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State of Ohio - Controlling Board Request
STATE OF OHIO
CONTROLLING BOARD
30 East Broad Street, 34th Floor
Columbus, Ohio 43215-3457
(614) 466-5721 FAX:(614) 466-3813
CAPITAL REQUEST Controlling Board No.
AGR0100487
Status:  Approved
Meeting Date:  6/15/2020

GENERAL INFORMATION

Agency
Agriculture


Division/Institution
Administration

Eligible for Local Administration?
Yes
Real Estate Acquisition
    Release of Capital Funds(R.C.Sec. 127.14G) and/or R.C.126.14
    Transfer of Capital Funds (R.C.Sec. 127.14G and/or Sec. 127.15)
    Higher Education Authorization Request (Sec. 3333.071)
    Other Statutory Authority/Bill Section:
Fiscal Year(s)
2020
Bill No.
H.B. 529
Eligible for OBM
Director Approval?
No
Capital Request
    Release of Capital Funds (R.C.Sec. 127.14G)
    Transfer of Capital Funds (R.C.Sec. 127.14G and/or Sec. 127.15)
    Waiver of Competitive Selection (R.C.Sec. 127.16B)
      No Competitive Opportunity
      Agency Released Competitive Opportunity
    Agency Released Competitive Opportunity (R.C.Sec. 127.162)
    Release Percent for Arts (R.C.Sec. 3379.10)
    Other Statutory Authority/Bill Section:
    Other:

VENDOR INFORMATION
For FYAmountNameAddressCounty
AGR01 2020 $25,000.00 Trane US Inc 2300 CITYGATE DR
Columbus, OH 43219
Franklin
AGR01 2020 $5,000.00 Columbus Electrical Works Co 777 N. 4th St
Columbus, OH 43215
Franklin

TRANSFER INFORMATION
FromToFYFund GroupFund CodeAppropriation Line ItemAppropriation Line Item NameTransfer AmountPrev Rel Amount
         

FUNDING INFORMATION
Fund GroupFund CodeAppropriation Line ItemAppropriation Line Item NameTotal Amount
7026 C70007 Building and Grounds Renovation $30,000.00

SIGNATURES
     
Dorothy Pelanda 06/15/2020
   
Agency Director or Authorized Agent On The Date Of
   
05/22/2020 W. Fletch Zimpher
   
Date Controlling Board President/OBM Director
   
AGENCY CONTACT
Name:  George McNab Title:  Legislative Liaison
Phone:  (614) 728 - 4213 Fax:  (614) 466 - 6124 E-Mail:  george.mcnab@agri.ohio.gov
REQUIRED EXPLANATION OF REQUEST
  The Ohio Department of Agriculture (AGR) respectfully requests Controlling Board approval to release $30,000 from fund 7026, ALI C70007 (Building and Grounds Renovation) in FY20, and waivers of competitive selection in the amount of $25,000 for Trane US Inc., 300 Citygate Dr., Columbus, Ohio, Franklin County and $5,000 for Columbus Electric Works Co., 777 N. 4th St., Columbus, Ohio, Franklin County, for the purchase of parts, refrigerant and bearings to renovate a chiller in Building 22, in Reynoldsburg, Ohio, Licking County.  
  Building #22 is the building that the Ohio Department of Health and Ohio Environmental Protection Agency shares on the Ohio Department of Agriculture's Reynoldsburg campus that houses sensitive laboratory equipment. This request will complete a project to refurbish and rebuild one of the building's three chillers which have corrosion and leaks. The renovation of the chiller is being completed by Siemens under a contract that does not include parts or the rebuild of the chiller motor.

We are requesting a single source waiver of competitive selection to purchase bearings, oil, refrigerant, filters, and gaskets from Trane US Inc. The chillers were manufactured by Trane and we are requesting to purchase parts from Trane that will be compatible with the existing chiller. We are also requesting a waiver of competitive selection for Columbus Electric which will dry out, clean, and repair the winding of the chiller motor and install the main bearing. The Department provided an agency released competitive opportunity by seeking quotes from three electrical companies in Columbus who were able to renovate the motor. Columbus Electric provided the lowest quote for labor. The motor parts were not quoted because they cannot be determined until after the motor is disassembled.

Although the amount being spent for this work is below the Controlling board threshold for both vendors, the Department has another FY20 spending with both vendors, which in aggregate will exceed the threshold.
 
  AGR0100400  
Attachments Controlling Board Request No.: AGR0100487
Attachment TypeAttachment Description
Other Single Source Letter
Project Budget Project Budget
 
Release and Permit Information
NameFYAmountR & P #R & P DateIssued ByComments
Trane US Inc 2020 $25,000.00
Columbus Electrical Works Co 2020 $5,000.00

Capital Request Required Information
Architect, Engineering, or Other Professional Service Contracts/Construction Manager at Risk or Design Build Contracts - Columbus Electrical Works Co
Controlling Board Request No.: AGR0100487
1. 
Type of Service to be provided: Dry out, clean and repair chiller motor winding and install the main bearing.
 
2. Selection Process:
a. Explain how the Request for Proposal (RFP)/Request for Qualifications (RFQ) was publicized or advertised.
The chiller is being rebuilt by Siemens under a contract that does not include rebuilding the chiller motor. The Department located and requested quotes for the labor portion of the motor rebuild from three companies. The parts required for the rebuild cannot be determined until the motor is disassembled. Therefore the vendor was selected based on the labor quote. The requested release of $5,000 is required to pay for the labor and estimated parts.
   
b.
Number of proposals distributed. 3
c.
Number of days in which interested parties had to respond to the RFP/RFQ. 14
d.
Number of proposals received. 2
e. For each proposal or statement of qualifications received, provide name, complete address of the principal place of business, and amount of each proposal (or attached as a list)..
Name Proposal AmountAddressCityStateCounty
Columbus Electrical Works $2,400.00 777 N 4th St Columbus OH Franklin
Ohio Electric $3,750.00 1909 E. Livingston Ave Columbus OH Franklin
Ohio Electric (No quote offered)) $.00 900 Gray St. Columbus OH Franklin
   
f. Indicate who rated the responses and was involved in the selection of the contractor.
Robert Kibler, Facilities Chief and Ed Davisson, Program Administrator, in consultation with Siemens, the contractor, selected the vendor.
   
3.
Identify the selected contractor. Columbus Electrical Works Co
 
  Explain why this contractor was selected.
   
  Columbus Electric provided the lowest labor quote. Columbus Electric will dry out, clean and repair the winding of the motor and install the main bearing. Columbus Electric has provided this service for the renovation of the other chillers in Building #22 and the Department found their work to be of high quality.
4. Provide contractor's location of their principal place of business. 
 
777 N. 4th St
Columbus, OH 43215
County: Franklin
5. Provide contractor's location from which all or most or contract work will be performed, if different from the location of principal place of business.
 

 OH 
County:
   
6. Identify all state contracts which the selected contractor has had approved by the Controlling Board since the beginning of the last fiscal year through this fiscal year to date. Also include contracts approved for this agency or institution of higher education.
   
 
a. Total number of contracts: 0
b. For each contract, list the state agency and the contract amount.
AgencyContract/Agreement AmountFY
7. 
Provide the following employee information: Nationwide Ohio
Total Number of Employees 6    6   
Percentage of Women 17% 0%
Percentage of Minorities 0% 0%
8.
What percent of the work will be done by subcontractors? 0%
   
If more than 50%, provide the following employee information.
SubcontractorNationwide
# of Employees
Nationwide
% of Women
Nationwide
% of Minorities
Ohio
# of Employees
Ohio
% of Women
Ohio
% of Minorities
9. Fee Analysis: For design-build and construction management at risk services, also provide a fee analysis that includes the following:
 
a. Total estimated construction cost:   $0.00
 
b. Provide the following information regarding the contractor's fees for the services to be performed. 
 
Fee Analysis Contract Amount Percent of Total Construction Cost
Professional Design Services and/or Construction Management Services/Design-Build   $0.00   0%
Personnel Cost   $0.00   0%
Testing & Special Inspections   $0.00   0%
General Conditions   $0.00   0%
Design Services Fees(A/E of Record in Design-Build Contract only)   $0.00   0%
Other-
  $0.00   0%
  Refer to the requirements of Revised Code Sections 153.65-153.70.

Capital Request Required Information
Purchases of Equipment - Trane US Inc
Controlling Board Request No.: AGR0100487
1.  Identify the equipment and provide the amount of each item.
   
Supply/Equipment NamePrice per UnitNumber of UnitsAmount
Bearings, Oil, Refrigerant, Filters, Gaskets $25,000.00 1 $25,000.00
   
2. Selection Process
 
a.  Explain how the Request for Proposal (RFP) or Request for Quote (RFQ) was publicized or advertised.
  The chiller is being renovated by Siemens, under a scope of work that does not include replacement parts. Based on the cost to rebuild other chillers, the Department expects the parts to cost about $25,000. When the parts are identified for replacement, a quote will be requested to purchase the parts from Trane US Inc. which is the manufacturer of the chiller.
b. Number of proposals/quotes distributed. 1
c. Number of days in which interested parties had to respond to the RFP or RFQ. 7
d. Number of proposals received. 1
e. For each proposal/quote received provide name, complete address of the principal place of business, and amount of each proposal (or attach a list).
NameProposal AmountAddressCityStateCounty
Trane US Inc $25,000.00 2300 Citygate Dr Columbus OH Franklin
   
f. Indicate who rated the responses and was involved in the selection of the contractor.
  Rob Kibler, Facilities Chief selected the vendor in consultation with Siemens, the contractor who is rebuilding the chiller.
   
3.
Identify the selected vendor.   Trane US Inc
  Explain why this vendor was selected.
  The chillers were manufactured by Trane and we are requesting to purchase parts from Trane that will be compatible with the existing chiller.
4. Provide vendor's location of their principal place of business.
 
2300 CITYGATE DR
Columbus, OH 43219
County: Franklin