Background
This legislation authorizes the Director of Public Utilities to enter into a contract with New River Electrical Corporation for Emergency & Non-Emergency Services for Electric Transmission, Distribution & Street Lighting Systems for the Division of Power. The work will consist of, but not 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 the successful bidder to respond and provide services when contacted by the City of Columbus, Division of Power, twenty four (24) hours per day, seven (7) days per week, three hundred sixty five (365) days per year.
Due to the need for a quick response time and emergency services, the bid specifications required bidders to submit extensive utility electrical experience, a list of experienced employees, safety records, a list of available equipment that will be necessary to complete the jobs and the dielectric testing log for the equipment for safety purposes.
Funds in the amount of $2,000.00 will also be encumbered with the Department of Public Service for Prevailing Wage Services.
The Department of Public Utilities solicited competitive bids for Emergency & Non-Emergency Services for Electric Transmission, Distribution & Street Lighting Systems in accordance with the relevant provisions of Section 329 (RFQ027041). Three hundred and thirteen (313) vendors were solicited (18 EBE, 2 EBE/MBE, 1 EBE/WBE, 241 MAJ, 26 MBE, 2 MBE/VBE, 4 MBE/WBE, 1 VBE, 18 WBE). Eleven (11) bids (1-not registered in Vendor Services, 9 MAJ, 1 WBE) were received and opened on March 27, 2024.
After a review of the bids, the Division of Power has determined:
Intren, LLC was the lowest overall bidder, however, they did not submit the required experience information. The pricing is only valid through December 31, 2024, per the bid specifications, pricing was to be valid through the end of the contract. Therefore, they have been deemed non-responsive.
Hilscher-Clark Electric Co was the next lowest overall bidder, however, they failed to meet the bid specifications by not providing pricing on equipment deemed necessary to complete the services and by not providing a list of qualified employees, an equipment list and the dielectric testing for the equipment which were a requirement of the bid specifications, therefore, they have been deemed non-responsive.
State Line Construction and Maintenance, LLC was the next lowest overall bidder, however, they failed to meet the bid specifications by not providing a list of qualified employees and experience, an equipment list and the dielectric testing log for the equipment which were a requirement of the specifications. Therefore, they have been deemed non-responsive.
Hydaker-Wheatlake Co was the next lowest overall bidder, however, they failed to meet the bid specifications by not providing a list of qualified employees and experience, an equipment list and the dielectric testing log for the equipment which were a requirement of the specifications. Therefore, they have been deemed non-responsive.
New River Electrical Corporation was the next lowest overall bidder and met all the specifications of the bid. Therefore, the Division of Power recommends an award be made to New River Electrical Corporation as the most responsive and responsible bidder.
The contract will be in effect for one year from the date of execution with the option to renew for four additional one year periods. If unforeseen issues or difficulties are encountered that would require additional funding, a modification would be required.
EMERGENCY DESIGNATION: The Department of Public Utilities respectfully requests the legislation be deemed an emergency due to multiple recent weather events in the last few weeks and the need to have essential services restored in a timely manner.
SUPPLIER: New River Electrical Corporation, vendor #009173, expires 12/22/24, majority status
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: $1,698,000.00 is budgeted and needed for this purchase.
The following amounts were spent for this service:
$1,158,520.61 was spent in 2023
$1,699,947.96 was spent in 2022
Title
To authorize the Director of Public Utilities to enter into a contract with New River Electrical Corporation for Emergency & Non-Emergency Services for Electric Transmission, Distribution & Street Lighting Systems for the Division of Power and to provide for payment of prevailing wage services to the Department of Public Service, Design and Construction Division; to authorize the expenditure up to $1,698,000.00 from the Power Operating Fund; and to declare an emergency. ($1,698,000.00)
Body
WHEREAS, the Department of Public Utilities solicited bids for Emergency & Non-Emergency Services for Electric Transmission, Distribution & Street Lighting Systems (RFQ027041); and
WHEREAS, eleven (11) bids for Emergency & Non-Emergency Services for Electric Transmission, Distribution & Street Lighting Systems were received and opened on March 27, 2024; and
WHEREAS, the Division of Power recommends an award be made to New River Electrical Corporation as the only responsive and responsible bidder in the amount of $1,698,000.00; and
WHEREAS, it is necessary to authorize the Director of the Department of Public Utilities to award and execute a contract for Emergency & Non-Emergency Services for Electric Transmission, Distribution & Street Lighting Systems with New River Electrical Corporation; and
WHEREAS, this contract will be in effect for one year from the date of execution and upon mutual agreement of the parties, availability of funds, and approval by the Columbus City Council, this contract can be renewed for four additional one year periods; and
WHEREAS, it is necessary to authorize the Director of the Department of Public Utilities to encumber and expend funds to provide for payment of prevailing wage services associated with said project; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Utilities, Division of Power, in that it is immediately necessary to authorize the Director of Public Utilities to enter into a contract with New River Electrical Corporation for Emergency & Non-Emergency Services for Electric Transmission, Distribution & Street Lighting Systems, in order to provide essential emergency services, for the immediate preservation of the public health, peace, property and safety; now, therefore
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of Public Utilities, be and hereby is authorized to enter into a contract for Emergency & Non-Emergency Services for Electric Transmission, Distribution & Street Lighting Systems with New River Electrical Corporation in the amount of $1,696,000.00; in accordance with the terms and conditions of RFQ27041 on file in the Department of Public Utilities; and to obtain the necessary prevailing wage related services from the Department of Public Service and to pay up to a maximum amount of $2,000.00 for a total of $1,698,000.00.
SECTION 2. That said firm shall conduct the work to the satisfaction of the Director of Public Utilities.
SECTION 3. That this agreement will be in effect for one year from the date of execution, and, upon mutual agreement, funds availability, and approval by the Columbus City Council this contract can be renewed for four additional one year periods.
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 expenditure of $1,698,000.00 or so much thereof as may be needed, is hereby authorized in Fund 6300 (Power Operating Fund), Object Class 03 Services per the accounting codes in the attachment to this ordinance.
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 in force from and after its passage and approval by the Mayor, or ten days after passage if the Mayor neither approves or vetoes the same.