Explanation
BACKGROUND: This Ordinance authorizes the Director of Public Utilities to modify and increase the professional services agreement with EMH&T, Inc. for the consolidation of existing water tap information into a database, for the Division of Power and Water.
The original agreement was approved under Ordinance No. 1140-2008, authorizing the project to be divided into two phases, with Phase 2 being funded through a contract modification.
Phase 1 consisted of consolidating three sets of detailed water service tap information stored as paper cards, scanned digital images, and WASIMS into a single information database solution. The Phase 1 deliverable is a document management system (DMS) using FalconDMS® that is searchable and provides access to those resources. The benefit of the Phase 1 DMS is that digital data allows quicker access to the records. The limitation of that DMS is that multiple records/images still refer to a single location/feature and the user is left to interpret that each time a search is completed. In addition, the user is limited to searching for items using database criteria rather than a map-based interface that shows the available water services.
This modification, for Phase 2, will take the resources from Phase 1 and prepare a GIS-based database that is reconciled and makes it easy to: 1) research taps/services before a project, 2) add new taps/services, 3) update taps/services after construction, 4) identify customers affected by an event or action, and 5) update taps/services when better information is available from field personnel.
1. Amount of additional funds to be expended: $553,950.37
Original Contract Amount: $519,840.20
Amount of original contract and modification #1: $1,073,790.57
2. Reasons additional goods/services could not be foreseen:
This is a contract modification as indicated in Ordinance No. 1140-2008. It was envisioned that work was to be completed in two phases. The consultant was to provide an approach and proposed fee to provide work under Phase 1. Upon completion and the acceptance of Phase 1 and based upon the consultant's recommendations for Phase 2, DPU may then enter into discussions with the consultant to determine a scope and cost for Phase 2.
3. Reason other procurement processes are not used:
As indicated in the original contract legislation, a modification was always planned. Upon completion of the consolidation of the water service tap records into a single database and determination of the magnitude of discrepancies, the consultant was then to develop a plan with assistance of DPU, on how to effectively reconcile the discrepancies between the source information. Following acceptance of proposed plan, DPU may authorize the consultant to proceed with Phase 2, the data reconciliation phase. However, the consultant is encouraged to suggest an approach that would best accomplish the goals and objectives defined in the RFP.
4. How cost of modification was determined:
With the completion and the acceptance of Phase 1 and based upon the consultant's recommendations, the consultant developed a plan with assistance of DPU, on how to effectively reconcile the discrepancies between the source information for Phase 2. DPU then reviewed the proposal plan with the consultant to determine a scope and cost for Phase 2.
Contract Compliance Information: 31-0685594, expires 9/21/11, Majority
FISCAL IMPACT: A transfer of funds within the Water Build America Bonds Fund will be necessary, as well as an amendment to the 2009 Capital Improvements Budget.
Title
To authorize the Director of Public Utilities to modify and increase the professional services agreement with EMH&T, Inc. for the consolidation of existing water tap information into a database; for the Division of Power and Water; to authorize a transfer and expenditure within the Water Build America Bonds Fund; and to amend the 2009 Capital Improvements Budget. ($553,950.37)
Body
WHEREAS, Contract No. EL008613 was authorized by Ordinance No. 1140-2008, passed July 21, 2008, was executed on August 21, 2008, and was approved by the City Attorney on August 21, 2008; and
WHEREAS, the Division of Power and Water would like to modify and increase the contract for construction services for Part II of the project; and
WHEREAS, it is necessary for this Council authorize the transfer within and expenditure of funds from the Water Build America Bonds Fund, for the Division of Power and Water, and
WHEREAS, it is necessary to authorize an amendment to the 2009 Capital Improvements Budget for the purpose of providing sufficient spending authority for the aforementioned project expenditure; 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 professional services agreement with EMH&T, Inc., for the consolidation of existing water tap information into a database, 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 services agreement with EMH&T, Inc. for the consolidation of existing water tap information into a database, in the amount of $553,950.37.
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 $53,950.37 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 6686, as follows:
Fund No. | Project No. | Project Name | OCA Code | Change
609 | 690368-100000 (new funding) | Long St. W.L. | 609368 | -$53,950.37
609 | 452501-100000 (new funding) | Geog. Info. Sys. | 692501 | +$53,950.37
SECTION 4. That the 2009 Capital Improvements Budget is hereby amended as follows:
Fund No. | Proj. No. | Proj. Name | Current Authority | Revised Authority | Change
609 | 690368-100000 (new funding) | Long St. W.L. | $1,528,433 | $1,474,482 | -$53,951
609 | 452501-100000 (new funding) | Geog. Info. Sys. | $500,000 | $553,951 | +$53,951
SECTION 5. That the expenditure of $553,950.37 is hereby authorized for the consolidation of existing water tap information into a database within the Water Build America Bonds Fund, Fund No. 609, Division 60-09, Project No. 452501-100000 (new funding), Object Level Three 6686, OCA Code 692501.
SECTION 6. 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 7. That the City Auditor is authorized to establish proper project accounting numbers as appropriate.
SECTION 8. 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 9. That this Ordinance shall take effect and be in force from and after the earliest period allowed by law.