Explanation
1. BACKGROUND
To authorize the Director of Finance and Management to enter into a contract with Agilent Technologies, Inc. for the purchase of a Triple Quadrupole Liquid Chromatography Mass Spectrometer and also with PromoChrom Technologies Ltd for the purchase of two (2) Solid Phase Extractors.
The mass spectrometer is to be used at the Division of Water Quality Assurance Laboratory (WQAL). The detailed specifications were developed around an Agilent Triple Quadrupole LC/MS/MS to analyze PFAS compounds at very low levels to meet the new USEPA rule. The Surveillance Laboratory at the Department of Public Utilities, Division of Water, currently has an Agilent Triple Quadrupole LC/MS/MS. The Division would like to capitalize on the efficiencies of using the same instrument, software, spare parts, and the knowledge and experience of their staff to help troubleshoot issues with method development and analysis, along with a combined service contract.
The Purchasing Office advertised and solicited competitive bids for the mass spectrometer in accordance with the relevant provisions of City Codes Chapter 329 relating to competitive bidding (RFQ028934). Thirty-nine (39) bidders were solicited and three (MAJ) bids were received and opened on October 31, 2024.
Name Bid Amount________City/State Status
Agilent Technologies, Inc. $448,782.56 Santa Clara, CA MAJ
Waters Technologies Corp $407,752.85 Milford, MA MAJ
Thermo Electron North America LLC $297,022.70 Atlanta, GA MAJ
Bids were received proposing alternate instruments from Waters Technologies Corp and Thermo Electron North America LLC.
Agilent Technologies Inc.’s bid was deemed the lowest, best, most responsive bid.
The Purchasing Office advertised and solicited competitive bids for the extractors in accordance with the relevant provisions of City Codes Chapter 329 relating to competitive bidding (RFQ028931). Thirty-five (35) bidders were solicited and two (MAJ) bids were received and opened on October 31, 2024.
Name Bid Amount________City/State Status
PromoChrom Technologies Ltd. $89,347.89 Vancouver, BC, CAN MAJ
Advance Services Group $207,964.00 Los Angeles, CA MAJ
PromoChrom Technologies Ltd.’s bid was deemed the lowest, best, most responsive bid.
2. CONTRACT COMPLIANCE
Agilent Technologies Inc.’s contract compliance number is CC010267 and expires 9/6/26.
PromoChrom Technologies Ltd.’s contract compliance number is CC046154 and expires 7/31/25.
The certification of both companies was in good standing at the time of the contract award.
The companies are 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.
3. FISCAL IMPACT
These purchases are anticipated to be financed with a loan from the Water Supply Revolving Loan Fund (WSRLA), a program jointly administered by the Ohio EPA's Division of Environmental and Financial Assistance and the Ohio Water Development Authority (OWDA). City Council authorized this loan application and acceptance of funding via Ordinance 0859-2024, passed by Council on 4/15/24. This loan is expected to be approved at the OWDA February Board meeting. This ordinance is contingent upon the loan being approved by OWDA. The Department of Public Utilities will inform the Auditor's Office when this loan has been approved.
Title
To authorize the Director of the Department of Finance and Management to establish a contract with Agilent Technologies, Inc. for the purchase of a Triple Quadrupole Liquid Chromatography Mass Spectrometer; to establish a contract with PromoChrom Technologies Ltd. for the purchase of two Solid Phase Extractors for the Department of Public Utilities; to authorize an amendment to the 2024 Capital Improvement Budget; to authorize the appropriation and expenditure of $538,130.45 from the Ohio Water Supply Revolving Loan Fund to pay for these purchases; and to make this ordinance contingent upon the Ohio Water Development Authority approving a loan for this project. ($538,130.45)
Body
WHEREAS, the Department of Public Utilities has a need for a Mass Spectrometer to be used for testing for pFas and azoles in wastewater and for extractors to be used for preparing wastewater samples; and
WHEREAS, the Purchasing Office opened formal bids on October 31, 2024 for the purchase of a Triple Quadrupole LC/MS and for the purchase of two Solid Phase Extractors; and
WHEREAS, the Department of Public Utilities, Division of Water, recommends an award be made to the lowest, responsive, responsible and best bidders, Agilent Technologies Inc. and PromoChrom Technologies Ltd; and
WHEREAS, it is necessary to authorize an amendment to the 2024 Capital Improvement Budget; and
WHEREAS, Ordinance 0859-2024 authorized this project to be funded by a loan to be obtained through the Water Supply Revolving Loan Fund (WSRLA); and
WHEREAS, this ordinance is contingent upon that loan being approved; and
WHEREAS, it is necessary to authorize an appropriation and expenditure up to $538,130.45 within the Water Supply Revolving Loan Fund - Fund No. 6011, to purchase the equipment; and
WHEREAS, it has become necessary in the usual daily operation of the Department of Public Utilities to authorize the Director of Finance and Management to enter into a contract with Agilent Technologies, Inc. in accordance with the terms, conditions and specifications of Solicitation Number RFQ025506 on file in the Purchasing Office and to enter into a contract with PromoChrom Technologies Ltd in accordance with the terms, conditions, and specifications of Solicitation Number RFQ025507 on file in the Purchasing Office; NOW, THEREFORE,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the 2024 Capital Improvement Budget authorized by Ordinance 1907-2024 be amended as follows to establish sufficient budget authority for this project:
Fund / Project Number / Project Name (Funding Source) / Current Authority / Revised Authority / Change
6011 / P691607-100001 / WQAL - LC Equipment Purchase (WSRLA Loan) / $0.00 / $538,130.00 / $538,130.00 (To match the loan amount)
SECTION 2. That the Director of the Department of Finance and Management be and is hereby authorized to establish a contract with Agilent Technologies, Inc. for the purchase of an Triple Quadrupole LC/MS, and with PromoChrom Technologies Ltd for the purchase of two Solid Phase Extractors in accordance with the terms, conditions and specifications of Solicitation Numbers RFQ028934 & RFQ028931 on file in the Purchasing Office.
SECTION 3. That from the unappropriated monies and from all monies estimated to come into said fund from any and all sources and unappropriated for any other purpose during the fiscal year ended December 31, 2025, the sum of $538,130.45 is appropriated in Fund 6011 (Water Supply Revolving Loan Fund) per the account codes in the attachment to this ordinance.
SECTION 4. That Ordinance 0859-2024 authorized this project to be funded by a loan to be obtained through the Water Supply Revolving Loan Fund (WSRLA).
SECTION 5. That this ordinance is contingent upon that loan being approved.
SECTION 6. That the expenditure of $538,130.45 or as much thereof as may be needed is hereby authorized in the Water Supply Revolving Loan Fund - Fund 6011 per the accounting codes in the attachment to this ordinance.
SECTION 7. 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 8. 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 9. That the City Auditor is hereby authorized to transfer the unencumbered balance in a project account to the unallocated balance account within the same fund upon receipt of certification by the Director of the Department administering said project that the project has been completed and the monies are no longer required for said project.
SECTION 10. That this Ordinance shall take effect and be in force from and after the earliest period allowed by law.