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 for fiber 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. There were two (2) respondents to this solicitation: The Fishel Company and Harris and Heavener Excavating, Inc. Following an evaluation of the bids, it was determined that the offer submitted by Harris and Heavener was the most responsible, responsive, and best offer. The contract, authorized by ordinance 0005-2021 and awarded to Harris and Heavener, expires on December 31, 2025, having been renewed for an additional year.
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 2025 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 from the Information Services Operating Fund. ($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, the two respondents to the above-noted solicitation were The Fishel Company and Harris and Heavener Excavating, Inc.; 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 for an additional year and now expires on December 31, 2025; and
WHEREAS, it is necessary in the usual daily operation of the Department of Technology 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, thereby preserving the public health, peace, property, safety, and welfare; now therefore:
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of Finance and Management 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 in the attachment to this ordinance. (See attachment 0684-2025EXP).
SECTION 3. 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 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 this ordinance shall take effect and be in force from and after the earliest period allowed by law.