Explanation
This legislation authorizes the Director of Public Utilities to renew and extend (Mod#4, 3rd contract renewal) the service contract with Bermex Inc. in the amount of $850,000.00 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 began an Automated Metering Infrastructure (AMI) implementation 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 Chapter 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 was for one (1) year, from the date of execution, (August 1, 2018 to July 31, 2019) 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 $850,000.00. If unforeseen issues or difficulties are encountered that would require additional funding, a renewal 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 renewal no. 4 is $850,000.00. The Division will request additional future modifications as additional work orders are approved. Total contract amount including this renewal is $2,800,000.00.
2. Reasons additional funds were not foreseen: The need for additional funds was known at the time of the initial contract. This Renewal is to provide the additional funding necessary for the payment of services to be provided through July 31, 2020.
3. Reason other procurement processes were not used: This is a planned renewal to provide professional services for Meter Reading.
4. How was cost determined: The costs of Renewal No. 4 were based on planned renewal amounts estimated based on the level of work orders submitted and estimated monthly consultant invoice amounts. The cost, terms and conditions are in accordance with the original agreement.
FISCAL IMPACT: $850,000.00 is budgeted in the Water Operating Fund and Available for this Contract.
1383-2019 April through December- $1,000,000.00
0222-2019 January through March- $240,000.00
1466-2018 August through December - $270,000.00
EMERGENCY DESIGNATION: This ordinance is being submitted as an emergency measure in order to expedite the approval of this contract renewal.
Title
To authorize the Director of Public Utilities to renew and extend a service contract with Bermex, Inc. to provide Water Meter Reading Services for the Division of Water; to authorize the expenditure of $850,000.00 from the Water Operating Fund; and to declare an emergency. ($850,000.00)
Body
WHEREAS, Ordinance No. 1466-2018, passed by the Columbus City Council on June 11, 2018, authorized the Department of Public Utilities, Division of Water, to enter into a contract with Bermex, Inc. for Water Meter Reading Services; and
WHEREAS, it is necessary to authorize the renewal and extension (Mod No. 4) of that contract; and
WHEREAS, this renewal and extension is in accordance with the relevant provisions of Chapter 329 of the City Code relating to contract modifications and renewals; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Utilities, Division of Sewerage and Drainage in that it is immediately necessary to authorize the Director of Public Utilities to enter into a planned renewal for the continuation of Meter Reading services with Bermex, Inc., without delay, for the immediate preservation of the 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 hereby is authorized to renew and extend 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 the expenditure of $850,000.00 or so much thereof as may be needed, is hereby authorized in object class 03-Services, Water Operation Fund 6000, the accounting codes in the attachment to this ordinance.
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 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 6. That for the reasons stated in the preamble hereto, which is hereby made a part hereof, this Ordinance is hereby declared to be an emergency measure, and shall take effect and be in force from and after its passage and approval by the Mayor, or ten days after passage if the Mayor neither approves nor vetoes the same.