Explanation
BACKGROUND: The Department of Technology has entered into contract with Advanced Engineering Consultants, Ltd, (AEC) for consulting and related services; authorized by the passage of ordinance number 2163-2006, passed by City Council on December 11, 2006; associated with the design of the Heating, Ventilation and Air Conditioning (HVAC) system, a system that is critical to daily computer operations, as it controls humidity and provides most favorable air temperatures required for the computer facility environment. This contract allowed the Advanced Engineering Consultants, Ltd, to assist the Department of Technology with developing engineering plans and bid specifications for the evaluation of the computer center's HVAC system; an effort that was necessary to determine the need for improvements, repairs and or replacement of the HVAC system, which will ultimately reduce the risk of service interruption associated with computer operations, which provides services to various City Agencies.
After reviewing and assessing the HVAC equipment, location area and environment, the Department of Technology realized that the fire suppressant system is in need of replacement. Through further analysis, research and assessment, the Department has concluded that the FM-200 is a fire suppression system; utilized to detect and suppress fires; thus minimizing and reducing harmful fumes and damage; suitable to replace the current system. Also, it has been determined that the FM-200 conforms to the Mayor's green initiative; and as the two systems are directly related with protecting computers, servers, and other technology equipment associated and linked to one monitoring system and one alarm system; the Department desires to implement this fire suppressant system in conjunction with the HVAC replacement system prior to April 2008; while at the same time controlling the environment where the aforementioned equipment is located.
It would be cost effective and in the best interest of the City to modify and extend the current contract with Advanced Engineering Consultants, Ltd, as they can revise and update the existing plans for the fire suppressant system, thus saving time and cost. Through this ordinance, the Department of Technology request approval to modify and extend the existing agreement with Advanced Engineering Consultants, Ltd. This modification will provide for services associated with engineer plans and other related services for the fire suppressant system; along with construction management services for the HVAC system (currently in process).
Also, this ordinance request approval to waive competitive bid so that Advanced Engineering Consultants, Ltd. may provide the necessary services associated with the implementation of the fire suppressant system; in conjunction with the HVAC system that is currently in progress, and to provide for the construction management services necessary for the HVAC project.
Funds for this contract modification, totaling $46,700.00 have been identified in the Information Services Bond Fund.
This ordinance also authorizes the transfer of cash from another project within the aforementioned fund and the amendment to the 2007 Capital Improvements Budget to accommodate the afore-described expenditure authorized by this ordinance.
EMERGENCY: There is an immediate need to modify a contract with Advanced Engineering Consultants, Ltd. to provide for engineering plans for the fire suppressant system and construction management services necessary for the HVAC project; in order to continue with the improvement repairs and replacement of both systems, thus mitigating risks, before the 2008 summer months.
FISCAL IMPACT: Thus far this year, the Department of Technology has expended $40,000.00 with Advanced Engineering Consultants, Ltd for services related to the HVAC system. Funding for the services requested by this ordinance has been identified within the 2007 Information Services Capital Improvements Budget. In order to modify this contract, and to cover the cost for the modification and extension, in the amount of $46,700.00; bringing the aggregate contract total, including this modification is $96,700.00, a transfer of cash between projects is necessary. The expenditure for this modification will be contingent upon the transfer of funds from one project to another. Following the Bond sale, the project from which these funds are being transferred will be replenished.
CONTRACT COMPLIANCE NUMBER:
311612308 -- Expiration: 07/13/2008 Advanced Engineering Consultants, Ltd.
Title
To authorize the Director of the Department of Technology to modify and extend a contract with Advanced Engineering Consultants, Ltd. for engineering, consulting, construction management and other related services necessary for the HVAC and fire suppressant systems; to authorize the transfer of cash between projects in the Information Services Bond Fund; to amend the 2007 Capital Improvements Budget; to authorize the expenditure of $46,700.00; to waive the competitive bidding requirements of the Columbus City Codes; and to declare an emergency ($46,700.00)
Body
WHEREAS, the Department of Technology has entered into contract with Advanced Engineering Consultants, Ltd, (AEC) for consulting and related services; authorized by the passage of ordinance number 2163-2006, passed by City Council on December 11, 2006; associated with the design of the Heating, Ventilation and Air Conditioning (HVAC) system; and
WHEREAS, it has been determined that the FM-200 (fire suppressant system) conforms to the Mayor's green initiative; and as the two systems are directly related with protecting computers, servers, and other technology equipment associated and linked to one monitoring system and one alarm system; the Department desires to implement this fire suppressant system in conjunction with the HVAC replacement system; while at the same time controlling the environment where the aforementioned equipment is located; and
WHEREAS, through this ordinance, the Department of Technology request approval to modify and extend the existing agreement with Advanced Engineering Consultants, Ltd. This modification will provide for services associated with engineer plans and other related services for the fire suppressant system; along with construction management services for the HVAC system (currently in process); and
WHEREAS, there is an immediate need to continue with the improvement repairs and replacement of both systems, thus mitigating risks, before the 2008 summer months; and
WHEREAS, the Department of Technology requests that this ordinance provide approval to waive the competitive bidding provisions of the Columbus City Code 329; and
WHEREAS, there is sufficient capital authority in the Disaster Recovery Phase II project, Project No. 470037 to accommodate this purchase; and
WHEREAS, it is necessary to transfer cash between projects in the Information Services Bond Fund, and to amend the 2007 Capital Improvements Budget for the necessary services; and
WHEREAS, 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; and
WHEREAS, an emergency exits in the usual daily operation of the Department of Technology in that it is immediately necessary to modify and extend an existing contract with Advanced Engineering Consultants, Ltd. for engineering, construction management and other related services associated with the HVAC and fire suppressant systems; essential to support daily operations of all City agencies, thereby protecting the public health, peace, property, safety and welfare; now, therefore
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of the Department of Technology be and is hereby authorized to modify and extend an existing contract with Advanced Engineering Consultants, Ltd. to assist in developing engineering plans for the Halon system and to allow for other related services for the Data Center's HVAC system and the Halon system.
SECTION 2. That the City Auditor is hereby authorized and directed to transfer monies within the Information Services Bond Fund, Subfund No. 514-002, Department of Technology, Information Services Division, Division No. 47-02, as follows:
From:
Project Number: 470037| Project Name: Disaster Recovery Phase II| OCA Code: 470037| Amount Transfer Out: $46,700.00| Current Balance in Project: $244,898.22| New Balance in Project: $198,198.22
To:
Project Number: 470036|Project Name: HVAC Upgrade| OCA Code: 470036| Amount Transfer In: $46,700.00| Current Balance in Project: $0 |New Balance in Project: $46,700.00
SECTION 3. That the Capital Improvement Budget for the Department of Technology, Information Services Bond Fund, Fund 514, Subfund 002 is hereby amended as follows in order to establish sufficient funding authority:
Current 2007 CIB:
Project Number: 470037| Project Name: Disaster Recovery Phase II (Carryover Funding)| Amount: $1,491,306
Project Number: 470036|Project Name: HVAC Upgrade (Carryover Funding)| Amount: $0
Revised CIB:
Project Number: 470037| Project Name: Disaster Recovery Phase II (Carryover Funding)| Amount: $1,444,606
Project Number: 470036|Project Name: HVAC Upgrade (Carryover Funding)| Amount: $46,700.00
SECTION 4. That paying for the cost of this project, the expenditure, in an amount not to exceed $46,700.00 or so much thereof as may be necessary is hereby authorized to be expended from:
Div.: 47-02| Fund: 514| Subfund: 002| Project Number: 470036| Project Name: HVAC Upgrade |OCA: 470036|Obj. Level 1: 06| Obj. Level 3: 6620| Amount: $46,700.00
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 and expenditure of the funds transferred in Section 2 above.
SECTION 6. That in accordance with Section 329.27 of the Columbus City Codes, City Council finds it to be in the best interest of the City of Columbus that the competitive bidding requirements of Section 329.06 of the Columbus City Codes be and are hereby waived.
SECTION 7. 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.