Explanation
Background: This ordinance authorizes the Director of Columbus Water and Power to modify a contract to add funding with Phinney Industrial Roofing Services and Maintenance, LLC for roofing maintenance services at the Division of Water facilities. (FEM 0701.2).
The contract modification No. 5 will continue to provide roofing and any associated systems that require inspection, testing, troubleshooting, maintenance, and repair or replacement for various Columbus Water and Power facilities. The contract also covers documentation of semi-annual inspections and warranty work, as needed or requested. This contract allows future facilities within Columbus Water and Power to be added by modification. Annual inspection and maintenance of all facility roofs protect against roof system failure.
This contract is expected to be renewed and extended annually. The initial contract period authorized by Ordinance No. 2242-2022 was from November 1, 2022, to October 31, 2023, with an option for four (4) additional renewal years based upon mutual agreement of the parties, availability of budgeted funds, and approval of City Council. Phinney Industrial Roofing Services & Maintenance, LLC was awarded the original contract through a competitive bid process. Ordinance No. 2345-2023 authorized a renewal term of November 1, 2023 to October 31, 2024. Ordinance No. 0866-2024 authorized the addition of the Division of Water and a renewal term of November 1, 2024 to October 31, 2025. Ordinance No. 2679-2026 authorized the renewal period of November 1, 2026 to October 31, 2027.
This Ordinance authorizes the fifth modification, 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 No. 5 is ADD $30,000.00.
2. Reason additional funds were not foreseen: Anticipated modification. The original contract allows for four (4) extension periods on a year to year basis. This modification No. 5 is to provide the funding necessary for the payment of services to be provided through October 2027 for the Division of Water.
3. Reason other procurement processes were not used: This modification No. 5 is part of the terms of the contract as originally bid.
4. How was cost determined: The costs were part of the initial bid.
VENDOR: Phinney Industrial Roofing Services & Maintenance, LLC | D365 Vendor #034464 | Expires 5/14/2028 |
FISCAL IMPACT: $30,000.00 is available from within the Water Operating Fund.
$30,000.00 is budgeted and needed for this contract modification.
Labor: $ 30,000.00 (DOW)
$0.00 was spent in 2025
$44,655.00 was spent in 2024
Title
To authorize the Director of Columbus Water and Power to modify the contract with Phinney Industrial Roofing Services & Maintenance, LLC for roofing maintenance services at the Division of Water facilities; and to authorize the expenditure of $30,000.00 from the Water Operating Fund. ($30,000.00)
Body
WHEREAS, there continues to be a need for roofing maintenance services at various Columbus Water and Power facilities; and
WHEREAS, the Department publicly opened two (2) bids on June 22, 2022, and Phinney Industrial Roofing Services & Maintenance, LLC was deemed the lowest, best, most responsive and responsible bidder; and
WHEREAS, the contract is structured with an initial period of one (1) year from the date of execution, with the option for four (4) additional renewal years based on mutual agreement and approval; and
WHEREAS, this modification is being submitted in accordance with the relevant provisions of Chapter 329 of City Code; and
WHEREAS, the expenditure of $30,000.00, or so much thereof as may be needed, is hereby authorized in Fund 6000, Water Operating Fund, as $30,000.00 from object class 03, Services, per the accounting codes in the attachment to this ordinance; NOW, THEREFORE,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of Columbus Water and Power is hereby authorized to modify and extend the contract with Phinney Industrial Roofing Services & Maintenance, LLC, 700 Hadley Dr., Columbus, OH 43228, through October 2027, for roofing maintenance services at Division of Water facilities.
SECTION 2. That this contract modification No. 5 is in accordance with the relevant provisions of Chapter 329 of City Code.
SECTION 3. That the expenditure of $30,000.00, or so much thereof as may be needed, is hereby authorized in $30,0000.00 object class 03 Services, Water Operating Fund 6000, 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.