Explanation
The purpose of this legislation is to authorize the Director of Public Utilities to modify the contract with Roberts Service Group for Electric Power Systems Maintenance Services for the various Department of Public Utilities (DPU) Facilities.
The Department of Public Utilities (DPU) has identified various electric power equipment that requires Electric Power Systems Maintenance Services for the Division of Sewerage and Drainage (DOSD), the Division of Power (DOP), and the Division of Water (DOW). The Department of Public Utilities operates and manages two (2) Wastewater Treatment Plants (WWTP), a Compost Facility, a Sewer Maintenance Operations Center (SMOC), sewage and stormwater collection systems, three (3) Water Treatment Plants (WTP), a water distribution system, and various electric substations that service the City of Columbus and its satellite communities. Initial services are for DOSD and DOP facilities. Additional DPU 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 their components that require 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. 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 (RFP’s) for the subject services in the City Bulletin in accordance with the pertinent provisions of Section 329, Columbus City Codes. Two hundred and two (202) vendors were solicited (RFQ10714), and Four (4) proposals were received and opened on November 7, 2018. The evaluation and final ranking was based upon the criteria in the RFP and Roberts Service Group was determined to be the most qualified responder to provide services for the Electric Power Systems Maintenance Services. The initial contract was for a period of one (1) year from the date of execution by the City of Columbus. The contract language allows for the option to renew annually for three (3) additional years on a year-to-year basis with the consensus of the City and the Contractor and approval by City Council. 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 additional facilities within the various divisions of the Department of Public Utilities. This proposed modification #1 seeks to add $750,000.00 in funding without extending the term of the contract. The additional funding is needed to pay for pending work at DOSD facilities and repairs needed various DOP substations.
SUPPLIER: Roberts Service Group (31-0858835), Expires 9/13/2020
Roberts Service Group 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 modification #1 is $750,000.00. Total contract amount including this renewal is $1,376,921.00 (Original Contract: $626,921.00; This Ordinance (Modification #1): $750,000.00).
2. Reason additional funds were not foreseen: The possibility of the need for additional funds was known at the time of the initial contract award. This additional funding is needed to pay for pending work at DOSD facilities and repairs needed at various DOP substations.
3. Reason other procurement processes were 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: A total of $750,000.00 is budgeted and needed for this contract with $400,000.00 being funded for the Division of Sewerage and Drainage, and $350,000.00 being funded for the Division of Power.
DOSD:
$338,248.34 was spent in 2018.
$812,703.65 was spent in 2017.
DOP:
$704,710.11 was spent in 2018.
$700,023.41 was spent in 2017.
Title
To authorize the Director of Public Utilities to modify the contract with Roberts Service Group for the Electric Power Systems Maintenance Services for the Division of Sewerage and Drainage and the Division of Power; and to authorize the expenditures of $400,000.00 from the Sanitary Sewer Operating Fund, and $350,000.00 from the Electricity Operating Fund. ($750,000.00)
Body
WHEREAS, the Department of Public Utilities (DPU) has identified various electric power equipment that requires Electric Power Systems Maintenance Services for the Division of Sewerage and Drainage (DOSD), the Division of Power (DOP), and the Division of Water (DOW), and
WHEREAS, the procurement was conducted in accordance with the Request For Proposals (RFP) process set forth in the pertinent provisions of Chapter 329, Columbus City Codes, and four (4) proposals for Electric Power Systems Maintenance Services for the various electric equipment of the Department of Public Utilities were received and opened on November 7, 2018, RFQ10714, and
WHEREAS, a contract was established with Roberts Service Group based upon the proposal received, and
WHEREAS, this original contract language allows 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, the department now seeks to modify the contract to add $750,000.00 in funding without extending the term of the contract; and
WHEREAS, it has become necessary in the usual daily operation of the Department of Public Utilities to authorize the Director of Public Utilities to modify the contract for Electric Power Systems Maintenance Services with Roberts Service Group; 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 modify the contract with Roberts Service Group, 820 N. Hague Avenue, Columbus, Ohio 43204 for Electric Power Systems Maintenance Services for the Department of Public Utilities, in accordance with the terms and conditions as shown in the contract on file in the Offices of the Division of Sewerage and Drainage.
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 the expenditure of $750,000.00 or so much thereof as may be needed, is hereby authorized in Fund 6100 Sewerage System Operating Fund, in object class 02 Materials & Supplies in the amount of $150,000.00 and in object class 03 Services in the amount of $250,000.00, and in Fund 6300 Power Operating Fund, in object class 02 Materials & Supplies in the amount of $150,000.00 and in object class 03 Services in the amount of $200,000.00 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 force from and after the earliest period allowed by law.