Explanation
The purpose of this legislation is to authorize the Director of Public Utilities to enter into an agreement with GS&P/OH, Inc., to build upon the previous work that the department conducted in developing and implementing its environmental management system with the goal of obtaining third party certification of the program.
The contract will provide the Department of Public Utilities EMS support assistance by, among completing various related tasks, providing planning and participation support for its various EMS teams, developing additional procedures and work instructions where necessary, buttressing the various environmental training programs through face to face and on-line training and tracking mechanisms, supporting improvements to the department's emergency preparedness program, improving the department's document control system, increasing the effectiveness of its communication outreach efforts for both internal and external audiences, assisting in conducting regularly scheduled internal EMS and environmental compliance audits, addressing environmental compliance issues where needed, and assisting the department in the third party certification process.
The consultant will prepare detailed task orders describing specific task activities, estimated levels of effort, and schedules that conform to the following general task descriptions and attached estimated project schedule. Request for proposals were announced on April 2, 2012. The Director of Public Utilities received one Request for Proposal on May 21, 2012. The proposal was deemed acceptable by a five-member selection committee and was approved by the Director of Public Utilities on May 28, 2012.
Services under this agreement are to be provided over a period of three (3) years. Funds for the project shall be reviewed and approved each year of the three year contract by City Council and the Mayor, and Auditor's certification of funds. Notwithstanding any provision in this Agreement to the contrary, the maximum obligation of the City for services described in this agreement for the period commencing on August 1, 2012 through July 31, 2013 ("Phase 1") is limited to the amount of three hundred and fifty thousand dollars ($ 350,000.00), unless all the following occur: this Agreement is modified in writing; City Council enacts an ordinance approving the new amount; the Mayor has authorized the additional amount; and the Auditor has certified the additional funds. The City is not obligated to spend the maximum obligation authorized under this Agreement. Phase 2 costs under this agreement for the period from August 1, 2013 through July 31, 2014 are estimated at two hundred fifty thousand dollars ($250,000.00). Phase 3 costs for the period from August 1, 2014 through July 31, 2015 are estimated at one hundred and fifty thousand dollars ($150,000.00).
The City may, at any time during the performance of the services under this Agreement, propose a modification of the Contract by a properly authorized written instrument. With the approval of City Council and execution of such modification by both parties hereto, it shall be fully incorporated into this Contract and shall govern all subsequent performance under the Contract.
FISCAL IMPACT: $350,000.00 is needed for this expenditure.
SUPPLIER: GS&P/OH, Inc.: (62-1736493) Expires 1-18-14
Emergency legislation is being requested so that the Department of Public Utilities can enter into contract as the earliest time possible so that there is not an interruption of the certification process.
Title
To authorize the Director of Public Utilities to enter into an agreement with GS&P/OH, Inc. for environmental management system support and support in the EMS certification process for the Department of Public Utilities, to authorize the expenditure of $175,000.00 from the Sewerage System Operating Fund and $175,000.00 from the Power and Water Operating Fund and to declare an emergency. ($350,000.00)
Body
WHEREAS, the Department of Public Utilities has a continued need to sustain its environmental management system to ensure that its environmental compliance requirements are met and its environmental footprint is reduced, and
WHEREAS, the contract will provide the Department of Public Utilities the ability to build upon the previous work on the department's environmental management system with the goal of obtaining third party certification of the program. The consultant will prepare detailed task orders describing specific task activities, estimated levels of effort, and schedules that conform to the following general task descriptions and attached estimated project schedule, and
WHEREAS, the Director of Public Utilities received one proposal to conduct the work deemed acceptable by the selection committee and the Director, and
WHEREAS, services under this agreement are to be provided over a period of three years with funds being reviewed and approved each year of the three year contract by City Council and the Mayor, and Auditor's certification of funds., and,
WHEREAS, the City may, at any time during the performance of the services under this Agreement, propose a modification of the Contract by a properly authorized written instrument. With the approval of City Council and execution of such modification by both parties hereto, it shall be fully incorporated into this Contract and shall govern all subsequent performance under the Contract, and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Utilities, in that it is immediately necessary to enter into an agreement so that there is no interruption in the certification process with GS&P/OH Inc. for the immediate preservation of the public health, peace, property and safety; now, therefore
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
Section 1. That the Director of Public Utilities be and is hereby authorized to enter into an agreement with GS&P/OH, Inc. for environmental management system support and support in the EMS certification process for the Department of Public Utilities.
Section 2. That the expenditure of $350,000.00 or so much thereof as may be needed, be and the same hereby is authorized as follows:
Fund: 650
OCA: 605006
Object Level: 3336
Amount: $175,000.00
Fund: 600
OCA: 601849
Object Level: 3336
Amount: $175,000.00
TOTAL REQUEST: 350,000.00
Section 3. That for the reasons stated in the preamble hereto, where is hereby made a part hereof, this Ordinance is hereby declared to be an emergency measure, which 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.