Explanation
The purpose of this legislation is to authorize the Director of Public Utilities to enter into a planned modification of the contract with Roberts Service Group for Electric Power Systems Maintenance Services for the various Department of Public Utilities (DPU) Facilities.
The Department of Public Utilities (DPU) has identified various electric power equipment that requires Electric Power Systems Maintenance Services for the Division of Sewerage and Drainage (DOSD), the Division of Power (DOP), and the Division of Water (DOW). The Department of Public Utilities operates and manages two (2) Wastewater Treatment Plants (WWTP), a Compost Facility, a Sewer Maintenance Operations Center (SMOC), sewage and stormwater collection systems, three (3) Water Treatment Plants (WTP), a water distribution system and various electric substations that service the City of Columbus and its satellite communities. This modification No. 1 is for services for DOSD and DOP facilities. Additional DPU facilities may be added in the future. All facilities are located within Franklin and Delaware Counties.
The work to be performed under these specifications will be electric power distribution systems and it’s components that require studies performed, inspection, testing, maintenance, repair and/or replacement with the majority of the work to be on industrial equipment/systems ranging from 120V to 15.5 KV. There may also be inspection, testing, studies performed, maintenance, repair and/or replacement work on > 15.5KV to 138KV equipment/systems that will require a Contractor or Subcontractor to have highly specialized experience in the area of high voltage.
The Department of Public Utilities advertised Request for Proposals (RFP’s) for the subject services in the City Bulletin in accordance with the pertinent provisions of Columbus City Codes Chapter 329. Six hundred thirty-one (631) vendors (15 MBR, 36 M1A, 2 HL1, 16 F1, 6 AS1, 556 MAJ) were solicited (SA005278), and four (4) proposals (1 F1, 3 MAJ) were received and opened on February 26, 2014. The evaluation and final ranking was based upon the criteria in the RFP and Roberts Service Group was determined to be the most qualified responder to provide services for the Electric Power Systems Maintenance Services.
The original contract was for a period of one (1) year with three (3) one year renewal options on a year to year basis upon mutual agreement, availability of funding and approval by Columbus City Council. The current funding is for use by the Division of Sewerage and Drainage and the Division of Power. Additional modifications will be required to add funding for the inclusion of additional facilities within the various divisions of the Department of Public Utilities as needed.
SUPPLIER: Roberts Service Group (31-0858835), Expires 3/11/2017
Roberts Service Group holds F1 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.
1. Amount of additional funds: Total amount of additional funds needed for this contract modification No. 1 is $700,000.00 ($300,000.00 for DOSD, $400,000.00 for DOP).
2. Reason additional funds were not foreseen: The need for additional funds was known at the time of the initial contract, as this is an annual expenditure. This legislation is to encumber the funds budgeted for fiscal year 2015 for the Division of Sewerage and Drainage and the Division of Power.
3. Reason other procurement processes not used: Work under this modification is a continuation of services included in the scope of the original bid contract. No lower pricing/more attractive terms and conditions are anticipated at this time.
4. How cost was determined: The cost, terms and conditions are in accordance with the original agreement.
FISCAL IMPACT: A total of $700,000.00 is budgeted and needed for this contract with $300,000.00 being funded for the Division of Sewerage and Drainage, and $400,000.00 being funded for the Division of Power.
$14,878.66 was spent in 2014 (for DOSD)
$0.00 was spent in 2013 (for DOSD)
$4,800.00 was spent in 2014 (for DOP)
$0.00 was spent in 2014 (for DOP)
Title
To authorize the Director of Public Utilities to enter into a planned modification of the Electric Power Systems Maintenance Services contract with Roberts Service Group for the Department of Public Utilities, and to authorize the expenditure of $300,000.00 from the Sewerage System Operating Fund, and $400,000.00 from the Electricity Operating Fund. ($700,000.00)
Body
WHEREAS, the Department of Public Utilities has a contract with Roberts Service Group for Electric Power Systems Maintenance Services for the various divisions of the Department, and
WHEREAS, the Department of Public Utilities (DPU) wishes to modify, increase and extend EL016296 with Roberts Service Group for Electric Power Systems Maintenance Services for the Division of Sewerage and Drainage (DOSD), and the Division of Power (DOP) facilities, and
WHEREAS, this contract modification No. 1 will provide additional funding necessary for 2015 to continue the Electric Power Maintenance Services for the various Department of Public Utilities facilities. Electric power distribution systems and their components services include studies performed, inspection, testing, maintenance, repair and/or replacement with the majority of the work to be on industrial equipment/systems ranging from 120V to 15.5 KV, and
WHEREAS, other Department facilities may be added in the future by modification, and
WHEREAS, the original contract language allowed for a one (1) year contract with the option to renew the agreement for three (3) additional years based upon mutual agreement, budgeted funds and approval by City Council, and
WHEREAS, this modification No. 1 will extend the contract through and including September 28, 2016, and
WHEREAS, the vendor has agreed to modify, increase and extend EL016296 at current prices and conditions, and it is in the best interest of the City to exercise this option, and
WHEREAS, it has become necessary in the usual daily operations of the Department of Public Utilities to authorize the Director of Public Utilities to modify, increase and extend the existing contract with Roberts Service Group in order to provide for continuation of Electric Power Systems Maintenance Services; 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 is authorized to modify, increase and extend contract No. EL016296 with Roberts Service Group, 820 N. Hague Avenue, Columbus, Ohio 43204 for Electric Power Systems Maintenance Services for the various facilities within the Department of Public Utilities, in accordance with the terms and conditions as shown in the contract on file in the Office of the Division of Sewerage and Drainage. Total amount of modification No. 1 is ADD $700,000.00. Total contract amount including this modification is $1,400,000.00. The contract will be extended through and including September 28, 2016.
SECTION 2. That said firm shall conduct the work to the satisfaction of the Director of Public Utilities and the Administrators of the Division of Sewerage and Drainage and the Division of Power.
SECTION 3. That this modification is in accordance with the relevant provisions of Columbus City Code Chapter 329.
SECTION 4. That the expenditure of $300,0000.00 or so much thereof as may be needed, be and the same hereby is authorized from the Sewer System Operating Fund, Fund 650, Department 60-05, to pay the cost of this contract modification as follows:
OCA: 605378
Object Level 1: 03
Object Level 03: 3372
SECTION 5. That the expenditure of $400,000.00 or so much thereof as may be needed, be and the same hereby is authorized from the Electricity Operating Fund, Fund 550, Department 60-07, to pay the cost of this contract modification as follows:
OCA: 606731
Object Level 1: 03
Object Level 03: 3375
SECTION 6. 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 7. That this Ordinance shall take effect and be in force from and after the earliest period allowed by law.