Explanation
BACKGROUND: This ordinance authorizes the Public Utilities Director to modify and increase a professional services contract with EMH&T, Inc. for Geographic Information System (GIS) data conversion services for the Division of Power and Water. The intent of this project is to perform a data conversion service necessary to populate the GIS database with water infrastructure assets covering the entire utility service area. This ordinance requests authority to modify the contract to include mapping of underground electrical circuits in the downtown area of the City. While the original contract scope included mapping only water infrastructure the electrical systems are in close proximity and can easily be mapped and entered into the database. Accurate maps of existing underground circuits are critical to being able to rapidly respond for maintenance and repairs of these circuits and to accurately be able to provide circuit locations to contractors, developers, and property owners. This modification is a logical extension of the GIS scope of work contained in the contract. This project supports the directives of the Department of Public Utilities's (DPU) Technology Master Plan which includes completion of the conversion of water utility data and the Computerized Maintenance Management System (CMMS).
1. Amount of additional funds to be expended: $86,900.00
Original Contract Amount: $3,775,000.00
Amount of original contract and this modification: $3,861,900.00
2. Reasons additional goods/services could not be foreseen:
The original RFP from 2005 included the task of data conversion service necessary to populate the GIS database with water infrastructure assets covering the entire utility service area. The task of mapping electrical circuits requires the same identification and data enty into the same database.
3. Reason other procurement processes are not used:
Since the original RFP included the task of data conversion service necessary to populate the GIS database with water infrastructure assets covering the entire utility service area, EMH&T established a process to complete the task. Because EMH&T has already performed most of the work from the original RFP, since they are already familiar with the project, and because the process to complete the task is already in place, it would not be feasible to contract with another vendor for this service.
4. How cost of modification was determined:
The City received a quote from EMH&T, Inc.
Emergency action is requested so that the mapping of the circuits can begin at the earliest possible date.
Contract Compliance Information: 31-0685594, expires 11/29/07, majority
FISCAL IMPACT: This legislation includes a transfer of funds within the Voted 1995 and 1999 Street Lighting and Electricity Distribution Improvements Fund and an amendment to the 2007 Capital Improvements Budget.
Title
To authorize the Director of Public Utilities to modify and increase a professional services contract with EMH&T, Inc. for mapping of underground electrical circuits in the downtown area; to amend the 2007 Capital Improvements Budget; and to authorize the transfer and expenditure of $86,900.00 from the Voted 1995 and 1999 Street Lighting and Electricity Distribution Improvements Fund, and to declare an emergency. ($86,900.00)
Body
WHEREAS, Contract No. EL005488 was authorized by Ordinance No. 1194-2005, passed July 18, 2005, was executed on August 25, 2005, and was approved by the City Attorney on August 25, 2005; and
WHEREAS, the Division of Power and Water needs to modify and increase this contract to include mapping of underground electrical circuits in the downtown area; and
WHEREAS, it is necessary to authorize an amendment to the 2007 Capital Improvements Budget for purposes of providing sufficient funding and spending authority for the aforementioned project expenditures; and
WHEREAS, it is necessary for this Council to authorize the City Auditor to transfer funds within the Voted 1995 and 1999 Street Lighting and Electricity Distribution Improvements Fund; and
WHEREAS, an emergency exists in the usual daily operations of the Department of Public Utilities, Division of Power and Water, in that it is immedately necessary to modify and increase the existing contract with EMH&T, Inc., for the mapping of underground electrical circuits in the downtown area, in an emergency manner so that the mapping of the circuits can begin at the earliest possible date, for the immediate preservation of 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 Public Utilities Director is hereby authorized and directed to modify and increase an existing professional services contract, with EMH&T, Inc., for the mapping of underground electrical circuits in the downtown area, in the amount of $86,900.00.
SECTION 2. That this contract modification is in compliance with Section 329.16 of Columbus City Codes, 1959.
SECTION 3. That the 2007 Capital Improvements Budget is hereby amended as follows:
AMEND FROM:
Project No. | Project Name | Current Authority | Revised Authority | (change)
670777 | Walnut Bluffs SL Imp's | $294,001 | $207,101 | (-$86,900)
AMEND TO:
Project No. | Project Name | Current Authority | Revised Authority | (change)
670638 | Computer System Upgrades | $11,540 | $98,440 | (+$86,900)
SECTION 4. That the City Auditor is hereby authorized to transfer $86,900.00 within the Division of Power and Water (Water), Dept/Div. No. 60-07, Voted 1995 and 1999 Street Lighting and Electricity Distribution Improvements Fund, Fund No. 553, Object Level One 06, Object Level Three 6655, as follows:
TRANSFER FROM:
Project No. | Project Name | OCA Code | (change)
670777 | Walnut Bluffs SL Imp's | 553777 | (-$86,900) |
TRANSFER TO:
Project No. | Project Name | OCA Code | (change)
670638 | Computer System Upgrades | 670638 | (+$86,900) |
SECTION 5. That to pay the cost of the aforesaid contract modification, the expenditure of $86,900.00, or so much thereof as may be needed, is hereby authorized from the Voted 1995 and 1999 Street Lighting and Electricity Distribution Improvements Fund, Fund No. 553, Division No. 60-07, Project Number 670638, OCA Code 670638, Object Level Three 6655.
SECTION 6. That the City Auditor is hereby authorized and directed 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 no longer required for said project; except that no transfer shall be made from a project account by monies from more than one source.
SECTION 7. That the City Auditor is authorized to establish proper project accounting numbers as appropriate.
SECTION 8. 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 9. That for the reasons stated in the preamble hereto, this ordinance is hereby declared to be an emergency measure and shall take effect and be in force from and after it's passage and approval by the Mayor, or ten days after passage if the Mayor neither approves nor vetoes the same.