Explanation
The purpose of this legislation is to authorize the Director of Public Utilities to enter into a planned renewal of the contract with Roberts Service Group, Inc. for Electric Power System 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 System 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 renewal No. 3 is for services for the Division of Sewerage and Drainage and 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 their 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 >15.5 kV to 138 kV 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. 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 Request for Proposal and Roberts Service Group, Inc. was determined to be the most qualified responder to provide services for the Electric Power System Maintenance Services.
The original contract PO153604 was established for a period of one (1) year with three (3) additional one (1) year renewal options on a year to year basis upon mutual agreement, availability of funding and approval by Columbus City Council. This is the third renewal, but the fourth year of this contract. The estimated amount to be spent for this renewal is $650,000.00 for the Division of Sewerage and Drainage and $600,000.00 for the Division of Power for a combined total of $1,250,000.00. Renewal No. 3 will extend the contract to and including January 16, 2023 and provide the additional funding of $1,250,000.00. All terms and conditions of the original agreement remain in full force and effect. If unforeseen issues or difficulties are encountered that would require additional funding a modification would be required. 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), DAX #004397, Expires 6/19/2022
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 renewal No. 3 is $1,250,000.00 ($650,000.00 for the Division of Sewerage and Drainage and $600,000.00 for the Division of Power). Total contract amount including this modification is $4,826,921.00.
2. Reason additional funds were not foreseen: The need for additional funds was known at the time of the initial contract award. This is a planned contract 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 cost was determined: The cost, terms and conditions are in accordance with the original agreement.
FISCAL IMPACT: A total of $1,250,000.00 is needed for this contract renewal with $650,000.00 being funded for the Division of Sewerage and Drainage and $600,000.00 being funded for the Division of Power.
$512,833.54 was spent in 2020 (for Division of Sewerage & Drainage)
$311,870.46 was spent in 2019 (for Division of Sewerage & Drainage)
$731,825.91 was spent in 2020 (for Division of Power)
$205,613.21 was spent in 2019 (for Division of Power)
EMERGENCY DESIGNATION: Funds were unexpectedly expended due to a switching station failure at Southerly Wastewater Treatment Plant earlier this year. Emergency action is being requested to replenish available funds for this project in case of a future emergency.
Title
To authorize the Director of Public Utilities to renew and increase the Electric Power System Maintenance Services contract with Roberts Service Group, Inc. for the Department of Public Utilities, to authorize the expenditure of $650,000.00 from the Sewer Operating Sanitary Fund and $600,000.00 from the Electricity Operating Fund, and to declare an emergency. ($1,250,000.00)
Body
WHEREAS, the Department of Public Utilities has a contract with Roberts Service Group, Inc. for Electric Power System Maintenance Services for the various divisions of the Department, and
WHEREAS, the Department of Public Utilities wishes to renew, increase and extend PO153604 with Roberts Service Group, Inc. for Electric Power System Maintenance Services for the Division of Sewerage and Drainage and the Division of Power facilities, and
WHEREAS, this contract renewal No. 3 will provide the additional funding necessary for 2021-2022, to continue the Electric Power System Maintenance Services for the various Department of Public Utilities facilities. Electric power distribution systems and their components services include 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 >15.5 kV to 138 kV equipment/systems that will require a Contractor or Subcontractor to have highly specialized experience in the area of high voltage, 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, renewal No. 3 will extend the contract through and including January 16, 2023, and
WHEREAS, the vendor has agreed to renew, increase and extend PO153604 at current prices and conditions, and it is in the best interest of the City to exercise this option, and
WHEREAS, if unforeseen issues or difficulties are encountered that would require additional funding, another ordinance would be processed for the needed funds, and
WHEREAS, funds were unexpectedly expended due to a switching station failure at Southerly Wastewater Treatment Plant earlier this year, and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Utilities in that it is immediately necessary to replenish available funds for this project in case of a future emergency and, to authorize the Director of Public Utilities to renew, increase and extend the current contract for Electric Power System Maintenance Services with Roberts Service Group, Inc. for the Division of Sewerage and Drainage and the Division of Power; 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, increase and extend contract No. PO153604 with Roberts Service Group, Inc., 820 North Hague Avenue, Columbus, Ohio 43204 for Electric Power System 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 renewal No. 3 is $1,250,000.00. Total contract amount including this modification is $4,826,921.00. This renewal will extend the contract through and including January 16, 2023.
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 renewal is in accordance with the relevant provisions of Chapter 329 of City Code relating to contract modifications/renewals.
SECTION 4. That the expenditure of $650,0000.00 or so much thereof as may be needed, is hereby authorized in Fund 6100 Sewer Operating Sanitary Fund in object class 02 Materials & Supplies in the amount of $200,000.00, and in object class 03 Services in the amount of $450,000.00, per the accounting codes in the attachment to this ordinance.
SECTION 5. That the expenditure of $600,000.00 or so much thereof as may be needed, is hereby authorized in Fund 6300 Electricity Operating Fund in object class 02 Materials & Supplies in the amount of $200,000.00, and in object class 03 Services in the amount of $400,000.00, per the accounting codes in the attachment to this ordinance.
SECTION 6. 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 7. That the City Auditor is authorized to make any accounting changes to revise the funding source for all contracts or contract modifications/renewals associated with this Ordinance.
SECTION 8. 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.