Explanation
1. BACKGROUND: This Ordinance authorizes the Director of Public Utilities to modify and increase the GIS Professional Service agreements with Stantec Consulting Services, Inc. and Woolpert, Inc. Each agreement will be increased in the amount of $200,000.00, for the Divisions Sewerage and Drainage and the Division of Power and Water.
The Department awarded GIS Professional Services agreements to two firms (Stantec Consulting Services and Woolpert Inc) in order to negotiate best pricing and to balance project loads and align particular experience and strengths with each firm. Activities under these agreements include: Data Development and Conversion, Field Data Collection, On-site Staff Augmentation, Needs Assessments and Business Process Analysis, GIS Application Development, and GIS Integration.
Each agreement was establish for three (3) years and this Modification (No. 1) will establish funds for the 2nd year. Modification No. 2 will be legislated in 2013 for the third year.
1.1 Amount of additional funds to be expended: $400,000.00
Original Agreement Amounts: $ 200,000.00 (EL012040 & EL012101)
Modification 1 (current) $ 400,000.00
Total (Orig. + Mod. 1) $ 600,000.00
1.2. Reasons additional goods/services could not be foreseen:
Modifications to the contracts were anticipated and were identified in Ordinance No. 1034-2011. A second modification to both contracts will be needed in 2013 for the third year of the agreement.
1.3. Reason other procurement processes are not used:
Ordinance No. 1034-2011 stated each contract would be for a period of 1-year, renewable for 2 additional years.
1.4. How cost of modification was determined:
Stantec Consulting Services, Inc. and Woolpert, Inc. prepared and submitted detailed estimates of cost and qualifications. City project management staff reviewed and approved these cost summaries.
2. ECONOMIC IMPACT/ADVANTAGES; COMMUNITY OUTREACH; PROJECT DEVELOPMENT; ENVIRONMENTAL FACTORS/ADVANTAGES OF PROJECT: The current in-house resources available to the Department continue to be fully utilized. These agreements will allow the Department to add additional resources and GIS knowledge for departmental GIS projects in order to support organizational goals.
3. CONTRACT COMPLIANCE INFO:
Stantec Consulting Services, Inc.: 11-2167170 (expires 12/21/13, Majority)
Woolpert, Inc.: 20-1391406 (expires 6/17/13, Majority)
Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against Stantec Consulting Services, Inc. and Woolpert, Inc.
4. FISCAL IMPACT: Funding for this project will come from the Divisions of Sewerage and Drainage and Power and Water.
This legislation authorizes the expenditure of $200,000 from the Sanitary Sewer General Obligation Fund, Fund 664.
A transfer of funds within the Water Build America Bonds Fund will be necessary, as well as an amendment to the 2012 Capital Improvements Budget.
Title
To authorize the Director of Public Utilities to modify and increase the GIS Professional Service agreements with Stantec Consulting Services, Inc. and Woolpert, Inc.; for the Divisions of Sewerage and Drainage and Power and Water; to authorize the expenditure up to $200,000.00 from the Sanitary Sewer General Obligation Fund; to authorize a transfer and expenditure up to $200,000.00 from the Water Build America Bonds Fund; and to authorize an amendment to the 2012 Capital Improvements Budget. ($400,000.00)
Body
WHEREAS, the Department awarded GIS Professional Services agreements to two different firms in order to negotiate best pricing and to balance project loads and align particular experience and strengths with each firm; and
WHEREAS, Contract No. EL012040 with Stantec Consulting Services, Inc. was authorized by Ordinance No. 1034-2011, passed July 25, 2011, was executed on September 7, 2011, and approved by the City Attorney on September 22, 2011; and
WHEREAS, Contract No. EL012101 with Woolpert, Inc. was authorized by Ordinance No. 1034-2011, passed July 25, 2011, was executed on September 28, 2011, and approved by the City Attorney on October 6, 2011; and
WHEREAS, Modification No. 1 to the agreements are necessary in order to fund the second year of these three-year agreements; and
WHEREAS, it is necessary for this Council to authorize a transfer and expenditure of funds within the Water Build America Bonds Fund, for the Division of Power and Water; and
WHEREAS, it is necessary for this Council to authorize the expenditure of funds from the Sanitary Sewer General Obligation Fund and to authorize a transfer and expenditure of funds the Water Build America Bonds Fund; and
WHEREAS, it is necessary to authorize an amendment to the 2012 Capital Improvements Budget for the purpose of providing sufficient spending authority for the aforementioned project expenditures; and
WHEREAS, it has become necessary in the usual daily operation of the Department of Public Utilities, Division of Power and Water, to authorize the Director of Public Utilities to modify and increase the GIS Professional Services agreements with Stantec Consulting Services, Inc. and Woolpert, Inc., for the 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 GIS Professional Services agreements with Stantec Consulting Services, Inc. and Woolpert, Inc., in the amount of $200,000.00 each.
SECTION 2. That these agreement modifications are in compliance with Section 329.16 of Columbus City Codes, 1959.
SECTION 3. That the City Auditor is hereby authorized and directed to appropriate the following:
Division: Power and Water
Dept./Div. No.: 60-09
OL3: 6677
Fund No. | Fund Name | Project No. | Project Name | OCA | Amount
609 | Water Build America Bonds Fund | 609999-100000 (carryover) | Unallocated Balance Fund 609 | 609999 | $17,028.60
SECTION 4. That the City Auditor is hereby authorized to transfer $200,000.00 within the Department of Public Utilities, Division of Power and Water, Water Build America Bonds Fund, Fund No. 609, Dept/Div. No. 60-09, Object Level Three 6677, as follows:
Fund No. | Project No. | Project Name | OCA Code | Change
609 | 609999-100000 (carryover) | Unallocated Balance | 609999 | -$17,028.60
609 | 690236-100027 (carryover) | Alcott Rd. WL Imp's | 623627 | -$73,025.00
609 | 690331-100002 (carryover) | HCWP Lagoon Sludge Rmvl | 693312 | -$30,945.15
609 | 690370-100000 (carryover) | Upground Reservoir | 609370 | -$13.32
609 | 690463-100000 (carryover) | Misc. Water Storage/Booster Sta. Imp's | 609463 | -$2,776.00
609 | 690518-100001 (carryover) | Prof. Constr. Mgmt. | 695181 | -$0.04
609 | 690483-100000 (carryover) | Chatterton Rd. 30" WM | 609483 | -$76,211.89
609 | 452501-100001 (carryover) | GIS Professional Svcs. | 694521 | +$200,000.00
SECTION 5. That the 2012 Capital Improvements Budget is hereby amended as follows:
Fund No. | Proj. No. | Proj. Name | Current Authority | Revised Authority | Change
609 | 609999-100000 (carryover) | Unallocated Balance | $0 | $17,029 | +$17,029
(establish authority to match cash)
609 | 609999-100000 (carryover) | Unallocated Balance | $17,029 | $0 | -$17,029
609 | 690236-100027 (carryover) | Alcott Rd. WL Imp's | $73,025 | $0 | -$73,025
609 | 690331-100002 (carryover) | HCWP Lagoon Sludge Rmvl | $0 | $30,946 | +$30,946
(establish authority to match cash)
609 | 690331-100002 (carryover) | HCWP Lagoon Sludge Rmvl | $30,946 | $0 | -$30,946
609 | 690370-100000 (carryover) | Upground Reservoir | $0 | $14 | +$14
(establish authority to match cash)
609 | 690370-100000 (carryover) | Upground Reservoir | $14 | $0 | -$14
609 | 690463-100000 (carryover) | Misc. Water Storage/Booster Sta. Imp's | $0 | $2,776 | +$2,776
(establish authority to match cash)
609 | 690463-100000 (carryover) | Misc. Water Storage/Booster Sta. Imp's | $2,776 | $0 | -$2,776
609 | 690518-100001 (carryover) | Prof. Constr. Mgmt. | $0 | $1 | +$1
(establish authority to match cash)
609 | 690518-100001 (carryover) | Prof. Constr. Mgmt. | $1 | $0 | -$1
609 | 690483-100000 (carryover) | Chatterton Rd. 30" WM | $285,426 | $209,214 | -$76,212
609 | 452501-100001 (carryover) | GIS Professional Svcs. | $0 | $200,003 | +$200,003
SECTION 6. That the expenditure up to $200,000.00 is hereby authorized from the Sanitary Sewer General Obligation Fund | Fund No. 664 | Division 60-05 | GIS Professional Services | CIP 650762-100000 | OCA 664762 | Obj Lvl 3: 6676.
That for the purpose of this legislation the expenditure for the GIS Professional Services modification agreement is to be expended amongst the two agreement awardees as follows:
Stantec Consulting Services | CIP 650762-100000 | OCA 664762 | $100,000.00
Woolpert, Inc. | CIP 650762-100000 | OCA 664762 | $100,000.00
SECTION 7. That the expenditure up to $200,000.00 is hereby authorized from the Water Build America Bonds Fund | Fund No. 609 | Division 60-09 | GIS Professional Services | CIP 452501-100001 (carryover) | OCA 694521 | Obj Lvl 3 6677.
That for the purpose of this legislation the expenditure for the GIS Professional Services modification agreement is to be expended amongst the two agreement awardees as follows:
Stantec Consulting Services | CIP 452501-100001 (carryover)| OCA 694521 | $100,000.00
Woolpert, Inc. | CIP 452501-100001 (carryover)| OCA 694521 | $100,000.00
SECTION 8. 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 9. That the City Auditor is authorized to establish proper project accounting numbers as appropriate.
SECTION 10. That the City Auditor is authorized to make any accounting changes to revise the funding source for all agreements or agreement modifications associated with this Ordinance.
SECTION 11. That this Ordinance shall take effect and be in force from and after the earliest period allowed by law.