Explanation
BACKGROUND: This legislation authorizes the Director of Public Utilities to modify to increase funding on an existing Indefinite Quantity Contract for Freeway Lighting and Roadway Utility Traffic Control Services with The Paul Peterson Company in the amount of $80,000.00.
This contract will be used to maintain required traffic control services to provide single lane closures on the median lanes in both directions on the freeway system to allow for City employees to replace lighting equipment.
The Department of Public Utilities solicited competitive bids in Vendor Services and Bid Express for Freeway Lighting and Roadway Utility Traffic Control Services in accordance with the relevant provisions of Chapter 329 (RFQ022923). One (MAJ) bid was received and opened on October 19, 2022.
Purchase Agreement, PA006241, was established in accordance with Request for Quotation RFQ022923 and authorized under Ordinance Number 2923-2022 and will expire December 31, 2023. The contract language allows for four (4) one year renewal options on a year to year basis upon mutual agreement, availability of funds, and approval by Columbus City Council.
This legislation seeks to add additional funding to the contract without extending the term of the contract. This Ordinance is being submitted in accordance with the relevant provisions of Chapter 329 of City Code pertaining to contract modifications.
SUPPLIER: The Paul Peterson Company, vendor #06107, CC#31-4404549 expires 5/12/23, Majority 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 modification is to ADD $80,000.00. Total contract amount including this modification is $160,000.00.
2. Reasons additional funds were not foreseen: The need for additional funds were known at the time of the initial contract. This funding increase is to provide the additional funding necessary for the payment of services to be provided through December 31, 2023.
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: $80,000.00 is budgeted and needed for this purchase. This ordinance is contingent on the passage of the 2023 Operating Budget, Ordinance 2937-2022.
$0.00 was spent in 2022
$13,200.00 was spent in 2021
$16,950.00 was spent in 2020
Title
To authorize the Director of Public Utilities to modify and increase an Indefinite Quantity Contract with The Paul Peterson Company for Freeway Lighting and Roadway Utility Traffic Control Services; and to authorize the expenditure of $80,000.00 from the Power Operating Fund. ($80,000.00)
Body
WHEREAS, the Department of Public Utilities entered into an Indefinite Quantity Contract for the purchase of Freeway Lighting and Roadway Utility Traffic Control Services in accordance with Chapter 329 of the Columbus City Code, pursuant to solicitation, RFQ022923, with The Paul Peterson Company, being the lowest, responsive, responsible and best bidder; and
WHEREAS, the services will be used to maintain required traffic control to provide single lane closures on the median lanes in both directions on the freeway system to allow for City employees to replace lighting equipment; and
WHEREAS, the Department of Public Utilities wishes to modify PA006241 with The Paul Peterson Company for Freeway Lighting and Roadway Utility Traffic Control Services to provide additional funding without extending the term of the contract; and
WHEREAS, the vendor has agreed to modify and increase PA006241 at current prices and conditions; and
WHEREAS, it has become necessary in the usual daily operation of the Department of Public Utilities to authorize the Director to modify and increase funding for an Indefinite Quantity Contract with The Paul Peterson Company for Freeway Lighting and Roadway Utility Traffic Control Services; 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 modify and increase an Indefinite Quantity Agreement PA006241 with The Paul Peterson Company for Freeway Lighting and Roadway Utility Traffic Control Services in accordance with the terms and conditions as shown in the agreement on file. Total amount of this renewal is to ADD $80,000.00. Total contract amount including this renewal is $160,000.00.
SECTION 2. That the expenditure of $80,000.00 or so much thereof as may be needed is hereby authorized in Fund 6300 (Power Operating) in object class 03 Services per the accounting codes in the attachment to this ordinance.
SECTION 3. 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 4. 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 5. That this Ordinance shall take effect and be in force from and after the earliest period allowed by law.