Explanation
1. BACKGROUND:
This ordinance will authorize the Director of the Department of Technology to modify a professional services contract with Harris and Heavener Excavating, Inc., for the continuation of the 2024 Fiber Expansion project and to provide payment for construction.
Ordinance 2841-2024, authorized the Director of the Department of Technology to enter into a professional services contract for the installation of fiber optic cable at seventy-three (73) city facilities that were not connected to the city fiber network. These sites include recreation centers, fire stations, and other locations operated by the City, passed November 4, 2024 at a cost of $3,561,760.04.
This ordinance authorizes the Director of the Department of Technology to modify the contract to add additional funds for a total expenditure of up to $650,000.00 for fiber installation at additional city facilities.
1.1 Amount of additional funds to be expended: $650,000.00
The original contract amount: $3,561,760.04 (Ord. 2841-2024)
The total of Modification No. 1: $650,000.00 (This Ordinance)
The contract amount including all modifications: $4,211,760.04
1.2 Reasons additional goods/services could not be foreseen:
This modification will allow the Department of Technology to add additional funds to vacate a leased conduit system and build fiber to City parking garages.
1.3 Reason other procurement processes are not used:
The city is currently working with Harris and Heavener Excavating, Inc., for the installation of fiber optic cable at various city facilities. Due to the urgency of the additional work, it is in the best interest of the City to modify the existing contract instead of bidding this part of the work.
1.4 How cost of modification was determined:
The cost of this contract modification is consistent with the original contract proposal by way of Ordinance 2841-2024.
2. CONTRACT COMPLIANCE:
Harris and Heavener Excavating, Inc.
Vendor#: CC-017728
Expiration Date: 2/13/2027
3. FISCAL IMPACT:
The project amount of $500,000 is funded by Department of Technology, Information Services Taxable Bonds Funds, Fund 5115. A budget amendment will be necessary to align funding with the project. The remaining contract amount of $150,000 is available in Fund 6500 Department of Public Service, Mobility Operating. A transfer of appropriation within the fund is necessary to align spending.
Title
To amend the 2025 Capital Improvement budget; to authorize a transfer of appropriation within Mobility Operating fund; to authorize the Director of the Department of Technology to modify a professional services contract with Harris and Heavener Excavating, Inc., to allow for additional funds to vacate a leased conduit system and build fiber to City parking garages; and to authorize the total expenditure of $650,000 from Department of Technology and Department of Public Service, Mobility Operating. ($650,000.00)
Body
WHEREAS, the Department of Technology, Information Services Division has a need modify the contract to add additional funds for construction services to vacate a leased conduit system and build fiber to City parking garages; and
WHEREAS, Ordinance 2841-2024 authorized the Director of the Department of Technology to enter into a professional services contract with Harris and Heavener Excavating, Inc. and authorized the expenditure of $3,561,760.04 for fiber locating services; and
WHEREAS, it is now necessary to modify Ordinance 2841-2024 to add funds to cover the costs for ongoing fiber optic cable installation services in the amount of $650,000.00; and
WHEREAS, it is necessary to amend the 2025 Capital Improvement Budget to establish authority within the correct project; and
WHEREAS, it is necessary to transfer appropriation within the Department of Public Service, Mobility Operating, Fund 6500; and
WHEREAS, it is necessary in the usual daily operation of the Department of Technology to authorize the Director of the Department of Technology, to modify the existing contract for the above-described services, thereby preserving the public health, safety, property, and welfare; now, therefore:
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the 2025 Capital Improvements Budget authorized by ordinance 1790-2025 be amended as follows to establish sufficient authority for this project:
Fund / Project / Project Name / Current / Change /C.I.B. as Amended
5115 / P470046-100000 / Connectivity Project Fiber/Wireless (Information Services Carryover) / $1,750,000.00 / ($500,000.00) / $1,250,000.00
5115 / P470046-100008 / 2024 Fiber Expansion (Information Services Carryover) / $0.00 / $500,000.00 / $500,000.00
SECTION 2. That a transfer of appropriation of $150,000.00 is authorized within Fund 6500 (Mobility Operating), Dept-Div 5906 (Parking Services) per the accounting codes in the attachment to this ordinance.
SECTION 3. That the Director of the Department of Technology be and is hereby authorized to execute a contract modification with Harris and Heavener Excavating, Inc., for additional fiber work and to add funds in an amount up to $650,000.00.
SECTION 4. That the expenditure of $650,000.00, or so much thereof as may be necessary is hereby authorized to be expended from: (Please see attachment 1747-2026 EXP)
SECTION 5. 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 6. 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 7. 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 8. That this ordinance shall take effect and be in force from and after the earliest period allowed by law.