Explanation
1. Background: This legislation authorizes the Director of Public Utilities to execute a contract modification, Mod #3, with H.R. Gray-A Haskell Company for the Wastewater Treatment Facilities (WWTF) Professional Construction Management (PCM) project for the Division of Sewerage and Drainage. The contract provides construction administration and management services including construction inspection, construction and startup coordination, reporting, budgeting, scheduling, document tracking, and related tasks associated with a multi-project program for the following construction contracts:
650261-101001 General Contingency $306,850.00
650261-101013 Roof Replacement for DPU Facilities, 650234 $97,097.00
650261-101014 JPWWTP Biosolids Land Application Improvements, 650243.2 $1,069,812.00
650261-101015 SWWTP Chemically Enhanced Primary Treatment - Preliminary Treatment Project, 650367.2 $16,871.00
650261-101016 Facilities and Equipment Upgrade for WSST, 650258 $849,822.00
650261-101017 SWWTP Biosolids Land Application Improvements, 650356.2 $1,001,164.00
650261-101018 SWWTP Chemically Enhanced Primary Treatment - Clarification Project, 650367.3 $16,871.00
650261-101019 SWWTP Chemically Enhanced Primary Treatment - Disinfection Project, 650367.4 $16,871.00
650261-101010 Small Capital Projects, 650260-100000 $150,000.00
Project Modification Data:
1.1 Amount of additional funds to be expended: $3,375,358.00
Original Contract $ 0
Modification No. 1 $1,868,465.00
Modification No. 2 $ 567,387.00
Current Modification No. 3 $3,375,358.00
Current Projected Total $5,811,210.00
Proposed Modification No. 4 (estimated 2016 funding) $ 1,584,000.00
Proposed Future TOTAL $ 7,395,210.00
1.2 Reasons additional goods/services could not be foreseen:
Contract Modification No. 3 was planned and anticipated, and so stated in the original contract's legislation. It is a planned continuation of the services originally included within the existing contract's scope of service.
1.3 Reason other procurement processes are not used:
The funding provided by this contract modification is for continuation of the existing work of the contract. It is not reasonable or cost effective to undertake a new procurement to acquire these services.
1.4 How cost of modification was determined:
A cost proposal was provided by H.R. Gray-A Haskell Co. and reviewed by the Division of Sewerage and Drainage and was deemed acceptable. The cost of this contract modification is consistent with the direct labor, overhead, and profit rates established within the original proposal.
2. Project Timeline: This is a five year contract which started in 2012 and will end with the close-out of the final project modification currently scheduled for 2016. This contract modification is for 2015 services. The duration of the contract may extend into subsequent years based on the complexity and progress of the assigned work. The professional services are funded by incremental appropriation, through the use of approximate annual modifications. Adjustments to fees and scope to this contract will be made by contract modification based on annual (or semiannual) proposals as requested by the City.
3. Contract Compliance No.: 31-1050479 | MAJ | Exp. 10/09/2015
4. Emergency Designation: Emergency designation is not requested at this time.
5. Economic or Environmental Impact: The performance of professional contract management services for the subject construction contracts will help to prevent or reduce the number of construction claims, and minimize charge amount of any unavoidable claims. No community outreach or environmental factors are considered for this project.
6. Fiscal Impact:
This ordinance authorizes the transfer within and expenditure of up to $3,375,358.00 from the Sanitary Sewer General Obligation Bond Fund, Fund 664, and amends the 2015 Capital Improvements Budget.
Title
To authorize the Director of Public Utilities to modify and add funding to an existing contract (EL014842) with H.R. Gray-A Haskell Company for the Wastewater Treatment Facilities Professional Construction Management Contract; to transfer within and expend up to $3,375,358.00 from the Sanitary Sewer General Obligation Fund for the Division of Sewerage and Drainage; and to amend the 2015 Capital Improvements Budget. ($3,375,358.00)
Body
WHEREAS, the original contract, EL012903 was authorized by Ordinance 0373-2013, passed April 02, 2012; executed by the Director of Public Utilities on June 15, 2012, approved the City Attorney on June 18, 2012, and certified by the City Auditor's office June 25, 2012; and
WHEREAS, it was necessary to authorize the City Auditor to cancel EL012903 and transfer the funds and authority to the new PCM CIP project series, 650261-101000; and
WHEREAS, contract EL014842 was authorized by Ordinance 1677-2013 which passed July 22, 2013; executed by the Director of Public Utilities on September 23, 2013, approved the City attorney on October 01, 2013; and,
WHEREAS, contract EL015768 was authorized by Ordinance 0501-2014 which passed April 21, 2014; executed by the Director of Public Utilities on May 21, 2014, approved the City attorney on May 28, 2014; and certified by the City Auditor's Office May 28, 2014; and,
WHEREAS, it is necessary to authorize the Director of Public Utilities to modify (Mod #3) the agreement with H.R. Gray-A Haskell Company for the Wastewater Treatment Facilities (WWTF) Professional Construction Management (PCM) Contract; and
WHEREAS, this is a multi-year agreement with subsequent annual contract modifications; and
WHEREAS, it is necessary for City Council to authorize the transfer within and the expenditure of funds from the Sanitary Sewer General Obligation Fund, Fund 664; and
WHEREAS, it is necessary to amend the 2015 Capital Improvements Budget; and
WHEREAS, the Department of Public Utilities, Division of Sewerage and Drainage, is requesting that this Council authorize the Director of Public Utilities to enter into contract modification, Mod #3, with H.R. Gray-A Haskell Company for the Wastewater Treatment Facilities Professional Construction Management project for 2012-2016, at the earliest practical date 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 be and hereby is authorized to modify and add funding to the existing contract (EL014842), the Professional Construction Management Services agreement with H.R. Gray-A Haskell Co., 3770 Ridge Mill Drive, Columbus, OH 43026, in connection with Wastewater Treatment Facilities Professional Construction Management project, in accordance with the terms and conditions as shown in the agreement on file in the office of the Division of Sewerage and Drainage.
SECTION 2. That the City Auditor be and hereby is authorized and directed to transfer up to $3,375,358.00 from within the Sanitary Sewer General Obligation Bond Fund | Fund No. 664 | Division 60-05 | Object Level Three 6630:
From: Fund 664
Proj. No. | Proj. Name | OCA | Amount
650351-100001 | WWTF Construction & Contingencies | 643511 | -$1,881,294.80
650323-100000 | Land Acquisition | 664323 | -$1,494,063.20
To:
Fund | Proj. No. | Proj. Name | OCA | Amount
650261-101000 | WWTFs Professional Construction Management | 664261| +$3,375,358.00
SECTION 3. That the 2015 Capital Improvements Budget is hereby amended as follows, to create and provide sufficient budget authority for the award of the agreement stated herein:
Project No. | Project Name | Current Authority | Revised Authority | (Change)
650351-100001 | WWTF Construction & Contingencies | $1,881,295 | $0 | (-$1,881,295)
650323-100000 | Land Acquisition | $1,578,292 | $84,229 | (-$1,494,064)
650261-101000 | WWTFs Professional Construction Management | $0 | $3,375,358 | (+$3,375,358)
SECTION 4. That the Director of Public Utilities is authorized to expend up to $3,375,358.00 or as much thereof as may be needed, on the following: Sanitary Sewer General Obligation Bond Fund | Fund No. 664 | Division 60-05 | Object Level Three 6630:
Project No. | Project Name | Amount ($) | OCA Code | Object Level Three
650261-101000 | WWTFs Professional Construction Management | 664261 | +$3,375,358.00
SECTION 5. That the said firm, H.R. Gray-A Haskell Company, shall perform the work to the satisfaction of the Director of Public Utilities and the Administrator of the Division of Sewerage and Drainage.
SECTION 6. That the City Auditor is hereby authorized 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 are no longer required for said project; except that no transfer shall be made from a project 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.