Explanation
The Department of Public Utilities entered into a contract with GS&P/OH, Inc., an affiliate of Gresham, Smith and Partners, to provide guidance through an Environmental Management System (EMS) development and implementation process and provide environmental management system development and implementation assistance when requested by the Department. The EMS establishes a well-defined environmental program structure, through the identification of roles and responsibilities of DPU staff and the adoption of policies, training, and procedures, to achieve long-term environmental regulatory compliance and reduce the Department's overall environmental impact. This contract was the result of a Request for Proposal received on July 31, 2008. The original contract covers a three-year period with each phase subject to review and approval by the City Council, the Mayor, and the Auditor's certification of funds.
This is the third modification of the contract. This phase will cover the costs associated with facility emergency preparedness and Spill Prevention Control and Countermeasure ("SPCC") compliance, which was not planned in the original contract. All terms and conditions of the original agreement remain in full force and effect.
SUPPLIER: GS&P/OH, Inc 62-1736493, expires February 05, 2012
GS&P/OH, Inc. does not hold MBE/FBE status.
1. Amount of additional funds: The amount of additional funds needed for these additional services is $75,000. The original contract ("Phase 1") was established for $400,000.00. Modification #1 ("Phase 2") was in the amount of $300,000.00. Modification #2 ("Phase 3") was in the amount of $250,000.00. The total cost of the original contract, modifications #1 and #2 and this modification is $1,025,000.00. The modification of the maximum monetary obligation under this contract represents funding added during the contract period for costs related to additional compliance-related services. The need for increased funding is to cover anticipated contract billings through December 31, 2011.
2. Reason additional needs were not foreseen: Through the EMS process, the department identified two key compliance programs requiring attention prior to achieving EMS certification status - emergency preparedness and SPCC compliance. The need for additional funds was not foreseen. This legislation is to encumber the funds in addition to funds required for Phase 3.
3. Reason other procurement processes not used: Work is closely associated with ongoing environmental services provided by the consultant. Timing is an issue in that EMS development, including resolution of emergency preparedness and SPCC issues, is scheduled for completion by the end of 2011. The consultant has provided quality work and the department is satisfied with their performance. If the department were to formally bid out this scope it has the potential of not meeting the compliance deadline of 2011.
4.How cost was determined: The cost was determined by proposal of the contractor based on specifications of the department.
FISCAL IMPACT: $75,000.00 is needed and budgeted for this service.
The following amounts were encumbered for similar services:
2008: $200,000 Water; $200,000 Sewerage
2009: $150,000 Water; $150,000 Sewerage
2010: $125,000 Water; $125,000 Sewerage
Title
To authorize the Director of Public Utilities to enter into a modification to modify the maximum monetary obligation under the Environmental Management Development and Implementation Assistance contract with GS&P/OH, Inc. for the Division of Power and Water and Division of Sewerage and Drainage; to authorize the expenditure of $37,500.00 from Water Systems Operating Fund and $37,500.00 from the Sewer Systems Operating Fund. ($75,000.00)
Body
WHEREAS, the Department of Public Utilities has a contract with GS&P/OH, Inc., for the Environmental Management Development and Implementation Assistance, and
WHEREAS, the Department of Public Utilities has identified the need to improve its emergency preparedness program and SPCC compliance as part of its effort to complete EMS development by the end of 2011, and
WHEREAS, the vendor has agreed to provide these additional services as part of the Phase 3 modification as outlined under the terms of the original contract, and
WHEREAS, these services are necessary to complete EMS development this year and are for the preservation of public health, peace, property and safety; now, therefore,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
Section 1. That the Public Utilities Director be and is hereby authorized and directed to modify and increase EL010439 in order to implement this modification with GS&P/OH, Inc. Total amount of modification #3 is ADD $75,000.00. Total contract amount including all modifications is $1,025,000.00
Section 2. That this modification is in accordance with Section 329.16 of the Columbus City Codes.
Section 3. That the expenditure of $75,000.00 or so much thereof as may be needed, is hereby authorized from Object Level One 03, Object level Three 3336, Fund Names and Numbers, Departments, OCA Codes and amounts listed below, to pay the cost thereof.
DIVISION OF WATER (60-09)
OCA: 601849
Amount: $37,500.00
DIVISION OF SEWERAGE AND DRAINAGE (60-05)
OCA: 605006
Amount: $37,500.00
Section 4. That this Ordinance shall take effect and be in effect and be in force from and after the earliest period allowed by law.