Explanation
BACKGROUND: This legislation authorizes the Director of Public Utilities to enter into a professional services agreement with H. R. Gray and Associates, Inc. for Professional Construction Management Services for the Division of Sewerage and Drainage. The contract provides construction administration and management services including, construction inspection, construction start-up coordination, reporting, budgeting, scheduling, document tracking, and related tasks associated with a multi-project program beginning with three construction contracts included in this initial agreement with potential new projects added with subsequent annual contract modifications over the next five (5) years. The Division has determined that these services cannot be performed by City personnel at this time, and has planned for the procurement of these services on a routine basis.
PROJECT TIMELINE: This will be a five year contract commencing in 2017 and ending with the close-out of the final construction project in 2021.
PROCUREMENT INFORMATION: The Division advertised for proposals for the subject services on the City's Vendor Services website and in the City Bulletin in accordance with the provisions of Section 329 of the Columbus City Code.
The Division of Sewage and Drainage received 3 bids on December 15, 2016 from the following companies:
|
Vendor Name |
Compliance No. |
EXP: Date |
Type |
City |
State |
|
HR Gray and Associates, Inc. |
31-1050479 |
8/21/2017 |
MAJ |
Columbus |
Ohio |
|
Smoot Construction |
31-1224826 |
4/15/2018 |
MBE |
Columbus |
Ohio |
|
Hill International, Inc. |
20-0953973 |
3/14/2018 |
MAJ |
Columbus |
Ohio |
EMERGENCY DESIGNATION: Emergency action is requested in order to meet the project timeline and deliverables schedule.
CONTRACT COMPLIANCE NO: 31-1050479 | MAJ | 08/21/2017
ECONOMIC / ENVIRONMENTAL IMPACT: The performance of professional contract management services for the subject construction contracts will help to prevent and/or reduce the number of construction claims and minimize the dollar amount of any unavoidable claims. No community outreach or environmental factors are considered for this project as the locations of these projects are Division of Sewerage and Drainage Treatment Plants.
FISCAL IMPACT: This contract will be for one year, and may be modified over the subsequent four (4) years, subject to City Council approval and funding availability. The agreement is based on known or executed construction contracts for the Division of Sewerage and Drainage. Adjustments to fees and scope to this contract will be made by contract modification(s), based on annual (or semiannual) proposals, as requested by the City. The amount requested under this ordinance is $7,399,879.94. This initial funding will provide for services estimated to be needed for construction contracts beginning in 2017.
Original Contract $7,399,879.94
Proposed Modification No.1 (est. 2018 funding) $9,929,000.00
Proposed Modification No.2 (est. 2019 funding) $5,201,000.00
Proposed Modification No.3 (est. 2020 funding) $1,648,000.00
Proposed Modification No.4 (est. 2021 funding) $1,440,000.00
CURRENT PROPOSED TOTAL $25,617,879.94
Title
To authorize the Director of Public Utilities to enter into a professional engineering services agreement with H.R. Gray and Associates, Inc., for the Division of Sewerage and Drainage’s Professional Construction Management Contract; to authorize the transfer of $6,165,333.94 within the Sanitary Sewer General Obligation Fund; to authorize the expenditure of up to $7,399,879.94 from the Sanitary Sewer General Obligation Fund; to amend the 2016 Capital Improvements Budget; and to declare an emergency. ($7,399,879.94)
Body
WHEREAS, the Division of Sewerage and Drainage, Department of Public Utilities advertised the need for professional construction management services on November 17, 2016; and
WHEREAS, three (3) firms submitted proposals for said services on December 15, 2016; and
WHEREAS, H.R. Gray and Associates, Inc. was selected and recommended by an evaluation committee according to Columbus City Code Chapter 329; and
WHEREAS, it is necessary to authorize the transfer of $6,165,333.94 within the Sanitary Sewer General Obligation Bond Fund, Fund 6109; and
WHEREAS, it is necessary to amend the 2016 Capital Improvements Budget for purposes of providing sufficient budget authority for the expenditure; and
WHEREAS, it is necessary to authorize the expenditure of $7,399,879.94 from the Sanitary Sewer General Obligation Fund, Fund 6109 for the Professional Construction Management Services; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Utilities in that it is immediately necessary to authorize the Director to enter into a professional engineering agreement with H.R. Gray and Associates, Inc. for Professional Construction Management Services in order to meet project timelines for the preservation of the public health, peace, property, safety and welfare; now, therefore
BE IT ORDAINED BY THE CITY OF COLUMBUS
SECTION 1. That the Director of Public Utilities is hereby authorized to enter into an engineering agreement with H.R. Gray and Associates, Inc., 3770 Ridge Mill Drive, Columbus, Ohio 43026 for Professional Construction Management (PCM) Services, in the amount of $7,399,879.94; in accordance with the terms and conditions of the contract on file in the Office of the Division of Sewerage and Drainage.
SECTION 2. That the City Auditor is hereby authorized to transfer $6,165,334.94 within the Sanitary Sewer General Obligation Bond Fund 6109 per the account codes in the attachment to this ordinance.
SECTION 3. That the 2016 Capital Improvements Budget Ordinance is hereby amended per the account codes in the attachment to this ordinance in order to align budget authority with expenditures.
SECTION 4. That the Director is hereby authorized to expend up to $7,399,879.94 within the Sanitary Sewer General Obligation Bond Fund 6109 per the account codes in the attachment to this ordinance.
SECTION 5. That the said firm, H.R. Gray and Associates, Inc. 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 authorized to establish proper project accounting numbers as appropriate.
SECTION 7. That the City Auditor is authorized to make any accounting changes to revise the funding source for all contracts and modifications associated with this ordinance.
SECTION 8. 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 9. That the City Auditor is hereby authorized to transfer the unencumbered balance in a project account to the unallocated balance account 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.
SECTION 10. 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.