Explanation
1. BACKGROUND: The Department of Public Utilities, Division of Power entered into an agreement with Dynotec, Inc. for the Valleyview Street Lighting Improvements Project; Ordinance No. 2271-2012, passed November 12, 2012. The agreement was for design of street lighting in the Valleyview area of Columbus on the west side.
The Department of Public Utilities is requesting to modify this contract to include the replacement of nine (9) street light poles by AT&T. During design of the project, Dynotec determined that nine (9) of the street lights would need to be on poles associated with AT&T and a joint use. This required AT&T to make modification to their infrastructure to allow for the street lights to be installed. Dynotec paid AT&T to modify the poles and this ordinance allows for the Division of Power to reimburse Dynotec for those costs. Dynotech received an estimate from AT&T prior to modifications of the infrastructure.
The work proposed by this contract modification was unforeseen, but necessary for the completion of the project.
2. ORIGINAL ENGINEERING CONTRACT AWARD: Dynotec, Inc. was selected in accordance with the procedures set forth in Columbus City Code, Section 329.14, "Awarding professional service contracts through Requests for Proposals (RFPs)". The RFP were sent out on July 11, 2012, to Dynotec, Inc., E P Ferris and Associates, Inc. and Burgess & Niple, Inc., but Dynotec, Inc. was the only consultant to respond. Their proposal was received and opened on July 25, 2012.
Upon review of this proposal, the bidder was ranked using criteria specified in the City Code, and more specifically: Proposal Quality, Experience of the Team's Personnel, Experience of the Prime, Project Schedule, and Local Workforce. Based upon these criteria, Dynotec, Inc. was selected for this project. Their Contract Compliance Number is 31-1319961, expires 03/04/2015, MBE.
2.1 Amount of additional funds to be expended: $20,504.48
Original Contract Amount: $49,173.86 (EL013846)
Modification #1: (current): $20,504.48
Amount of original contract and Mod #1: $69,678.34
2.2 Reasons additional goods/services could not be foreseen:
The need for replacement of the AT&T street lighting poles was unknown at the time of the original contract.
2.3 Reason other procurement processes are not used:
The work proposed by this contract modification overlaps with the previously legislated design improvements. The disruption to the community will be minimized by having all work done under one engineering contract.
2.4 How cost of modification was determined:
A cost estimate was provided by AT&T, reviewed by the Department of Public Utilities, and was deemed acceptable.
3. ECONOMIC IMPACT/ADVANTAGES; COMMUNITY OUTREACH; PROJECT DEVELOPMENT; ENVIRONMENTAL FACTORS/ADVANTAGES OF PROJECT: This project will provide street lighting on Valleyview Drive between Hague Avenue and Wilson Road and the surrounding residential areas. The scope of this project is to design street lighting as appropriate for these areas.
4. FISCAL IMPACT:
A transfer within and the expenditure of $20,504.48 from the Electricity G. O. Bonds Fund, Fund 553 and Electricity Permanent Improvement (Non-Bond) Fund, Fund 565 to provide sufficient budget authority; and to amend the 2014 Capital Improvements Budget will be necessary.
CONTRACT COMPLIANCE INFO: 31-1319961, expires 05/02/13, MBE.
5. EMERGENCY DESIGNATION:
The Division of Power is requesting that City Council designate this ordinance as an emergency measure in order to expedite the repayment to Dynotec for engineering work related to this project
Title
To authorize the Director of Public Utilities to modify and increase the agreement with Dynotec, Inc. for the Valleyview Street Lighting Improvements Project; to amend the 2014 Capital Improvements Budget; and to authorize a transfer and expenditure up to $20,504.48. within the Electricity G. O. Bonds Fund, Fund 553 and Electricity Permanent Improvement (Non-Bond) Fund, Fund 565; and to declare an emergency. ($20,504.48)
Body
WHEREAS, Contract No. EL013846 was authorized by Ordinance No. 2271-2012, passed November 12, 2012, was executed on January 3, 2013, and was approved by the City Attorney on January 24, 2013, with Dynotec, Inc. for the Valleyview Street Lighting Improvements Project, for the Division of Power; and
WHEREAS, it is necessary to authorize the transfer within and expend funds from the Electricity G. O. Bonds Fund, Fund 553, and Electricity Permanent Improvement (Non-Bond) Fund, Fund 565; and
WHEREAS, it is necessary to authorize an amendment to the 2014 Capital Improvements Budget for purposes of creating and providing sufficient budget authority for the aforementioned project expenditure; and
WHEREAS, an emergency exists in the usual daily operation of the Division of Power, Department of Public Utilities, in that it is immediately necessary for this Council to authorize the Director of Public Utilities to enter into an agreement with Dynotec, Inc. in order to ensure the continued progress of this time sensitive work in coordination with other related projects; for the immediate preservation of the public health, peace, property, and safety; Now, Therefore,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of Public Utilities is hereby authorized and directed to modify and increase the professional engineering services contract with Dynotec, Inc. for the Valleyview Street Light Improvements Project, in the amount of $20,504.48.
SECTION 2. That this contract modification is in compliance with Section 329.16 of Columbus City Codes, 1959.
SECTION 3. That the City Auditor is hereby authorized and directed to appropriate the following:
Division: Power
Dept./Div. No.: 60-07
OL3: 6679
Fund No. | Fund Name | Project No. | Project Name | OCA | Amount
565 | Electricity Permanent Improvement (Non-Bond) Fund | 565999-100000 | Unallocated Balance Fund 565 | 052043
| $11,252.00
SECTION 4. That the City Auditor is hereby authorized to transfer $11,775.79 within the Electricity Permanent Improvement (Non-Bond) Fund, Fund 565, Division of Power, Division 60-07, Object Level One 06, Object Level Three 6679, as follows:
TRANSFER FROM:
Project | OCA | Project Name | Amount
565999-100000 | 052043 | Unallocated Balance Fund 565 | $11,252.00
670790-100000 | 565790 | Front Street | $523.79
TRANSFER TO:
Project | OCA | Project Name | Amount
670782-100000 | 565782 | Valleyview SL Improvements | $11,775.79
SECTION 5. That the City Auditor is hereby authorized to transfer $8,728.69 within the Electricity G. O. Bonds Fund, Fund 553, Division of Power, Division 60-07, Object Level One 06, Object Level Three 6679, as follows:
TRANSFER FROM:
Project | OCA | Project Name | Amount
670787-100000 | 553787 | Willow Creek SL | $5,185.50
670003-100000 | 675017 | Street Lighting | $2,917.85
670790-100000 | 553790 | Front Street | $625.34
TRANSFER TO:
Project | OCA | Project Name | Amount
670782-100000 | 553782 | Valleyview SL Improvements | $8,728.69
SECTION 6. That the expenditure of $8,728.69 is hereby authorized from Project No. 670782-100000, Valleyview SL Improvements, OCA 553782, Electricity G. O. Bonds Fund, Fund 553, Division 60-07, Object Level One 06, Object Level Three 6679, and the expenditure of $11,775.79 is hereby authorized from Project No. 670782+100000, Valleyview SL Improvements, OCA 565782, Electricity Permanent Improvement (Non-Bond) Fund, Fund 565, Division 60-07, Object Level One 06, Object Level Three 6679.
SECTION 7. That the 2014 Capital Improvements Budget is hereby amended as follows, to provide sufficient budget authority for the award of the agreement stated herein.
Fund No. | Project No. | Project Name | Current Authority | Revised Authority | (Change)
565 | 565999-100000| Unallocated Balance Fund 565 | $11,252 | $0 | (-$11,252)
565 | 670790-100000 | Front Street | $524 | $0 | -$524
565 | 670782-100000 | Valleyview SL Improvements | $0 | $11,776 | +$11,776
553 | 670787-100000| Willow Creek SL | $5,186 | $0 | -$5,186
553 | 670003-100000 | Street Lighting | $7,973 | $5,055 | -$2,918
553 | 670790-100000 | Front Street | $982 | $356 | -$626
553 | 670782-100000 | Valleyview SL Improvements | $0 | $8,729 | +$8,729
SECTION 8. 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 9. That the City Auditor is hereby authorized to transfer any unencumbered balance in the project account to the unallocated balance within the same fund upon receipt of certification by the Director of the Department administering said project that the project has been completed and the monies are no longer required for said project; except that no transfer shall be made from a project by monies from more than one source.
SECTION 10. That the City Auditor is authorized to establish proper project accounting numbers as appropriate.
SECTION 11. 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 12. That the contracted firm shall perform the work to the satisfaction of the Director of Public Utilities and the Administrator of the Division of Power and Water.
SECTION 13. 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.