Explanation
The purpose of this legislation is to authorize the Director of Public Utilities to enter into contract renewal No. 3 with General Temperature Control, Inc. for the purpose of providing Boiler Maintenance Services for the Department of Public Utilities facilities at the Southerly Wastewater Treatment Plant, Jackson Pike Wastewater Treatment Plant, the Sewer Maintenance Operations Center, the Dublin Road Water Treatment Plant and the Hap Cremean Water Treatment Plant, FEM Project No. 1502.8. Other Department facilities may be added in the future. The work to be performed under this contract will be mainly boilers and their associated equipment and systems that require inspection, testing, troubleshooting, chemical addition and balancing, maintenance, and repair or replacement of failed components. The work may also include updating of software and firmware for the various boiler system heating units or any boiler associated equipment. Maintenance and repair of piping systems, fees for State Inspections and necessary chemicals are also considered part of the boiler system and therefore part of the required work.
The Department of Public Utilities solicited Competitive Bids for the subject services in accordance with the relevant provisions of Section 329 (RFQ006735). Six hundred ninety-one (691) vendors were solicited. One (1) bid (1 MAJ) was received, on October 4, 2017. General Temperature Control, Inc. was determined to be the lowest, responsive, responsible and best bidder.
The original contract was for one (1) year to and including January 22, 2019. The contract language allows for the Department of Public Utilities to renew the contract for three (3) additional years based upon mutual agreement of the parties, availability of budgeted funds, and approval by City Council. If unforeseen issues or difficulties are encountered that would require additional funding, a modification would be requested. This contract is being renewed for year 4 of the contract and extended through January 22, 2022.
This ordinance is being submitted in accordance with the relevant provisions of Chapter 329 of the City Code relating to contract modifications and renewals.
SUPPLIER: General Temperature Control, Inc. (31-1201236), DAX Vendor #004830, Expires November 30, 2022.
General Temperature Control, 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 renewal No. 3 is $300,000.00. Total contract amount including this modification is $1,629,999.00 (Original Contract: $295,000.00; Supplement PO: $49,999.00; Ordinance #2901-2018 (Renewal #1): $287,000.00; Ordinance #1411-2019 (Modification #1): $300,000.00; Ordinance #2521-2019 (Renewal #2): $100,000.00; Ordinance #0774-2020 (Modification #2): $298,000.00. This Ordinance (Renewal #3): $300,000.00.
2. Reason additional funds were not foreseen: The need for additional funds was provided for at the time of the original contract.
3. Reason other procurement processes not used: Work under this renewal is a continuation of services included in the scope of the original bid contract. No lower pricing/more attractive terms and conditions are anticipated at this time.
4. How was cost determined: The cost, terms and conditions are in accordance with the original agreement.
FISCAL IMPACT: $300,000.00 is budgeted and needed for this modification and $270,000.00 will be funded by the Division of Sewerage and Drainage and $30,000.00 will be funded by the Division of Water.
This ordinance is contingent on the passage of the 2021 Operating Budget. (Ordinance #2503-2020)
$365,854.42 was spent in 2020
$400,874.22 was spent in 2019
Title
To authorize the Director of Public Utilities to enter into a planned contract renewal with General Temperature Control, Inc. to provide Boiler Maintenance Services for various facilities of the Department of Public Utilities, and to authorize the expenditure of $270,000.00 from the Sewerage System Operating Fund and $30,000.00 from the Water Operating Fund. ($300,000.00)
Body
WHEREAS, bids for Boiler Maintenance Services for the various facilities of the Department of Public Utilities were received by the Director of Public Utilities and opened on October 4, 2017; and
WHEREAS, the Division of Sewerage and Drainage recommended that an award be made to the lowest, responsive, and best bidder, General Temperature Control, Inc.; and
WHEREAS, the original contract was established for a period of one (1) year to and including January 22, 2019. The contract language allows for the Department of Public Utilities to renew the contract for three (3) additional years based upon mutual agreement of the parties, availability of budgeted funds, and approval by City Council; and
WHEREAS, the Department of Public Utilities now wishes to renew, increase and extend contract PO098732 with General Temperature Control, Inc. for Boiler Maintenance Services; and
WHEREAS, this renewal No. 3 will extend the contract through and including January 22, 2022, and add $300,000.00. All terms and conditions of the original agreement remain in full force and effect. If other Department of Public Utilities facilities are added, and/or if unforeseen issues or difficulties are encountered that would require additional funding, a modification would be required; and
WHEREAS, it has become necessary in the usual daily operation of the Department of Public Utilities, Division of Sewerage and Drainage and Division of Water, to authorize the Director of Public Utilities to renew, increase and extend the current contract for Boiler Maintenance Services with General Temperature Control, Inc.; 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 a planned contract renewal, and to increase and extend its Contract No. PO098732 with General Temperature Control, Inc., 970 West Walnut Street, Canal Winchester, Ohio 43110, for Boiler Maintenance Services at the various facilities of the Department of Public Utilities, in accordance with the terms and conditions on file in the Office of the Division of Sewerage and Drainage and the Office of the Division of Water. Total amount of renewal No. 3 is $300,000.00. Total contract amount including this modification is $1,629,999.00.
SECTION 2. That said firm shall conduct the work to the satisfaction of the Director of Public Utilities and the Administrators of the Division of Sewerage & Drainage and the Division of Water.
SECTION 3. That this renewal is in accordance with the relevant provisions of Chapter 329 of City Code relating to contract modifications and renewals.
SECTION 4. That the expenditure of $300,000.00 or so much thereof as may be needed, is hereby authorized in Fund 6100 Sewerage System Operating Fund in object class 02 Materials & Supplies in the amount of $135,000.00 and 03 Services in the amount of $135,000.00; and in Fund 6000 in object class 02 Materials & Supplies in the amount of $12,000.00 and 03 Services in the amount of $18,000.00, 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 this ordinance shall take effect and be in force from and after the earliest period allowed by law.