Explanation
The Department of Public Utilities entered into a contract with Decker Construction Company for the Utility Cut and Restoration Project. Various types of utility excavations are performed within the City of Columbus' right-of-way by the Department of Public Utilities.
The restoration work typically involves repair of existing pavement, curbs, and sidewalks in a manner conforming to the City of Columbus, 2013 Construction and Material Specifications (CMSC). The Department routinely utilizes this restoration work to a contractor that is equipped and trained to make these repairs. Typical types of restoration work involves the installation of wheelchair ramps, asphalt repair involving thermal bond heat weld repairs, asphalt milling machines capable of full width milling, and the delivery of flow-able controlled density fill using volumetric mixer trucks.
This contract was the result of a Director's bid received on March 21, 2012. Decker Construction Company was the only bid received and met all requirements of the specifications. The original contract was for a period of one year with the option to renew on a year to year basis for three (3) years. The Department requests authority to modify the original contract to enter into a third year by funding $1,930,000.00 combined from the Division of Water, Division of Power and Division of Sewerage and Drainage.
Emergency Legislation: To ensure that the contract is established to coincide with the prime construction season and to ensure that scheduled maintenance is not interrupted, the Department of Public Utilities is requesting City Council to handled this legislation in an emergency manner.
Contract Compliance: 31-0983557, expires December 9, 2015
Decker Construction Company does not hold MBE/FBE status.
1. Amount of additional funds: The amount of additional funds needed for this contract is $1,930,000.00. The original contract was established for $1,136,997.50. The total cost of the original contract and all modifications is $5,421,997.50. The modification represents funding added during the contract period for costs related to the services provided. The need for increased funding is to cover anticipated contract billings during fiscal year 2014.
2. Reason additional needs were not foreseen: The need for additional funds was foreseen, an extension is provided for in the original contract. This legislation is to encumber funds for fiscal year 2014 for the Department of Public Utilities.
3. Reason other procurement processes not used: Work under this modification is a continuation of services included in the scope of the original bid contract.
4. How cost was determined: The cost, terms and conditions are in accordance with the original agreement.
FISCAL IMPACT: $1,930,000.00 is budgeted and needed for this purchase.
Historically the following amounts have been encumbered for similar services:
2012: $2,061,997.50
2013: $1,430,000.00
Title
To authorize the Director of Public Utilities to enter into a planned modification of the Utility Cut and Restoration Project contract with Decker Construction Company, for the Division of Water, the Division of Power, and the Division of Sewerage and Drainage, to authorize the expenditure of $1,500,000.00 from Water Operating Fund, $30,000.00 from the Electricity Operating Fund, and $400,000.00 from the Sewer Systems Operating Fund, and to declare an emergency. ($1,930,000.00)
Body
WHEREAS, the Department of Public Utilities has a contract with Decker Construction Company, for the Utility Cut and Restoration Project, and
WHEREAS, the vendor has agreed to modify and increase EL012864 at current prices and conditions to and including June 30, 2015, and it is in the best interest of the City to exercise this option, and
WHEREAS, an emergency exists in the usual daily operation of the Division of Water, Department of Public Utilities, in that it is immediately necessary to authorize the Director of Public Utilities to establish a contract, for utility cut and restoration services so that funding is available during construction season, for the immediate preservation of public health, peace, property and safety; now, therefore,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Public Utilities Director be and is hereby authorized and directed to modify and increase EL012864 with Decker Construction Company, to and including June 30, 2015. Total amount of modification No. 3 is ADD $1,930,000.00. Total contract amount including this modification is $5,421,997.50.
SECTION 2. That this modification is in accordance with Section 329.16 of the Columbus City Codes.
SECTION 3. That the expenditure of $1,930,000.00 or so much thereof as may be needed, is hereby authorized from Object Level One 03, Object level Three 3375, Fund Names and Numbers, Departments, OCA Codes and amounts listed below, to pay the cost thereof.
Dept/Div Fund Name Fund Number OCA Amount
60-09 Water Operating 600 602730 $1,400,000.00
60-09 Water Operating 600 602722 $ 100,000.00
60-07 Electricity Operating 550 606764 $ 30,000.00
60-05 Sewer Systems Operating 650 605089 $ 400,000.00
$1,930,000.00
SECTION 4. That the said firm shall conduct the work to the satisfaction of the Director of Public Utilities.
SECTION 5. 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 6. 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 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.