Explanation
The Department of Public Utilities maintains an effective environmental compliance program in order to reduce any environmental impacts associated with its various activities. As part of the Department’s Environmental Management System development process, the Department of Public Utilities has identified compliance with the Clean Air Act and other air quality rules as a regulatory subject area which requires additional support.
The Department of Public Utilities has ten (10) major facilities and numerous minor facilities with air emission sources requiring some level of air permitting or regulatory consideration for air emissions. Three facilities are covered under Title V air permits. The Department of Public Utilities requires the assistance of qualified and experienced consultant support to assist the Regulatory Compliance Section in managing the air compliance program. The consultant will assist with review and preparation of Ohio EPA and US EPA required reports, surveys of the Department of Public Utilities’ facilities to identify air emission sources, field studies of Department of Public Utilities’ air emissions to determine types and amounts of pollutants, development of standard operating procedures for chemical usage, emission sources and facility compliance and various other air compliance support functions.
The Department of Public Utilities advertised Requests for Proposals (RFPs) for the subject services in the City Bulletin in accordance with the provisions of Columbus City Code, Section 329.14 (SA005105). One hundred ninety-six (196) vendors were solicited, including nine (9) MBR, thirteen (13) M1A, eleven (11) F1 and four (4) AS1 businesses. Four (4) proposals (MAJ) were received on September 26, 2013. The proposals were reviewed based on quality and feasibility. T & M Associates was determined to be best qualified to provide the professional services necessary for the Air Compliance Assistance Project. The contract was executed with T & M Associates on July 3, 2014 The contract was established for three (3) years, with funding for each year of the contract subject to review and approval by the City Council, the Mayor, and the Auditor's certification of funds. With this requested modification for third year funding of ADD $50,000, the total contract cost will be $900,000.
This is the second of two planned modifications of the contract. This modification will ADD $50,000 and cover the costs associated with third year activities which are consistent with services described in the original proposal. This modification will extend the contract through July 2, 2017. All terms and conditions of the original agreement remain in full force and effect.
SUPPLIER: T & M Associates (22-1806708), expires 9/15/2018 (MAJ)
The company is not debarred according to the Excluded Party Listing System of the Federal Government.
1. Amount of additional funds: The amount of additional funds needed for the third year is $50,000.00. The first year contract was established for $250,000.00. The first modification for the second year of the contract added $600,000.00, and this second modification for the third year of the contract will ADD $50,000.00 for a total contract cost of $900,000.00.
2. Reason additional needs were not foreseen: The need for $50,000 additional funds was foreseen, was budgeted, and is outlined in the original agreement and identified as part of the general services to be provided. This legislation is to encumber the funds required for the third year of the contract.
3. Reason other procurement processes not used: The same exact service is required as originally proposed. No lower pricing/more attractive terms and conditions are anticipated at this time.
4. How cost was determined: The cost, terms and conditions are in accordance with the original agreement.
FISCAL IMPACT: $50,000.00 is needed and is budgeted in the 2016 Public Utilities Budget.
Prior Years' Encumbrances for this project
2014: $250,000.00
2015: $600,000.00
Title
To authorize the Director of Public Utilities to enter into a planned contract modification with T & M Associates for professional services related to Air Compliance Support for the Department of Public Utilities; and to authorize the expenditure of $50,000.00 from the Water Operating Fund. ($50,000.00)
Body
WHEREAS, the Department of Public Utilities has a continued need to sustain its environmental management system to ensure that its air compliance requirements are met and its environmental footprint is reduced, and
WHEREAS, the contract provides the Department of Public Utilities professional services of air compliance requirements including preparation of Ohio EPA and US EPA reports, surveys of the Department air emission sources, field studies of Department air emissions for determination of potential pollutants, development of standard operating procedures for chemical usage, emission sources and facility compliance and various other air compliance functions; and
WHEREAS, the Department of Public Utilities established a contract EL016011 with T & M Associates for professional services related to air compliance; and
WHEREAS, the original contract EL016011 was established for a period of three years subject to review and approval by City Council and the Auditor's certification of funds. The amount of Modification No. 2 is ADD $50,000.00. Total contract amount including this modification is $900,000.00. All terms and conditions of the original agreement remain in full force and effect, and
WHEREAS, the vendor has agreed to modify and increase EL016011 at current prices and conditions, and it is in the best interest of the City to exercise this option; and
WHEREAS, it has become necessary in the usual daily operation of the Department of Public Utilities to modify the above referenced contract because these professional services are necessary to continue the air compliance requirements and are for the preservation of public health, peace, property and safety; 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 and directed to modify contract EL016011 with T & M Associates, 4675 Lakehurst Court, Suite 250, Dublin, Ohio 43016 for professional services related to Air Compliance Support for the Department of Public Utilities. The amount of Modification No. 2 is ADD $50,000.00. Total contract amount including this modification is $900,000.00.
SECTION 2. That this modification is in accordance with the relevant provisions of Chapter 329 of the Columbus City Codes.
SECTION 3. That the expenditure of $50,000.00 or so much thereof as may be needed, is hereby authorized per the accounting codes in the attachment to this ordinance.
SECTION 4. That the said firm shall conduct the work to the satisfaction of the Director of Public Utilities.
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 this Ordinance shall take effect and be in force from and after the earliest period allowed by law.