Explanation
This ordinance authorizes the Director of the Department of Public Utilities to enter into a contract modification No. 2 with Phinney Industrial Roofing Services and Maintenance, LLC for roofing maintenance services at Division of Sewerage and Drainage (DOSD) facilities and to add the Division of Water (DOW) facilities. (FEM 0701.2).
The contract modification No. 2 will continue to provide roofing and any associated systems that require inspection, testing, troubleshooting, maintenance, and repair or replacement for various Department of Public Utilities facilities. The contract also covers documentation of semi-annual inspections and warranty work, as needed or requested. This contract allows future facilities within the Department of Public Utilities (DPU) to be added by modification. Annual inspection and maintenance of all facility roofs protect against roof system failure.
This contract is expected to be renewed and extended annually. The initial contract period authorized by Ordinance No. 2242-2022 was from November 1, 2022, to October 31, 2023, with an option for four (4) additional renewal years based upon mutual agreement of the parties, availability of budgeted funds, and approval of City Council. Phinney Industrial Roofing Services & Maintenance, LLC was awarded the original contract through a competitive bid process. Ordinance No. 2345-2023 authorized a renewal term of November 1, 2023 to October 31, 2024. This ordinance authorizes a renewal period of November 1, 2024 to October 31, 2025.
This Ordinance authorizes the second one-year renewal option, and is being submitted in accordance with the relevant provisions of Chapter 329 of City Code.
1. Amount of additional funds: The total amount of additional funds needed for this contract modification No. 2 is ADD $397,000.00.
2. Reason additional funds were not foreseen: Anticipated renewal. The original contract allows for four (4) extension periods on a year to year basis. This modification No. 2 is to provide the funding necessary for the payment of services to be provided through October 2025.
3. Reason other procurement processes were not used: This modification No. 2 is part of the terms of the contract as originally bid.
4. How was cost determined: The costs were part of the initial bid.
SUPPLIER:
Phinney Industrial Roofing Services & Maintenance, LLC | D365 Vendor #034464 | Expires 6/24/2024 | Phinney Industrial Roofing does not hold MBE/WBE 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.
FISCAL IMPACT: $397,000.00 is being requested for this service
$397,000.00 is budgeted and needed for this contract modification.
Labor: $250,000.00 (DOSD), $ 35,000.00 (DOW)
Materials: $100,000.00 (DOSD), $ 12,000.00 (DOW)
$156,087.72 was spent in 2023
$446,608.70 was spent in 2022
Title
To authorize the Director of the Department of Public Utilities to modify and extend the contract with Phinney Industrial Roofing Services & Maintenance, LLC for roofing maintenance services at the Division of Sewerage & Drainage and Division of Water facilities; and to authorize the expenditure of $350,000.00 from the Sewer Operating Sanitary Fund and $47,000.00 from the Water Operating Fund. ($397,000.00)
Body
WHEREAS, there continues to be a need for roofing maintenance services at various Department of Public Utilities facilities; and
WHEREAS, the Department publicly opened two (2) bids on June 22, 2022, and Phinney Industrial Roofing Services & Maintenance, LLC was deemed the lowest, best, most responsive and responsible bidder; and
WHEREAS, the contract is structured with an initial period of one (1) year from the date of execution, with the option for four (4) additional renewal years based on mutual agreement and approval; and
WHEREAS, this modification is being submitted in accordance with the relevant provisions of Chapter 329 of City Code; and
WHEREAS, the expenditure of $397,000.00, or so much thereof as may be needed, is hereby authorized in Fund 6100, Sewer Operating Sanitary Fund, as $250,000.00 from object class 03, Services, and $100,000.00 from object class 02, Materials & Supplies and Fund 6000, Water Operating Fund, as $35,000.00 from object class 03, Services, and $12,000.00 from object class 2, Materials $ Supplies, per the accounting codes in the attachment to this ordinance; NOW, THEREFORE,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of the Department of Public Utilities is hereby authorized to modify and extend the contract with Phinney Industrial Roofing Services & Maintenance, LLC, 700 Hadley Dr., Columbus, OH 43228, through October 2025, for roofing maintenance services at Division of Sewerage and Drainage and Division of Water facilities.
SECTION 2. That this contract modification No. 2 is in accordance with the relevant provisions of Chapter 329 of City Code.
SECTION 3. That the expenditure of $397,000.00, or so much thereof as may be needed, is hereby authorized in $250,0000.00 object class 03 Services, Sewer Operating Fund 6100; $100,000.00 object class 02, Sewer Operating Fund 6100 and $35,000.00 object class 03, Water Operating Fund 6000; $12,000.00, Object class 02, Water Operating Fund 6000, 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.