Explanation
This Ordinance authorizes the Department of Finance and Management, Fleet Management Division, to modify and extend its existing contract with Gresham, Smith and Partners for implementation of an Environmental Management System (EMS). The original contract EL014835 was established pursuant to ordinance 0777-2013. This contract modification represents the second phase of what is expected to be a three-year project.
Phase one involved an environmental audit of all city fuel and generator sites, as well as the development and planning for the implementation of an EMS plan. The phase one audit included a review of applicable federal and state environmental laws and rules for fuel tank and generator sites, physical inspection and records reviews for the various sites, the delivery of a report outlining findings of the audit and recommendations to bring sites into compliance if necessary, and the establishment of a EMS Steering Committee.
Phase two involves the following activities: development of an internal communication plan, establishment of document control processes, population of EMS data management system, employee training, identification of operational controls and emergency preparedness, monitoring/measurement of key performance indicators, the implementation of environmental management plans, and identification and prioritization of necessary capital improvements.
The overall EMS program will ensure that the city remains in compliance with environmental rules and regulations by including comprehensive staff training on the applicable laws. Furthermore, the EMS will allow for the city to better prepare for environmental risks and respond to emergencies if they occur.
Principal Parties:
GS&P/OH, Inc. (Gresham, Smith and Partners)
62-1736493, expires 1/18/2014
Emergency action is requested in order to expedite implementation of EMS phase two to ensure that the city is in compliance with environmental rules and regulations.
Fiscal Impact:
The estimated cost of EMS phase two is $154,300.00. Funds are available in the Fleet Management Division's Fuel Tank Management project in the capital improvement budget.
Title
To authorize the Finance and Management Director to modify and extend a contract, on behalf of the Fleet Management Division, with Gresham, Smith and Partners; to authorize the expenditure of $154,300.00 from the Fleet Management Division's Bond Fund; and to declare an emergency. ($154,300.00)
Body
WHEREAS, in the interest of mitigating environmental risks and remaining in compliance with rules and regulations, the Department of Finance and Management, Fleet Management Division has entered into Contract EL014835 with Gresham, Smith and Partners for services related to the execution of an environmental audit of city fuel and generator sites and the development of an environmental management system; and
WHEREAS, it is necessary to modify and extend Contract EL014835 in order to proceed with phase two of EMS program implementation; and
WHEREAS, Gresham, Smith and Partners has previously and successfully completed a similar project for the Department of Public Utilities; and
WHEREAS, an emergency exists in the usual daily operation of the Fleet Management Division in that it is immediately necessary to modify the existing contract with Gresham, Smith and Partners to ensure the City is in compliance with environmental rules and regulations, 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 Finance and Management Director, on behalf of the Fleet Management Division, is hereby authorized to modify and extend a contract with Gresham, Smith and Partners for implementation of phase two of the EMS program.
SECTION 2. That the expenditure of $154,300.00, or so much thereof as may be necessary in regard to the action authorized in Section 1, be and is hereby authorized and approved as follows:
Division: 45-05
Fund: 513
Subfund: 002
Capital Project: 550005 - 100000 (Fuel Tank Management)
OCA: 513050
Object Level 1: 06
Object Level 3: 6621
Amount: $154,300.00
SECTION 3. That the monies in the foregoing Sections shall be paid upon order of the Director of Finance and Management, and that no order shall be drawn or money paid except by voucher, the form of which shall be approved by the City Auditor.
SECTION 4. 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, except that no transfer shall be so made from a project account funded by monies from more than one source.
SECTION 5. 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 legislation.
SECTION 6. That for the reasons stated in the preamble hereto, which is hereby made a part thereof, 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 10 days after passage if the Mayor neither approves nor vetoes the same.