Background
This legislation authorizes the Director of Public Utilities to renew the construction contract with Phinney Industrial Roofing, in the amount of $200,000.00, for Roofing Maintenance Services for Department of Public Utilities facilities (FEM 0701.1). The work to be performed under this contract will be mainly roofing and any associated systems that require inspection, testing, troubleshooting, maintenance, and repair or replacement. The work will also include documentation of semi-annual inspections and warranty work, when requested or required.
CONTRACT AWARD: The Director of Public Utilities publicly opened four bids (4 MAJ) on February 21, 2018.
Phinney Industrial Roofing was deemed the lowest, most responsive, and responsible bidder. Their Contract Compliance Number is 34-1478040 (expires 5/30/20, Majority). The original contract was for one (1) year from the date of execution, with the option to renew for three (3) additional one-year terms based upon mutual agreement of the parties, budgeted funds, and approval by City Council. If unforeseen issues or difficulties are encountered that would require additional funding, a modification would be requested. This proposed renewal #1 is for year 2 of the contract. The contract will be extended through June 10, 2020.
Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against Phinney Industrial Roofing.
1. Amount of additional funds: Total amount of additional funds needed for this contract renewal number 1 is $200,000.00. Total contract amount including this renewal is $383,000.00 (Original Contract: $183,000.00; This ordinance (Renewal #1): $200,000.00).
2. Reason additional funds were not foreseen: The need for additional funds was known at the time of the initial contract, as this is a planned renewal.
3. Reason other procurement processes not used: Work under this renewal 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 was cost determined: The cost, terms, and conditions are in accordance with the original agreement.
FISCAL IMPACT: $200,000.00 is budgeted and needed for this purchase in the Sanitary Sewer Operating Fund.
$1,980.28 was spent in 2018 (this was a new contract in 2018)
Title
To authorize the Director of Public Utilities to renew the contract with Phinney Industrial Roofing for Roofing Maintenance Services for Department of Public Utilities facilities; and to authorize the expenditure of $200,000.00 from the Sanitary Sewer Operating Fund. ($200,000.00)
Body
WHEREAS, there is a need for Roofing Maintenance Services for various Department of Public Utilities facilities; and
WHEREAS, four bids for the (FEM 0701.1) were received and publicly opened in the offices of the Director of Public Utilities on February 21, 2018; and
WHEREAS, Phinney Industrial Roofing was deemed the lowest, most responsive, and responsible bidder and awarded the contract; and
WHEREAS, the original contract was for one (1) year from the date of execution, with the option to renew for three (3) additional one-year terms based upon mutual agreement of the parties, budgeted funds, and approval by City Council; and
WHEREAS, the Department of Public Utilities wishes to renew the contract with Phinney Industrial Roofing to provide the necessary funding and extend the contract through June 10, 2020; and
WHEREAS, 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 renew the contract with Phinney Industrial Roofing, for Roofing Maintenance Services for Department of Public Utilities facilities, for the 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 hereby is authorized to renew the contract for Roofing Maintenance Services for Department of Public Utilities facilities with Phinney Industrial Roofing, 700 Hadley Dr., Columbus, OH 43228; in the amount of $200,000.00; in accordance with the terms and conditions of the contract on file in the Department of Public Utilities.
SECTION 2. That said firm shall conduct the work to the satisfaction of the Director of Public Utilities & the Administrator of the Division of Sewerage and Drainage.
SECTION 3. That the expenditure of $200,000.00 or so much thereof as may be needed, is hereby authorized in the amount of $65,000.00 in object class 02 materials and supplies, and in the amount of $135,000.00 in object class 03 services, per the accounting codes in the attachment to this ordinance.
SECTION 4. 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 5. That this Ordinance shall take effect and be in effect and be in force from and after the earliest period allowed by law.