Explanation
Background: This ordinance authorizes the Director of Columbus Water & Power to modify an existing indefinite quantity agreement with New River Electrical Corporation for Emergency and Non-Emergency Services for Electric Transmission, Distribution & Street Lighting Systems and authorizes the City Auditor to transfer funds within the Electricity Operating Fund. The contract amount being authorized by this ordinance is $3,000,000.00.
The work will consist of, but not be limited to, providing labor, materials and equipment for installing, repairing and removing electric transmission, distribution and street lighting systems, such as setting poles, installing equipment, underground cable, wire conductors, providing emergency services during power outages, poles down, cable hits, weather events, vehicle accidents, vandalism and other emergencies that will require response and services to be provided when contacted by the City of Columbus, Division of Power, twenty four hours per day, seven days per week, three hundred sixty five days per year.
Procurement:
Columbus Water & Power solicited competitive bids through Vendor Services from March 21, 2024, to March 27, 2024, for Emergency and Non-Emergency Services for Electric Transmission, Distribution & Street Lighting Systems in accordance with the relevant provisions of Chapter 329 of City Code, RFQ027041. Three hundred and thirteen vendors were solicited; eleven bids were received. The bids were evaluated on March 27, 2024. After reviewing the bids, the Division of Power recommended the award be made to New River Electrical Corporation as they were the lowest, most responsive, responsible, and best bidder.
The original term of the contract was for a period of one year from the date of execution by the City of Columbus, up to and including May 8th, 2025, with yearly renewal options for an additional four years, for a maximum contract length of five years, on a year-by-year basis, authorized by Ordinance 1157-2024.
Ordinance 2698-2024 authorized the first modification increasing the funding allocations by $512,275.66, and extended the contract through May 31st, 2025, allowing future renewals or modifications to be on a calendar-year cycle.
Ordinance 0320-2025 authorized the first renewal option, increasing funding by $2,750,000.00 and extending the contract through May 31st, 2026.
Ordinance 0293-2026 authorized the second renewal option, increasing funding by $2,100.000.00 and extending the contract through May 31st, 2027.
This ordinance authorizes the second modification of the contract increasing the funding by $3,000,000.00, and is being submitted in accordance with the relevant provisions of Chapter 329 of City Code. For each year of the contract, funding is contingent on availability within the budget, mutual agreement between the parties, approval of City Council, and certification of funds by the City Auditor. This contract does not automatically renew. If unforeseen issues or difficulties are encountered that would require additional funding, a modification would be requested.
1. Amount of additional funds: The total amount of additional funds needed for this contract modification No. #2 is $3,000,000.00. The total contract amount including this modification is $10,060,275.66.
2. Reason additional funds were not foreseen: Additional funds are required due to the recent unexpected storm damage which depleted existing funds faster than anticipated.
3. Reason other procurement processes were not used: Work under this modification No. #2 is a combination of the continuation of services included in the scope of the original bid contract and to allow new services associated with large, unexpected storms including the use of subcontractors from out of state and the costs associated with these new services. No lower pricing/more attractive terms and conditions are anticipated currently.
4. How was cost determined: The costs, terms, and conditions are in accordance with the original agreement. The costs associated with the new services that will be added, related to the use of subcontractors from out of state during large, unexpected storms, were negotiated and are also in alignment with the General Service Administration (GSA) rates.
Principal Parties:
New River Electrical Corporation
15 Cloverdale Pl.
PO Box 70
Cloverdale, VA 24077
Brian Allmaras (614)891-5147
Contract Compliance Number: 009173
Contract Compliance Expiration Date: 10/27/2027
Fiscal Impact: $3,000,000.00 currently in (06) Capital Outlay which was originally budgeted for transformers will be transferred to support these additional professional services making the $3,000,000.00 available in 03 Services from within the Electricity Operating Fund.
$1,785,915.17 was spent in 2025
$2,166,472.90 was spent in 2024
Emergency Justification: Emergency action is being requested due to the recent storm damage which depleted existing funds faster than anticipated along with the need to quickly encumber additional funds in order to be properly prepared for another storm, especially as we approach winter.
Title
To authorize the Director of Columbus Water & Power to modify the contract with New River Electrical Corporation for Emergency and Non-Emergency Services for Electric Transmission, Distribution & Street Lighting Systems; to authorize the transfer of $3,000,000.00 within the Electricity Operating Fund; to authorize the expenditure of $3,000,000.00 from within the Electricity Operating Fund; and to declare an emergency. ($3,000,000.00)
Body
WHEREAS, it is necessary to authorize the Director of Columbus Water & Power to modify and increase an existing indefinite quantity agreement with New River Electrical Corporation for Emergency and Non-Emergency Services for Electric Transmission, Distribution & Street Lighting Systems; and
WHEREAS, Ordinance 1157-2024 authorized the initial term of the contract; and
WHEREAS, Ordinance 2698-2024 authorized a contract modification with New River Electrical Corporation to extend the contract expiration date up to and including May 31st, 2025, and add additional funding; and
WHEREAS, Ordinance 0320-2025 authorized the first contract renewal with New River Electrical Corporation to extend the contract expiration date up to and including May 31st, 2026 and add additional funding; and
WHEREAS, Ordinance 0293-2026 authorized the second contract renewal with New River Electrical Corporation to extend the contract expiration date up to and including May 31st, 2027; and add additional funding; and
WHEREAS, Columbus Water & Power wishes to modify the contract to provide additional funding for a combination of the same services as under the original agreement and to allow new services associated with large, unexpected storms including the use of subcontractors from out of state and the costs associated with these new services; and
WHEREAS, this ordinance is being submitted in accordance with the relevant provisions of Chapter 329 of City Code pertaining to contract modifications; and
WHEREAS, it is necessary to authorize the transfer of $3,000,000.00 from within the Electricity Operating Fund; and
WHEREAS, it is necessary to authorize the expenditure of $3,000,000.00 from within the Electricity Operating Fund; and
WHEREAS, an emergency exists in the usual daily operation of Columbus Water & Power in that it is immediately necessary to authorize the Director to enter into a contract modification with New River Electrical Corporation for Emergency and Non-Emergency Services for Electric Transmission, Distribution & Street Lighting Systems due to recent storm damage which depleted existing funds faster than anticipated, along with the need to quickly encumber additional funds in order to be properly prepared for another storm, especially as we approach winter, all for the immediate preservation of 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 Columbus Water & Power be and is hereby authorized to modify and increase an existing Indefinite Quantity Agreement with New River Electrical Corporation for Emergency and Non-Emergency Services for Electric Transmission, Distribution & Street Lighting Systems. The modification amount being authorized by this ordinance is $3,000,000.00.
SECTION 2. That this modification No. 2 is in accordance with the relevant provisions of City Code, Chapter 329, relating to contract modifications and renewals.
SECTION 3. 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 4. 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 5. That the transfer of $3,000,000.00 or so much thereof as may be needed, is hereby authorized between object classes within the Electricity Operating Fund, per the account codes in the attachment to this ordinance.
SECTION 6. That for the purpose stated in Section 1, the expenditure of $3,000,000.00 or so much thereof as may be needed, be and is hereby authorized in Object Class 03 Services from within the Electricity Operating Fund, per the accounting codes in the attachment to this ordinance.
SECTION 7. 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 in force from after its passage and approval by the Mayor, or ten days after passage if the Mayor neither approves nor vetoes the same.