Explanation
The purpose of this ordinance is to authorize the Director of Public Utilities to enter into a contract modification with Crane 1 Services, Inc. to provide for the service and repair of cranes, hoists, and hoisting appurtenances currently used by the Division of Sewerage and Drainage in their maintenance and processing facilities. The need for repairs was uncovered during the annual inspection and certification process. The repairs will allow safety-rated operational equipment to be returned to service quickly at maintenance and processing facilities. This equipment is used for routine maintenance and repair of various process equipment; allowing equipment to be returned to service quickly while maintaining peak operational efficiency.
There is a need to enter into a modification of the Crane and Hoist Maintenance Services contract to insure the cranes, hoists, and hoisting appurtenances used in various facilities are operationally safe and meet necessary load testing requirements. The costs of the load tests and repairs to safety-rated equipment were not part of the original funding.
Crane 1 Services, Inc., with headquarters located at 2350 Refugee Park, Columbus, Ohio was sole bidder.
The original contract, EL016941, was established for a period of one (1) year with three additional one (1) year renewal options with a maximum obligation of $81,620.00. Each of the renewal options are subject to review and approval by City Council, and the appropriation and certification of funds by the City Auditor. Modification No. 1 will provide additional funding of $80,000.00 to allow for completion of load testing and repairs to various cranes, hoists, and hoisting appurtenances. All terms and conditions of the original agreement remain in full force and effect. If unforeseen issues or difficulties are encountered that would require additional funding, a modification would be required.
SUPPLIER: Crane 1 Services, Inc. (20-8314375), Expires February 4, 2016
Crane 1 Services, Inc. does not hold MBE/FBE 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 ADD $80,000.00. Total contract amount including this modification is $161,620.00.
2. Reason additional funds were not foreseen: The need for additional funds was not known at the time of the initial contract; however, it was anticipated that unforeseen issues or difficulties that may be encountered would require additional funding. During the annual inspection of the equipment it was noted that load testing results that were required to be on file were not readily available and that current load testing would need to occur. Additionally the annual inspection identified safety related deficiencies that require repairs. The costs to perform these load tests and safety related repairs were not part of the original funding. The contract was initially established for one year with three additional one (1) year renewals and this modification will ADD $80,000.00. All terms and conditions of the original agreement remain in full force and effect.
3. Reason other procurement processes not used: Work under this modification is a continuation of services included in the scope of the original contract. It will continue to provide inspection, testing, maintenance, documentation, and repair for crane and hoist equipment. No lower pricing/more attractive terms and conditions are anticipated at this time.
4. How was cost determined: The cost to provide crane and hoist inspection, testing, maintenance, repair, reporting and documentation for DPU facility components is in accordance with the contract.
FISCAL IMPACT: $80,000.00 is needed for this modification. Expenditures will be re-prioritized to make the necessary funding available for this modification.
This request for additional funds is to cover the testing and any unexpected repairs that may occur through the current contract date of May 4, 2016.
$53,448.26 was spent in 2014
$63,146.73 was spent in 2013
Title
To authorize the Director of Public Utilities to enter into a contract modification with Crane 1 Services, Inc. to provide Crane and Hoist Maintenance Services for the Department of Public Utilities, and to authorize the expenditure of $80,000.00 from the Sewer System Operating Fund. ($80,000.00)
Body
WHEREAS, the Department of Public Utilities utilizes cranes, hoists, and hoisting appurtenances to perform routine maintenance and repair of various processing equipment, and
WHEREAS, the Director of Public Utilities opened formal bids on December 17, 2014 (SA005621) and Crane 1 Services, Inc. was chosen to provide Crane and Hoist Maintenance Services related to the repair, inspection, certification, and annual reporting of various cranes, hoists, and hoisting appurtenances, and
WHEREAS, during the annual inspection of the equipment it was noted that load testing results that were required to be on file were not readily available and that current load testing would need to occur. Additionally the annual inspection identified safety related deficiencies that require repairs, and
WHEREAS, the costs to perform these load tests and safety related repairs were not part of the original funding, and
WHEREAS, there is a need to modify and increase the Crane and Hoist Maintenance Services contract to insure continued safe and optimum performance during repairs and maintenance of equipment used in the maintenance and processing facilities, and
WHEREAS, the Department of Public Utilities wishes to modify EL016941 with Crane 1 Services, Inc. for Crane and Hoist Maintenance Services, and
WHEREAS, the original contract EL06941 was established for a period of one (1) year with three additional one (1) year renewal options with a maximum obligation of $81,620.00 for the first year and $90,000.00 anticipated for each additional year; this modification No. 1 will add $80,000.00. All terms and conditions of the original agreement remain in full force and effect. The current contract extension date is May 4, 2016. If unforeseen issues or difficulties are encountered that would require additional funding, a modification would be required, and
WHEREAS, it has become necessary in the usual daily operation of the Department of Public Utilities to authorize the Director to modify the contract with Crane 1 Services, Inc. since the vendor has agreed to modify EL06941 at current prices and conditions, and it is in the best interest of the City to exercise this option; 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 and increase EL016941 with Crane 1 Services, Inc., 2350 Refugee Park, Columbus, Ohio 43207 for Crane and Hoist Maintenance Services, in such form and including such terms and conditions as are approved by the City Auditor and City Attorney. Total amount of additional funds needed for this contract modification No. 1 is ADD $80,000.00. Total contract amount including this modification is $161,620.00.
SECTION 2. That said firm shall conduct the work to the satisfaction of the Director of Public Utilities and the Administrator of the Division of Sewerage and Drainage.
SECTION 3. That this modification is in accordance with the provisions of Columbus City Code, Chapter 329 relating to contract modifications.
SECTION 4. That the expenditure of $80,000.00 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 as follows:
OCA: 605378
Object Level 1: 03
Object Level 03: 3372
SECTION 5. 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 6. That this Ordinance shall take effect and be in force from and after the earliest period allowed by law.