Explanation
1. BACKGROUND: This Ordinance authorizes the Director of Public Utilities to modify and increase the Professional Construction Management II (PCM II) Services Agreement with AECOM Technical Services, Inc.; in an amount up to $7,576,000.00; for the Division of Water.
Work performed to date includes design phase construction management (CM) services for multiple capital improvement projects including: program management, constructability reviews, construction cost estimating, project coordination, and construction scheduling.
Future phasing will continue design phase CM services and begin construction phase CM services that include program management, construction management, field representation/inspection, material inspection and testing, PLC programming and controls integration services, O&M ready support services, assistance with claims negotiation, small business outreach, and PMIS support services. These services will be provided through the end of each construction project included in the PCM program, or as noted below in item 9.
2. CONTRACT DURATION / FUTURE MODIFICATIONS: This contract will provide Professional Construction Management (CM) services under multiple contract modifications over a multi-year period to support multiple construction projects that begin construction within the 2017 through 2020 period, with services extending through the end of the subsequent construction durations for each project. Current project schedule estimate calls for a contract completion date in 2022, but this contract duration may need to be extended based on actual construction durations.
Contract modification #3 (this legislation) provides funding for design phase or design and construction phase services for the projects listed below:
• 690441-100002 - Alum Creek Pump Station Misc. Imp’s
• 690519-100000 - HCWP Standby Power
• 690520-100000 - DRWP Standby Power
• 690535-100000 - DRWP UV Disinfection
• 690536-100000 - HCWP UV Disinfection
• 690553-100000 - As-Authorized Contingency
A description of these projects as well as a summary of future contract modifications can be found on the attachment “ORD 2461-2018 Information, Item No. 9”.
All projects have a "Citywide" planning area since they service several central Ohio communities.
2.1 Amount of additional funds to be expended: $7,576,000.00
Original Contract Amount: $ 618,000.00 (PO003180, -3188, -3196, -3199, -3202, -3205, -3208)
Modification 1 $1,506,000.00 (PO049895)
Modification 2 $5,069,000.00 (PO098486)
Modification 3 (current) $7,576,000.00
Total (Orig. + Mods 1-2) $14,769,000.00
2.2. Reasons additional goods/services could not be foreseen:
This modification was planned and identified in the RFP and the original contracting legislation Ord. 0003-2016, which called for services to be provided by the selected PCM team over a multi-year period.
2.3. Reason other procurement processes are not used:
The original RFP and the initial authorizing legislation Ord. 0003-2016 for this project anticipated that the selected PCM team would provide services over a multi-year period to maintain continuity and consistency through the project construction periods and to provide coordination between projects. The current PCM team is familiar with the details of the multiple construction projects underway. The process of selecting and contracting a new PCM team to oversee these construction projects would likely impact construction progress and increase construction costs.
2.4. How cost of modification was determined:
The consultant prepared a cost breakdown exhibit including estimated hours and hourly rates for upcoming work. This cost breakdown was reviewed and approved by the Project manager for the City Division of Water.
3. ECONOMIC IMPACT/ADVANTAGES; COMMUNITY OUTREACH; PROJECT DEVELOPMENT; ENVIRONMENTAL FACTORS/ADVANTAGES OF PROJECT:
This is a Professional Construction Management project which will facilitate the construction administration and construction inspection services for projects in the Division of Water capital program. These projects are all related to the drinking water supply and treatment systems. These projects are incorporated in the capital improvement program for various reasons including meeting regulatory requirements, improving the reliability of the City’s drinking water supply, and enhancing worked and public safety. All of these functions are tied to the economic vitality of the service area.
Outreach activities will be performed under this contract to encourage small / minority business participating in the construction contacts.
The consultant team has identified a commitment to the Mayor’s Green Initiative in their business practices, including recycling programs in their offices, a commitment to double sided printing, and utilization of Project Management Information System (PMIS) for submittal reviews which limits the need for printing documents for review.
4. CONTRACT COMPLIANCE INFO: 95-2661922, expires 9/19/20, Majority, DAX Vendor No: 10897.
Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against AECOM Technical Services, Inc.
5. FISCAL IMPACT: A transfer of funds within the Water G.O. Bonds Fund will be necessary as well as an amendment to the 2018 Capital Improvements Budget.
Title
To authorize the Director of Public Utilities to enter into a planned modification of the Professional Construction Management II (PCM II) Services agreement with AECOM Technical Services, for the Division of Water; to authorize a transfer and an expenditure up to $7,576,000.00 within the Water General Obligations Bond Fund; and to authorize an amendment to the 2018 Capital Improvements Budget. ($7,576,000.00)
Body
WHEREAS, Contract No’s PO003180, PO003188, PO003196, PO003199, PO003202, PO003205, PO003208 were authorized by Ordinance No. 0003-2016, passed February 1, 2016, and authorized the Director of Public Utilities to enter into contract with AECOM Technical Services, Inc., for the Division of Water’s Professional Construction Management II Services Project; and
WHEREAS, Modification No. 1 under Purchase Order No. PO049895, authorized by Ordinance No. 3363-2016, passed January 30, 2017, was executed March 1, 2017, and approved by the City Attorney on March 3, 2017, provided funding for design phase CM services for six projects: DRWP and HCWP Standby Power, DRWP and HCWP UV Disinfection, HCWP Hypochlorite Conversion, and PAWP Hypochlorite Conversion; and construction phase services for three projects: DRWP and HCWP Standby Power and DRWP UV Disinfection; and
WHEREAS, Modification No. 2, under Purchase Order No. PO098486, authorized by Ordinance No. 2725-2017, passed December 4, 2017, was executed January 5, 2018, and approved by the City Attorney on January 12, 2018, provided funding for design and construction phase services for the six projects listed above under Modification No. 1, plus design and construction phases services for the Alum Creek Pump Station Miscellaneous Improvements project, and design phase services for the HCWP Basin Concrete Improvements project; and
WHEREAS, Modification No. 3 (this legislation) provides funding for design and construction phase services for the following six projects: DRWP and HCWP Standby Power, DRWP and HCWP UV Disinfection, Alum Creek Pump Station Miscellaneous Improvements, and As-Authorized Contingency; and
WHEREAS, it is necessary to authorize the City Auditor to transfer and expend funds within the Water G.O. Bonds Fund; and
WHEREAS, it is necessary to authorize an amendment to the 2018 Capital Improvements Budget for purposes of providing sufficient funding and expenditure 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 Water, to authorize the Director of Public Utilities to modify and increase the Professional Construction Management II Services agreement with AECOM Technical Services, 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 Professional Construction Management II Services agreement with AECOM Technical Services, Inc. (FID# 95-2661922) in the amount of $7,576,000.00.
SECTION 2. That this contract modification is in compliance with Chapter 329 of Columbus City Codes.
SECTION 3. That the transfer of $6,876,000.00 or so much thereof as may be needed, is hereby authorized between projects within Fund 6006 - Water G.O. Bonds Fund, per the account codes in the attachment to this ordinance. (There is already sufficient cash in Fund 6006, CIP 690553-100000 and $500,000 in CIP 690536-100000.)
SECTION 4. That the 2018 Capital Improvements Budget is hereby amended, in Fund 6006 - Water G.O. Bonds Fund, per the account codes in the attachment to this ordinance.
SECTION 5. That the expenditure of $7,576,000.00 or so much thereof as may be needed, is hereby authorized in Fund 6006 - Water G.O. Bonds Fund, in Object Class 06, Capital Outlay, per the accounting codes in the attachment to this ordinance.
SECTION 6. 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 7. 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 8. That the City Auditor is authorized to establish proper project accounting numbers as appropriate.
SECTION 9. 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 10. That this Ordinance shall take effect and be in force from and after the earliest period allowed by law.