Explanation
1. BACKGROUND: This Ordinance authorizes the Director of Public Utilities to increase and extend the Professional Construction Management Services agreement with URS Corporation - Ohio, which provides cost effective construction management, field representation, inspection testing, instrumentation/control design, integration and support services, and services for maintenance of operations during construction for various capital improvements projects for the Water Supply/Technical Support group, for the period of 2011 - 2017.
The original legislation, under Ordinance No. 1386-2010, stated that this agreement would be modified over the 2011 - 2015 period. The first contract was executed in December 2010 to allow the Professional Construction Management Team to perform a constructability review of the Upground Reservoir R-2 Project prior to advertisement for bid in December 2010.
Modification No. 1, under Ordinance No. 0134-2011, enabled the Professional Construction Management Team to perform construction management and field representation for the Upground Reservoir Raw Water Pump Station and Raw Water Line projects.
Modification No. 2, under Ordinance No. 0975-2011 enabled the Professional Construction Management Team to perform construction management and field representation for various projects, for the remainder of 2011 and the first half of 2012.
Modification No. 3, under Ordinance No. 1487-2012, enabled the Professional Construction Management Team to perform construction management and field representation for various projects, for the remainder of 2012 and the first half of 2013.
Modification No. 4, under Ordinance No. 0384-2013, enabled the Professional Construction Management Team to perform construction management and field representation for various projects, for June 2013 through May 2014.
Modification No. 5 (current) is to cover Professional Construction Management tasks from about May 2014 through September, 2014. This modification covers the following projects below. This modification will also extend the contract period from 2015 through 2017 in order to finish ongoing projects.
690428-100003
DRWP Treatment Capacity Increase - Filter Rehabilitation and I&C Backbone (Contract #2)
Project Description: Contract includes rebuilding the internals of the existing filters and changing the current filter media to granular activated carbon (GAC). New filter backwash controls will require an updated plant SCADA communication system which will be phased in under different portions of the plant upgrades. Construction is ongoing and requires PCM support services. This modification is part of the planned contract extension to continue PCM services for this project.
690428-100004
DRWP Treatment Capacity Increase - Recarbonation and Ozone Facilities/Basin (Contract #3)
Project Description: Contract includes new recarbonation system and ozone facilities. These improvements combine with Contract #1 to bring the plant into compliance with the disinfection byproducts regulations. Construction is ongoing and requires PCM support services. This modification is part of the planned contract extension to continue PCM services for this project.
690428-100005
DRWP Treatment Capacity Increase - Ion Exchange/Plant Reliability Upgrades (Contract #4)
Project Description: Provide Ion Exchange facilities to reduce nitrates to acceptable levels. Current chemical storage and feed facilities are old, incompatible and near the end of their design life. Reliability upgrades are included across the plant site to replace obsolete equipment and improve reliability. Construction for this project has not yet started. No additional funding is being requested under this contract modification. Funding will be addressed under future contract modification #6.
690428-100006
DRWP Treatment Capacity Increase - Sludge Force Main (Contract #5)
Project Description: Installation of a new sludge forcemain to convey treatment residuals from the DRWP to the McKinley Avenue quarry. Currently, a single forcemain conveys all residuals from the DRWP to the quarry. The new forcemain will provide conveyance redundancy and increase reliability for this critical treatment operation. Construction is ongoing and requires PCM support services. This modification is part of the planned contract extension to continue PCM services for this project.
1.1 Amount of additional funds to be expended: $3,800,000.00
Original Contract Amount: $ 200,000.00 (EL011123)
Modification 1 $ 1,625,000.00 (EL011432)
Modification 2 $15,750,000.00 (EL011999)
Modification 3 $ 6,854,740.00 (EL013639)
Modification 4 $13,500,000.00 (EL014415 / EL015052)
Modification 5 (current) $ 3,800,000.00
Total (Orig. + Mods. 1-5) $41,729,740.00
1.2. Reasons additional goods/services could not be foreseen:
This modification was planned and identified in the original contracting legislation Ordinance No. 1386-2010, in the first contract modification Ordinance No. 0134-2011, the second contract modification Ordinance No. 0975-2011, the third contract modification Ordinance No. 1487-2012, as well as the fourth contract modification Ordinance No. 0384-2013.
1.3. Reason other procurement processes are not used:
The original RFP for this project anticipated a multi-year project with annual expenditures. The original authorizing legislation Ordinance No. 1386-2010, the first contract modification Ordinance No. 0134-2011, the second contract modification Ord. 0975-2011, the third contract modification Ordinance No. 1487-2012, and the fourth contract modification Ordinance No. 0384-2013 identified the planned contract modifications.
1.4. How cost of modification was determined:
The consultant prepared a cost breakdown exhibit including estimated hours and hourly rates for upcoming work. These cost breakdowns were reviewed and approved by the Project Manager for the City Division of Water. Hourly rates and multipliers were submitted during the Request for Proposal phase of the project, with annual increases included for the contract duration.
2. 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 water supply and treatment. These projects are incorporated in the capital improvement program for various reasons including meeting regulatory requirements, expanded supplies to meet development concerns and maintenance of the water supply, and treatment facilities. All of these functions are tied to the economic vitality of the service area. Outreach and public informational meetings have been performed under previous modifications of this contract and will be performed on individual projects as they near construction as appropriate. 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.
3. CONTRACT COMPLIANCE INFO: 34-0939859, expires 7/2/15, Majority
Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against URS Corporation - Ohio.
4. FUTURE CONTRACT MODIFICATIONS: A second 2014 modification request (Mod #6) will be assembled in the summer of 2014 to fund contract work thru mid-2015. It is anticipated Mod #6 will be funded from the June 2014 bond sale. Additional future annual contract modifications will be submitted for Council approval starting in early 2015 to cover Professional Construction Management tasks for the next 12 month period, and annually thereafter for the duration of this multi-year contract period.
5. EMERGENCY DESIGNATION: It is requested that this Ordinance be handled in an emergency manner in order to maintain continuity in construction management activities and avoid disruption to construction activities. Without emergency legislation, current funding on some projects will be exhausted prior to the next bond sale which would delay construction activities and potentially increase costs.
6. FISCAL IMPACT: A transfer of funds within the Water Works Enlargement Voted Bonds Fund will be necessary as well as an amendment to the 2014 Capital Improvements Budget.
Title
To authorize the Director of Public Utilities to enter into a planned modification for the Professional Construction Management Services agreement with URS Corporation - Ohio; for the Division of Water; to authorize a transfer and an expenditure up to $3,800,000.00 within the Water Works Enlargement Voted Bonds Fund; to authorize an amendment to the 2014 Capital Improvements Budget; and to declare an emergency. ($3,800,000.00)
Body
WHEREAS, Contract No. EL011123 was authorized by Ordinance No. 1386-2010, passed October 18, 2010, was executed November 24, 2010, and approved by the City Attorney on November 30, 2010; and
WHEREAS, Modification No. 1, under Purchase Order No. EL011432 authorized by Ordinance No. 0134-2011 passed February 23, 2011, was executed March 10, 2011, and approved by the City Attorney on March 17, 2011; and
WHEREAS, Modification No. 2 under Purchase Order No. EL011999 authorized by Ordinance No. 0975-2011 passed July 18, 2011, was executed August 18, 2011, and approved by the City Attorney on August 18, 2011; and
WHEREAS, Modification No. 3 under Purchase Order No. EL013639 authorized by Ordinance No. 1487-2012 passed July 16, 2012, was executed October 16, 2012, and approved by the City Attorney on October 22, 2012; and
WHEREAS, Modification No. 4 under Purchase Order No. EL014415 / EL015052 authorized by Ordinance No. 0384-2013 passed April 15, 2013, was executed May 15, 2013, and approved by the City Attorney on May 23, 2013; and
WHEREAS, Modification No. 5 is needed in order to provide necessary services for projects for the second half of 2014 and first half of 2015 and to extend the date of services from 2015 through 2017; and
WHEREAS, it is necessary for this Council to authorize the City Auditor to transfer and expend funds within the Water Works Enlargement Voted Bonds Fund; and
WHEREAS, it is necessary to authorize an amendment to the 2014 Capital Improvements Budget for purposes of providing sufficient funding and expenditure authority for the aforementioned project expenditures; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Utilities, Division of Water in that it is immediately necessary to authorize the Director of Public Utilities to modify and increase the Professional Construction Management Services agreement with URS Corporation - Ohio, in an emergency manner in order to continue services and to avoid disruption to construction activities, for the immediate 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 Services agreement with URS Corporation - Ohio in the amount of $3,800,000.00.
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 $3,800,000.00 within the Department of Public Utilities, Division of Water, Dept./Div. No. 60-09, Object Level Three 6686 as indicated on attachment "ORD 0999-2014".
SECTION 5. That the 2014 Capital Improvements Budget is hereby amended as indicated on attachment "ORD 0999-2014".
SECTION 6. That the expenditure of $3,800,000.00 is hereby authorized for the Professional Construction Management Services agreement within the Water Works Enlargement Voted Bonds Fund, Fund No. 606, Division 60-09, Object Level Three 6686, as follows:
Project No. Project Name OCA Amount
690428-100002 (carryover) DRWP Cap. Incr. Sludge P.S. 664282 $ 945,000.00
690428-100003 (carryover) DRWP Cap. Incr. Filter Bldg. 664283 $ 327,000.00
690428-100004 (carryover) DRWP Cap. Incr. Ozone 664284 $ 584,000.00
690428-100006 (carryover) DRWP Cap Incr. Residuals Frc. Mn. 664286 $ 154,000.00
690430-100001 (carryover) HCWP Trmt. Imp's-DD 664301 $1,463,000.00
690518-100000 (carryover) PCM (contingency) 606518 $ 143,000.00
690518-100002 (carryover) Constr. Mgmt.-City-Wide PMIS 695182 $ 184,000.00
Grand Total $3,800,000.00
SECTION 7. 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 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 contracts or contract modifications associated with this Ordinance.
SECTION 11. That for reasons stated in the preamble hereto, which is hereby made a part hereof, this Ordinance is declared to be an emergency measure and shall take effect and be in force from and after its passage and approval by the Mayor, or ten days after passage if the Mayor neither approves nor vetoes the same.