Explanation
1. BACKGROUND
To authorize the Director of Finance and Management to enter into a contract with, and make a purchase from, The Henry P. Thompson Company, LLC for four pumps and related appurtenances (two sludge return pumps and two plant drain pumps) for the Dublin Road Water Plant for the Department of Public Utilities.
The Dublin Road Water Plant’s (DRWP) existing sludge pumps and drain pumps are beyond their useful life and need to be replaced to maintain the plant’s functionality and reliability. The DRWP provides potable water to a large portion of the City’s service areas and the sludge return pumps and the basin drain pumps 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.
The Purchasing Office advertised and solicited competitive bids for the four pumps and related appurtenances (two sludge return pumps and two plant drain pumps) in accordance with the relevant provisions of City Code Chapter 329 relating to competitive bidding (RFQ025866). Forty-eight (48) bidders were solicited and one (MAJ) bid was received and opened on September 28, 2023.
Name Bid Amount_______ _City/State Status
The Henry P. Thompson Company, LLC $450,000.00 Milford Center, Ohio MAJ
The Henry P. Thompson Company, LLC’s bid was deemed the lowest, best, most responsive bid.
Installation of this equipment will be provided by others.
2. CONTRACT COMPLIANCE
The Henry P. Thompson Company, LLC’s contract compliance number is CC004134 and expires 11/17/23.
The certification of The Henry P. Thompson Company, LLC 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.
3. FISCAL IMPACT
The 2023 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.
The bid amount was $450,000. A contingency of $25,000 (approximately 5.5%) is being added to fund needed and approved changes in the work if any should be needed. No contract modifications are anticipated at this time; however, project exigency might later compel modification of this contract if unforeseen difficulties are encountered.
Title
To authorize the Director of Finance and Management to establish a contract with and make a purchase from The Henry P. Thompson Company, LLC for four pumps for the Dublin Road Water Plant for the Department of Public Utilities; to amend the 2023 Capital Improvement Budget; to authorize a transfer of cash and appropriation within the Water Bond Fund; and to authorize the expenditure of up to $475,000.00 from the Water Bond Fund to pay for this purchase. ($475,000.00)
Body
WHEREAS, the Department of Public Utilities has a need for four pumps and related appurtenances (two sludge return pumps and two plant drain pumps) to be used for preventative maintenance and on demand repair work at the Dublin Road Water Plant (DRWP); and
WHEREAS, the Purchasing Office opened formal bids on September 28, 2023 for the purchase of four pumps and related appurtenances (two sludge return pumps and two plant drain pumps) for the DRWP; and
WHEREAS, the Department of Public Utilities, Division of Water, recommends an award be made to the lowest, responsive, responsible and best bidder, The Henry P. Thompson Company; and
WHEREAS, an amendment to the 2023 Capital Improvement Budget is necessary to align budget authority with the proper project; and
WHEREAS, a transfer of cash and appropriation within the Water Bond Fund, Fund 6006, is needed to align cash and appropriation with the proper project; and
WHEREAS, it is necessary to authorize an expenditure of up to $475,000.00 within the Water Bond Fund, Fund No. 6006, to purchase the equipment; and
WHEREAS, the Director of Finance and Management will need to enter into a contract with The Henry P. Thompson Company in accordance with the terms, conditions and specifications of Solicitation Number RFQ025866 on file in the Purchasing Office to make this purchase on behalf of the Department of Public Utilities; NOW, THEREFORE,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of Finance and Management be and is hereby authorized to enter into a contract with and to make a purchase from The Henry P. Thompson Company, LLC for four pumps and related appurtenances (two sludge return pumps and two plant drain pumps) in accordance with the terms, conditions and specifications of Solicitation Number RFQ025866 on file in the Purchasing Office.
SECTION 2. That the 2023 Capital Improvement Budget authorized by Ordinance 1711-2023 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 / 690527-100000 / Fire Hydrant Repairs (non R & R) (Voted Water Carryover) / $1,362,255.00 / $920,423.00 / ($441,832.00)
6006 / 690610-100000 / DRWP Pump Improvements (Voted Water Carryover) / $218,168.00 / $660,000.00 / $441,832.00
SECTION 3. That the transfer of $441,832.20, or so much thereof as may be needed, is authorized in the Water Bond fund, Fund 6006, per the accounting codes in the attachment to this ordinance.
SECTION 4. That the expenditure of $475,000.00, 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. 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 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.