Explanation
1. BACKGROUND
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 is to be undertaken. The Department's of Public Service and Public Utilities will lead this effort but will work and coordinate with other city departments that are involved with capital improvement projects.
This legislation authorizes The Director of Public Service in conjunction with the Department of Public Utilities to enter into contract with H.R. Gray & Associates, Inc., for a comprehensive review of these methods and documents (bid formats, contract documents, etc.). A representative team of the City departments will advise and coordinate with the lead Departments and H.R.gray with the goal that appropriate changes can be identified and implemented across all City departments. 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.
The consultant will analyze, provide a report, and recommend a streamlined competitive bidding process and documents for affected City departments. The consultant will also provide electronic copies of all revised bidding and contractual documents. The consultant will recommend improvements to the City's web sites that will simplify access to materials that are used in the bidding process. These contract services are estimated to be completed within approximately 10 months from commencement.
The selection process for this professional services contract was completed in accordance with the competitive procurement provisions of the Columbus City Code. Three firms submitted proposals:
Firm City, State Status
H.R. Gray Columbus, OH Majority
Bricker and Eckler Columbus, OH Majority
Roetzel & Andress Columbus, OH Majority
The evaluation committee determined that H.R. Gray and Associates, Inc., submitted the best overall proposal for the work. The Director of Public Service concurs with the recommendation of the evaluation committee to select H.R. Gray and Associates, Inc. for this project.
2. CONTRACT COMPLIANCE
H.R. Gray and Associates, Inc. Contract Compliance number is 311050479 and it expires 1/17/10.
3. FISCAL IMPACT
The total contract amount for this project is $493,723.70. The Department of Public Service will administer this project and provide funding in the amount of $123,431.00. The Department of Public Utilities will provide the remaining funding in the amount of $370,292.70. The Division of Sewerage and Drainage will provide $185,146.35 for Sanitary and the Division of Power and Water will provide $185,146.35.
Title
To authorize the Director of Public Service to enter into contract in the amount of $493,723.70, with H.R. Gray and Associates, Inc. for the review of the methods and associated front end documents used to request and receive construction bids for Capital Improvement Projects; to authorize the transfer of appropriation and expenditure of $123,431.00 from the Street Construction Maintenance and Repair Fund for the Division of Planning and Operations, expenditure of $185,146.35 from the Division of Sewerage and Drainage from the Sewerage System Operating Fund and $185,146.35 from the Division of Power and Water from the Water System Operating Fund. ($493,723.70)
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 is to be undertaken; and
WHEREAS, the Departments of Public Service and Public Utilities will lead this effort but will work and coordinate with other City departments that are involved with capital improvement projects; and
WHEREAS, proposals were received and evaluated in accordance with the Columbus City Codes, and
WHEREAS, it is necessary to enter into contract for this this review of these procedures and documents; now, therefore
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
Section 1. That the Director of Public Service be and hereby is authorized to enter into a contract with H.R. Gray and Associates, Inc., 3770 Ridge Mill Drive, Columbus, OH 43026, in the amount of $493,723.70 or so much thereof as may be necessary for professional services associated with review and development of the methods and associated front end documents used to request and receive construction bids for Capital Improvement Projects.
Section 2. To move appropriation between minor object levels within the Street Construction Maintenance and Repair Fund, number 265, as follows:
From:
Title Amount O.L 03 OCA
Salaries & Wages $123,431.00 1101 591103
To:
Title Amount O.L 03 OCA
Services- Other Professionals $123,431.00 3336 591103
Section 3. That the expenditure of $493,723.70 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 / 265 / 3336 / 591103 / $123,431.00 (Division of Planning and Operations)
60-05 / 650 / 3336 / 605006 / $185,146.35 (Division of Sewerage and Drainage-Sanitary)
60-09 / 600 / 3336 / 601849 / $185,146.35 (Division of Power and Water-Water)
Section 4. That 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.
Section 5. 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 6. That this ordinance shall take effect and be in force from and after the earliest period allowed by law.