Background
This legislation authorizes the Director of Public Utilities to extend the construction contract for Utility Cut and Restoration Services with Decker Construction Company through August 5, 2021 without adding additional funds. If additional funding is needed before August 5, 2021, a modification will be requested. Various types of utility excavations are performed within the City of Columbus' right-of-way by the Department of Public Utilities. The restoration work typically involves repair of existing pavement, curbs, and sidewalks in a manner conforming to the City of Columbus, Construction and Material Specifications (CMSC). The Department routinely outsources this restoration work to a contractor that is equipped and trained to make these repairs. Typical types of restoration work that require outsourcing involve the installation of wheelchair ramps, asphalt repair involving thermal bond heat weld repairs, asphalt milling machines capable of full width milling, and the delivery of flowable controlled density fill using volumetric mixer trucks.
CONSTRUCTION CONTRACT AWARD: The Director of Public Utilities publicly opened one bid on May 8, 2019 from the Decker Construction Company.
The bid from Decker Construction Company was deemed the lowest, most responsive and responsible bid. Vendor #004549, Contract Compliance Number is 31-0983557 (expires 1/2/22, Majority). The contract contains a multi-year renewal option.
Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against Decker Construction Company.
EMERGENCY DESIGNATION: This ordinance is being submitted as an emergency measure so that this contract does not lapse.
FISCAL IMPACT: There is no budget needed for this purchase.
Amount of additional funds: No additional funds are needed for this contract extension.
Reasons additional funds were not foreseen: No additional funds are needed for this contract extension.
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.
How cost was determined: The cost, terms, and conditions are in accordance with the original agreement.
The following amounts were encumbered in 2018, 2019 and 2020 for similar services:
2020: $1,150,000.00
2019: $890,000.00
2018: $1,475,330.00
Title
To authorize the Director of Public Utilities to extend the construction contract with Decker Construction Company for Utility Cut and Restoration Services for the Department of Public Utilities; and to declare an emergency. ($0.00)
Body
WHEREAS, one bid for the Utility Cut and Restoration Services was received and publicly opened in the offices of the Director of Public Utilities on May 8, 2019; and
WHEREAS, the sole bid from Decker Construction Company in the amount of $1,531,042.50 for the first year of the contract, was deemed the lowest, most responsive, and responsible bid; 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, the Department of Public Utilities previously modified this contract to add funding of $1,150,000.00 without extending the term of the contract; and
WHEREAS, the current expiration date of this contract is August 5, 2020, therefore it is necessary to extend the contract through August 5, 2021; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Utilities, Division of Water in that it is immediately necessary to authorize Director of Public Utilities to enter into contract for restoration service, without delay, 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 hereby is authorized to extend the construction contract for Utility Cut and Restoration Services with Decker Construction Company through August 5, 2021 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 and the Administrators of the Division of Sewerage and Drainage, the Division of Water, 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 and renewals.
SECTION 4. 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