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 filter flow control valves for an expenditure of up to $145,000.00.
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.
The Purchasing Office advertised and solicited competitive bids for the three filter rate of flow controllers in accordance with the relevant provisions of City Code Chapter 329 relating to competitive bidding (RFQ027823 - DRWP-2023-SLUDGE PUMP REPLACEMENTS). Twenty-five bidders were solicited. One bid was received and opened on June 25, 2024.
Bidder Bid Amount________City/State Status
W.P. Kolens and Associates, Inc. $145,000.00 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 planning area “99”.
1.1. Timeline: It is anticipated that a purchase order will be issued to the vendor in December 2024 and the goods will be delivered to the DRWP by July 1, 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. contract compliance number is CC006236 and expires 1/12/25.
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. MINORITY AND WOMAN OWNED BUSINESS ENTERPRISE & SMALL LOCAL BUSINESS ENTERPRISE PROGRAM
This contract opportunity was submitted to the City’s Office of Diversity and Inclusion (ODI) for review and assignment of an MBE/WBE goal prior to bidding. ODI determined there was not an opportunity for MBE/WBE participation in this contract and did not assign a goal. This contract was not bid with a City of Columbus MBE/WBE Program goal and the requirements of the City’s MBE/WBE Program are not applicable to this contract.
5. FISCAL IMPACT
Funds are budgeted, available, and appropriated under this project number (690278-100000) within the Water Bond Fund, Fund 6006.
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 the Department of Public Utilities; and to authorize the expenditure of up to $145,000.00 from the Water Bond Fund to pay for this purchase. ($145,000.00)
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 25, 2024, 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 and Associates, Inc.; and
WHEREAS, the Director of Finance and Management will need to enter into a contract with W.P. Kolens and Associates, Inc. in accordance with the terms, conditions and specifications of Solicitation Number RFQ027823 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 $145,000.00 within the Water Bond Fund, Fund No. 6006, to purchase the equipment; 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 establish a contract with W.P. Kolens and Associates, Inc. for the purchase of three filter flow control valves in accordance with the terms, conditions and specifications of Solicitation Number RFQ026534 on file in the Purchasing Office.
SECTION 2. That the expenditure of $145,000.00 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 3. 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 4. 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 5. 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 6. That this Ordinance shall take effect and be in force from and after the earliest period allowed by law.