Explanation
1. BACKGROUND
To authorize the Director of Finance and Management to enter into a contract through the City’s Invitation For Bid process with W.P. Kolens & Associates, Inc., for the 690278-100000 Dublin Road Water Plant (DRWP) Miscellaneous Improvements project to purchase three rate of control venturis with attached control valves for a total expenditure of up to $161,000.00.
The DRWP provides potable water to a large portion of the City’s service areas and the rate of control venturis with attached control valves are critical components of the water treatment process. This contract will supply three filter flow control valves for the Dublin Road Water Plant (DRWP). Installation will be provided by others. The DRWP’s existing filter rate of flow controllers are beyond their useful life, are experiencing failures, and need to be replaced to maintain the plant’s functionality and reliability of the water treatment process.
The Purchasing Office advertised and solicited competitive bids for three filter rate of control venturis with attached control valves in accordance with the relevant provisions of City Code Chapter 329 relating to competitive bidding (RFQ030524 - 2025 - DRWP-Rate of Flow Valves Venturi). Twenty-five bidders were solicited. One bid was received and opened on June 26, 2025.
Bidder Bid Amount________City/State Status
W.P. Kolens & Associates, Inc. $161,000.00 Brecksville, OH MAJ
W.P. Kolens & Associates, Inc bid was evaluated and deemed the lowest, best, most responsive bid.
The DRWP serves multiple planning areas so this falls under Columbus Community “99 - Citywide”.
1.1. Timeline:
It is anticipated that a PO will be issued to the vendor in early November 2025 and it is estimated that the goods will be delivered to the DRWP in December 2025.
2. ECONOMIC IMPACT/ADVANTAGES; COMMUNITY OUTREACH; PROJECT DEVELOPMENT; ENVIRONMENTAL FACTORS/ADVANTAGES OF PROJECT
The DRWP provides potable water to a large portion of the City’s service areas and the filter rate of flow controllers are critical components of the water treatment process. This project is necessary to maintain the reliability of the water treatment process. No community outreach or public meetings are anticipated.
3. CONTRACT COMPLIANCE
W.P. Kolens and Associates, Inc.’s contract compliance number is CC006236 and expires 12/20/26.
The certification of W.P. Kolens and Associates, Inc. was in good standing at the time of the contract award.
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.
4. FISCAL IMPACT
Funds are budgeted, available, and appropriated within the Water Bond Fund, Fund 6006. The 2025 Capital Improvement Budget will need to be amended to align budget authority with the proper project. A transfer of cash and appropriation between projects within the Water Bond Fund, Fund 6006, is needed to align cash and appropriation with the proper project.
Title
To authorize the Director of the Department of Finance and Management to establish a contract with W.P. Kolens & Associates, Inc for the purchase of three filter flow control valves for the Department of Public Utilities; to amend the 2025 Capital Improvement Budget; to authorize a transfer of cash and appropriation within the Water Bond Fund; and to authorize the expenditure of up to $161,000.00 from the Water Bond Fund to pay for this purchase. ($161,000.00)
Body
WHEREAS, the Department of Public Utilities has a need for three filter rate of flow controllers as the existing filter flow control valves are beyond their useful life, are experiencing failures, and need to be replaced to maintain the plant’s functionality and reliability; and
WHEREAS, the Purchasing Office opened formal bids on June 26, 2025, for the purchase of three filter flow control valves; and
WHEREAS, the Department of Public Utilities, Division of Water, recommends an award be made to the lowest, responsive, responsible and best bidder, W.P. Kolens & Associates, Inc.; and
WHEREAS, an amendment to the 2025 Capital Improvement Budget is necessary to align budget authority with the proper project; and
WHEREAS, it is necessary to authorize a transfer of cash and appropriation within the Water Bond Fund, Fund 6006, to align cash and appropriation with the proper project; and
WHEREAS, the Director of Finance and Management will need to enter into a contract with W.P. Kolens & Associates, Inc. in accordance with the terms, conditions and specifications of Solicitation Number RFQ030524 on file in the Purchasing Office to make this purchase on behalf of the Department of Public Utilities; and
WHEREAS, it is necessary to authorize an expenditure of up to $161,000.00 within the Water Bond Fund, Fund No. 6006, to purchase the equipment; and NOW, THEREFORE,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the 2025 Capital Improvement Budget authorized by Ordinance 1790-2025 be amended as follows to establish sufficient budget authority for this project:
Fund / Project Number / Project Name (Funding Source) / Current Authority / Revised Authority / Change
6006 / 690006-100000 / Hoover Reservoir Erosion Control (Voted Water Carryover) / $0.00 / $91,283.00 / $91,283.00 (To match cash)
6006 / 690290-100000 / Distribution Improvements (Voted Water Carryover) / $0.00 / $68,706.00 / $68,706.00 (To match cash)
6006 / 690006-100000 / Hoover Reservoir Erosion Control (Voted Water Carryover) / $91,283.00 / $0.00 / ($91,283.00)
6006 / 690290-100000 / Distribution Improvements (Voted Water Carryover) / $68,706.00 / $0.00 / ($68,706.00)
6006 / 690604-100000 / Watershed Facilities Improvement (Voted Water Carryover) / $7,442.00 / $6,429.00 / ($1,013.00)
6006 / 690278-100000 / DRWP Misc. Improvements (Voted Water Carryover) / $12,535.00 / $173,535.00 / $161,000.00
SECTION 2. That the Director of Finance and Management be and is hereby authorized to establish a contract with W.P. Kolens & Associates, Inc. for the purchase of three filter flow control valves in accordance with the terms, conditions and specifications of Solicitation Number RFQ030524 on file in the Purchasing Office.
SECTION 3. That the transfer of $161,000.00 or so much thereof as may be needed, is hereby authorized within the Water Bond Fund (Fund 6006), in Object Class 06 (Capital Outlay), per the accounting codes in the attachment to this ordinance.
SECTION 4. That the expenditure of $161,000.00 or as much thereof as may be needed is hereby authorized in the Water Bond Fund, Fund 6006, per the accounting codes in the attachment to this ordinance.
SECTION 5. Funds are hereby deemed appropriated, and the City Auditor shall establish such accounting codes as necessary.
SECTION 6. 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 7. That the City Auditor is hereby authorized to transfer the unencumbered balance in a project account to the unallocated balance account within the same fund upon receipt of certification by the Director of the Department administering said project that the project has been completed and the monies are no longer required for said project.
SECTION 8. That this Ordinance shall take effect and be in force from and after the earliest period allowed by law.