Explanation
The Department of Public Utilities entered into a contract with GSP/OH, Inc. to provide guidance through an Environmental Management System (EMS) development and implementation process and provide environmental management system development and implementation assistance when requested by the Department. The EMS establishes a well-defined environmental program structure, through the identification of roles and responsibilities of DPU staff and the adoption of policies, training, and procedures, to achieve long-term environmental regulatory compliance and reduce the Department's overall environmental impact. This contract was the result of a Request for Proposal received on July 31, 2008. The original contract covers a three-year period with each phase subject to review and approval by the City Council, the Mayor, and the Auditor's certification of funds. Phase 1 covers the period commencing on December 1, 2008 through December 31, 2009. Phase 2 covers the period commencing on January 1, 2010 through December 31, 2010 for a grand total of $300,000.00. The Department is pleased with this consultant's performance in 2009 and seeks approval to move forward on Phase 2 of the contract by modifying the maximum monetary obligation under this contract. The sole purpose of the modification is to increase the maximum monetary obligation. All terms and conditions of the original agreement remain in full force and effect.
Contract Compliance: 62-1736493, expires March 19, 2010
GSP/OH, Inc. does not hold MBE/FBE status.
1. Amount of additional funds: The amount of additional funds needed for Phase 2 is $300,000.00. The original contract was established for $400,000.00. The total cost of the original contract ("Phase 1") and this modification ("Phase 2") is $700,000.00. The modification of the maximum monetary obligation under this contract represents funding added during the contract period for costs related to the services provided. The need for increased funding is to cover anticipated contract billings commencing on January 1, 2010 through December 31, 2010.
2. Reason additional needs were not foreseen: The need for additional funds was foreseen and is outlined in the original agreement and identified as Phase 2. This legislation is to encumber the funds required for Phase 2.
3. Reason other procurement processes not used: The same exact service is required as originally proposed. No lower pricing/more attractive terms and conditions are anticipated at this time.
4. How cost was determined: The cost, terms and conditions are in accordance with the original agreement.
FISCAL IMPACT: This project was not budgeted in the Sewerage System Operating Fund or the Water System Operating Fund for 2009; however, expenditures will be reprioritized to accommodate this expenditure without increasing the existing budget.
The following amounts were encumbered in 2008 for similar services:
2008: $200,000 Water; $200,000 Sewerage
Title
To authorize the Director of Public Utilities to enter into a planned modification ("Phase 2") to modify the maximum monetary obligation under the Environmental Management Development and Implementation Assistance contract with GSP/OH, Inc., for the Division of Power and Water and Division of Sewerage and Drainage, to authorize the expenditure of $150,000.00 from Water Systems Operating Fund, and $150,000.00 from the Sewer Systems Operating Fund. ($300,000.00)
Body
WHEREAS, the Department of Public Utilities has a contract with GSP/OH, Inc., for the Environmental Management Development and Implementation Assistance, and
WHEREAS, the vendor has agreed to move forward with Phase 2 as outlined under the terms of the original contract, and it is in the best interest of the City to exercise this option, and
WHEREAS, these services are used by the Department of Public Utilities, for the preservation of public health, peace, property and safety; now, therefore,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
Section 1. That the Public Utilities Director be and is hereby authorized and directed to modify and increase EL008858 in order to implement Phase 2 with GSP/OH, Inc. Total amount of modification No. 1 is ADD $300,000.00. Total contract amount including this modification is $700,000.00.
Section 2. That this modification is in accordance with Section 329.16 of the Columbus City Codes.
Section 3. That the expenditure of $300,000.00 or so much thereof as may be needed, is hereby authorized from Object Level One 03, Object level Three 3336, Fund Names and Numbers, Departments, OCA Codes and amounts listed below, to pay the cost thereof.
Dept/Div Fund Name Fund Number OCA Amount
60-09 Water Works Operating 600 601849 150,000.00
60-05 Sewer Systems Operating 650 605089 150,000.00
$300,000.00
Section 4. That this Ordinance shall take effect and be in effect and be in force from and after the earliest period allowed by law.