Explanation
The purpose of this legislation is to authorize the Director of Public Utilities to enter into an unplanned modification of the contract with Roberts Service Group, Inc. for Electric Power Systems Maintenance Services for the various Department of Public Utilities Facilities.
The Department of Public Utilities has identified various electric power equipment that requires Electric Power Systems Maintenance Services for the Division of Sewerage and Drainage, the Division of Power, and the Division of Water. The Department of Public Utilities operates and manages two (2) Wastewater Treatment Plants, a Compost Facility, a Sewer Maintenance Operations Center, sewage and storm water collection systems, three (3) Water Treatment Plants, a water distribution system and various electric substations that service the City of Columbus and its satellite communities. This modification Number 4 is for services for the Division of Sewerage and Drainage and the Division of Power facilities. Additional Department of Public Utilities 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 its components that require studies to be 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 for the subject services in the City Bulletin in accordance with the relevant provisions of City Code 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 Request For Proposals, and Roberts Service Group, Inc. was determined to be the most qualified responder to provide services for the Electric Power Systems Maintenance Services.
The lightning storm that occurred on August 25, 2016 resulted in the subsequent failure of the 15kV electrical cable splice at the Jackson Pike WWTP. The affected electrical wiring supplies power to Effluent Disinfection, Effluent Pump building, Flushing Water building and B Plant Secondary Clarifiers. A temporary repair was completed to restore power to this area of the plant. However, a permanent repair of the failed wiring is needed to prevent a future failure from occurring. If failure of the temporary wiring occurs the WWTP will lose the ability to treat wastewater and meet NPDES Compliance. This contract modification will provide the necessary funding to make this permanent repair.
This contract modification will also provide funding to continue the Electric Power Maintenance Services for the various Department of Public Utilities facilities. The following work is required to provide uninterrupted service to Division of Power’s (DOP) customer base:
Southerly Substation - 69kV Breaker replacements and potential transformer (PT) installations.
Jackson Pike Substation - 69kV and 138kV Breaker replacements and potential transformer (PT) installations.
Distribution Transformer testing/maintenance/tap changers at various locations.
It was originally projected that this DOP work would occur in late 2017 and was not anticipated that work would be needed so quickly.
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 contract provided for the provision that if additional DPU facilities are added, and/or if unforeseen issues or difficulties are encountered, that would require additional funding, a modification would be requested. 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, Inc. (31-0858835), Expires 3/11/2017
Roberts Service Group, Inc. 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 Number 4 is ADD $900,000.00 ($500,000.00 for Division of Sewerage and Drainage, and $400,000.00 for Division of Power). Total contract amount including this modification is $3,700,000.00.
2. Reason additional funds were not foreseen: This is an unplanned modification. The lightning storm and subsequent failure of the 15kV electrical cable splice that occurred on August 25, 2016 at the Jackson Pike WWTP was an unforeseen occurrence. The affected electrical wiring supplies power to Effluent Disinfection, Effluent Pump building, Flushing Water building and B Plant Secondary Clarifiers. Although a temporary repair has been completed, failure to make quick permanent repairs could result in the inability to treat wastewater and meet NPDES Compliance. Additional funding for Division of Power facilities is required to provide repairs to various equipment, in order to deliver uninterrupted service. It was originally projected that this DOP work would occur in late 2017 and was not anticipated that work would be needed so quickly.
3. Reason other procurement processes not used: The same exact service is required as originally bid. 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 $900,000.00 is needed for this contract with $500,000.00 being funded for the Division of Sewerage and Drainage, and $400,000.00 being funded for the Division of Power. Projects are being reprioritized to provide the necessary funds for this modification.
$96,979.75 was spent in 2015 (for Division of Sewerage & Drainage)
$2,800.00 was spent in 2014 (for Division of Sewerage & Drainage)
$192,225.63 was spent in 2015 (for Division of Power)
$4,800.00 was spent in 2014 (for Division of Power)
EMERGENCY DESIGNATION: This ordinance is being submitted as an emergency measure to allow for the additional funding necessary for the completion of the unplanned repairs at the various Department of Public Utilities facilities. Failure to make quick permanent repairs at Jackson Pike WWTP could result in the inability to treat wastewater and meet NPDES Compliance, and repairs at the Division of Power facilities are required to avoid any interruption in service.
Title
To authorize the Director of Public Utilities to enter into an unplanned modification of the Electric Power Systems Maintenance Services contract with Roberts Service Group, Inc. for the Department of Public Utilities; to authorize the expenditure of $500,000.00 from the Sewerage System Operating Fund and $400,000.00 from the Electricity Operating Fund; and to declare an emergency. ($900,000.00)
Body
WHEREAS, the Department of Public Utilities has a contract with Roberts Service Group, Inc. for Electric Power Systems Maintenance Services for the various divisions of the Department, and
WHEREAS, as a result of the lightning storm on August 25, 2016, the Jackson Pike Wastewater Treatment Plant experienced a failure of the electrical wiring that supplies power to Effluent Disinfection, Effluent Pump building, Flushing Water building and B Plant Secondary Clarifiers, and
WHEREAS, although a temporary repair has been completed, failure to make quick permanent repairs could result in the inability to treat wastewater and meet NPDES Compliance, and
WHEREAS, additional funding for the Division of Power (DOP) is required to provide repairs to various equipment in order to deliver uninterrupted service, and
WHEREAS, it was originally projected that this DOP work would occur in late 2017 and was not anticipated that work would be needed so quickly, and
WHEREAS, projects within each division have been reprioritized to provide the funds necessary for these repairs, and
WHEREAS, the Department of Public Utilities wishes to modify, and increase EL016296 with Roberts Service Group, Inc. for Electric Power Systems Maintenance Services for the Division of Sewerage and Drainage and the Division of Power facilities, and
WHEREAS, this contract modification Number 4 will provide the additional funding necessary for the completion of these unplanned repairs at the various Department of Public Utilities facilities, and
WHEREAS, other Department facilities may be added in the future by modification, and
WHEREAS, the contract provided for the provision that if additional DPU facilities are added, and/or if unforeseen issues or difficulties are encountered, that would require additional funding, a modification would be requested based upon mutual agreement, budgeted funds and approval by City Council, and
WHEREAS, the vendor has agreed to modify and increase EL016296 at current prices and conditions, and it is in the best interest of the City to exercise this option, and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Utilities, Divisions of Sewerage and Drainage and Power, in that it is immediately necessary to modify the contract to provide the additional funding necessary for the completion of the unplanned repairs at the various facilities so as to avoid any interruption of services, for the immediate preservation of the public health, peace, property and safety; 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 contract No. EL016296 with Roberts Service Group, Inc., 820 North 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 Number 4 is ADD $900,000.00. Total contract amount including this modification is $3,700,000.00.
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 City Code Chapter 329 relating to contract modifications.
SECTION 4. That the expenditure of $900,0000.00 or so much thereof as may be needed, is hereby authorized in Fund 6100 Sewer System Operating Fund in object class 03 Services, in the amount of $500,000 and in Fund 6300 Electricity Operating Fund in object class 03 Services, in the amount of $400,000.00 per the accounting codes in the attachment to this ordinance.
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 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.