Explanation
The Director of Public Utilities entered into a contract with Allen Refractories Company in January 2015 in accordance with Ordinance Number 2729-2014; passed December 15, 2014 to provide Refractory and Thermal Systems Maintenance Services for the City of Columbus, Department of Public Utilities facilities. This project consists of the inspection, maintenance and necessary repair of various multiple hearth furnaces and associated equipment located at various facilities. Currently, these facilities consist of various Division of Sewerage and Drainage sites, including the Southerly and Jackson Pike Wastewater Treatment Plants, FEM Project No. 1301.4.
The Department of Public Utilities advertised and solicited competitive bids in accordance with Chapter 329 of the Columbus City Codes. Sixty-one (61) vendors (1 M1A, 1 F1, 59 MAJ) were solicited (SA005621) and one (1) proposal (1 MAJ) was received and opened on October 22, 2014. The evaluation and final ranking was based upon the criteria in the RFP and Allen Refractories Company was determined to be a qualified responder to provide services for the Refractory and Thermal Systems Maintenance Services. The original contract was for a period of one (1) year with the option to renew for three (3) additional years, on a year to year basis. The Department of Public Utilities is utilizing the first extension option. This is the 2nd year of a four (4) year contract. The contract is being extended through January 26, 2017.
SUPPLIER: Allen Refractories Company (31-0787950), Expires July 1, 2017
Allen Refractories 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.
1. Amount of additional funds: Total amount of additional funds needed for this contract modification No. 1 is $200,000.00. Total contract amount including this modification is $675,000.00.
2. Reason additional funds were not foreseen: Additional funds were foreseen. The original contract allows for three (3) extension periods on a year to year basis. This modification is to provide the funding necessary for the payment of services to be provided through January 26, 2017. This legislation is to exercise the renewal option to modify, increase and extend the contract for fiscal year 2016 for the Division of Sewerage and Drainage.
3. Reason other procurement processes not used: Work under this modification is a continuation of services included in the scope of the original bid contract. No lower pricing/more attractive terms and conditions are anticipated at this time.
4. How was cost determined: The cost, terms and conditions are in accordance with the original agreement.
FISCAL IMPACT: $200,000.00 is being requested for this planned modification. If additional funding is needed for 2016, it will be requested at a later date.
$56,455.78 was spent to date in 2015
$0.00 was spent in 2014
Title
To authorize the Director of Public Utilities to enter into a planned modification of the Refractory and Thermal Systems Maintenance Services contract with Allen Refractories Company for the Department of Public Utilities, and to authorize the expenditure of $200,000.00 from the Sewer System Operating Fund. ($200,000.00)
Body
WHEREAS, the Department of Public Utilities has an established contract with Allen Refractories Company for Refractory and Thermal Systems Maintenance Services; FEM Project No. 1301.4; and
WHEREAS, the Department of Public Utilities wishes to modify, increase and extend EA012766 with Allen Refractories Company to provide for Refractory and Thermal Systems Maintenance Services per the original contract for 2016; and
WHEREAS, the original contract EA012766 was established for a period of one (1) year with three (3) additional one (1) year renewal options; this modification is the second year of the contract and will add $200,000.00. All terms and conditions of the original agreement remain in full force and effect. This planned modification No. 1 will extend the contract through January 26, 2017 to provide for the continuation of the services without interruption, and
WHEREAS, the vendor has agreed to modify, increase and extend EA012766 at current prices and conditions, and it is in the best interest of the City to exercise this option; and
WHEREAS, this modification is in accordance with the relevant provision of Chapter 329 of the Columbus City Codes relating to contract modifications; and
WHEREAS, it has become necessary in the usual daily operations of the Department of Public Utilities to authorize the Director to execute a contract modification with Allen Refractories Company for the continuation of the Refractory and Thermal Systems Maintenance Services by modifying, increasing and extending the existing contract for one (1) year through January 26, 2017; now, therefore
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of Public Utilities be and is hereby authorized to modify, increase and extend Contract No. EA012766 with Allen Refractories Company, 131 Shackelford Road, Pataskala, OH 43062 for Refractory and Thermal Systems Maintenance Services for the various facilities of the Department of Public Utilities, FEM Project No. 1301.4, in accordance with the terms and conditions on file in the office of the Division of Sewerage and Drainage. Total amount of modification No. 1 is ADD $200,000.00. Total contract amount including this modification is $675,000.00.
SECTION 2. That this modification is in accordance with the relevant provisions of Chapter 329 of the Columbus City Codes relating to contract modifications.
SECTION 3. That the expenditure of $200,000.00 or so much thereof as may be needed, be and the same hereby is authorized from the Sewer System Operating Fund, Fund 650, Department 60-05, to pay the cost of this contract as follows:
OCA: 605378
Object Level 1: 03
Object Level 03: 3372
SECTION 4. 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 5. That this ordinance shall take effect and be in force from and after the earliest period allowed by law.