Explanation
1. BACKGROUND
This legislation authorizes The Director of Public Service in conjunction with the Department of Public Utilities to modify and increase a professional services contract with H.R. Gray & Associates, Inc., undertaken to perform a comprehensive review of the methods and documents (bid formats, contract documents, etc.) used to request and receive construction bids for Capital Improvement projects throughout the City.
Firm City, State Status
H.R. Gray & Associates, Inc. Columbus, OH Majority
The end result of this project will be an updated, legally sound, clear, and organized contract language and a streamlined bid process for those City employees responsible for administering capital projects. As part of the review the consultant will review processes and recommend environmentally friendly processes and procedures.
Work performed to this point for this contract includes analysis, reports, recommended streamlined competitive bidding process, electronic copies of revised bidding and contractual documents, recommended improvements to the City's web sites that will simplify access to materials that are used in the bidding process.
Worked to be performed as part of this modification includes:
-Additional review and final comments of Section 100 and the Special Provisions.
- Review of the current insurance limits and proposed modifications to the language.
-Technical review of the electrical specifications (Section 1000), including the proposed new electrical specification section in Section 1000 and the new Transmission and Distribution Materials and Installation Specifications.
- Development of the final electronic bidding software for the City and provide implementation assistance.
-Provision of additional in-depth training to adequately train the City staff as well as the contracting and consultant communities on the revisions to the Construction and Materials Specifications.
-Provision of additional coordination for the development and implementation of the City's electronic bidding software.
-Update of the CAD files of DPS' standard drawings to reflect the changes made throughout the technical specifications of the CMS (sub-consultant to be selected).
-Other costs to complete original scope of work.
The amount of this modification is based on extensions of existing contractual rates and negotiations. H.R. Gray has been the prime consultant for this project from the beginning and it would not be cost effective to retain another consultant to complete the work required.
The original contract amount was $493,723.70. Authorized by ordinance 0732-2009(City Auditor contract number EL009808)
The amount of this, the first, modification is $200,720.28.00
The total amount of this contract including this modification is $694,443.98
Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against H.R. Gray and Associates, Inc.
2. CONTRACT COMPLIANCE
H.R. Gray and Associates, Inc. Contract Compliance number is 311050479 and it expires 12/1/11.
3. FISCAL IMPACT
The amount of this modification is $200,720.28. The Department of Public Service share of this modification is $50,180.07 and is available within the Municipal Motor Vehicle License Tax Fund. The Department of Public Utilities will provide the remaining funding in the amount of $112,388.25. The Division of Sewerage and Drainage will provide $56,194.12 for Sanitary and the Division of Power and Water will provide $56,194.13.
4. EMERGENCY DESIGNATION
Emergency action is requested to maintain the project schedule for this project.
Title
To authorize the Director of Public Service to execute a professional engineering services contract modification in the amount of $200,720.28, with H.R. Gray and Associates, Inc. for the completion of the City's Construction and Material Specifications Manual and construction contract documents for Capital Improvement Projects; to authorize the transfer of cash and appropriation within the Municipal Motor Vehicle License Tax Fund; to authorize the expenditure of $50,180.07 from the Municipal Motor Vehicle License Tax Fund for the Division of Planning and Operations, $75,270.10 from the Division of Sewerage and Drainage from the Sewerage System Operating Fund and $75,270.11 from the Division of Power and Water from the Water System Operating Fund; and to declare an emergency. ($200,720.28)
Body
WHEREAS, in an effort to improve the quality of service and efficiency of the methods and associated front end documents used to request and receive construction bids for Capital Improvement Projects a comprehensive review and analysis has been undertaken; and
WHEREAS, ordinance 0732-2009 authorized the Director of Public Service to enter into contract with H.R. Gray & Associates, Inc. to perform a comprehensive review of the methods and documents (bid formats, contract documents, etc.) used to request and receive construction bids for Capital Improvement projects throughout the City; and
WHEREAS, the Departments of Public Service and Public Utilities are coordinating this effort and working with other City departments that are involved with capital improvement projects; and
WHEREAS, the Director of Public Service has identified the need to further modify and increase this professional service contract in the amount of $200,720.28 to provide additional analysis and reporting of this process; and
WHEREAS, work to be performed as part of this modification includes:
-Additional review and final comments of Section 100 and the Special Provisions.
- Review of the current insurance limits and proposed modifications to the language.
-Technical review of the electrical specifications (Section 1000), including the proposed new electrical specification section in Section 1000 and the new Transmission and Distribution Materials and Installation Specifications.
- Development of the final electronic bidding software for the City and provide implementation assistance.
-Provision of additional in-depth training to adequately train the City staff as well as the contracting and consultant communities on the revisions to the Construction and Materials Specifications.
-Provision of additional coordination for the development and implementation of the City's electronic bidding software.
-Update of the CAD files of DPS' standard drawings to reflect the changes made throughout the technical specifications of the CMS (sub-consultant to be selected).
-Other costs to complete original scope of work.
WHEREAS, an emergency exists in the usual daily operation of the Division of Planning and Operations in that this contract should be modified immediately so that funding can be made available for this modification and maintain the current project schedule; now, therefore
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of the Department of Public Service be and is hereby authorized to modify and increase Contract No. EL009808 with H.R. Gray and Associates, Inc., 3770 Ridge Mill Drive, Columbus, OH 43026, in an amount not to exceed $200,720.28, for additional professional services related to review and development of the methods and associated front end documents used to request and receive construction bids for Capital Improvement Projects.
SECTION 2. That the transfer of cash and appropriation between Object Level One appropriation codes within the Municipal Motor Vehicle License Tax Fund, Fund 266, be and hereby is authorized as follows:
TRANSFER FROM:
Object Level One Code 02, Object Level Three Code 2262, OCA Code 591126, $51,000.00
TRANSFER TO:
Object Level One Code 03, Object Level Three Code 3336, OCA Code 591126, $51,000.00
SECTION 3. That the expenditure of $200,720.28 or so much thereof as may be needed, be and hereby is authorized as follows for this purpose:
Dept.-Div. / Fund / O.L 03 Code / OCA / Amount
59-11 / 266 / 3336 / 591126 / $50,180.07 (Division of Planning and Operations)
60-05 / 650 / 3336 / 605006 / $75,270.10 (Division of Sewerage and Drainage-Sanitary)
60-09 / 600 / 3336 / 601849 / $75,270.11 (Division of Power and Water-Water)
SECTION 4. 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 5. 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.