Explanation
The Department of Public Utilities entered into a contract with Mid Ohio Electric Company for Electric Motor Maintenance Services. The work to be performed under this contract is for electric motors that require inspection, testing, maintenance and repair. These motors are located at the City's Wastewater Treatment Plants, Sewer Maintenance Operations Center (SMOC), Composting Facility, Water Treatment Plants, and other DPU facilities. The Department of Public Utilities advertised Request for Proposals (RFP's) for the subject services in the City Bulletin in accordance with the provisions of Section 329 (SA004086). Seven (7) vendors (7 MAJ) were solicited and three (3) proposals (3 MAJ), were received on September 14, 2011. The proposals were reviewed based on quality and feasibility and Mid-Ohio Electric Company was determined to be qualified to provide the services for Electric Motor Maintenance Services.
The original contract is in effect for one (1) year to and including March 8, 2013. The contract language allows for the Department of Public Utilities to extend the contract for three (3) additional years on a year to year basis upon mutual agreement and budgeted funds. This proposed modification is the 2nd year of the contract. The new expiration date will be March 8, 2014.
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.
Contract Compliance: 31-4416140, expires December 29, 2013
Mid Ohio Electric Company does not hold MBE/FBE status.
1. Amount of additional funds: Total amount of additional funds needed for this contract modification no. 2 is $300,000.00. Total contract amount including this modification is $747,000.00.
2. Reason additional needs were not foreseen: The need for additional funds was foreseen and provided for in the original contract language by allowing funding to be increased on an incremental basis. This legislation is to encumber the funds budgeted for fiscal year 2013 for the Division of Sewerage and Drainage.
3. Reason other procurement processes not used: The same exact service is required as originally bid. 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: $300,000.00 is budgeted and needed for this purchase.
The following amounts were spent for similar services for the Division of Sewerage and Drainage:
2012: $190,176.90
2011: $ 22,530.55
EMERGENCY DESIGNATION: The Division of Sewerage and Drainage is requesting City Council to designate this ordinance as an emergency measure in order to provide required repairs to various DOSD motors without delay to maintain pumping capacity.
Title
To authorize the Director of Public Utilities to enter into a planned modification of Electric Motor Maintenance Services contract with Mid Ohio Electric Company for the Division of Sewerage and Drainage, to authorize the expenditure of $300,000.00 from the Sewerage System Operating Fund, and to declare an emergency. ($300,000.00)
Body
WHEREAS, the Department of Public Utilities has a contract with Mid-Ohio Electric Company for Electric Motor Maintenance Services; and
WHEREAS, the vendor has agreed to modify, increase, and extend Contract EL012505 at current prices and conditions to and including March 8, 2014, and it is in the best interest of the City to exercise this option; and
WHEREAS, the contract amount will be utilized to provide services under this contract for the various DOSD facilities; and
WHEREAS, an emergency exists in the usual daily operation of the Division of Sewerage and Drainage, Department of Public Utilities, in that it is immediately necessary to authorize the Director of Public Utilities to modify, increase, and extend the contract with Mid-Ohio Electric Company for the Electric Motor Maintenance Services in order to provide required repairs to various DOSD motors without delay to maintain pumping capacity; for the immediate preservation of the public health, peace, property, and safety; 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 extend the contract with Mid Ohio Electric Company for electric motor maintenance services to and including March 8, 2014. Total amount of modification No. 3 is ADD $300,000.00. Total contract amount including this modification is $747,000.00.
SECTION 2. That this modification is in accordance with Section 329.16 of the Columbus City Codes.
SECTION 3. That the expenditure of $300,000.00, or so much thereof as may be necessary, be and the same hereby is authorized from the Sewerage System Operating Fund 650, Department 60-05, to pay the cost of the modification to Contract EL012505, as follows
OCA: 605378
Object Level One: 03
Object Level 3: 3372
Amount: $300,000.00
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.