Explanation
The Department of Public Utilities entered into an agreement with GS&P/OH, Inc. on April 29, 2016, to build upon the previous work that the department conducted in developing and implementing its environmental management system with the goal of obtaining third party certification of the program.
The contract provides the Department of Public Utilities Environmental Management System support assistance by completing various related tasks, conducting a gap analysis of the current Environmental Management System, developing a road map that identifies needed changes or improvements for certification under the new ISO 14001:2015 standard, and assisting the department in transitioning to the new requirements of the standard in order to retain ISO 14001 certified status, providing technical support in using the Environmental Management System software (Intelex), providing planning and participation support for various Environmental Management System teams, developing additional procedures and work instructions where necessary, assisting the various environmental training programs through face to face and on-line training and tracking mechanisms, providing general environmental health and safety and emergency preparedness support as needed, improving the department's document control system, supporting the department’s communication outreach efforts for both internal and external audiences, assisting in conducting regularly scheduled internal Environmental Management System and environmental compliance audits as well as supporting the department during third-party ISO re-certification and surveillance audits, and addressing environmental compliance issues where needed.
This contract is the result of a Request for Proposal received on December 17, 2015. The proposal was deemed acceptable by a three-member selection committee and was approved by the Director of Public Utilities on January 6, 2016. The original contract PO008885 was established for $200,000.00 and covered Phase 1 of a three-year contract, with cost for each year subject to review and approval by the City Council and the Auditor's certification of funds. This is the first of two possible modifications of the contract. This modification will ADD $143,000.00 and cover the costs associated with year 2 as defined in the original proposal. All terms and conditions of the original agreement remain in full force and effect. The contract ends on March 31, 2019.
1. Amount of additional funds: The amount of additional funds needed for this modification is $143,000.00. The original contract ("Phase 1") was established for $200,000.00. This second phase of the contract (Modification #1) will ADD $143,000.000 for a total contract cost thus far of $343,000.00.
2. Reason additional needs were not foreseen: The need for additional funds was foreseen and is outlined in the original agreement. This legislation is to encumber the funds required for this year of the contract.
3. Reason other procurement processes not used: The same exact service is required as originally proposed. No lower pricing/more attractive terms and conditions are anticipated at this time.
4. How cost was determined: The cost, terms and conditions are in accordance with the original agreement.
SUPPLIER: GS&P/OH, Inc.: (62-1736493) Expires 12-3-2017
GS&P/OH, Inc. does not hold MBE/FBE 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.
FISCAL IMPACT: $143,000.00 is needed and budgeted for this expenditure. This ordinance is contingent on the passage of the 2017 Operating Budget, Ordinance #2863-2016.
Spent in 2016: $82,093.68
Spent in 2015: $79,823.85
Title
To authorize the Director of Public Utilities to enter into a planned contract modification with GS&P/OH, Inc. for support in the Environmental Management System certification process for the Department of Public Utilities, to authorize the expenditure of $8,723.00 from the Electricity Operating Fund, $55,484.00 from the Water Operating Fund, $62,205.00 from the Sewerage System Operating Fund and $16,588.00 from the Stormwater Operating Fund. ($143,000.00)
Body
WHEREAS, the Department of Public Utilities has a continued need to sustain its environmental management system to ensure that its environmental compliance requirements are met and its environmental footprint is reduced; and
WHEREAS, the contract provides the Department of Public Utilities the ability to build upon the previous work on the department's environmental management system with the goal of obtaining third party certification of the program. The consultant will prepare detailed task orders describing specific task activities, estimated levels of effort, and schedules that conform to the following general task descriptions and attached estimated project schedule; and
WHEREAS, the Director of Public Utilities received one proposal to conduct the work deemed acceptable by the selection committee and the Director; and
WHEREAS, services under this agreement are to be provided over a period of three years with funds being reviewed and approved each year of the three-year contract by City Council and Auditor's certification of funds; and
WHEREAS, the City may, at any time during the performance of the services under this Agreement, propose a modification of the Contract by a properly authorized written instrument. With the approval of City Council and execution of such modification by both parties hereto, it shall be fully incorporated into this Contract and shall govern all subsequent performance under the Contract; and
WHEREAS, it has become necessary in the usual daily operation of the Department of Public Utilities to authorize the Director to enter into a planned contract modification with GS&P/OH in order to build upon the previous work that the department conducted in developing and implementing its environmental management system with the goal of obtaining third party certification of the program; now, therefore
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of Public Utilities be and is hereby authorized and directed to modify contract PO008885 with GS&P/OH, Inc. for Environmental Management System support and support in the Environmental Management System certification process for the Department of Public Utilities.
SECTION 2. That this modification is in accordance with the relevant provisions of City Code Chapter 329 relating to contract modifications.
SECTION 3. That the expenditure of $143,000.00 or so much thereof as may be needed, be and the same hereby is authorized per the accounting codes in the attachment to this ordinance.
SECTION 4. 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 5. That this ordinance shall take effect and be in force from and after the earliest period allowed by law.