Explanation
1. BACKGROUND:
A. Need. This legislation authorizes the Director of Public Utilities to modify an
existing contract for Incinerator Maintenance Services for the Division of
Sewerage and Drainage, in order to both continue scheduled services to the
Division, and effect currently-needed emergency repairs to failed equipment.
This is a multi-year contract, funded by annual and as-needed appropriation.
In addition to the routine need to provide monies for scheduled inspections
and usual annual maintenance and repairs, an emergency has occurred at the
Southerly Wastewater Treatment Plant for which additional monies are needed.
In late December, 2003, the roof refractory lining of Incinerator #4 collapsed,
disabling the machine and requiring service. An immediate inspection of
Incinerator #3 then revealed that its ceiling was nearing a similar failure, plus
buckling of refractory on the top hearth, deterioration of refractory in the
incinerator breeching, and other, minor issues. Both incinerators have been
taken out of service, alternate methods of disposal are currently being used
for biosolids, and repairs have begun with the existing monies available in
this contract. Additional monies to complete the needed emergency repairs
must be made available as soon as possible, to avoid endangering the City's
compliance with our plant operating permits from Ohio EPA.
Although this is clearly a maintenance emergency, it is expected that repairs
will return the incinerators to good operating condition. These are high-
temperature, highly-stressed machines, and failures of this kind occur every
few years. The portions of the machines being replaced are designed for
periodic replacement, but the actual failure interval is difficult to predict with
accuracy.
B. Contract History. The existing contract was bid on March 29, 2000, and a
contract with the Adrian L. Wallick Company, Inc. of Columbus, Ohio was
authorized by Ordinance No. 1255-00, passed June 12, 2000. The bid
documents contemplated incremental funding of a multi-year contract.
Ordinance No. 0071-02, passed February 4, 2002, authorized the first
modification of this contract. It is now proposed to again modify the contract
to provide needed monies to continue services, under the City's option.
C. Contract Compliance No.: 314425505.
D. Emergency Designation: Emergency designation is requested, solely due to
the clear and present emergency presented by the current incinerator failures at
the Southerly Wastewater Treatment Plant, and the need to immediately
continue, without interruption, the repairs whose cost will shortly exceed the
amount of available remaining funds.
2. FISCAL IMPACT:
A. Budget Information: Funds for this contract were budgeted in the amount of
$70,000.00 for FY2004, in OL3 #3372. Due to the nature of the emergency
repairs needed at the Southerly plant, additional funds are available from
OL3 #6624, in the Equipment Replacement budget.
B. Contract Modification Information, Pursuant to Section 329.16, CCC:
1) Amount of Additional Funds - This Modification: $370,000.00
2) Why the Need for Additional Work Could Not Be Foreseen. The need
for contract continuance via modification to provide incremental funding
was foreseen, and is included in the original procurement's specifications.
3) Why Other Procurement Processes Would Not Be In the City's Best
Interest. This modification is deemed the most feasible and reasonable
means of continuing to provide needed services.
4) How the Cost of the Modification Was Determined. The cost of the
modification to this contract was based upon extension of prices in the
current contract.
C. Historical Data: Amounts appropriated for these services in prior years are:
FY2003 $60,000
FY2002 60,000
FY2001 0
Title
To authorize the Director of Public Utilities to modify the contract for Incinerator Maintenance Services with Adrian L. Wallick Company, Inc., for the Division of Sewerage and Drainage; to authorize the expenditure of $370,000.00 from the Sewerage System Operating Fund; and to declare an emergency. ($370,000.00)
Body
WHEREAS, Ordinance No. 1255-00, passed June 12, 2000, authorized the Director of Public Utilities to enter into contract for Incinerator Maintenance Services with Adrian L. Wallick Company, Inc., for the Division of Sewerage and Drainage; and
WHEREAS, this contract was previously modified pursuant to Ordinance No. 0071-02, passed February 4, 2002; and Ordinance No.0637-03, passed May 5, 2003; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Utilities, Division of Sewerage and Drainage, in that it is immediately necessary to authorize the modification of the existing contract in order to both provide for proper continuation of Incinerator Maintenance Services, and to complete currently-needed emergency repairs to the failed incinerators at the Southerly Wastewater Treatment Plant 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 hereby is, authorized to modify Contract No. EL000673, with Adrian L. Wallick Company, Inc., 1013 Gahanna Parkway, P.O. Box 30671, Columbus OH 43230, in order to continue and extend services, in accordance with the terms and conditions as shown on the Modification on file in the office of the Division of Sewerage and Drainage.
Section 2. That the expenditure of $370,000.00, or so much thereof as may be needed, is hereby authorized from Sewerage System Operating Fund 650, Department 60-05, to pay the cost of the modification to Contract EL000673, as follows:
OCA Code Object Level 3 Amount
605030 3372 $ 20,000.00
605063 6624 350,000.00
Total - $370,000.00
Section 3. 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.