Explanation
1. BACKGROUND: The existing SMOC Inventory Control has around 16 separate store rooms located throughout the Fairwood Facility. Consolidating these store rooms into one secure location is a priority in order to properly secure, control, and maintain the facility inventory. This renewal is needed for detailed design to ensure that construction drawings and specifications are developed in accordance with City requirements.
The first contract provided a space needs study and alternatives analysis. Renewal 1 is for detailed design and support during bidding. There will be a future renewal for services during construction.
Renewal Information:
1.1 Amount of additional funds to be expended: $544,534.67
Original Contract (PO243618) $177,903.42
Renewal No. 1 (Current) $544,534.67
Renewal No. 2 (Future) $365,200.00
CURRENT PROPOSED TOTAL $1,087,638.09
1.2 Reasons additional goods/services could not be foreseen.
This renewal was anticipated
1.3 Reason other procurement processes are not used:
If this phase of the project were to be bid out it would result in inefficiencies and added fees, while attempting to bring a new consultant up to speed on the design. The design team that performed the other phase of design has key technical knowledge regarding the design intent which is required for detailed design of the improvements.
1.4 How cost of modification was determined:
A scope of services, consistent with the original proposal and contract, was developed and fee was negotiated between the City and consultant.
2. PROJECT TIMELINE: Renewal No. 1 will fund detailed design services through 2023.
3. EMERGENCY DESIGNATION: An emergency designation is not requested at this time
4. CONTRACT COMPIANCE NO: 31-1319961 | MBE | 11/30/2024 | Vendor # 005053
5. ECONOMIC IMPACT: This project will protect DPU inventory staff and assets from the elements, simplify crew load out activities, and centralize stock in one area of SMOC. This will help when trying to locate key equipment for field crews. This project is advancing in coordination with CIP 650505-100000.
6. FISCAL IMPACT: There is sufficient funding within the Sanitary Sewer General Obligations Fund (6109) for this project, however an amendment to the 2021 Capital Improvements Budget will be necessary to align sufficient authority for this project.
Title
To authorize the Director of Public Utilities to renew an existing engineering agreement with Dynotec Inc. for the SMOC Inventory Control Consolidation Project; to expend up to $544,534.67 from the Sanitary Sewer General Obligations Fund 6109; and to amend the 2021 Capital Improvements Budget for the Division of Sewerage and Drainage. ($544,534.67)
Body
WHEREAS, it is necessary to authorize a planned renewal of an existing engineering agreement with Dynotec, Inc. for the SMOC Inventory Control Consolidation Project, CIP 650505-100001; and
WHEREAS, the work for this project will include engineering services during design through 2023; and
WHEREAS, it is necessary to authorize the expenditure of up to $544,534.67 from the Sanitary Sewer General Obligations Fund 6109; and
WHEREAS, it is necessary to amend the 2021 Capital Improvements Budget for purposes providing sufficient budget authority for the aforementioned expenditure; and
WHEREAS, it has become necessary in the usual daily operation the Division of Sewerage and Drainage, Department of Public Utilities, to authorize the Director of Public Utilities to renew an existing engineering agreement with Dynotec, Inc. for the SMOC Inventory Control Consolidation project, CIP 650505-100001 for the 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 to renew an existing engineering agreement with Dynotec, Inc., 2931 E. Dublin Granville Rd. Suite 200, Columbus, OH 43231, for the SMOC Inventory Control Consolidation Project in accordance with the terms and conditions as shown on the contract on file in the office of the Division of Sewerage and Drainage.
SECTION 2. That the City Auditor is hereby authorized to expend up to $544,534.67 from the Sanitary Sewer General Obligations Fund 6109, per the account codes in the attachment to this ordinance.
SECTION 3. That the 2021 Capital Improvements Budget is amended per the attachment to this ordinance.
SECTION 4. That said company, Dynotec, Inc., shall perform the work to the satisfaction of the Director of Public Utilities and the Administrator of the Division of Sewerage and Drainage.
SECTION 5. 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 6. That the City Auditor is authorized to establish proper project accounting numbers as appropriate.
SECTION 7. 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 8. That the funds necessary to carry out the purpose of this ordinance are hereby appropriated and the City Auditor shall establish such accounting codes as necessary.
SECTION 9. That this ordinance shall take effect and be in force from and after the earliest period allowed by law.