Explanation
BACKGROUND: This legislation authorizes the Director of Public Utilities to modify and renew a contract with Roberts Service Group, Inc. for Electric Power Systems Maintenance Services in an amount of up to $1,760,000.00 for the various Department of Public Utilities Facilities for a total expenditure of $3,074,600.00.
The Department of Public Utilities has identified various electric power equipment that require maintenance services. The Department of Public Utilities operates and manages two (2) wastewater treatment plants, a Compost Facility, a Sewer Maintenance Operations Center, sewage and stormwater collection systems, three (3) water treatment plants, a water distribution system and various electric substations that service the City of Columbus and its satellite communities. Additional facilities may be added in the future. All facilities are located within Franklin and Delaware Counties.
The work to be performed under these specifications will be electric power distribution systems and it’s components that require studies performed, inspection, testing, maintenance, repair and/or replacement with the majority of the work to be on industrial equipment/systems ranging from 120V to 15.5 KV. There may also be inspection, testing, studies performed, maintenance, repair and/or replacement work on > 15.5KV to 138KV equipment/systems that requires a contractor or subcontractor to have highly specialized experience in the area of high voltage.
1. Amount of additional funds: Total amount of additional funds needed for the modification is $1,760,000.00. Total contract amount including this modification is $3,074,600.00.
2. Reason additional funds were not foreseen: Funding is added on an incremental basis to provide for services. The need for additional funds were included in the initial contract.
3. Reason other procurement processes are not used: The pricing was obtained through a formal bid (RFQ028079) and awarded to the bidder that met the specifications. Planned contract modifications were anticipated to add funds for continuation of services. This is one of those planned contract modifications so a new procurement process is not required.
4. How cost was determined: A cost proposal was provided by Robert Service Group in their bids and was reviewed by the Division of Water Reclamation and was deemed acceptable.
PROCUREMENT:
The Department of Public Utilities advertised and solicited competitive bids in accordance with the relevant provisions of City Code Chapter 329 relating to competitive bidding (RFQ028079). One-hundred twenty-nine (129) vendors (106 Majority, 10 MBE, 6 WBE, 1 VBE, 1 MBE/VBE, 1 MBE/WBE, 4 EBE) were solicited and one (1) bid (WBE) was received and opened on August 21, 2024.
The following bid was received:
Name Bid Amount City/State CC Status
1. Roberts Service Group, Inc. $1,312,600.00 Columbus, Ohio WBE
After evaluation of the bid, the bid from Roberts Service Group, Inc. has met all the requirements of the specifications and is recommended for an award as the only responsive bidder.
CONTRACT AMOUNTS/TIMELINE
This Contract will remain in force for one (1) year from the date of execution by the City of Columbus with the option to renew annually for four (4) additional one (1) year periods (for a maximum contract length of 5 years) on a year by year basis, based on funding availability, mutual agreement by both parties, approval by ordinance of Columbus City Council and the appropriation and certification of funds by the City Auditor. ORD 2365-2024 authorized the initial contract. This ORD intends to exercise the first of the four renewal options.
If unforeseen issues or difficulties are encountered that would require additional funding, a modification would be requested.
Cost summary:
Original Contract: Year 1: $1,312,600.00
Prevailing Wage: Year 1: $2,000.00
Modification/Renewal #1: Year 2: $1,760,000.00
Potential Modification/Renewal #2: Year 3: $1,400,000.00
Potential Modification/Renewal #3: Year 4: $1,400,000.00
Potential Modification/Renewal #4: Year 5: $1,400,000.00
Estimated Contract Total: $7,274,600.00
SUPPLIER(S) / CONTRACT COMPLIANCE INFORMATION
Roberts Service Group, Inc., vendor #004397, cc expires 8/1/26
The certification of Roberts Service Group, Inc. was in good standing at the time of the contract award.
The company is not debarred according to the Excluded Party Listing System of the Federal Government or prohibited from being awarded a contract according to the Auditor of State Unresolved Findings for Recovery Certified Search.
FISCAL IMPACT
$1,760,000.00 Funds are budgeted and available for this expenditure
$501,210.13 has been spent so far in 2025 as of 10/17/2025
$1,207,003.38 was spent in 2024
$1,850,939.28 was spent in 2023
Title
To authorize the Director of the Department of Public Utilities to renew and modify a contract with Roberts Service Group, Inc. for Electric Power Systems Maintenance Services to the Department of Public Utilities; to authorize the expenditure of up to $1,760,000.00 from the Electricity, Water and Sewerage and Drainage Operating Funds and excise the first renewal option to extend the term of the contract for an additional year. ($1,760,000.00)
Body
WHEREAS, the Department of Public Utilities has a need for Electric Power Systems Maintenance Services to provide inspection, testing, maintenance and repair and/or replacement on equipment and systems; and
WHEREAS, the Department of Public Utilities opened formal bids on August 21, 2024 for the purchase of services; and
WHEREAS, the Department of Public Utilities recommended an award be made to the only bidder, Roberts Service Group, Inc.; and
WHEREAS, it is necessary to authorize the expenditure of $1,760,000.00 or so much thereof as is needed for the purchase from and within the Electricity, Water and Sewerage and Drainage Operating Funds; and
WHEREAS, it has become necessary in the usual daily operation of the Department of Public Utilities to authorize the Director of Public Utilities to modify the contract with Roberts Service Group, Inc. for Electric Power Systems Maintenance Services and to exercise the first renewal option on the contract ; 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 modify the contract with Roberts Service Group, Inc. for the purchase of Electric Power Systems Maintenance Services for an additional year and the amount of the renewal is to add $1,760,000.00.
SECTION 2. That this contract is in accordance with the relevant provisions of Chapter 329 of City Code.
SECTION 3. That the expenditure of $1,760,000.00, or as much thereof as may be needed, $300,000.00 is hereby authorized in Fund 6300 (Electricity Operating), $50,000.00 in Fund 6000 (Water Operating), $250,000.00 in Fund 6100 (Sanitary Sewer Operating) in Object Class 02 Materials & Supplies and $700,000.00 in Fund 6300 (Electricity Operating), $100,000.00 in Fund 6000 (Water Operating) and $360,000.00 in Fund 6100 (Sanitary Sewer Operating) in Object Class 03 Services per the accounting codes in the attachment to 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 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 this Ordinance shall take effect and be in force from and after the earliest period allowed by law.