Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to establish a Universal Term Contract (UTC) for the option to purchase Wood Utility Poles with Kevin Lehr Associates. Columbus Water & Power is the primary user for wood utility poles. Wood utility poles are for use at various outdoor locations within the City and will be installed to maintain daily operations or for new installations. The term of the proposed option contract would be approximately one (1) year, expiring June 30, 2026, with the option to extend for three (3) additional one-year periods. The Purchasing Office opened formal bids on April 17, 2025. In addition, the expenditure of $1.00 is hereby authorized from General Budget Reservation BRPO003264.
The Purchasing Office advertised and solicited competitive bids in accordance with the relevant provisions of Section 329.18 relating to competitive bidding (Request for Quotation No. RFQ029883). Three (3) bids were received.
The Purchasing Office is recommending award to the overall lowest, responsive, responsible and best bidder as follows:
Kevin Lehr Associates, CC# CC-003880 expires 5/17/2026, Items 1-4, $1.00
Total Estimated Annual Expenditure: $400,000.00, Columbus Water & Power, the primary user
Emergency Designation: The Finance and Management Department respectfully requests this legislation to be considered an emergency ordinance because a new contract is needed to ensure wood pole materials are readily available to maintain daily operations or for new installations.
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: The expenditure of $1.00 is hereby authorized from General Budget Reservation BRPO003264. City Agencies will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize the Finance and Management Director to enter into a Universal Term Contract for the option to purchase Wood Utility Poles with Kevin Lehr Associates; to authorize the expenditure of $1.00; and to declare an emergency. ($1.00).
Body
WHEREAS, the Wood Utility Poles UTC will provide for the purchase of wood utility poles used at various outdoor locations within the City and will be installed to maintain daily operations or for new installations; and,
WHEREAS, the Purchasing Office advertised and solicited formal bids on April 17, 2025, and selected the overall lowest, responsive, responsible and best bidder; and
WHEREAS, an emergency exists in the usual daily operation of Columbus Water & Power to ensure materials are readily available to maintain daily operations or for new installations of wood poles, in that it is necessary to authorize the Finance and Management Director to immediately enter into a Universal Term Contract with Kevin Lehr Associates for the option to purchase Wood Utility Poles, all for the immediate preservation of the public health, peace, property and welfare; and now, therefore,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Finance and Management Director is hereby authorized to enter into the following Universal Term Contract for the option to purchase Wood Utility Poles in accordance with Request for Quotation RFQ029883 for a term of approximately one (1) year, expiring June 30, 2026, with the option to extend for three (3) additional one-year periods, as follows:
Kevin Lehr Associates, Items 1-4, $1.00
SECTION 2. That the expenditure of $1.00 is hereby authorized from General Budget Reservation BRPO003264 of this ordinance to pay the cost thereof.
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 for the reason 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 and after its passage and approval by the Mayor, or ten days after passage if the Mayor neither approves nor vetoes the same.