Explanation
BACKGROUND:
This ordinance authorizes the Director of Columbus Water and Power to enter into contract modification No. 4 with Phinney Industrial Roofing Services and Maintenance, LLC for roofing maintenance services at Division of Water Reclamation (DOWR) facilities. (FEM 0701.2).
The contract modification No. 4 will continue to provide roofing and any associated systems that require inspection, testing, troubleshooting, maintenance, and repair or replacement for various Columbus Water and Power facilities. The contract also covers documentation of semi-annual inspections and warranty work, as needed or requested. This contract allows future facilities within Columbus Water and Power to be added by modification. Annual inspection and maintenance of all facility roofs protect against roof system failure.
This contract is expected to be renewed and extended annually. The initial contract period authorized by Ordinance No. 2242-2022 was from November 1, 2022, to October 31, 2023, with an option for four (4) additional renewal years based upon mutual agreement of the parties, availability of budgeted funds, and approval of City Council. Phinney Industrial Roofing Services & Maintenance, LLC was awarded the original contract through a competitive bid process. Ordinance No. 2345-2023 authorized a renewal term of November 1, 2023 to October 31, 2024, Ordinance No. 0866-2024 Authorized a renewal of November 1, 2024 to October 31, 2025, and Ordinance No. 2615-2025 Authorized a renewal of November 1, 2025 to October 31, 2026. This ordinance authorizes a renewal period of November 1, 2026 to October 31, 2027.
This Ordinance authorizes the fourth (and last) one-year renewal option, and is being submitted in accordance with the relevant provisions of Chapter 329 of City Code.
1. Amount of additional funds: The total amount of additional funds needed for this contract modification No. 4 is $400,000.00.
2. Reason additional funds were not foreseen: Anticipated renewal. The original contract allows for four (4) extension periods on a year to year basis. This modification No. 4 is to provide the funding necessary for the payment of services to be provided through October 2027.
3. Reason other procurement processes were not used: This modification No. 4 is part of the terms of the contract as originally bid.
4. How was cost determined: The costs were part of the initial bid.
SUPPLIER:
Phinney Industrial Roofing Services & Maintenance, LLC | D365 Vendor #034464 | Expires 5/14/2028.
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: $400,000.00 is being requested for this service
$400,000.00 is budgeted and needed for this contract modification.
Labor: $300,000.00 (DOWR)
Materials: $100,000.00 (DOWR)
$80,245.45 has been spent so far in 2026 as of 9/22/2026
$306,241.74 was spent in 2025
$322,291.08 was spent in 2024
EMERGENCY DESIGNATION: This ordinance is being submitted as an emergency in order to allow continuity of support for Columbus Water and Power’s existing services contract. The contract will lapse on October 31, 2026, emergency action is requested to ensure the legislation is approved before the current contract expires and minimize the amount of time the necessary services are not covered.
Title
To authorize the Director of Columbus Water and Power to modify and extend the contract with Phinney Industrial Roofing Services & Maintenance, LLC for roofing maintenance services at the Division of Water Reclamation facilities; and to authorize the expenditure of $400,000.00 from the Sewer Operating Sanitary Fund; and to declare an emergency. ($400,000.00)
Body
WHEREAS, there continues to be a need for roofing maintenance services at various Columbus Water and Power facilities; and
WHEREAS, the Department publicly opened two (2) bids on June 22, 2022, and Phinney Industrial Roofing Services & Maintenance, LLC was deemed the lowest, best, most responsive and responsible bidder; and
WHEREAS, the contract is structured with an initial period of one (1) year from the date of execution, with the option for four (4) additional renewal years based on mutual agreement and approval; and
WHEREAS, this modification is being submitted in accordance with the relevant provisions of Chapter 329 of City Code; and
WHEREAS, the expenditure of $400,000.00, or so much thereof as may be needed, is hereby authorized in Fund 6100, Sewer Operating Sanitary Fund, as $300,000.00 from object class 03, Services, and $100,000.00 from object class 02, Materials & Supplies, per the accounting codes in the attachment to this ordinance; and
WHEREAS, an emergency exists in the usual daily operations of Columbus Water and Power to enter into a contract renewal with Phinney Industrial Roofing Services & Maintenance, LLC for FEM 0701.2; to continue providing Roofing Maintenance and Repair services uninterrupted, maintaining the current work schedule; 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 Director of Columbus Water and Power is hereby authorized to modify and extend the contract with Phinney Industrial Roofing Services & Maintenance, LLC, 700 Hadley Dr., Columbus, OH 43228, through October 2027, for roofing maintenance services at Division of Water Reclamation facilities.
SECTION 2. That this contract modification No. 4 is in accordance with the relevant provisions of Chapter 329 of City Code.
SECTION 3. That the expenditure of $400,000.00, or so much thereof as may be needed, is hereby authorized in $300,000.00 object class 03 Services, Sewer Operating Fund 6100; $100,000.00 object class 02, Sewer Operating Fund 6100, per the accounting codes in the attachment to this ordinance.
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 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 this Ordinance shall take effect and be in force from and after the earliest period allowed by law.
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.