Explanation
This legislation authorizes the Director of Public Utilities to modify a current contract with Mid-Ohio Electric Company to provide Electric Motor Maintenance Services. The additional funding is for repair of a finished water pump motor located at the Dublin Road Water Plant. This pump is used to force finished water intot the water system.
The Department of Public Utilities entered into a contract with Mid-Ohio Electric Company for Electric Motor Maintenance Services. The work to be performed under this contract will be for electric motors that require inspection, testing, maintenance and repair. These motors are located at the city's two Wastewater Treatment Plants, Sewer Maintenance Operations Center (SMOC), Composting Facility, Water Treatment Plants, or other DPU facilities such as pumping stations, grit stations, booster stations, etc. The Department of Public Utilities advertised Request for Proposals (RFP's) for the subject services in the City Bulletin in accordance with the provisions of Section 329 (SA004086). Seven (7) vendors (7 MAJ) were solicited and three (3) proposals (3 MAJ), were received on September 14, 2011. The proposals were reviewed based on quality and feasibility and Mid-Ohio Electric Company was determined to be qualified to provide the services for the Electric Motor Maintenance Services. The original contract was for a period of one (1) year with the option to renew annually for an additional three years upon mutual agreement between the parties and approval by the Columbus City Council. This contract is to be funded on an incremental basis with monies appropriated by the city approximately yearly. The sole purpose of this Modification #2 is to increase the maximum monetary obligation. All terms and conditions of the original agreement remain in full force and effect.
1. Amount of additional funds: The amount of additional funds needed for this contract Modification #2 is $70,000.00. The total cost of the original contract and all modifications is $447,000.00. This modification represents funding added during the contract period for costs related to the services provided. The need for increased funding is to cover additional repairs that are needed for a Finished Water Pump Motor at the Dublin Road Water Plant.
2. Reason additional needs were not foreseen: A Finished Water Pump Motor is being repaired utilizing this contract. After tearing down the motor it has been determined that there is a short in the rotor. Test results showed an intermittent ground fault during a meggar test, and requires rewinding.
3. Reason other procurement processes not used: The same exact service is required as originally bid. No lower pricing/more attractive terms and conditions are anticipated at this time.
4. How cost was determined: The additional cost for the rewind and bearing replacement is $70,000.00. The total cost for the necessary repairs to this motor is $135,000.00 of which $65,000.00 was already legislated (Ord. #0839-2012) and approved on EL012896/003. The prices are in line with similar work that has been performed on motors this large, at different shops, for the Division of Sewerage and Drainage. The cost, terms and conditions are in accordance with the original agreement.
SUPPLIER: Mid-Ohio Electric Company (31-4416140), Expires December 29, 2013
Mid-Ohio Electric Company does not hold MBE/FBE status.
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.
FISCAL IMPACT: $70,000.00 is budgeted and needed for this purchase.
The following amounts were encumbered for similar services for the Division of Water:
2012: $77,000.00
2011: $31,879.00
2010: $0.00
EMERGENCY DESIGNATION: The Division of Power and Water (Water) is requesting City Council to designate this ordinance an emergency measure in order to allow for the establishment of the additional funding necessary to allow for the immediate commencement of this work. The expedience is justified in order to repair the Finished Water Pump Motor at the Dublin Road Water Plant without delay. This motor recently experienced a bearing failure and during repairs a short in the rotor was discovered which requires it to now be re-wound. This additional work is required for the immediate repair of the motor to maintain the treatment facility's full finished water pumping capacity and required standby.
Title
To authorize the Director of Public Utilities to enter into a planned modification of the Electric Motor Maintenance Services contract with Mid-Ohio Electric Company for the Division of Power and Water (Water), to authorize the expenditure of $70,000.00 from the Water Operating Fund, and to declare an emergency. ($70,000.00)
Body
WHEREAS, the Department of Public Utilities has a contract with Mid-Ohio Electric Company for Electric Motor Maintenance Services; and
WHEREAS, the vendor has agreed to modify and increase EL012505 at current prices and conditions and it is in the best interest of the City to exercise this option; and
WHEREAS, these repair services are used for the Department of Public Utilities; and
WHEREAS, the Division of Power and Water (Water) had a bearing failure of a Finished Water Pump Motor at the Dublin Road Water Plant; and
WHEREAS, during repair of said motor is was discovered that there was a short in the rotor which now requires it to be re-wound; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Utilities, Division of Power and Water (Water) in that it is immediately necessary to establish funding to cover the costs of the additional repairs without delay to maintain the treatment facility's full finished water pumping capacity and required standby, for the immediate preservation of the public health, peace, property and safety; now, therefore
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Public Utilities Director be and is hereby authorized and directed to modify and increase EL012505 with Mid-Ohio Electric Company. Total amount of modification No. 2 is ADD $70,000.00. Total contract amount including this modification is $447,000.00.
SECTION 2. That this modification is in accordance with Section 329.16 of the Columbus City Codes.
SECTION 3. That the expenditure of $70,000.00 or so much thereof as may be needed, be and the same hereby is authorized from the Water Operating Fund, Fund 600, Department/Division 60-09, to pay the cost of this contract as follows:
OCA: 602425
Object Level 1: 03
Object Level 03: 3372
SECTION 4. That for the reasons stated in the preamble hereto, where 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.