Explanation
Background: This ordinance authorizes the Director of Public Utilities to renew an existing agreement with T&M Associates for Environmental Management System and Environmental Compliance Support Services. The contract amount being authorized by this ordinance is $242,000.00.
The Department of Public Utilities AKA Columbus Water & Power (CWP) requires annual internal audits at many of its facilities, staffed and unstaffed, for its applicable environmental programs. Additionally, the City of Columbus has over 100 facilities that require periodic internal audits for their Sustainable Columbus environmental programs. T&M Associates will continue to support CWP in the implementation of environmental compliance obligations. They will continue providing the City with support for Title V and Non-Title V air permitting and compliance oversight, the creation and updating of Stormwater Pollution prevention Plan maintaining compliance with the City’s Municipal Separate Storm Sewer System (MS4) permit and the Ohio EPA Industrial Stormwater permit. They will provide services that ensure CWP’s Environmental management System (EMS) conforms with applicable ISO standards and Department compliance based EMS conforms with regulatory compliance standards.
T&M Associates will also provide CWP with various plan and map updates, including providing CAD services to update facility maps and handling spill prevention control and countermeasure plan certification and updates. They will offer other general environmental compliance support on an as needed basis to CWP.
Procurement:
The Department of Public Utilities solicited competitive proposals through Vendor Services and Bonfire from December 17th, 2024 to February 7th, 2025 for Environmental Compliance Support Services in accordance with the relevant provisions of Chapter 329 of City Code, RFQ029434. Four Hundred Ninety vendors were solicited; Two bids were received by GreenUp Holdings, LLC and T&M Associates. They were both deemed responsive and were evaluated on February 18th, 2025. The evaluation committee determined that T&M Associates submitted the strongest proposal because of the relevant experience of its project team, its understanding of the Department’s scope of work, and presented a tailored approach to address those needs.
The original term of the contract was for a period of one year, up to and including April 30th, 2026, with yearly renewal options for an additional two years, for a maximum contract length of three years, authorized by Ordinance 0633-2025. The Contract amount authorized was $297,500.00.
This ordinance authorizes the first one-year renewal option of the contract and is being submitted in accordance with the relevant provisions of Chapter 329 of City Code. For each year of the contract, funding is contingent on availability within the budget, mutual agreement between the parties, approval of City Council, and certification of funds by the City Auditor. This contract does not automatically renew. If unforeseen issues or difficulties are encountered that would require additional funding, a modification would be requested.
1. Amount of additional funds: The total amount of additional funds needed for this contract renewal No. 1 is $242,000.00. The total contract amount including this renewal is $539,500.00.
2. Reason additional funds were not foreseen: The need for additional funds was known at the time of the initial contract and this legislation authorizes funding to cover the continuation of the consultant’s work for an additional year.
3. Reason other procurement processes were not used: Work under this renewal No. 1 is a continuation of services included in the scope of the original bid contract. No lower pricing/more attractive terms and conditions are anticipated currently.
4. How was cost determined: The costs, terms, and conditions are in accordance with the original agreement.
Principal Party:
T&M Associates
4675 Lakehurst Court, Suite 250
Dublin, OH 43016
Donald Pinto, (614) 339-3380
Contract Compliance Number: 001614
Contract Compliance Expiration Date: April 10, 2026
Fiscal Impact: $242,000.00 is available from within the Public Utilities Operating Funds to meet the financial obligations of this contract.
$112,421.89 was spent in 2025
$97,380.51 was spent in 2024
Title
To authorize the Director of the Department of Public Utilities to renew an existing agreement with T&M Associates for Environmental Management System and Environmental Compliance Support Services; and to authorize the expenditure of $242,000.00 split between the Electricity, Water, Sanitary Sewer, and Stormwater Operating Funds. ($242,000.00)
Body
WHEREAS, it is necessary to authorize the Director of the Department of Public Utilities to renew and increase an existing agreement with T&M Associates for Environmental Management System and Environmental Compliance Support Services; and
WHEREAS, Ordinance 0633-2025 authorized the initial term of the contract; and
WHEREAS, The Department of Public Utilities wishes to renew the contract for one-year up to and including April 30th, 2027, and provide additional funding for the same services as under the original agreement; and
WHEREAS, this ordinance is being submitted in accordance with the relevant provisions of Chapter 329 of City Code pertaining to contract renewals; and
WHEREAS, it is necessary to authorize the expenditure of $242,000.00 from the Public Utilities Operating Funds, split among the Electricity, Water, Sanitary Sewer, and Stormwater Operating Funds; and
WHEREAS, it has become necessary in the usual daily operations of the Department of Public Utilities in that it is necessary to authorize the Director to enter into a renewal agreement with T&M Associates for Environmental Management System and Environmental Compliance Support Services; NOW, THEREFORE,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of the Department of Public Utilities be and is hereby authorized to renew and increase an existing Agreement with T&M Associates for Environmental Management System and Environmental Compliance Support Services. The renewal amount being authorized by this ordinance is $242,000.00.
SECTION 2. That this renewal No. 1 is in accordance with the relevant provisions of City Code, Chapter 329, relating to contract modifications and renewals.
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 for the purpose stated in Section 1, the expenditure of $242,000.00, or so much thereof as may be needed, be and is hereby authorized in object class 03 services, split among the Water, Electricity, Sanitary Sewer, and Stormwater Operating Funds, per the accounting codes in the attachment to this ordinance.
SECTION 6. That this Ordinance shall take effect and be in force from and after the earliest period allowed by law.