Explanation
1. BACKGROUND:
A. Need. This legislation authorizes the Director of Public Utilities (DPU) to modify (Mod #5) contracts with three plumbing contractors: The Waterworks ($124,000.00), Holdridge Mechanical ($63,000.00), and Fox Mechanical ($63,000.00) for the Project Dry Basement (PDB) program and authorize the expenditure of up to $250,000. The purpose of this program is to reduce water-in-basement occurrences in residential homes in the City of Columbus.
Project Dry Basement Program was implemented in 2004 and authorized the Director of Public Utilities to enter into necessary agreements with homeowners, and contracts with licensed plumbers to perform work related to the installation of devices that are appropriate for the elimination of water in basement (WIBs) in residences within the City of Columbus. These devices will typically include an approved backwater prevention valve, but in some instances may include a sump pump. Sump pumps will be installed only where necessary. Other devices may be considered if deemed necessary to protect a residence from future WIBs incidents.
Eligible residences are single family or duplex structures in Columbus that have suffered a WIB after January 1, 2004 caused by a mainline sewer blockage or a mainline sewer surcharge. Backups caused by blockages or other conditions in residential service lateral sewers on the homeowner's property are not eligible for remediation under this program. WIBs must be reported to the Division and documented by the Sewer Maintenance Operations Center.
Eligible property owners are contacted by the Division and invited to take part in the Project Dry Basement Program. Responding eligible owners are contacted by division staff to assess the situation and estimate the extent of work necessary to correct the WIB problem. A contracted plumber is assigned by the division to complete the necessary installations. Contracting procedures comply with the provisions of Section 329.09 of Columbus City Codes. The contracted plumbers are required to secure any necessary permits and all work must be inspected and approved by appropriate City inspection personnel. Division personnel secure a release of future liability from the homeowner and pay the contracted licensed plumber directly.
The Department of Public Utilities is in the midst of developing an RFP for contracting with licensed plumbers to continue this program. This process is expected to take up to six (6) months to complete and will allow the City to award contracts on the basis of lowest and best price, as well as a demonstration by the bidders that they have the experience and capacity to fulfill the City's requirements to work closely with homeowners to install these backwater valves in people's basements. This ordinance, a modification to the existing plumbing contracts, is intended to allow for the continued installation of backwater valves while the RFP process is proceeding. With this legislation, the homes that are eligible as a result of the heavy rain experienced in the city in late July will be able to have backwater valves installed without delay. This modification will bridge current eligibility while the RFP process is completed.
Statistics To Date:
1763 application packets have been sent to homeowners
684 applications have been returned to the division by homeowners (39% response)
657 backwater valve installations have been completed
The average cost for current valve installations is $3500.
Amount of additional funds to be expended: $250,000.00
Project Cost Breakdown:
The Waterworks: $124,000.00
Fox Mechanical: $ 63,000.00
Holdridge Mechanical: $ 63,000.00
Total Cost: $250,000.00
Original Contract $ 1,000,000.00
Modification No. 1 $ 1,000,000.00
Modification No. 2 $ 200,000.00
Modification No. 3 $ 800,000.00
Modification No. 4 $ 500,000.00
Modification No. 5 $ 250,000.00
CURRENT PROPOSED TOTAL $ 3,750,000.00
Reasons additional goods/services could not be foreseen:
Due to the unusually high amount of rainfall this summer more homeowners were eligible for the water in basement program / Program Dry Basement. This situation created a backlog and this ordinance will help reduce that backlog and allow for enough time for re-bid this several months from now.
Reason other procurement processes are not used:
This is a multi-year project that anticipated additional funding request through contract modifications. It would not be cost effect or beneficial to homeowners to delay this process at this time. The Department of Public Utilities is developing an RFP however the process could take up to six (6) months and this modification will allow the department to continue the program until a new RFP is bid and awarded.
How cost of modification was determined:
The amount of this modification is enough to continue the program and allow for processing of the backlog while allowing enough time to establish and complete a new RFP process without disruption to the homeowners.
B. Economic Impact: This project reduces the occurrences of water in basement for homeowners caused by a mainline sewer blockage or a mainline sewer surcharge.
C. Contract Compliance No.:
The Waterworks 31-1162504 | MAJ | Exp 11/03/2012
Holdridge Mechanical 20-8225567 | MAJ | Exp 09/19/2013
Fox Mechanical 31-1270804 | MAJ | Exp 05/03/2013
D. Emergency Designation: Emergency designation is requested at this time.
E. Fiscal Impact: This legislation authorizes the expenditure of funds in the amount of $250,000.00 from the Sanitary Sewer General Obligation Bond Fund, Fund 664.
Title
To authorize the Director of Public Utilities to modify a contract agreement with The Workwaters, Holdridge Mechanical, and Fox Mechanical for the Project Dry Basement (PDB) program; to authorize the expenditure of $250,000.00 from the Sanitary Sewer General Obligation Bond Fund and declare an emergency. ($250,000.00)
Body
WHEREAS, The original contract numbers for the Project Dry Basement were as follows: EL004552, EL005300, EL004536, EL005307, EL004546, and EL005295 which were authorized by Ordinance No. 0856-2004, as passed by Columbus City Council on July 12, 2004, for date of execution of the contract by the Director of Public Utilities and signing date by the City Attorney see the attached form, the amount of total contract was $1,000,000.00; and
WHEREAS, modification No. 1, contract numbers: EL005366, EL005368, and EL005377 were authorized by Ord No. 0839-2005 passed by Columbus City Council on May 23, 2005; for date of execution of the contract by the Director of Public Utilities and signing date by the City Attorney see the attached form, the amount of total contract was $1,000,000.00; and
WHEREAS, modification No. 2, contract number EL005687 was authorized by Ord No. 1928-2005 passed by Columbus City Council on November 28, 2005; executed on December 13, 2005 by the Director of Public Utilities; and signed by the City Attorney on December 16, 2005 in the amount of $200,000.00; and
WHEREAS, modification No. 3, contract numbers: EL007033, EL007016, and EL007034 were authorized by Ord No. 0040-2007 passed by Columbus City Council on March 12, 2007; for date of execution of the contract by the Director of Public Utilities and signing date by the City Attorney see the attached form, the amount of total contract was $800,000.00; and
WHEREAS, modification No. 4, contract numbers: EL008978, EL008982, and EL008983 were authorized by Ord No. 1677-2008 passed by Columbus City Council on November 17, 2008; for date of execution of the contract by the Director of Public Utilities and signing date by the City Attorney see the attached form, the amount of total contract was $500,000.00; and
WHEREAS, it is necessary to authorize the transfer within and expenditure of $250,000.00 in funds from the Sanitary Sewer General Obligation Bond Fund, Fund 664 for purposes of providing sufficient funding for the aforementioned project expenditure; and
WHEREAS, it is necessary to authorize an amendment to the 2011 Capital Improvements Budget for the purpose of creating and providing sufficient spending authority for the aforementioned project expenditure; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Utilities in that it is immediately necessary to authorize the Director of Public Utilities to enter into a contract modification with three plumbing contractors: The Workwaters, Holdridge Mechanical, and Fox Mechanical for the Project Dry Basement (PDB) program, which are necessary to allow for the proper operation of the City's sanitary and water infrastructure, as well as, for the preservation of the public peace, health, property, and welfare; Now, Therefore,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
Section 1. That the Director of Public Utilities be, and hereby is, authorized to modify contract agreement for services with The Waterworks, 550 Schrock Rd, Columbus, Ohio 43229; Holdridge Mechanical, 222 Stove Drive, Delaware, Ohio 43015, and Fox Mechanical 566 Mill Park Drive, Lancaster, Ohio 43130, in connection with Project Dry Basement, in accordance with the terms and conditions as shown in the agreement on file in the office of the Division of Sewerage and Drainage.
Section 2. That the Director of Public Utilities be and hereby is authorized to expend a total of $250,000.00 from the Sewerage and Drainage Sanitary Sewer General Obligation Bond Fund, Fund 664, from the WWTF's Renovations and Rehabilitations | Fund 664 | Div. 60-05 | 650350-100000 | 664350 | Object Level Three 6678.
Section 3. That the said plumbing companies: The Waterworks, Fox Mechanical, and Holdridge Mechanical Inc., shall perform the work to the satisfaction of the Director of Public Utilities and the Administrator of the Division of Sewerage and Drainage.
Section 4. That the City Auditor is hereby authorized 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 are no longer required for said project; except that no transfer shall be made from a project by monies from more than one source.
Section 5. That the City Auditor is authorized to establish proper project accounting numbers as appropriate.
Section 6. 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 7. That the said firm shall perform the work to the satisfaction of the Director of Public Utilities and the Administrator of the Division of Sewerage and Drainage.
Section 8. That for reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is 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.