Explanation
BACKGROUND: This legislation authorizes the Director of the Public Utilities Department enter into a planned contract modification to add funding for the current fiscal year for ADS Flow Monitoring Services with Burgess & Niple, Inc. The contract will be used by the Sewer System Engineering Section for assistance in performing in confined space entries to install or replace sensors, calibration of sensors and maintenance services. The City will provide replacement parts under the ADS Flow Monitoring Parts & Service UTC contract. This contract is funded on an incremental basis.
The Department of Public Utilities solicited competitive bids for ADS Flow Monitoring Equipment Services in accordance with the relevant provisions of Chapter 329 (RFQ025116). One-hundred sixty-seven (167) vendors (19 EBE, 1 EBE/VBE, 1 EBE/WBE, 107 MAJ, 22 MBE, 2 MBE/VBE, 5 MBE/WBE, 1 VBE, 9 WBE) were solicited and one (MAJ) bid was received on July 12, 2023.
Burgess & Niple, Inc. was the only bidder and met all of the specifications required. Purchase Agreement, PA006799, was established in accordance with Request for Quotation RFQ025116 and will expire December 31, 2026.
CONTRACT AMOUNTS / TIMELINE
The contract term is for three (3) years from the date of execution to and including December 31, 2026. The contract language will allow for a one (1) year renewal option based upon mutual agreement, availability of funds, and approval by Columbus City Council. If unforeseen issues or difficulties are encountered that would require additional funding, a modification would be requested.
This legislation seeks to add funding to the contract for fiscal year 2025. This Ordinance is being submitted in accordance with the relevant provisions of Chapter 329 of City Code pertaining to contract modifications.
Cost summary:
Original Contract, PO409235 & PO413515- Year 1: $40,200.00
Ordinance #0267-2024, Modification #1 - Year 2: $49,800.00
ORD #0267-2024 (pending) Modification #2 - Year 3: $110,000.00
Estimated Contract Total: $200,000.00
This legislation seeks to add funding for 2025 expenditures to the contract without extending the term of the contract. This Ordinance is being submitted in accordance with the relevant provisions of Chapter 329 of City Code.
1. Amount of additional funds: Total amount of additional funds needed for this contract modification is to ADD $110,000.00. Total contract amount including this modification is $200,000.00.
2. Reason additional funds were not foreseen: The need for additional funds were included in the initial contract. The contract is funded on an incremental basis.
3. Reason other procurement processes are not used: This contract was awarded through the competitive bidding process for ADS Flow Monitoring Services. Planned contract modifications were anticipated to add funds for continuation of services. This is one of those planned contract modifications so a new procurement process is not required.
4. How cost was determined: A cost proposal was provided by Burgess & Niple, Inc. in their bid and was reviewed by the Division of Sewerage and Drainage and was deemed acceptable.
SUPPLIER: Burgess & Niple, Inc., vendor #004425 cc expires 1/10/26, majority status
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.
FISCAL IMPACT: $110,000.00 is budgeted and needed for 2025 expenses. This ordinance is contingent on the passage of the 2025 Operating Budget, Ordinance 3036-2024.
$49,800.00 was spent in 2024
$40,200.00 was spent in 2023
Title
To authorize the Director of the Department of Public Utilities to modify to increase the contract with Burgess & Niple, Inc. for ADS Flow Monitoring Services and to authorize the expenditure of $110,000.00 from the Sewerage Operating Fund. ($110,000.00)
Body
WHEREAS, the Department of Public Utilities solicited bids for ADS Flow Monitoring Services (RFQ025116) in accordance with Chapter 329 of the Columbus City Code; and
WHEREAS, the only bidder, Burgess & Niple, Inc. met all the specifications and was determined to be a responsive bidder; and
WHEREAS, this contract is for three years from the date of execution with the option to renew annually for one additional year upon mutual agreement between the parties, availability of budgeted funds, and approval by City Council. If unforeseen issues or difficulties are encountered that would require additional funding, a modification would be requested; and
WHEREAS, the services will include routine installation, replacement, calibration of sensors and maintenance services; and
WHEREAS, the Department of Public Utilities wishes to add funding for 2025 expenses without extending the term of the contract; and
WHEREAS, it has become necessary in the usual daily operation of the Department of Public Utilities to authorize funding for 2025 expenses with Burgess & Niple, Inc. for ADS Flow Monitoring 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 add funding to a contract with Burgess & Niple, Inc. for ADS Flow Monitoring Services in accordance with the terms and conditions as shown in the agreement on file.
SECTION 2. That the expenditure of $110,000.00 or so much thereof as may be needed, $110,000.00 is hereby authorized in Fund 6100 (Sewerage Operating Fund) in object class 03 Services per the accounting codes in the attachment to this ordinance.
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 this Ordinance shall take effect and be in force from and after the earliest period allowed by law.