Explanation
The purpose of this legislation is to authorize the Director of Public Utilities to enter into a 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 6 is for services for 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 it’s 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 Chapter 329 of City Code. 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 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. This modification is to provide the additional funding necessary for the payment of service to be provided through September 28, 2018. The current funding is for use by 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 3/8/2019
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 6 is ADD $400,000.00 (for the Division of Power). Total contract amount including this modification is $4,900,000.00.
2. Reason additional funds were not foreseen: This modification is to provide additional funding necessary for the payment of service to be provided through September 28, 2018.
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 $400,000.00 is needed for this contract modification for the Division of Power.
$812,703.65 was spent in 2017 (for Division of Sewerage & Drainage)
$494,064.41 was spent in 2016 (for Division of Sewerage & Drainage)
$700,023.41 was spent in 2017 (for Division of Power)
$1,407,234.98 was spent in 2016 (for Division of Power)
EMERGENCY DESIGNATION: This ordinance is being submitted as an emergency because it is necessary to expedite this critical service in order to provide necessary maintenance to the Dublin Road Substation T2 Transformer in preparation for both the increase in summer electricity load and to accommodate electric load during renovations at the Jackson Pike Electric Substation.
Title
To authorize the Director of Public Utilities to enter into a 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 $400,000.00 from the Electricity Operating Fund; and to declare an emergency. ($400,000.00)
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, 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 Power facilities; and
WHEREAS, this contract modification Number 6 will provide the additional funding necessary for 2018 to continue the Electric Power Systems 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, modification No. 5 extended the contract through and including September 28, 2018; 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, Division of Power, in that it is immediately necessary to authorize the Director of Public Utilities to modify and increase the current contract for Electric Power Systems Maintenance Services with Roberts Service Group, Inc., in order to expedite this critical service to provide necessary maintenance to the Dublin Road Substation T2 Transformer in preparation for both the increase in summer electricity load and to accommodate electric load during renovations at the Jackson Pike Electric Substation; 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 6 is ADD $400,000.00. Total contract amount including this modification is $4,900,000.00.
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 Chapter 329 of City Code relating to contract modifications.
SECTION 4. That the expenditure of $400,0000.00 or so much thereof as may be needed, is hereby authorized 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 state 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.