Explanation
This legislation authorizes the Director of the Department of Public Utilities to renew and increase 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 or semi-annual inspections and warranty work, when requested or required.
The Department of Public Utilities publicly opened four bids (4 MAJ) on February 21, 2018. Phinney Industrial Roofing was deemed to be the lowest, best, most responsive, and responsible bidder.
The original contract PO118807, was established in accordance with Chapter 329 of City Code pertaining to construction contracts, and authorized under Ordinance Number 0858-2018, and would expire on June 20, 2019. In accordance with the bid specifications, the City and Phinney Industrial Roofing can renew the contract for an additional three (3) one-year terms subject to mutual agreement, availability of funding and approval by City Council.
The new contract expiration date will be June 20, 2021. If unforeseen issues or difficulties are encountered that would require additional funding, a modification would be required. This proposed renewal #2 is for year #3 of the contract.
This Ordinance is being submitted in accordance with the relevant provisions of Chapter 329 of City Code pertaining to contract renewals.
SUPPLIER: Phinney Industrial Roofing, FID #34-1478040, DAX #010283, Expires May 30, 2020.
Phinney Industrial Roofing 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 renewal No. 2 is ADD $200,000.00. Total contract amount including this modification is $583,000.00.
2. Reasons additional funds were not foreseen: The need for additional funds was known at the time of the initial contract. This renewal and increase is to provide the additional funding necessary for the payment of services to be provided through June 20, 2021.
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 cost was determined: The cost, terms and conditions are in accordance with the original agreement.
FISCAL IMPACT: A total of $200,000.00 in additional funding is budgeted and needed for this contract renewal for the various facilities of the Division of Sewerage and Drainage. If funding is needed in the future for other Department of Public Utilities facilities a modification will be processed.
$235,383.44 was spent in 2019
$1,980.28 was spent in 2018 (this was a new contract in 2018)
Title
To authorizes the Director of Public Utilities to renew and increase the contract with Phinney Industrial Roofing to provide Roofing Maintenance Services for the 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, the Division of Sewerage and Drainage entered into a Contract for Roofing Maintenance Services for various Department of Public Utilities facilities; and
WHEREAS, this contract was entered into in accordance with Chapter 329 of the Columbus City Code, pertaining to construction contracts with Phinney Industrial Roofing deemed the lowest, most responsive, responsible and best bidder; and
WHEREAS, the term of this contract is for the period of 4 years from the date of execution by the City of Columbus. The contract specifications allow for three (3) one year extensions on a year to year basis with funds being reviewed and approved for each subsequent year of the four (4) year contract. This contract shall not automatically renew. The parties agree that the City’s obligation for subsequent years is subject to and conditioned upon the approval of City Council, and appropriation and certification of funds by the City Auditor; and
WHEREAS, the vendor has agreed to renew and increase PO118807 at current prices and conditions; and
WHEREAS, this Ordinance is being submitted in accordance with the relevant provisions of Chapter 329 of City Code pertaining to contract renewals; and
WHEREAS, it has become necessary in the usual daily operation of the Department of Public Utilities, Division of Sewerage and Drainage to authorize the Director of Public Utilities to renew and increase the contract with Phinney Industrial Roofing, for Roofing Maintenance Services for various 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 is hereby authorized to renew and increase contract No. PO118807 with Phinney Industrial Roofing, 700 Hadley Dr., Columbus, OH 43228, for Roofing Maintenance Services for the Department of Public Utilities facilities, in accordance with the terms and conditions as shown in the agreement on file in the office of the Division of Sewerage and Drainage. Total amount of renewal No. 2 is ADD $200,000.00. Total contract amount including this renewal is $583,000.00.
SECTION 2. That this renewal is in accordance with the relevant provisions of Chapter 329 of City Code relating to contract renewals.
SECTION 3. That the expenditure of $200,000.00 or so much thereof as may be needed, is hereby authorized in Fund 6100 Sewerage System Operating Fund in object class 02 Supplies and Materials in the amount of $10,000.00 and in object class 03 Services in the amount of $190,000.00, 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 the City Auditor is authorized to make any accounting changes to revise the funding source for all contracts or contract modifications associated with this Ordinance.
SECTION 6. That this Ordinance shall take effect and be in force from and after the earliest period allowed by law.