Explanation
1. BACKGROUND: This legislation will authorize the Director of Public Utilities to execute a modification to the Professional Construction Management Services Contract with HR Gray & Associates, Inc. The purpose of this agreement is to extend the contract duration so as to ensure that services will continue for those projects currently contained within the existing contracted scope of service. This ordinance further requests increasing the contract by an additional $164,000.00, which is required to fund the additional construction management services that have been necessitated due to the extended work duration of the construction contract associated with the Wastewater Treatment Facilities, Instrumentation and Control System Upgrade Project.
This contract was established in 1998, for purposes of providing construction administration services for 25 specific, capital improvement projects within the Division of Sewerage and Drainage's Capital Improvements Plan. During the development of the original scope of services it was planned and anticipated that the contract would be effective from for the period of fiscal year 1998 through fiscal year 2003.
The majority of the projects within this contract involve the improvement and renovation of the Division's two wastewater treatment facilities. The overall administration and coordination between these projects from detailed design through construction is intensely complex, thereby resulting in operational delays in the capital improvements plan.
2. CONTRACT STATUS: The attached MS Excel spreadsheet delineates the current contracted backlog of work that is scheduled to be performed by H.R. Gray & Associates, Inc., under the terms of this agreement. The total encumbrances associated with this contract amount to $13,038,084. to date. The remaining contract work to be performed is currently estimated to total $2,957,031.82. No additional projects will be added to this contract under the terms of this contract modification. It is the Division's intention to close this contract at the conclusion of the existing contracted backlog. The subject spreadsheet has identified $259,542.63 of existing project encumbrances which are no longer required, and as such will be canceled from the contract.
3. PROFESSIONAL ENGINEERING SERVICES MODIFICATION INFORMATION: The Division of Sewerage and Drainage has determined that these services cannot be performed by city personnel at this time, and established this contract for purposes of funding project needs incrementally by modification at such time as the construction work proceeded. The contract total including this modification is $7,550,586.00.
Title
To authorize the Director of Public Utilities to execute a modification to the professional construction management services contract with H. R. Gray & Associates, Inc., to authorize the appropriation of $414,908.83; and the expenditure of $164,000.00 from within the 1991 Voted Sanitary Bond Fund; to amend the 2003 Capital Improvements Budget, for the Division of Sewerage and Drainage; and to declare an emergency. ($164,000.00)
Body
WHEREAS, Contract No. XC819099, was authorized by Ordinance No. 3135-97, as passed by Columbus City Council on December 15, 1997, for purposes of authorizing the Director of Public Utilities to execute a Professional Construction Management Services Contract with H.R. Gray & Associates, Inc.; and
WHEREAS, due to an extension of time utilized by the construction contractor on the Wastewater Treatment Facilities, Instrumentation and Control System Upgrade Project, the Division has determined it necessary to authorize the additional funds required to provide for the continuation of services by H.R. Gray and Associates, Inc., and
WHEREAS, this contract was established with the intent to provides services during the period of 1998-2003, and whereas, due to scheduling difficulties in accomplishing the projects covered by these contracted services, it is necessary to extend the duration of the agreement, in order to allow for the continuation of professional construction management services for the Division's ongoing construction contract obligations; and
WHEREAS, an emergency exists in the usual daily operation of the Division of Sewerage and Drainage, of the Department of Public Utilities, in that it is immediately necessary for this Council to authorize the Director of Public Utilities to modify the contract with H.R. Gray and Associates, Inc., for purposes of increasing the amount of the contract and for allowing a time extension that is required to allow for the uninterrupted continuation of construction management services that are required to oversee ongoing, construction contractual obligations, so as to prevent potential delay claims and adverse impacts to the overall capital improvements program at the Division's wastewater treatment facilities; to authorize the companion fund transfer and Capital Improvements Budget amendment, for the preservation of the public health, peace and safety; now, therefore,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
Section 1. That the City Auditor is hereby authorized and directed to appropriate the unencumbered cash balance of $408,213.73 within the 1991 Voted Sanitary Bond Fund No. 664, Division 60-05|Project: WWTF Instrumentation and Control| Proj. No.: 650348| OCA Code: 654348.
Section 2. That the Director of Public Utilities is hereby authorized to execute a modification agreement with H.R. Gray & Associates, Inc., in connection with the Professional Construction Management Services Contract, 1998-2003, for purposes of providing the additional construction management services required to successfully complete the Wastewater Treatment Facilities Instrumentation and Control System Upgrade Project; and to authorize an extension of the duration of the contract until such time as those projects authorized under the original agreement can be completed.
Section 3. That the Director of Public Utilities be and hereby is, authorized to modify the professional engineering service agreement no. XC819099 with H.R. Gray & Associates, Inc., 1335 Dublin Road, Suite 100-B, Columbus, Ohio 43215; and to pay up to a maximum amount of $164,000.00 for the estimated construction management services required to complete the Wastewater Treatment Facilities Instrumentation and Control Systems Project, in accordance with the terms and conditions as shown in the contract modification agreement on file in the General Engineering Section of the Division of Sewerage and Drainage.
Section 4. That the expenditure of $164,000.00, or as much thereof as may be needed, be and the same hereby is authorized from the 1991 Voted Sanitary Bond Fund No. 664: Division 60-05| Project.: WWTF Instrum and Control| Proj. No. 650348| Obj. Level Three: 6678| OCA Code No.: 654348.
Section 5. That the 2003 Capital Improvements Budget Ordinance No. 1943-03 is hereby amended as follows, in order to provide sufficient budget authority for the execution of a professional engineering service contract award as referenced in the preamble hereto:
CURRENT:
650348| WWTF Instrum. & Control-$2,452,979
650491| Big Walnut Augmentation-Rickenbacker Interceptor-$117,267,553
TO:
650348| WWTF Instrum. & Control-$2,616,979
650491| Big Walnut Augmentation-Rickenbacker Interceptor-$117,103,553
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 is passage and approval by the Mayor, or ten days after passage if the Mayor neither approves nor vetoes the same.