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File #: 2956-2018    Version: 1
Type: Ordinance Status: Passed
File created: 10/18/2018 In control: Public Utilities Committee
On agenda: 12/3/2018 Final action: 12/6/2018
Title: To authorize the Director of Public Utilities to enter into a planned modification with Bermex Inc. to provide Water Meter Reading Services for the Division of Water; and to authorize the expenditure of $100,000.00 from the Water Operating Fund. ($100,000.00)
Attachments: 1. 2956-2018 DAX Financial Coding, 2. 2956-2018 Information

Explanation

 

This legislation authorizes the Director of Public Utilities to enter into a planned modification (Mod#1) for professional services with Bermex Inc. in the amount of $100,000.00 for continuation of Water Meter Reading Services for the Division of Water.

 

Ordinance 1466-2018 authorized the Director of Public Utilities to enter into a contract with Bermex Inc. to provide Water Meter Reading Services, recurring monthly and quarterly for predetermined routes within the City of Columbus.  Service to include data collection through manual reads and radio reads using DPU’s equipment. 

 

DPU is planning to begin an Automated Metering Infrastructure (AMI) implementation starting late 2018/early 2019.  The implementation may take anywhere from 3 to 5 years.  The intent of this contract is to bridge the gap between the start of the AMI implementation and its conclusion, where it is expected that most meters will be able to be read remotely. 

 

The Department of Public Utilities solicited Competitive Bids for the services in accordance with the provisions of Section 329 (RFQ008758).  76 vendors were solicited.  Two (2) bids were received and opened on 4/27/18. The Division of Water recommended a contract award to the most responsive and responsible bidder, Bermex Inc while establishing an Indefinite Quantity Agreement to be utilized on an as needed basis.

The original contract is for one (1) year, from the date of execution, with the option to renew for five (5) additional years based upon mutual agreement, budgeted funds, and approval by City Council.  For each renewal year, funds for service shall be reviewed and expenditures shall be approved by ordinance of City Council, and the appropriation and certification of funds by the City Auditor.  The maximum obligation of the City, for service described in this agreement, is limited to the amount of $100,000.00 for a period of one (1) year from the date of execution. Initial contract - August 1, 2018 to July 31, 2019.  If unforeseen issues or difficulties are encountered that would require additional funding, a modification would be required.

SUPPLIER:  Bermex Inc. Vendor# 015334 (38-3326896), Expires April 12, 2020

Bermex Inc. 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 $100,000.00. The Division will request additional future modifications as additional work orders are approved. Total contract amount including this modification is $550,000.00. 

 

2.                     Reasons additional funds were not foreseen:  The need for additional funds was known at the time of initial contract. This is a planned contract modification.

 

3.                     Reason other procurement processes were not used:  This is a planned modification to provide professional services for Meter Reading.

 

4.                     How was cost determined:  The costs of modification No. 1 were based on planned modification amounts estimated based on the level of work orders submitted and estimated monthly consultant invoice amounts. 

 

 

FISCAL IMPACT:  An additional $100,000.00 is budgeted in 03-Service for this contract. 

Ord 1466-2018 set up $450,000 for 2018.

 

 

Title

 

To authorize the Director of Public Utilities to enter into a planned modification with Bermex Inc. to provide Water Meter Reading Services for the Division of Water; and to authorize the expenditure of $100,000.00 from the Water Operating Fund.  ($100,000.00)

 

Body

 

WHEREAS, Ordinance No. 1466-2018, passed by the Columbus City Council on June  18, 2018, authorized the Department of Public Utilities, Division of Water, to enter into a contract Water Meter Reading Services; and

 

WHEREAS, it is necessary to authorize a planned modification (Mod No. 1) of the Professional Services agreement with Bermex Inc. for the Division of Water; and

 

WHEREAS, this modification is in accordance with the relevant provisions of Chapter 329 of the City Code relating to contract modifications; and

 

WHEREAS, it has become necessary in the usual daily operation of the Division of Water to authorize the Director of Public Utilities to enter into a planned modification for the continuation of Meter Reading services with Bermex Inc; now, therefore,

 

BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:

 

SECTION 1. That the Director of Public Utilities be and hereby is authorized to modify and increase a contract with Bermex Inc. for the Department of Public Utilities, Division of Water

 

SECTION 2.  That said firm shall conduct the work to the satisfaction of the Director of Public Utilities and the Administrator of the Division of Water.

 

SECTION 3.  That this modification is in accordance with the relevant provisions of Chapter 329 of the City Code relating to contract modifications.

 

SECTION 4.  That the expenditure of $100,000.00 or so much thereof as may be needed, is hereby authorized per the accounting codes in the attachment to this ordinance.

 

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 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 7.  That this Ordinance shall take effect and be in force from and after the earliest period allowed by law.