Explanation
This legislation authorizes the Director of the Department of Public Utilities (DPU) to modify an existing contract with Advanced Waste Management Systems, Inc. for audit and registration services to obtain and maintain 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 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 4/3/2020 (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 Phase 3 is $23,000.00. The original contract was established for $39,000.00. The total cost of the original contract ("Phase 1") and modification #1 ("Phase 2") is $62,000.00, this modification #2 will add an additional $23,000.00 for a total of $85,000.00. The modification of the maximum monetary obligation under this contract represents funding added during the contract period for costs related to the services provided. The need for increased funding is to cover anticipated contract billings through February 28, 2020.
2. Reason additional needs were not foreseen: The need for additional funds was foreseen and is outlined in the original agreement and identified as Phase 3. This legislation is to encumber the funds required for Phase 3.
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: $23,000.00 is needed and is budgeted in the 2019 Public Utilities Budget. This ordinance is contingent on the passage of the 2019 Operating Budget, Ordinance #2871-2018.
Spent in 2018: $20,683.50
Spent in 2017: $31,190.95
Title
To authorize the Director of Public Utilities to enter into a planned modification with Advanced Waste Management Systems, Inc. for Environmental Management System Audit and Registrar Services for the Department of Public Utilities, to authorize the expenditure $1,403.00 from the Power Operating Fund, $8,924.00 from the Water Operating Fund, $10,005.00 from the Sewerage Operating Fund, and $2,668.00 from the Storm Water Operating Fund ($23,000.00).
Body
WHEREAS, the Department of Public Utilities has a need for environmental management system auditing and registrar services to determine its conformance with ISO 14001:2015 Standard, and
WHEREAS, the current contract with Advanced Waste Management Systems, Inc. provides the Department of Public Utilities with auditing and registrar services; and
WHEREAS, the vendor has agreed to move forward with Phase 3 as outlined under the terms of the original contract, and it is in the best interest of the City to modify the contract to exercise this option; and
WHEREAS, it has become necessary in the usual daily operation of the Department of Public Utilities to authorize the Director to enter into a contract modification for Registrar Services to the ISO 14001:2015 Standard with Advanced Waste Management Systems, Inc. for the preservation of public health, peace, property, 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 and increase contract number PO052660 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. Total amount of modification #2 is to ADD $23,000.00. Total contract amount including all modifications is $85,000.00.
SECTION 2. That the expenditure of $23,000.00 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.