$64,408.74 was spent in 2023
$73,010.93 was spent in 2022
Title
To authorize the Director of the Department of Public Utilities to modify the contract with The Paul Peterson Co., Safety Division, Inc. for Installation, Maintenance and Repair of Commercial Fencing, Gate & Gate Controllers; and to authorize the expenditure of $50,000.00 from the Electricity Operating Fund, $16,000.00 from the Sewer Operating Fund, and $25,000.00 from the Water Operating Fund. ($91,000.00)
Body
WHEREAS, the Department of Public Utilities solicited bids for Installation, Maintenance and Repair of Commercial Fencing, Gate & Gate Controllers (RFQ023873); and
WHEREAS, one bid was received and opened by the Director of the Department of Public Utilities on March 9, 2022; and
WHEREAS, the Department of Public Utilities awarded a contract to the only responsive bidder, The Paul Peterson Co., Safety Division, Inc.; and
WHEREAS, this contract expires August 31, 2026, and upon mutual agreement of the parties, availability of funds, and approval by the Columbus City Council, this contract may be renewed for one additional year; and
WHEREAS, it has become necessary in the usual daily operation of the Department of Public Utilities to authorize the Director to modify to add funding for the contract with The Paul Peterson Co., Safety Division, Inc. for the purchase Installation, Maintenance and Repair of Commercial Fencing, Gate & Gate Controllers; NOW, THEREFORE,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of the Department of Public Utilities be and is hereby authorized to modify and increase the contract with The Paul Peterson Co., Safety Division, Inc. in accordance with the terms and conditions of RFQ023873 on file in the Department of Public Utilities. Total amount of this modification is to ADD $91,000.00. Total contract amount including this modification is $281,000.00.
SECTION 2. That the expenditures of an amount not to exceed $6,000.00, or so much thereof as may be needed in Fund 6100 (Sewer Operating Fund) in object class 02 Materials and Supplies, $50,000.00, or so much thereof as may be needed, in Fund 6300 (Electricity Operating), $10,000.00 from the Sewer Operating Fund, and $25,000.00 in Fund 6000 (Water Operating) in object class 03 Services per the accounting codes in the attachment to this ordinance are hereby authorized.
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 this Ordinance shall take effect and be in force from and after the earliest period allowed by law.