Explanation
1. BACKGROUND: This Ordinance authorizes the Director of Public Utilities to modify and increase the Hap Cremean Water Plant Sludge Pump Station Renovations and Electrical Upgrades agreement with CH2M Hill Inc. for the Division of Power and Water, Contract No. 870.
This current modification (#2) is needed to replace funding that was used to provide immediate response to the Ohio EPA due to lime sludge spills from the HCWP sludge force main in 2007 and 2008. This response included services from CH2M Hill, Inc. to provide an evaluation of the sludge force main and to provide construction administration and construction inspection for the replacement of two sections of the sludge force main.
This modification will further provide for an O&M Ready pilot project requested by Asset Management to assist in their development of an O&M Ready specification for their Reliability Centered Maintenance Initiative and will meet Department of Public Utilities Asset Management requirements. This pilot project would include preventive maintenance data collection for all major equipment installed, data entry into WAM, and enhanced training. The enhanced training services will validate the contractor's training and provide online training courses on the sludge removal system.
1.1 Amount of additional funds to be expended: $1,653,740.00
Original Contract Amount: $2,150,597.00
Modification 1 $4,318,963.00
Modification 2 (current) $1,653,740.00
Total (Orig. + Mods 1 - 2) $8,123,300.00
1.2. Reasons additional goods/services could not be foreseen:
The original contract was executed on May 9, 2005 and Modification 1 to the contract was executed on December 21, 2006. On February 4, 2008 a letter from the Ohio EPA was received which served as both a Notice of Violation and a request for information relating to the lime sludge spill from the HCWP sludge force main on November 17, 2007. In order to provide an immediate response to the Ohio EPA, CH2M Hill, Inc. was asked to assist the City in providing some of the responses to the Ohio EPA's questions. In order to provide an immediate response to the Ohio EPA's concerns with the integrity of the HCWP sludge force main expressed in an April 24, 2008 letter, CH2M Hill, Inc. was authorized to proceed with their proposed six item sludge force main integrity testing plan. In order to provide an immediate response to the Ohio EPA's concerns regarding additional lime sludge spills that occurred during 2008, CH2M Hill, Inc. was authorized to provide additional soils analyses, regulatory support, construction administration and construction inspections for emergency sludge force main repairs, construction administration and construction inspection for the planned replacement of two sections of the sludge force main and the evaluation of in-line pipeline inspection techniques and technologies. These services were paid for from funds provided under Modification 1 which needs to be replenished in order to complete the scope of work authorized by Modification 1.
In conformance with the Department of Public Utilities Asset Management initiative, additional services are required to provide data input into WAM for all the major equipment installed under the Sludge Pump Station Renovations and Electrical Upgrades construction project. To meet the requirements for reliability centered maintenance, the department's Asset Management Section requested a pilot project which will not only include the required equipment data collection and entry into WAM but also will provide enhanced training. This enhanced training will validate the contractor's training and provide online training courses for this project. Also, drainage improvements are needed for the west road prior to the paving specified under the construction contract.
1.3. Reason other procurement processes are not used:
The services provided regarding the evaluation and rehabilitation of the sludge force main was required to provide an immediate response to the Ohio EPA's Notice of Violations. Timing of the Asset Management reliability centered maintenance pilot project must happen in conjunction with contractor provided training sessions which are scheduled during the last week of March 2011 and April 2011. The current consultant is familiar with this project. Bidding the work to another consultant will delay the construction project and will result in higher costs possibly due to delay claims by the contractor and due to the additional time and effort required to familiarize a new consultant with the project.
1.4. How cost of modification was determined:
The Consultant prepared a detailed estimate of cost per task for the scope of work which was reviewed and approved by City Project management staff.
2. CONTRACT COMPLIANCE INFO: 59-0918189, expires 5/11/12, Majority
Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against CH2M Hill, Inc.
3. EMERGENCY DESIGNATION: It is requested that this Ordinance be handled in an emergency manner as the timing of the Asset Management reliability centered maintenance pilot project must happen in conjunction with contractor provided training sessions which are scheduled for the last week of March 2011 and during April 2011. The consultant will expend all project funds shortly and construction work is ongoing requiring construction administration/inspection services immediately.
4. FISCAL IMPACT: A transfer of funds within the Water Works Enlargement Voted Bonds Fund will be necessary.
Title
To authorize the Director of Public Utilities to modify and increase the Hap Cremean Water Plant Sludge Pump Station Renovations and Electrical Upgrades agreement with CH2M Hill Inc.; for the Division of Power and Water; to authorize a transfer and expenditure of $1,653,740.00 within the Water Works Enlargement Voted Bonds Fund; and to declare an emergency. ($1,653,740.00)
Body
WHEREAS, Contract No. EL005320 was authorized by Ordinance No. 0474-2005, passed March 28, 2005, was executed May 9, 2005, and approved by the City Attorney on May 17, 2005; and
WHEREAS, Modification No. 1 EL006687 was authorized by Ordinance No. 2053-2006, passed December 11, 2006, was executed on December 21, 2006, and was approved by the City Attorney on January 2, 2007; and
WHEREAS, Modification No. 2 is needed to replace funding that was used to provide immediate response to the Ohio EPA and to provide for an O&M Ready pilot project; and
WHEREAS, it is necessary for this Council to authorize the City Auditor to transfer and expend funds within the Water Works Enlargement Voted Bonds Fund; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Utilities, Division of Power and Water, in that it is immediately necessary to authorize the Director of Public Utilities to modify and increase the Hap Cremean Water Plant Sludge Pump Station Renovations and Electrical Upgrades agreement with CH2M Hill, Inc., in an emergency manner as the pilot project must happen in conjunction with training sessions scheduled for the end of March 2011 and during April 2011, 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 Director of Public Utilities is hereby authorized and directed to modify and increase the Hap Cremean Water Plant Sludge Pump Station Renovations and Electrical Upgrades agreement with CH2M Hill Inc., for the Division of Power and Water, in the amount of $1,653,740.00.
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 to transfer $1,653,740.00 within the Department of Public Utilities, Division of Power and Water, Water Works Enlargement Voted Bonds Fund, Fund No. 606, Dept./Div. No. 60-09, Object Level Three 6686, as follows:
Fund No. | Project No. | Project Name | OCA Code | Change
606 | 690251-100000 (carryover) | O'Shaughnessy Dam Hydroelectric | 690251 | -$200,000
606 | 690423-100000 (carryover) | Fisher District Storage Tank | 690423 | -$250,000
606 | 690450-100000 (carryover) | Griggs Booster Station | 690450 | -$63,821.38
606 | 690459-100000 (carryover) | Mound District Booster Stat. | 606459 | -$200,000
606 | 690489-100000 (carryover) | HCWP Window Repl. | 606489 | -$50,000
606 | 690492-100000 (carryover) | DRWP Raw Water Intake | 606492 | -$246,710.79
606 | 690496-100000 (carryover) | Water Plant Loc. Eval. | 606496 | -$500,000
606 | 690501-100000 (carryover) | Hague Ave. 24" W.M. | 665010 | -$143,207.83
606 | 690332-100000 (carryover) | HCWP Sludge Pump Sta. | 606332 | +$1,653,740
SECTION 4. That the expenditure of $1,653,740.00 is hereby authorized for the Hap Cremean Water Plant Sludge Pump Station Renovations and Electrical Upgrades agreement within the Water Works Enlargement Voted Bounds Fund, Fund No. 606, Division 60-09, Project No. 690332-100000 (carryover), Object Level Three 6686, OCA Code 606332.
SECTION 5. 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 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 for reasons stated in the preamble hereto, which is hereby made a part hereof, this Ordinance is 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.