Explanation
The Department of Public Utilities maintains an effective environmental compliance program in order to maintain consistent compliance with environmental laws and regulations and 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 requires audit and registration services to obtain third-party certification of its conformance with the International Organization for Standardization (ISO) Standards (ISO 14001:2015 Standard) and to sustain an effective Environmental Management System program through yearly surveillance audits.
The Department of Public Utilities (DPU) is responsible for the daily administration, operation and maintenance of the City of Columbus water supply and distribution system including three (3) water treatment plants; sanitary and storm water collection and treatment system including two (2) waste water treatment plants and a bio-solids composting facility; and electricity power distribution including numerous power substations and transformers. DPU operations are subject to multiple environmental permits which include two (2) Title V permits, numerous state air permits, six (6) National Pollutant Discharge Elimination System (NPDES) permits, and general storm water permits. Additionally, DPU administers the pretreatment and storm water regulatory programs (MS4 Permit Program) for the City of Columbus. These extensive operations and regulatory requirements support the need for a robust EMS program.
The Department of Public Utilities advertised Request for Proposals (RFPs) for the subject services in the City Bulletin in accordance with the applicable provisions of Columbus City Code, Chapter 329 (RFQ002765). One hundred ninety (190) vendors were solicited, including two (2) MBR, five (5) M1A, one (1) MBE, one (1) HL1, eight (8) F1 and six (6) AS1 businesses. One (1) proposal (MAJ) was received on September 23, 2016. The proposal was reviewed based on quality and feasibility. Advanced Waste Management Systems, Inc. was determined to be best qualified to provide the professional services necessary for the EMS Audit and Registrar Services. The contract is for three (3) years with the first year not to exceed $39,000.00 and each subsequent year to not exceed $23,000.00 for a total cost of $85,000.00. Each year of the contract is subject to review and approval by the City Council, the Mayor, and the Auditor's certification of funds.
SUPPLIER: Advanced Waste Management Systems, Inc. (62-1249287), expires 5/10/2018 (MAJ)
The company is not debarred according to the Excluded Party Listing System of the Federal Government.
FISCAL IMPACT: $39,000.00 is needed and is budgeted for this project. This ordinance is contingent on the passage of the 2017 Operating Budget, Ordinance #2863-2016.
Spent in 2016: $21,273.71
Spent in 2015: $18,562.80
Title
To authorize the Director of Public Utilities to enter into a contract with Advanced Waste Management Systems, Inc. for Environmental Management System Audit and Registrar Services for the Department of Public Utilities; to authorize the expenditure $2,379.00 from the Power Operating Fund, $15,132.00 from the Water Operating Fund, $16,965.00 from the Sewerage Operating Fund, and $4,524.00 from the Storm Water Operating Fund. ($39,000.00)
Body
WHEREAS, the Department of Public Utilities has a need for environmental management system auditing and registrar services to certify its compliance with ISO 14001:2015 Standard; and
WHEREAS, the contract provides the Department of Public Utilities with auditing and registrar services; and
WHEREAS, based on the evaluation of the proposals, the Department of Public Utilities accepted the proposal as submitted by Advanced Waste Management Systems, Inc.; and
WHEREAS, services under this agreement are to be provided over a period of three years with funds being reviewed and approved each year of the three year contract by City Council and the Mayor, and Auditor's certification of funds; and
WHEREAS, the City may, at any time during the performance of the services under this Agreement, propose a modification of the Contract by a properly authorized written instrument. With the approval of City Council and execution of such modification by both parties hereto, it shall be fully incorporated into this Contract and shall govern all subsequent performance under the Contract; and
WHEREAS, it has become necessary in the usual daily operation of the Department of Public Utilities to authorize the Director to enter into contract with Advanced Waste Management Systems, Inc. for audit and registrar services for the public health, safety and welfare; 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 enter into contract with Advanced Waste Management Systems, Inc., for Audit and Registrar Services in accordance with the terms and conditions on file in the office of the Director of Public Utilities.
SECTION 2. That the expenditure of $39,000.00 or so much thereof as may be needed, is hereby authorized per the accounting codes in the attachment to this ordinance.
SECTION 3. That the said firm shall conduct the work to the satisfaction of the Director of Public Utilities.
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.