Explanation
1. BACKGROUND
This ordinance authorizes the Director of Technology to enter into contract with Harris and Heavener Excavating, Inc. for the 2024 Fiber Expansion project and to provide payment for construction.
This contract involves the installation of fiber optic cable at seventy-three (73) city facilities that are not currently connected to the city fiber network. These sites include recreation centers, fire stations, and other locations operated by the City. The work will connect the facilities to the fiber network and other work as may be necessary to complete the contract in accordance with the plans and specifications set forth in the Bid Submittal Documents.
The estimated Notice to Proceed date is December 16, 2024. The project was let by the Fiscal Section through Vendor Services and Bid Express. Three bids were received on September 24, 2024, (all majority) and tabulated as follows:
Company Name Bid Amount City/State Majority/ODI Certification
Harris and Heavener Excavating Inc. $3,561,760.04 Reynoldsburg, OH Majority
Gudenkauf Corporation $3,872,848.00 Columbus, OH Majority
The Fishel Company $6,694,158.47 Columbus, OH Majority
Award is to be made to Harris and Heavener Excavating Inc. as the lowest responsive, responsible, and best bidder for their bid of $3,561,760.04.
Searches in the System for Award Management (Federal) and the Findings for Recovery list (State) produced no findings against Harris and Heavener Excavating Inc
The certification of Harris and Heavener Excavating Inc. and all associated subcontractors was in good standing at the time the bid was awarded. The submitted proposal further met the assigned City of Columbus MBE/WBE Program goal of 10%, as provided by the Office of Diversity and Inclusion.
As part of their bid, Harris and Heavener Excavating Inc. has proposed the following subcontractor to work on the project:
Company Name City/State Majority/ODI Certification
Teltron Design Group Columbus, Ohio MBE/WBE
2. CONTRACT COMPLIANCE INFORMATION
The contract compliance number for Harris and Heavener Excavating Inc. is CC-017728 and expires 2/27/2026.
3. PRE-QUALIFICATION STATUS
Harris and Heavener Excavating Inc. and all proposed subcontractors have met code requirements with respect to pre-qualification, pursuant to relevant sections of Columbus City Code Chapter 329.
4. FISCAL IMPACT
This project is funded by Department of Technology, Information Services Taxable Bonds Funds, Fund 5115. An amendment to the 2024 Capital Improvement Budget is necessary for the purpose of providing sufficient spending authority for the aforementioned expenditure.
5. EMERGENCY DESIGNATION
Emergency action is requested to allow the project to begin within the current construction season.
Title
To amend the 2024 Capital Improvement Budget; to authorize the Director of Technology to enter into contract with Harris and Heavener Excavating Inc. for the 2024 Fiber Expansion project; to authorize the expenditure of up to $3,561,760.04 from the Information Services Taxable Bonds Funds for the 2024 Fiber Expansion Project; and to declare an emergency. ($3,561,760.04)
Body
WHEREAS, the Department of Technology is engaged in the 2024 Fiber Expansion project; and
WHEREAS, the work for this project consists of encompassing fifty-one (51) construction scopes of work that will connect seventy-three (73) city facilities that are not currently connected to the city fiber network; and other work as may be necessary to complete the contract in accordance with the plans and specifications set forth in the Bid Submittal Documents; and
WHEREAS, Harris and Heavener Excavating Inc. will be awarded the contract for the 2024 Fiber Expansion project; and
WHEREAS, the Department of Technology requires funding to be available for the 2024 Fiber Expansion project for construction expense; and
WHEREAS, it is necessary to amend the 2024 Capital Improvement Budget to establish authority within the correct project; and
WHEREAS, an emergency exists in the daily operation of the Department of Technology in that it is immediately necessary to authorize the Director to enter into a contract with Harris and Heavener Excavating Inc. to allow the project to begin within the current construction season, all for the immediate preservation of the public health, peace, property, safety and welfare; and now, therefore
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the 2024 Capital Improvements Budget authorized by ordinance 1907-2024 be amended as follows to establish sufficient authority for this project:
Fund / Project / Project Name / Current / Change /C.I.B. as Amended
5115 / P470046-100000 / Connectivity Project Fiber / Wireless (Information System Carryover) / $2,988,314.00 / ($2,988,314.00) / $0.00
5115 / P470046-100001 / CTSS Fiber Purchase B, C, D (Information System Carryover) / $2,193,789.00 / ($573,447.00) / $1,620,342.00
5115 / P470046-100008 / 2024 Fiber Expansion (Information Systems Carryover) / $0.00 / $3,561,761.00 / $3,561,761.00
SECTION 2. That the Director of Technology be and is hereby authorized to enter into a construction services contract with Harris and Heavener Excavating Inc., 149 Humphries Dr. Reynoldsburg, OH 43068, for the 2024 Fiber Expansion project in the amount of up to $3,561,760.04 in accordance with the specifications and plans on file with the Department of Technology, which are hereby approved.
SECTION 3. That the expenditure of $3,561,760.04, or so much thereof as may be needed, is hereby authorized in Fund 5115 (Info Services Taxable Debt Fund), Dept-Div 4702 (Info Services Operating), Project P470046-100008 (2024 Fiber Expansion), in Object Class 06 (Capital Outlay) per the accounting codes in the attachment to this ordinance.
SECTION 4. Funds are hereby 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 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 the City Auditor is hereby 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 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 and after its passage and approval by the Mayor or ten days after passage if the Mayor neither approves nor vetoes the same.