Explanation
Background: This ordinance authorizes the Director of Public Utilities to renew an existing contract with New River Electrical Corporation for Emergency and Non-Emergency Services for Electric Transmission, Distribution & Street Lighting Systems. The contract amount being authorized by this ordinance is $2,100,000.00.
The work will consist of, but not be limited to, providing labor, materials and equipment for installing, repairing and removing electric transmission, distribution and street lighting systems, such as setting poles, installing equipment, underground cable, wire conductors, providing emergency services during power outages, poles down, cable hits, weather events, vehicle accidents, vandalism and other emergencies that will require response and services to be provided when contacted by the City of Columbus, Division of Power, twenty four hours per day, seven days per week, three hundred sixty five days per year.
Procurement:
The Department of Public Utilities solicited competitive bids through Vendor Services from March 21, 2024 to March 27, 2024 for Emergency and Non-Emergency Services for Electric Transmission, Distribution & Street Lighting Systems in accordance with the relevant provisions of Chapter 329 of City Code, RFQ027041. Three hundred and thirteen vendors were solicited; eleven bids were received. The bids were evaluated on March 27, 2024. After reviewing the bids, the Division of Power recommended the award be made to New River Electrical Corporation as they were the lowest, responsive, responsible, and best bidder.
The original term of the contract was for a period of one year from the date of execution by the City of Columbus, up to and including May 8th, 2025, with yearly renewal options for an additional four years, for a maximum contract length of five years, on a year-by-year basis, authorized by Ordinance 1157-2024.
Ordinance 2698-2024 authorized the first modification increasing the funding allocations by $512,275.66, and extended the contract through May 31st, 2025, allowing future renewals or modifications to be on a calendar-year cycle.
Ordinance 0320-2025 authorized the first renewal option, increasing funding by $2,750,000.00 and extending the contract through May 31st, 2026.
This ordinance authorizes the second one-year renewal option of the contract, extending the contract expiration date up to and including May 31st, 2027, and increasing the funding by $2,100,000.00, and is being submitted in accordance with the relevant provisions of Chapter 329 of City Code. For each year of the contract, funding is contingent on availability within the budget, mutual agreement between the parties, approval of City Council, and certification of funds by the City Auditor. This contract does not automatically renew. If unforeseen issues or difficulties are encountered that would require additional funding, a modification would be requested.
1. Amount of additional funds: The total amount of additional funds needed for this contract renewal No. #2 is $2,100,000.00. The total contract amount including this renewal is $7,060,275.66.
2. Reason additional funds were not foreseen: The need for additional funds was known at the time of the initial contract and this legislation authorizes funding to cover the continuation of the consultant’s work for an additional year.
3. Reason other procurement processes were not used: Work under this renewal No. #2 is a continuation of services included in the scope of the original bid contract. No lower pricing/more attractive terms and conditions are anticipated currently.
4. How was cost determined: The costs, terms, and conditions are in accordance with the original agreement.
Principal Parties:
New River Electrical Corporation
15 Cloverdale Pl.
PO Box 70
Cloverdale, VA 24077
Brian Allmaras (614)891-5147
Contract Compliance Number: 009173
Contract Compliance Expiration Date: 10/27/2027
Fiscal Impact: $2,100,000.00 is available from within the Public Utilities Operating Funds.
$1,785,915.17 was spent in 2025
$2,166,472.90 was spent in 2024
Title
To authorize the Director of Public Utilities to renew the contract with New River Electrical Corporation for Emergency and Non-Emergency Services for Electric Transmission, Distribution & Street Lighting Systems; and to authorize the expenditure of $2,100,000.00 from the Electricity Operating Fund. ($2,100,000.00)
Body
WHEREAS, it is necessary to authorize the Director of the Department of Public Utilities to renew and increase an existing indefinite quantity agreement with New River Electrical Corporation for Emergency and Non-Emergency Services for Electric Transmission, Distribution & Street Lighting Systems; and
WHEREAS, Ordinance 1157-2024 authorized the initial term of the contract; and
WHEREAS, Ordinance 2698-2024 authorized a contract modification with New River Electrical Corporation to extend the contract expiration date up to and including May 31st, 2025, and add additional funding; and
WHEREAS, Ordinance 0320-2025 authorized the first contract renewal with New River Electrical Corporation for one year, up to and including May 31st, 2026; and
WHEREAS, The Department of Public Utilities wishes to renew the contract for one year up to and including May 31st, 2027, and provide additional funding for the same services as under the original agreement; and
WHEREAS, this ordinance is being submitted in accordance with the relevant provisions of Chapter 329 of City Code pertaining to contract renewals; and
WHEREAS, it is necessary to authorize the expenditure of $2,100,000.00 from within the Electricity Operating Fund; and
WHEREAS, it has become necessary in the usual daily operation of the Department of Public Utilities to authorize the Director to enter into a renewal agreement with New River Electrical Corporation for Emergency and Non-Emergency Services for Electric Transmission, Distribution & Street Lighting Systems; 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 renew and increase an existing Indefinite Quantity Agreement with New River Electrical Corporation for Emergency and Non-Emergency Services for Electric Transmission, Distribution & Street Lighting Systems. The renewal amount being authorized by this ordinance is $2,100,000.00.
SECTION 2. That this renewal No. 2 is in accordance with the relevant provisions of City Code, Chapter 329, relating to contract modifications and renewals.
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 for the purpose stated in Section 1, the expenditure of $2,100,000.00 or so much thereof as may be needed, be and is hereby authorized in Object Class 03 Services from within the Electricity Operating Fund, per the accounting codes in the attachment to this ordinance.
SECTION 6. That this Ordinance shall take effect and be in force from and after the earliest period allowed by law.