Explanation
1.0 BACKGROUND: This Ordinance authorizes the Director of Public Utilities to modify and increase the professional services agreement with ARCADIS U.S., Inc. for the General Services for Security and Emergency Preparedness Project, in an amount up to $225,000.00.
The Department of Public Utilities contracted with ARCADIS U.S., Inc. to provide full-service assistance for general security and emergency preparedness related services. The original agreement provided services for Phase 1: Assessment Services and Phase 2: Emergency Response Plan (ERP) services.
The Original agreement (PO015118, Ord. #1001-2016) provided Phase I - Assessment Services and Phase II - Emergency Response Plan (ERP) services. See the attached Information form for a detailed description of these services.
Modification No. 1 (current) is needed to continue Phase I and Phase II services into 2017. This is the second year of a five-year agreement.
1.1 Amount of additional funds to be expended: $225,000.00
Original Contract Amount: $ 225,000.00 (PO015118)
Modification #1: (current) $ 225,000.00
Original contract & Mod 1: $ 450,000.00
Modifications #2-4: (future) $ 675,000.00
$1,125,000.00
1.2 Reasons additional goods/services could not be foreseen:
Up to four modifications were anticipated and explained in the original Request for Proposal (RFP).
1.3 Reason other procurement processes are not used:
The Request for Proposal (RFP) stated the original agreement would be established for a minimum one-year period with annual renewal options for four additional years on a year-by-year basis. This is the second year of the five-year agreement.
1.4 How cost of modification was determined:
The original Request for Proposal (RFP) stated the contracted amounts would be $225,000.00.
2. ECONOMIC IMPACT/ADVANTAGES; COMMUNITY OUTREACH; PROJECT DEVELOPMENT; ENVIRONMENTAL FACTORS/ADVANTAGES OF PROJECT:
The economic impact and advantages of this project are to study the threats and hazards that face the department in order to better prioritize preparedness, mitigation, and prevention efforts and funding. Portions of the planning and assessment efforts will include outreach with area facilities, critical customers, as well as communications plans for the department. Environmental advantages include planning for emergency environmental scenarios and protecting the environment as one of three main priorities of the planning and assessment phases.
3. CONTRACT COMPLIANCE INFO: 57-0373224, expires 5/14/17, Majority, DAX VN# 009409.
Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against ARCADIS U.S., Inc.
4. FUTURE AGREEMENT MODIFICATION(S): Future modifications are expected to provide funding for three (3) future phases: Phase 3 - Training Services, Phase 4 - Exercise Planning and Facilitation Services, and Phase 5 - Mitigation Services.
5. FISCAL IMPACT: This Ordinance is being funded via Divisions of Water, Power, and Sewerage and Drainage. There are sufficient funds within the Sanitary Sewer G.O. Bonds Fund, however, a transfer of funds within the Water and Electricity G.O. Bonds Funds will be necessary. An amendment to the 2016 Capital Improvements Budget will also be necessary.
Title
To authorize the Director of Public Utilities to modify and increase the professional services agreement with ARCADIS U.S., Inc., for the General Services for Security and Emergency Preparedness Project; to authorize a transfer and expenditure up to $100,000.00 within the Water General Obligation Bonds Fund; to authorize a transfer and expenditure up to $25,000.00 within the Electricity General Obligation Bonds Fund; to authorize an expenditure of up to $100,000.00 from the Sanitary Sewer General Obligation Bond Fund; and to amend the 2016 Capital Improvements Budget. ($225,000.00)
Body
WHEREAS, it is necessary to authorize the Director of Public Utilities to modify and increase the professional services agreement with ARCADIS U.S., Inc., for the General Services for Security and Emergency Preparedness Project to continue Phase I - Assessment Services and Phase II - Emergency Response Plan (ERP) services into 2017; and
WHEREAS, the original contract with Arcadis U.S., Inc., Contract No. PO015118, was authorized by Ordinance No. 1001-2016, passed May 23, 2016, was executed on June 23, 2016, and was approved by the City Attorney on June 24,2016; and
WHEREAS, it will be necessary to have future moodifications to provide funding for Phase 3 - Training Services, Phase 4 - Exercise Planning and Facilitation Services, and Phase 5 - Mitigation Services; and
WHEREAS, it is necessary to authorize the transfer and expenditure of funds within the Water G.O. Bonds Fund, the Electricity G.O. Bonds Fund, and Sanitary Sewer G.O. Bonds Fund, the for the Divisions of Water, Power, and Sewerage and Drainage; and
WHEREAS, it is necessary to authorize an amendment to the 2016 Capital Improvements Budget for the purpose of providing sufficient spending authority for the aforementioned project expenditures; and
WHEREAS, it has become necessary in the usual daily operation of the Department of Public Utilities to authorize the Director to modify and increase the professional services agreement with ARCADIS U.S., Inc. for the General Services for Security and Emergency Preparedness Project, for the 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 services agreement with ARCADIS U.S., Inc. for the General Services for Security and Emergency Preparedness Project, in the amount of $225,000.00.
SECTION 2. That the transfer of $125,000.00 or so much thereof as may be needed, is hereby authorized between projects within Fund 6006 - Water G.O. Bonds Fund and Fund 6303 - Electricity G.O. Bonds Fund, per the account codes in the attachment to this ordinance.
SECTION 3. That the 2016 Capital Improvements Budget is hereby amended per the account codes in the attachment to this ordinance.
SECTION 4. That the expenditure of $225,000.00 or so much thereof as may be needed, is hereby authorized in Object Class 06, Capital Outlay, per the accounting codes in the attachment to this ordinance.
SECTION 5. 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 6. 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 7. That the City Auditor is authorized to establish proper project accounting numbers as appropriate.
SECTION 8. 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 9. That this Ordinance shall take effect and be in force from and after the earliest period allowed by law.