Explanation
1. BACKGROUND
The Department of Public Service, Division of Refuse Collection, currently manages a contract for explosive gas monitoring service at the former landfills located on Jackson Pike and Fisher Road. Civil & Environmental Consultants, Inc., was awarded the annual contract for measuring and reporting methane levels at these locations, as mandated by the Environmental Protection Agency. The reporting is based on The Explosive Monitoring System Design Plan and Sampling and Reporting Procedures, which were prepared in June of 1992.
Furthermore, the Jackson Pike landfill has been emitting methane gas concentrations which exceed the threshold limits of the EPA. To ensure that the information which is communicated to EPA and all relevant parties is complete and accurate, the current contract for landfill monitoring will be modified to include plan, maps, well repair, addition of new wells, and reporting information update.
The Department of Public Service, Office of Support Services, solicited an informal bid for landfill monitoring service. This service was informally advertised on the City's Vendor Services site and closed on 1/18/2011. Award was made to Civil & Environmental Consultants, Inc., as the lowest, best, responsive and most responsible bidder. The contract also allows for installation and repair of monitoring equipment as needed.
This is the first modification to the original contract. Work to be included in this contract modification includes but is not limited to: clearing access to probes; installing new probes as needed; repairing or replacing damaged monitoring equipment; calibrating monitoring equipment; providing reports documenting the field activities. The contract amount, including all modifications, is as follows:
Original contract amount: $3,960.00 (ED048413)
Second year PO: $4,250.00 (ED050564)
Modification 1 amount: $73,665.00
Total contract amount, including all modifications: $81,875.00.
Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against Civil & Environmental Consultants, Inc.
2. FISCAL IMPACT
Funding for this contract is available within the General Permanent Improvement Fund, Fund 748.
3. EMERGENCY DESIGNATION
Emergency action is requested to expedite this contract to provide the EPA with complete and accurate reports.
4. CONTRACT COMPLIANCE
Civil and Environmental Consultant, Inc., contract compliance number is 25-1599565 and expires April 5, 2015.
Title
To amend the 2014 Capital Improvement Budget; to authorize the City Auditor to appropriate and authorize the transfer of funds within the General Permanent Improvement Fund; to authorize the Director of Public Service to modify and increase the existing contract with Civil & Environmental Consultants, Inc. for landfill monitoring service and to authorize the expenditure of $73,665.00 or so much thereof as may be needed from the General Permanent Improvement Fund; and to declare an emergency. ($73,665.00)
Body
WHEREAS, the Division of Refuse Collection is mandated by the EPA to monitor methane emissions at the former landfills located on Jackson Pike and Fisher Road; and
WHEREAS, monitoring equipment is needed to comply with this requirement; and
WHEREAS, the current monitoring equipment needs to be calibrated, repaired, or replaced, and additional monitoring equipment is needed ; and
WHEREAS, a contract exists with Civil & Environmental Consultants, Inc., to perform the needed work; and
WHEREAS, an emergency exists in the usual daily operation of the Public Service Department, Refuse Collection Division, in that it is immediately necessary to do this work to comply with EPA requirements, thereby preserving 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 2014 Capital Improvement Budget be amended to provide sufficient authority for this contract modification as follows:
Fund / Project / Project Name / Current C.I.B. / Amendment Amount / C.I.B. as amended
748 / 748592-100000 / Refuse General (GPIF Carryover) / $325,000.00 / ($73,665.00) / $251,335.00
748 / 590086-100001 / Refuse Collection Facility Improvements - Landfill Monitoring (GPIF Carryover) / $0.00 / $73,665.00 / $73,665.00
SECTION 2. The sum of $73,665.00 be and is hereby appropriated from the unappropriated balance of the General Permanent Improvement Fund, Fund 748, and from all monies estimated to come into said fund from any and all sources and unappropriated for any other purpose during the fiscal year ending December 31, 2014 as follows:
Fund / Project / Project Name / O.L. 01-03 Codes / OCA / Amount
748 / 748592-100000 / Refuse General / 06-6600 / 748592 / $73,665.00
SECTION 3. That the transfer of cash and appropriation within the General Permanent Improvement Fund, No. 748, be authorized as follows:
Transfer from:
Fund / Project / Project Name / O.L. 01-03 Codes / OCA / Amount
748 / 748592-100000 / Refuse General / 06-6600 / 748592 / $73,665.00
Transfer to:
Fund / Project / Project Name / O.L. 01-03 Codes / OCA / Amount
748 / 590086-100001 / Refuse Collection Facility Improvements - Landfill Monitoring / 06-6680 / 748861 / $73,665.00
SECTION 4. That the Director of Public Service be and hereby is authorized to execute a contract modification with Civil & Environmental Consultants, Inc., for landfill monitoring service, at a cost of $73,665.00 or so much thereof as may be needed.
SECTION 5. That the expenditure of $73,665.00 or so much thereof as may be necessary is hereby authorized to be expended as follows for the Division of Refuse Collection, Dept-Div 59-02:
Fund / Project / Project Name / O.L. 01-03 Codes / OCA / Amount
748 / 590086-100000 / Refuse Collection Facility Improvements - Landfill Monitoring / 06-6680 / 748861 / $73,665.00
SECTION 6. 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 7. 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 8. 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 9. That for the reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is hereby 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.