Explanation
The Department of Public Utilities entered into a contract with Marion Electric Motor Services, Inc. for Electric Motor Maintenance Services for the Division of Sewerage and Drainage. This contract was the result of a Director's bid received on December 19, 2007. Marion Electric Motor Services, Inc. was the lowest, responsive, responsible bidder and met all requirements of the specifications. The original contract was for a period of one year with two (2) one year renewal options on a year to year basis. The final extension has been exercised and the contract expired on April 30, 2011. With passage by the Columbus City Council of Ordinance #0530-2011 on April 25, 2011 the Division was given authority to modify the original contract to extend the contract completion date to October 31, 2011. There is a need to modify and increase the contract to add more funding for the Southerly Waste Water Treatment Plant. The Division is preparing the documents for a new advertisement and bidding documents for these services.
The Department of Public Utilities is currently under contract with Marion Electric Motor Services, Inc. Marion Electric Motor LLC has purchased many of the assets of Marion Electric Motor Services, Inc., and continues to provide the same products and services as Marion Electric Motor Service, Inc. Therefore, this Ordinance authorizes the assignment of all past, present and future business done by the City of Columbus with Marion Electric Motor Services, Inc. FID 31-4363726, to be reassigned as Marion Electric Motor LLC, FID 27-3248514.
SUPPLIER: Marion Electric Motor LLC (27-3248514) Expires 4/28/2013.
Marion Electric Motor LLC does not hold MBE/FBE status.
1. Amount of additional funds: Total amount of additional funds needed for this contract modification No. 4 is $25,000.00. Total contract amount including this modification is $285,000.00.
2. Reason additional funds were not foreseen: Due to the fact that the new bid has not been completed and since the current contract has been extended until October 31, 2011 it has now been determined that additional funding is necessary.
3. Reason other procurement processes not used: Work under this modification of a continuation of services included in the scope of the original bid contract. 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: Additional monies in the amount of $25,000.00 are budgeted and needed for this modification to the contract.
The following amounts were encumbered as follows:
2010 - $75,000.00
2009 - $75,000.00
2008 - $110,000.00
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.
EMERGENCY DESIGNATION: In order to maintain uninterrupted service to City agencies contracted with this firm, and to provide the necessary funding this Ordinance is being submitted as an emergency. Furthermore to allow for name change to be effective immediately to allow for current invoices to be paid without delay.
Title
To authorize and direct the Director of Public Utilities to enter into a modification of the Electric Motor Maintenance Services contract for the Division of Sewerage and Drainage, to modify all contracts and agreements with Marion Electric Motor Services, Inc. by assigning past, present and future contracts and agreements to Marion Electric Motor LLC, to authorize the expenditure of $25,000.00 from the Sewerage System Operating Fund, and to declare an emergency. ($25,000.00)
Body
WHEREAS, the two (2) wastewater treatment plants within the Division of Sewerage and Drainage operate a variety of electric motors that control various equipment in the plant, and
WHEREAS, this equipment needs to be serviced by a company when maintenance staff cannot provide the service, and
WHEREAS, the Department of Public Utilities opened formal bids on December 19, 2007. Three (3) bids were received. After review of the bids, the Division of Sewerage and Drainage awarded the contract to the lowest, responsive and responsible bidder Marion Electric Motor Services Inc., and
WHEREAS, the final extension has been exercised and the contract expired on April 30, 2011. With passage by the Columbus City Council of Ordinance #0530-2011 on April 25, 2011 the Division was given authority to modify the original contract to extend the contract completion date to October 31, 2011, and
WHEREAS, there is a need to modify and increase the contract to add more funding for the Southerly Waste Water Treatment Plant while the Division is preparing the documents for a new advertisement and bidding documents for these services, and
WHEREAS, the Department of Public Utilities has established various contracts and agreements with Marion Electric Motor Services, Inc., and
WHEREAS, Marion Electric Motor LLC has purchased many of the assets of Marion Electric Motor Services, Inc., and continues to provide the same products and services as Marion Electric Motor Service, Inc., and
WHEREAS, in addition to notifying the City of this change, Marion Electric Motor LLC has agreed to honor the past, present and future contracts and agreements established, and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Utilities in that it is immediately necessary to modify all contracts and agreements established under Marion Electric Motor Services, Inc. to Marion Electric Motor LLC, thereby immediately 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 to modify all past, present and future contracts and agreements pursuant to those contracts to reflect the change of company name and FID number from Marion Electric Motor Services, Inc. FID 31-4363726, to Marion Electric Motor LLC, FID 27-3248514.
Section 2. That this modification is in accordance with Section 329.16 of the Columbus City Code.
Section 3. That the Director of Public Utilities be and is hereby authorized to modify and increase the service agreement with Marion Electric Motor LLC in accordance with the specifications on file in the Division of Sewerage and Drainage. Total amount of modification No. 4 is ADD $25,000.00. Total contract amount including this modification is $285,000.00
Section 4. That the expenditure of $25,000.00 or so much thereof as may be necessary, be and is hereby authorized form the Sewerage System Operating Fund, Fund No. 650 as follows, to pay the cost thereof:
Southerly Wastewater Treatment Plant
OCA: 605063
Object Level 1: 03
Object Level 3: 3374
Amount: $25,000.00
Section 5. 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.