Explanation
This ordinance authorizes the Director of Finance and Management, on behalf of the Department of Technology, to associate all General Budget Reservations resulting from this ordinance with Purchase Agreement (UTC) PA005016 for Harris and Heavener Excavating, Inc. It also authorizes the expenditure of up to $175,000.00 for fiber restoration services.
On October 20, 2020, the Department of Finance’s Purchasing Office published RFQ016487 to solicit quotes for a new universal term contract/purchase agreement for fiber optic maintenance services. There were two respondents to this solicitation: The Fishel Company and Harris and Heavener, Excavating, Inc. Following an evaluation of the bids, it was determined that the offer submitted by Harris and Heavener was the most responsible, responsive, and best offer. The contract, authorized by ordinance 0005-2021 and awarded to Harris and Heavener, expires on December 31, 2023.
The Department of Technology requires these services as part of its ongoing fiber maintenance program. The city owns hundreds of miles of fiber optic cabling in various strand count quantities throughout the city, with additional miles going into service annually. Routine inspections and maintenance help keep the system in optimal condition. Additionally, starting in 2016, the State of Ohio mandated participation in the Ohio Utilities Protection Service (OUPS), which requires that cable locates occur prior to digging of any kind.
This ordinance also authorizes the expenditure of $175,000.00 for the above-mentioned services. Purchase order(s) resulting from this ordinance will expire on December 31, 2023, coinciding with the expiration date of PA005016.
EMERGENCY
Emergency designation is requested so that the services described herein are available at the beginning of the construction season.
FISCAL IMPACT
Funds for the services outlined in this ordinance are budgeted and available in the Information Services 2022 operating budget.
CONTRACT COMPLIANCE
Vendor: Harris and Heavener Excavating, Inc.
CC#: 31-1466823, Expires 3-3-2024
DAX#: 017728
Title
To authorize the Director of Finance and Management, on behalf of the Department of Technology, to associate all General Budget Reservations resulting from this ordinance with the Purchase Agreement for Harris and Heavener Excavating, Inc. for fiber maintenance and restoration services; to authorize the expenditure of $175,000.00 from the Information Services Operating Fund; and to declare an emergency. ($175,000.00)
Body
WHEREAS, the Department of Technology, Information Services Division has a continuing need for fiber maintenance and restoration services; and
WHEREAS, on October 20, 2020, the Department of Finance’s Purchasing Office published RFQ016487 to solicit quotes for a new universal term contract/purchase agreement for fiber optic maintenance services; and
WHEREAS, the two respondents to the above-noted solicitation were The Fishel Company and Harris and Heavener Excavating, Inc.; and
WHEREAS, it was determined that Harris and Heavener Excavating, Inc. submitted the most responsible, responsive, and best offer following which purchase agreement PA005016 was authorized; and
WHEREAS, it is necessary to authorize the Director of Finance and Management, on behalf of the Department of Technology, to associate all General Budget Reservations resulting from this ordinance with PA005016 for Harris and Heavener Excavating, Inc. for fiber maintenance and restoration services; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Technology in that it is immediately necessary to authorize the Director of Finance and Management, on behalf of the Department of Technology, to associate all General Budget Reservations resulting from this ordinance with Purchase Agreement PA005016 for Harris and Heavener Excavating, Inc. so that fiber maintenance and restoration services are available at the beginning of the construction season, thereby preserving the public health, peace, property, safety, and welfare; now therefore:
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Finance and Management Director is hereby authorized, on behalf of the Department of Technology, to associate all General Budget Reservations resulting from this ordinance with the Purchase Agreement PA005016 with Harris and Heavener Excavating, Inc. for fiber maintenance and restoration services at a cost of $175,000.00, through December 31, 2023, coinciding with the expiration date of PA005016.
SECTION 2. That the expenditure of $175,000.00, or so much thereof as may be necessary, is hereby authorized as provided on the attachment to this ordinance. (See attachment 1338-2022EXP).
SECTION 3. 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 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 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.