Explanation
BACKGROUND
This ordinance authorizes the Director of Public Utilities to enter into a planned contract modification for Emergency and Non-Emergency Services for Electric Transmission, Distribution & Street Lighting Systems with New River Electrical Corporation for the Division of Power in an amount up to $512,275.66.
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.
PROCUREMENT
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.
CONTRACT AMOUNTS / TIMELINE
The contract term was for one (1) year from the date of execution to and including 5/31/25. The contract language allows for four (4) one (1) year renewal options on a year to year basis 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 contract is funded on an incremental basis.
Ordinance #1157-2024 authorized the original contract. This legislation seeks to modify 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.
Cost summary:
Original Contract, Ordinance #1157-2024 $1,698,000.00
Modification #1, Ordinance #2698-2024 (pending) $512,275.66
Estimated Contract Total: $2,210,275.66
1. Amount of additional funds: Total amount of additional funds needed for this contract modification is to ADD $512,275.66. Total contract amount including this modification is $2,210,275.66.
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.
3. Reason other procurement processes are not used: This contract was awarded through the competitive bidding process for Emergency and Non-Emergency Services for Electric Transmission, Distribution and Street Lighting Systems. 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: A cost proposal was provided by New River Electrical Corporation in their bid and was reviewed by the Division of Power and was deemed acceptable.
SUPPLIER(S) / CONTRACT COMPLIANCE INFORMATION
New River Electrical Corporation, vendor #009173, expires 12/22/24, majority status
The certification of New River Electrical Corporation 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 opportunity was submitted to the City’s Office of Diversity and Inclusion (ODI) for review and assignment of an MBE/WBE goal prior to bidding. ODI determined there was not an opportunity for MBE/WBE participation in this contract and did not assign a goal due to the proprietary nature of the equipment. This contract was not implemented with a City of Columbus MBE/WBE Program goal and the requirements of the City’s MBE/WBE Program are not applicable to this contract.
FISCAL IMPACT
$512,275.66 Funds are budgeted and available for this expenditure
$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 modify to add funding to the contract for Emergency and Non-Emergency Services for Electric Transmission, Distribution and Street Lighting Systems with New River Electrical Corporation for the Division of Power; and to authorize the expenditure of $512,275.66 from the Electricity Operating Fund. ($512,275.66)
Body
WHEREAS, the Department of Public Utilities solicited and received bids for Emergency and Non-Emergency Services for Electric Transmission Distribution and Street Lighting Systems on March 27, 2024; and
WHEREAS, New River Electrical Corporation was the most responsive and responsible bidder; and
WHEREAS, the contract for Emergency and Non-Emergency Services for Electric Transmission, Distribution and Street Lighting Systems was authorized by Ordinance 1157-2024; and
WHEREAS, this Contract was for one year from the date of execution with the option to renew annually for four (4) additional years upon mutual agreement between the parties, availability of budgeted funds, and approval by City Council. If unforeseen issues or difficulties are encountered that would require additional funding, a modification would be requested; 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 New River Electric Corporation for Emergency and Non-Emergency Services for Electric Transmission, Distribution and Street Lighting Systems in accordance with the terms, conditions and specifications of solicitation RFQ027041 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 for the contract with New River Electrical Corporation for Emergency and Non-Emergency Services for Electric Transmission, Distribution and Street Lighting Systems in accordance with the terms, conditions and specifications of Solicitation Number RFQ027041 on file.
SECTION 2. That the expenditure of $512,275.66 or as much thereof as may be needed, is hereby authorized in Fund 6300 (Power Operating Fund) 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.