Explanation
The Department of Public Utilities maintains an effective environmental compliance program in order to maintain consistent compliance with environmental laws and regulations and to reduce any environmental impacts associated with its various activities. As part of the Department’s Environmental Management System development process, DPU requires audit and registration services to obtain and maintain third-party certification of its conformance with the International Organization for Standardization (ISO) Standards (ISO 14001:2004 Standard) and to sustain an effective EMS program through yearly surveillance audits.
DPU is responsible for the daily administration, operation and maintenance of the City of Columbus water supply and distribution system including three (3) water treatment plants; sanitary and storm water collection and treatment system including two (2) waste water treatment plants and a bio-solids composting facility; and electricity power distribution including numerous power substations and transformers. DPU operations are subject to multiple environmental permits which include two (2) Title V permits, numerous state air permits, six (6) National Pollutant Discharge Elimination System (NPDES) permits, and general storm water permits. Additionally, DPU administers the pretreatment and storm water regulatory programs (MS4 Permit Program) for the City of Columbus. These extensive operations and regulatory requirements support the need for a robust EMS program.
The Department of Public Utilities advertised Request for Proposals (RFPs) for the subject services in the City Bulletin in accordance with the relevant provisions of Columbus City Code, Section 329 (SA005318). Advanced Waste Management Systems, Inc. was determined to be best qualified to provide the professional services necessary for the EMS Audit and Registrar Services. The contract is for three (3) years with the first year not to exceed $60,000.00 and each subsequent year to not exceed $25,000.00 for a total cost of $110,000.00. Each year of the contract is subject to review and approval by the City Council, the Mayor, and the Auditor's certification of funds. The Department obtained third-party certification in 2014 and is pleased with this consultant's performance and seeks approval to move forward on Phase 2 of the contract (conducting one of two surveillance audits) by modifying the maximum monetary obligation under this contract. The sole purpose of the modification is to authorize the monies allocated in year 2 of the three year contract. All terms and conditions of the original agreement remain in full force and effect.
This ordinance is being submitted as an emergency to ensure that there are no interruptions in the timely delivery of audit services.
SUPPLIER: Advanced Waste Management Systems, Inc. (62-1249287), expires 3/7/2016 (MAJ)
The company is not debarred according to the Excluded Party Listing System of the Federal Government.
1. Amount of additional funds: The amount of additional funds needed for Phase 2 is $25,000.00. The original contract was established for $60,000.00. The total cost of the original contract ("Phase 1") and this modification #1 ("Phase 2") is $85,000.00. The modification of the maximum monetary obligation under this contract represents funding added during the contract period for costs related to the services provided. The need for increased funding is to cover anticipated contract billings through December 31, 2015.
2. Reason additional needs were not foreseen: The need for additional funds was foreseen and is outlined in the original agreement and identified as Phase 2. This legislation is to encumber the funds required for Phase 2.
3. Reason other procurement processes not used: The same exact service is required as originally proposed. 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: $25,000.00 is needed and is budgeted in the 2015 Public Utilities Budget.
Prior Year Expenditures for this project
2013: $0
2014: $60,000.00
Title
To authorize the Director of Public Utilities to modify the contract with Advanced Waste Management Systems, Inc. for Environmental Management System Audit and Registrar Services for the Department of Public Utilities, to authorize the expenditure $1,525.00 from the Power Operating Fund, $9,700.00 from the Water Operating Fund, $10,875.00 from the Sewerage Operating Fund, and $2,900.00 from the Storm Water Operating Fund; and to declare an emergency. ($25,000.00)
Body
WHEREAS, the Department of Public Utilities has a need for environmental management system auditing and registrar services to determine its compliance with ISO 14001:2014 Standard, and
WHEREAS, the current contract with Advanced Waste Management Systems, Inc. provides the Department of Public Utilities with auditing and registrar services; and
WHEREAS, the vendor has agreed to move forward with Phase 2 as outlined under the terms of the original contract, and it is in the best interest of the City to exercise this option; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Utilities in that it is immediately necessary to modify the existing contract for Environmental Management System Audit and Registrar Services with Advanced Waste Management Systems, Inc., thereby preserving the public health, peace, property, safety, and welfare; 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 and directed to modify and increase EL016061 in order to implement Phase 2 with Advanced Waste Management Systems, Inc., for Audit and Registrar Services in accordance with the terms and conditions on file in the office of the Director of Public Utilities. Total amount of modification #1 is to ADD $25,000.00. Total contract amount including all modifications is $85,000.00.
SECTION 2. That the expenditure of $25,000.00 or so much thereof as may be needed, be and the same hereby is authorized as follows:
Fund: 550
OCA: 600023
Object Level: 3336
Amount: $1,525.00
Fund: 600
OCA: 600049
Object Level: 3336
Amount: $9,700.00
Fund: 650
OCA: 600056
Object Level: 3336
Amount: $10,875.00
Fund: 675
OCA: 600065
Object Level: 3336
Amount: $2,900.00
TOTAL REQUEST: $25,000.00
SECTION 3. That the said firm shall conduct the work to the satisfaction of the Director of Public Utilities.
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 reasons stated in the preamble hereto, which is hereby made a part hereof, this Ordinance is 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.