Explanation
BACKGROUND
This ordinance authorizes the Director of Public Utilities to enter into a planned contract modification for Electrical Substation and Electrical Maintenance Services with Invizions, Inc. for the Division of Power in an amount up to $150,000.00.
This contract will provide services for planned inspections, testing, troubleshooting and repair to ensure the correct operation of all components and their interaction for the equipment lifecycle.
PROCUREMENT
The Department of Public Utilities solicited competitive bids for Electrical Substation and Electrical Maintenance Services in accordance with the relevant provisions of Section 329 (RFQ020752). Two-hundred and fifty two vendors (252) vendors were solicited. Two (MAJ) bids were received and opened on March 9, 2022. The bid from Invizions, Inc. was determined to be the lowest responsive, responsible and best bidder and an Indefinite Quantity Agreement Contract was established to be utilized and funded on an as needed basis.
CONTRACT AMOUNTS / TIMELINE
The contract term is for three years through December 31, 2025. The contract language allows for a one (1) year renewal option upon mutual agreement, availability of funds, and approval by Columbus City Council. If unforeseen issues or difficulties are encountered that would require additional funding a modification would be requested.
This legislation seeks to add funding to the contract. This Ordinance is being submitted in accordance with the relevant provisions of Chapter 329 of City Code pertaining to contract renewals and modifications. This contract is funded on an incremental basis.
Cost summary:
Original Contract, Ordinance #0156-2022: $ 500,000.00
Modification #1, Ordinance #3185-2022: $ 800,000.00
Modification #2, Ordinance #0092-2023: $ 800,000.00
Modification #3, Ordinance #0305-2024: $ 800,000.00
Modification #4, Ordinance #2900-2024 (pending): $ 150,000.00
Estimated Contract Total: $ 1,750,000.00
1. Amount of additional funds: Total amount of additional funds needed for this contract modification is to ADD $150,000.00. Total contract amount including this modification is $1,750,000.00.
2. Reason additional funds were not foreseen: The need for additional funds were included in the initial contract. This contract is funded on an incremental basis due to need and budget.
3. Reason other procurement processes are not used: This contract was awarded through the competitive bidding process for Electrical Substation and Electrical Maintenance Services. Planned contract modifications were anticipated to add funds for continuation of services. This is one of those planned contract modifications so a new procurement process is not required.
4. How cost was determined: The cost, terms and conditions are in accordance with the original agreement.
SUPPLIER(S) / CONTRACT COMPLIANCE INFORMATION
Invizions, Inc., vendor #001294, cc expires 4/26/26, Majority Status
The certification of Invizions, Inc. was in good standing at the time of the contract award. 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.
MINORITY AND WOMAN OWNED BUSINESS ENTERPRISE & SMALL LOCAL BUSINESS ENTERPRISE PROGRAM
This contract was put in place prior to the implementation of the City of Columbus MBE/WBE Program and is not subject to the requirements of that program. Invizions, Inc. is classified as a majority company by the City’s Office of Diversity and Inclusion.
FISCAL IMPACT
$150,000.00 Funds are budgeted and available for this expenditure within the Electricity Operating Fund
$1,661,212.32 was spent in 2023
$510,346.39 was spent in 2022
Title
To authorize the Director of Public Utilities to modify to add funding to the contract for Electrical Substation and Electrical Maintenance Services with Invizions, Inc. for the Division of Power; and to authorize the expenditure of $150,000.00 from the Electricity Operating Fund. ($150,000.00)
Body
WHEREAS, the Department of Public Utilities entered into an Indefinite Quantity Contract for the purchase of Electrical Substation and Electrical Maintenance Services in accordance with Chapter 329 of the Columbus City Code, pursuant to solicitation, RFQ020752, with Invizions, Inc., being the lowest, responsive, responsible and best bidder; and
WHEREAS, the expenditure of $150,000.00 or so much thereof as is needed for the purchase of Electrical Substation and Electrical Maintenance Services; and
WHEREAS, it has become necessary in the usual daily operation of the Department of Public Utilities to authorize the Director to modify a contract with Invizions, Inc. for Electrical Substation and Electrical Maintenance Services in accordance with the terms, conditions and specifications on file; NOW, THEREFORE,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of Public Utilities be and is hereby authorized to modify to add funding to the contract with Invizions, Inc. for the purchase of Electrical Substation and Electrical Maintenance Services in accordance with the terms, conditions and specifications on file.
SECTION 2. That the expenditure of $150,000.00, or so much thereof as may be needed, is hereby authorized in Fund 6300 (Electricity Operating) in object class 03 Services per the accounting codes in the attachment to this ordinance.
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 this Ordinance shall take effect and be in force from and after the earliest period allowed by law.