Explanation
1. BACKGROUND
This ordinance authorizes the Director of the Department of Public Utilities to enter into a contract renewal with SEL Engineering Services, Inc., for the Substation Relay Upgrades project, CIP #670883-100000, in an amount not to exceed $250,000.00.
The goal of this project is to improve power system reliability. Each substation has electromechanical relays that are outdated and in some cases obsolete. Replacing them with new solid state relays will provide additional reliability, functionality, and data for the distribution system. This project also includes accessories for relays and fault indication to aid in system awareness to improve fault resolution time. This is a planned renewal to add funds for this year’s work. The current contract is effective though September 30, 2023, and is subject to one additional two-year extension renewal, which will be exercised by passage of this Ordinance.
The contract with SEL Engineering Services is for the purchase of the various parts needed for the upgrade. The upgrade work is being performed by Department of Public Utilities staff and through other existing contracts. This renewal will allow the purchase of parts expected to be needed for this year’s upgrade work.
The Community Planning Area is 99 - Citywide.
1.1 Amount of additional funds to be expended: $250,000.00
Original Contract $ 450,000.00 (ORD 0168-2021; PO234915)
Current Renewal $ 250,000.00
Future Anticipated Needs $ 450,000.00
CONTRACT TOTAL $1,150,000.00
1.2. Reason other procurement processes are not used:
The parts needed are being purchased from an existing City Universal Term Contract which has already been bid.
1.3. How the cost of renewal was determined:
Pricing came from an existing City Universal Term Contract.
2. ECONOMIC IMPACT/ADVANTAGES; COMMUNITY OUTREACH; PROJECT DEVELOPMENT; ENVIRONMENTAL FACTORS/ADVANTAGES OF PROJECT:
The economic impact is that the power system reliability will be improved.
3. CONTRACT COMPLIANCE INFO
SEL Engineering Services contract compliance number is CC-031369 and expired 5/18/2022. SEL Engineering will need to renew contract compliance before the renewal can be executed.
4. MINORITY AND WOMAN OWNED BUSINESS ENTERPRISE & SMALL LOCAL BUSINESS ENTERPRISE PROGRAM
This contract was put in place prior to the implementation of the City of Columbus MBE/WBE Program and is not subject to the requirements of that program. SEL Engineering Services Inc. is classified as a majority company by the City’s Office of Diversity and Inclusion. Per the attached Utilization Plan, there are no subcontractors planned to be used on this contract. The MBE/WBE percentage for this renewal will be 0%.
5. FISCAL IMPACT
Funds are appropriated and available within the Electricity Bond Fund, Fund 6303,or this expenditure. An amendment to the 2022 Capital Improvement Budget is needed to align budget authority with the proper project. A transfer of funds and appropriation between projects within the Electricity Bond Fund is needed to align cash and appropriation with the proper project.
Title
To authorize an amendment to the 2022 Capital Improvement Budget; to authorize a transfer of cash and appropriation within the Electricity Bond Fund; to authorize the Director of Public Utilities to enter into a contract renewal with SEL Engineering Services, Inc., for the Substation Relay Upgrades Project; and to expend up to $250,000.00 from the Electricity Bond Fund for the project. ($250,000.00)
Body
WHEREAS, the Department of Public Utilities is engaged in the Substation Relay Upgrades project; and
WHEREAS, Contract PO234915 was authorized by Ordinance 0168-2021 for the Substation Relay Upgrades project, and is subject to one, two-year renewal period; and
WHEREAS, a planned contract renewal with SEL Engineering Services is needed to provide funding for the upgrade work that will be performed this year; and
WHEREAS, it is necessary to authorize an amendment to the 2022 Capital Improvements Budget for the purpose of providing sufficient budget authority for the proper project; and
WHEREAS, a transfer of funds between projects within the Electricity Bond Fund is needed; and
WHEREAS, it is necessary to expend funds to pay for the contract renewal work; NOW, THEREFORE
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the 2022 Capital Improvement Budget authorized by Ordinance No. 1896-2022 be amended as follows to establish sufficient budget authority for this project:
Fund / Project Number / Project Name (Funding Source) / Current Authority / Revised Authority / Change
6303 / 670799-100000 / Voltage Conversion - Circuit 7220 - North High Street, Clintonville (Voted Electricity Carryover) / $500,357.00 / $296,790.00 / ($203,567.00)
6303 / 670883-100000 / Substation Relay Upgrades (Voted Electricity Carryover) / $46,433.00 / $250,000.00 / $203,567.00
SECTION 2. That a transfer of funds between projects within the Electricity Bond, Fund 6303, is authorized per the accounting codes in the attachment to this ordinance.
SECTION 3. That the Director of the Department of Public Utilities be and hereby is authorized to enter into a contract renewal in an amount not to exceed $250,000.00 for the Substation Relay Upgrades project, SEL Engineering Services Inc., 9054 Cotter Street, Lewis Center OH 43035, in accordance with the terms and conditions as shown in the agreement on file in the office of the Division of Power.
SECTION 4. That the expenditure in an amount not to exceed $250,000.00, or so much thereof as may be needed, is authorized per the accounting codes in the attachment to this ordinance.
SECTION 5. Funds are 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 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.