Explanation
This legislation authorizes the Director of the Department of Public Utilities to renew and increase a service agreement with Safex, Inc. for the DPU Hazardous Energy Control Project. This legislation authorizes the Director of the Department Public Utilities to increase a professional services agreement with Safex for Professional Services for the Hazardous Energy Control Procedure Audit and Update. These services shall include, but are not limited to audit planning, conducting facility audits, developing audit reports, and updating or developing control procedures.
The Department of Public Utilities manages many facilities under the Division of Sewerage and Drainage (DOSD), Division of Water (DOW) and the Division of Power (DOP), including water treatment plants, wastewater treatment plants, pump stations, electrical substations, electrical vaults and other similar industrial facilities. DPU desires to audit the hazardous energy control procedures at each of the Division’s facilities.
The City will request a task order from the consultant as necessary work is identified. The task order submitted will include a detailed scope of work, direct and indirect costs, task schedule, estimated hours, personnel categories required with labor rates, and reimbursable expenses. After negotiation and upon acceptance by the City, the consultant shall commence work. The Engineer shall provide such professional services as may be necessary to accomplish the work required to be performed and shall at the firm’s cost, furnish all necessary competent personnel, equipment, and materials to perform the work.
This is a seven (7) year contract and funding is based on task orders requested by the City of Columbus and the cost of which is agreed upon between the City of Columbus and the vendor. If unforeseen issues or difficulties are encountered that would require additional funding, a modification would be required. This proposed renewal #3 for year #7 of the 7 year contract is to add additional funding as necessary.
This Ordinance is being submitted in accordance with the relevant provisions of Chapter 329 of City Code pertaining to contract renewals.
SUPPLIER: Safex, Inc., FID #31-1365251, DAX #005186, Expires January 1, 2024.
Safex, Inc. holds F1 status.
The company is not debarred according to the Excluded Party Listing System of the Federal Government or prohibited from being awarded a contract according to the Auditor of State Unresolved Findings for Recovery Certified Search.
1. Amount of additional funds: Total amount of additional funds needed for this contract renewal No. 3 is ADD $170,000. Total contract amount including this renewal is $990,000.00.
2. Reasons additional funds were not foreseen: The need for additional funds was known at the time of the initial contract. This increase is to provide the additional funding necessary for the payment of services to be provided through July 2, 2024.
3. Reason other procurement processes were not used: Work under this renewal is a continuation of services included in the scope of the original bid contract. Adjustments to fees and scope to this contract will be made by Contract Renewal based on annual proposals as requested by the City. The amount requested under this ordinance is $170,000.00. This funding will provide for DOSD and DOW services estimated to be needed in 2023 and early 2024.
4. How cost was determined: The cost, terms and conditions are in accordance with the original agreement. A cost proposal was provided by Safex, Inc. and reviewed by the Division of Sewerage and Drainage and the Division of Water and was deemed acceptable. The cost of this contract renewal is consistent with the direct labor, overhead, and profit rates established within the original proposal.
FISCAL IMPACT: A total of $170,000.00 in additional funding is budgeted and needed for this contract renewal for the various facilities of the Division of Sewerage and Drainage in the amount of $70,000.00 and of the Division of Water in the amount of $100,000.00. If funding is needed in the future for other Department of Public Utilities facilities a modification will be processed.
$169,807.31 was spent in 2022
$68,459.82 was spent in 2021
$119,802.58 was spent in 2020
Title
To authorize the Director of the Department of Public Utilities to renew and increase the contract with Safex, Inc. for the DPU Hazardous Energy Control Project for Department of Public Utilities facilities; and to authorize the expenditure of $70,000.00 from the Sanitary Sewer Operating Fund and $100,000.00 from the Water Operating Fund. ($170,000.00)
Body
WHEREAS, the Director of the Department of Public Utilities entered into contract with Safex, Inc. for the DPU Hazardous Energy Control Project for various Department of Public Utilities facilities; and
WHEREAS, the original agreement, PO067938, was authorized by Ordinance 0673-2017, passed May 1, 2017; executed by the Director on June 19, 2017; approved by the City Attorney June 30, 2017; and certified by the City Auditor on July 3, 2017; and
WHEREAS, it is necessary to authorize the Director of Public Utilities to renew and increase an engineering agreement with Safex, Inc. for the DPU Hazardous Energy Control Project; and
WHEREAS, this is a multi-year agreement with subsequent planned contract renewals to provide for the addition of funding of task orders as necessary. The parties agree that the City’s obligation for subsequent years is subject to and conditioned upon the approval of City Council, and appropriation and certification of funds by the City Auditor; and
WHEREAS, it is necessary to authorize the expenditure of up to $70,000.00 from the Sanitary Sewer Operating Fund, Fund 6100; and $100,000.00 from the Water Operating Fund for this contract renewal; and
WHEREAS, this Ordinance is being submitted in accordance with the relevant provisions of Chapter 329 of Columbus City Codes pertaining to contract renewals; and
WHEREAS, it has become necessary in the usual daily operation of the Department of Public Utilities to authorize the Director of the Department of Public Utilities to renew and increase the contract with Safex, Inc., for the DPU Hazardous Energy Control Project for various Department of Public Utilities facilities; NOW, THEREFORE,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of the Department of Public Utilities be and is hereby authorized to renew and increase contract No. PO067938 with Safex, Inc., 140 North Otterbein Avenue, Westerville, Ohio, 43081 for the DPU Hazardous Energy Control Project for the Department of Public Utilities facilities, in accordance with the terms and conditions shown in the agreement on file in the office of the Division of Sewerage and Drainage, to add $170,000.00 to the contract, for a total contract amount, including this renewal, of $990,000.00.
SECTION 2. That said company, Safex, Inc., shall conduct the work to the satisfaction of the Director of the Department of Public Utilities and the Administrators of the Divisions of Sewerage and Drainage, Water, and Power.
SECTION 3. That this renewal is in accordance with the relevant provisions of Chapter 329 of the Columbus City Codes relating to contract renewals.
SECTION 4. That the expenditure of $170,000.00 or so much thereof as may be needed, is hereby authorized in Fund 6100, Sanitary Sewer Operating Fund, in the amount of $70,000.00; and in Fund 6000, Water Operating Fund, in the amount of $100,000.00; in object class 03 Services per the accounting codes in the attachment to this ordinance.
SECTION 5. 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 6. That the City Auditor is authorized to make any accounting changes to revise the funding source for all contracts or contract renewals associated with this Ordinance.
SECTION 7. That the Ordinance shall take effect and be in force from and after the earliest period allowed by law.