Explanation
1. BACKGROUND
This ordinance authorizes the Director of the Department of Technology (DoT) to enter into contract with Thayer Power and Communication Line Construction Co. LLC, for the 2024 CDBG Fiber Expansion and appropriate funds from the Community Development Act Fund, provided by the U.S. Department of Housing and Urban Development (HUD) in the amount of $174,819.29.
This project involves the installation of new fiber optic cable at four (4) City Recreation Center locations - Douglas Recreation Center, Glenwood Recreation Center, Marion Franklin Recreation Center and Westgate Recreation Center. These locations have been identified as CDBG eligible sites, that need to have fiber pathways joined together to put the fiber in service and provide accessibility to locations that are currently not accessible. This will enable enhanced data and phone capabilities and other such work as may be necessary to complete the contract.
The Coronavirus Aid, Relief, and Economic Security Act (CARES Act) authorized supplemental Community Development Block Grant Coronavirus (CDBG-CV) funds for the City of Columbus. CDBG-CV funds must be used to prevent, prepare for, or respond to coronavirus, which can include installation of broadband infrastructure to increase access to high-speed internet and narrow the digital divide for low- to- moderate income residents of Columbus. Ordinance 1637-2022 authorized an amendment to the 2020 Annual Action Plan and established the appropriation of CDBG-CV Funds. A portion of these appropriations will be transferred to this project in order to fund this project.
The Department of Technology, solicited Information for Bids for the 2024 CDBG Fiber Expansion project. The project was formally advertised on Vendor Services and BidExpress. The city received six (6) responses on May 30, 2024. The responding firms were:
Company Name Bid Amount City/State Majority/ODI Certification
Thayer Power and Communication $174,819.29 Pataskala, OH MAJ
Line Construction Co. LLC
The Fishel Company $189,703.32 Columbus, OH MAJ
Edgar Trent Construction LLC $212,779.60 Galion, OH MAJ
Harris and Heavener Excavating Inc. $232,786.97 Reynoldsburg, OH MAJ
Vaughn Industries, LLC $425,865.00 Carey, OH MAJ
STAT Communications $486,882.83 Columbus, OH MAJ
Award is to be made to Thayer Power and Communication Line Construction Co. LLC, as the lowest responsive and responsible and best bidder for their bid of $174,819.29.
Searches in the System for Award Management (Federal) and the Findings for Recovery list (State) produced no findings against Thayer Power and Communication Line Construction Co. LLC.
2. CONTRACT COMPLIANCE INFORMATION
The contract compliance number for Thayer Power and Communication Line Construction Co. LLC is CC002997 and expires 6/5/2026.
3. PRE-QUALIFICATION STATUS
Thayer Power and Communication Line Construction Co. LLC have met code requirements with respect to pre-qualification, pursuant to relevant sections of Columbus City Code Chapter 329.
FISCAL IMPACT
A reimbursable grant in the Community Development Act Fund, Fund 2248, provided by the U.S. Department of Housing and Urban Development (HUD), in the amount of $174,819.29 will fund the construction for this project. The funds will need to be appropriated.
EMERGENCY DESIGNATION
Emergency action is requested because all CDBG funds must meet the HUD timeliness test; if the timeline test fails, the City is subject to a reduction in funding for future years; emergency passage will ensure the maximum amount of time to complete the work.
Title
To appropriate funds within the Community Development Act Fund; to authorize the Director of the Department of Technology to enter into a contract with Thayer Power and Communication Line Construction Co. LLC, for the 2024 CDBG Fiber Expansion; to authorize the expenditure not to exceed $174,819.29 from the Community Development Act Fund for the project; to repay any unused grant funds at the end of the grant period; and to declare an emergency. ($174,819.29)
Body
WHEREAS, the Department of Technology is engaged in the 2024 CDBG Fiber Expansion program; and
WHEREAS, the project involves the installation of new fiber optic cable at four (4) City Recreation Center locations; and
WHEREAS, installation of fiber optic cable at City Recreation Centers responds to the impacts of coronavirus by increasing access to high-speed internet for residents; and
WHEREAS, Thayer Power and Communication Line Construction Co. LLC will be awarded the contract for the 2024 CDBG Fiber Expansion in the amount of $174,819.29; and
WHEREAS, a reimbursable grant in the Community Development Act Fund, Fund 2248, provided by the U.S. Department of Housing and Urban Development (HUD), in the amount of $174,819.29 will fund a portion of the construction for this project; and
WHEREAS, funds wi1l need to be appropriated the Community Development Act Fund, Fund 2248; and
WHEREAS, funds will be expended from the Community Development Block Grant Fund, Fund 2248, to pay for the project; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Technology in that it is immediately necessary to authorize the Director of the Department of Technology (DoT) to enter into a construction contract for the 2024 CDBG Fiber Expansion project, with Thayer Power and Communication Line Construction Co. LLC; in order to meet the timeliness test of the grant, if the timeline test fails the City is subject to a reduction in funding for future years; all for the immediate preservation of the public health, peace, property, safety and welfare; and now therefore,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That from the unappropriated monies and from all monies estimated to come into said fund from any and all sources and unappropriated for any other purpose during the fiscal year ended December 31, 2024, the sum of $174,819.29 is appropriated in Fund 2248 (Community Development Act Fund), Dept-Div 4702 (Information Services), Object Class 06 (Capital Outlay) per the account codes in the attachment to this ordinance.
SECTION 2. That the Director of the Department of Technology (DoT) is hereby authorized to enter into a construction contract, on behalf of the Office of Construction Management, with Thayer Power and Communication Line Construction Co. LLC, located at 3003 Etna Parkway, Pataskala, Ohio 43062 for the 2024 CDBG Fiber Expansion project, in an amount up to $174,819.29.
SECTION 3. That the expenditure of $174,819.29, or so much thereof as may be necessary, is hereby authorized to be expended from the U.S. Department of Housing and Urban Development (HUD) Community Development Block Grant CDBG funds as shown in the attachment to this ordinance. (Please see 1871-204 EXP)
SECTION 4. Funds are hereby deemed appropriated and expenditures and transfers authorized to carry out the purposes of this ordinance 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 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 7. 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.