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 was for a period of one (1) year with the option to renew annually for an additional three years upon mutual agreement between the parties and approval by the Columbus City Council. This Contract is to be funded on an incremental basis with monies appropriated by the City approximately yearly. The sole purpose of the modification is to increase the maximum monetary obligation. All terms and conditions of the original agreement remain in full force and effect.
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: The amount of additional funds needed for this contract is $227,000.00. The original contract was established for $150,000.00. The total cost of the original contract and all modifications is $377,000.00. The modification 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 during fiscal year 2012.
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 2012 for the Division of Sewerage and Drainage and the Division of Power and Water.
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: $227,000.00 is budgeted and needed for this purchase.
The following amounts were encumbered in 2010 and 2011 for similar services:
2011: $31,879.00 Water; $23,038.21 Sewerage
2010: $0.00 Water; $44,624.43 Sewerage
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 Power and Water and Division of Sewerage and Drainage, to authorize the expenditure of $77,000.00 from Water Operating Fund and $150,000.00 from the Sewerage System Operating Fund. ($227,000.00)
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 and increase EL012505 at current prices and conditions and it is in the best interest of the City to exercise this option; and
WHEREAS, these repair services are used by the Department of Public Utilities, for the preservation of public health, peace, property and safety; now, therefore,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Public Utilities Director be and is hereby authorized and directed to modify and increase EL012505 with Mid Ohio Electric Company to and including March 09, 2013. Total amount of modification No. 1 is ADD $227,000.00. Total contract amount including this modification is $377,000.00.
SECTION 2. That this modification is in accordance with Section 329.16 of the Columbus City Codes.
SECTION 3. That the expenditure of $227,000.00 or so much thereof as may be needed, is hereby authorized from Object Level One 03, Object Level Three 3372, Fund Names and Numbers, Departments, OCA Codes and amounts listed below, to pay the cost thereof.
Dept/Div Fund Name Fund # OCA Amount
60-05 Sewerage System Operating 650 605378 $150,000.00
60-09 Water Operating 600 602540 12,000.00
60-09 Water Operating 600 602425 65,000.00
$227,000.00
SECTION 4. That this Ordinance shall take effect and be in effect and be in force from and after the earliest period allowed by law.