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 and 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 $178,600.00.
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.
TIMELINE:
It is anticipated that a PO will be issued to the vendor in October 2026, and it is estimated that the goods will be delivered to the DRWP in the 3rd quarter of 2027.
ESTIMATED COST OF PROJECT:
The bid amount was $170,100.00. A contingency of $8,500.00 (approximately 5.0%) is being added to fund required and approved changes in the work, if needed. The total contract amount with contingency is $178,600.00. No contract modifications are anticipated at this time; however, project exigency might later compel modification of this contract if unforeseen difficulties are encountered.
Cost summary:
Original Contract $178,600.00
Future Anticipated Needs $ 0.00
CONTRACT TOTAL $178,600.00
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. CONSTRUCTION CONTRACT AWARD
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 RFQ033115 - DRWP-Rate of Flow Valves Venturi. Twenty-four bidders were solicited. One bid was received and opened on July 16, 2026.
Bidder Bid Amount________City/State Status
W.P. Kolens and Associates, Inc. $170,100.00 Brecksville, OH MAJ
W.P. Kolens and 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”.
4. CONTRACT COMPLIANCE INFORMATION
W.P. Kolens and Associates, Inc.’s contract compliance number is CC006236 and expires 08/07/28.
The certification of W.P. Kolens and Associates, Inc. was in good standing at the time of the contract award.
Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against W.P. Kolens and Associates, Inc.
5. 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 and Associates, Inc for the purchase of three filter flow control valves for Columbus Water & Power; 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 $178,600.00 from the Water Bond Fund to pay for this purchase. ($178,600.00)
Body
WHEREAS, the Columbus Water & Power 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 July 16, 2026, for the purchase of three filter flow control valves; and
WHEREAS, Columbus Water & Power, Division of Water, recommends an award be made to the lowest, responsive, responsible and best bidder, W.P. Kolens and 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, it is necessary to authorize an expenditure of up to $178,600.00 within the Water Bond Fund, Fund No. 6006, to purchase the equipment; and
WHEREAS, it has become necessary in the daily operations for the Director of Finance and Management to enter into a contract with W.P. Kolens and Associates, Inc. in accordance with the terms, conditions and specifications of Solicitation Number RFQ033115 on file in the Purchasing Office to make this purchase on behalf of Columbus Water & Power; 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 / 690566-100001 / PAWP Residuals Removal and Disposal - Lagoon 3 (Voted Water Carryover) / $748,200.00 / $748,475.00 / $275.00 (To match cash)
6006 / 690588-100000 / Olentangy River Rd. 24" Water Main (Phase 1) (Voted Water Carryover) / $0.00 / $64.00 / $64.00 (To match cash)
6006 / 690236-100000 / Water Main Rehabilitation (Voted Water Carryover) / $0.00 / $567,502.00 / $567,502.00 (To match cash)
6006 / 690566-100001 / PAWP Residuals Removal and Disposal - Lagoon 3 (Voted Water Carryover) / $748,475.00 / $748,200.00 / ($275.00)
6006 / 690588-100000 / Olentangy River Rd. 24" Water Main (Phase 1) (Voted Water Carryover) / $63.00 / $0.00 / ($63.00)
6006 / 690616-100000 / HCWP Energy Audit (Voted Water Carryover) / $763.00 / $0.00 / ($763.00)
6006 / 690236-100000 / Water Main Rehabilitation (Voted Water Carryover) / $567,502.00 / $390,003.00 / ($177,499.00)
6006 / 690278-100000 / DRWP Misc. Improvements (Voted Water Carryover) / $161,000.00 / $339,600.00 / $178,600.00
SECTION 2. That the Director of Finance and Management is hereby authorized to establish a contract with W.P. Kolens and Associates, Inc. 8394 Settlers Passage Brecksville, OH 44141 for the purchase of three filter flow control valves in accordance with the terms, conditions and specifications of Solicitation Number RFQ033115 on file in the Purchasing Office.
SECTION 3. That the transfer of $178,600.00 or so much thereof as may be needed, is hereby authorized within the Water Bond Fund, Fund 6006, per the accounting codes in the attachment to this ordinance.
SECTION 4. That the expenditure of $178,600.00 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.