Explanation
1. BACKGROUND: This Ordinance authorizes the Director of Public Utilities to modify and increase an engineering services agreement with Stantec Consulting Services, Inc. for the Division of Power and Water (Power). The original agreement provided for professional engineering services for Phase I of the Geographical Information System (GIS) Conversion Services Project which consisted of data source preparation and documentation, project management and production methodology, proof of concepts of one (1) complete distribution circuit, verification of existing Power GIS data within the Downtown area and two (2) ArcFM software licenses. Phase II authorized the expenditure for engineering services to complete the downtown underground power distribution system and to start the overhead distribution system. Phase II also included two (2) additional sets of software and training for the software purchased for this project. Phase III will be the final phase of the conversion. This last phase will complete the distribution power system to include overhead and underground distribution power lines. Ordinance 1474-2009 authorized all future modifications.
1.1 Amount of additional funds for Phase III to be expended: $98,000.00
Original Contract Amount (Phase 1) Ord. 1474-2009 $199,321.60
Modification #1 (Phase 2) Ord. 1784-2010 $210,948.20
Modification #2 (Phase 3) Current $98,000.00
Total (Original + Modification #1 + Modification #2) $508,269.80
1.2. Reasons additional goods/services could not be foreseen:
This was a planned modification as indicated in the original authorizing legislation, Ordinance No. 1474-2009.
1.3. Reason other procurement processes are not used:
This was a planned contract modification identified in the original contracting legislation. The engineering services during this phase are a continuation of the services in Phase I and Phase II.
1.4. How cost of modification was determined:
Costs were submitted by the Consultant and reviewed and verified by the City Project Manager.
2. CONTRACT COMPLIANCE INFO: 11-2167170, expires 12/17/11, Majority
Searches in the Excluded Party List System (Federal) and the Findings for Recovery List (State) produced no findings against Stantec Consulting Services, Inc.
3. FISCAL IMPACT: This legislation includes a transfer of funds within the Electric Build America Bonds Fund and an amendment to the 2011 Capital Improvements Budget to allow sufficient cash and authority to be available in the proper project to cover the necessary expenditure.
4. ECONOMIC AND ENVIRONMENTAL IMPACT STATEMENT: The cost of this contract modification was planned in the original legislation so the economic impact was minimized. This legislation is not estimated to result in any change in condition to the environment.
5. EMERGENCY JUSTIFICATION: The services provided in Phase III are a continuation of services from Phase II. Emergency action is requested in order to proceed without interruption and to maintain the scheduled timeline. This phase also includes City staff to be trained on the new software in order to verify and maintain data that is being delivered via the consultant from Phase II and future phases.
Title
To authorize the Director of Public Utilities to modify and increase the engineering services agreement with Stantec Consulting Services, Inc. for Phase III of the Geographical Information System (GIS) Conversion Services Project; to authorize the transfer of $98,000.00 within the Electric Build America Bonds Fund; to authorize an amendment to the 2011 Capital Improvements Budget; to authorize an expenditure of $98,000.00 from the Electric Build America Bonds Fund and to declare an emergency. ($98,000.00)
Body
[WHEREAS, Contract No. EL010405, for Phase 1, was authorized by Ordinance No. 1474-2009, passed December 14, 2009, was executed May 20, 2010, and approved by the City Attorney on June 07, 2010; and
WHEREAS, Contract No. EL011312, for Phase 2, was authorized by Ordinance No. 1784-2010, passed December 16, 2010, was executed February 10, 2011, and approved by the City Attorney on February 16, 2011; and
WHEREAS, the Division of Power and Water (Power) would like to modify and increase the engineering services agreement with Stantec Consulting Services, Inc. for the Geographical Information System (GIS) Conversion Services Project; and
WHEREAS, it is necessary to authorize the transfer of $98,000 within the Electric Build America Bonds Fund for purposes of providing sufficient funding for the aforementioned project; and
WHEREAS, it is necessary to authorize an amendment to the 2011 Capital Improvements Budget for purposes of creating and providing sufficient budget authority for the aforementioned project; and
WHEREAS, it is necessary for City Council to authorize the expenditure of funds from the Electric Build America Bonds Fund; and
WHEREAS, an emergency exits in the usual daily operation of the Department of Public Utilities, Division of Power and Water (Power), in that it is immediately necessary to authorize the Director of Public Utilities to modify and increase the engineering services agreement with Stantec Consulting Services, Inc. for the Geographical Information System (GIS) Conversion Services Project so that services can proceed without interruption, 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 City Auditor be and is hereby authorized to transfer $98,000 within the Division of Power and Water (Power), Division No. 60-07, Electric Build America Bonds Fund, Fund No. 559, Object Level One-06, Object Level Three-6679 as follows:
TRANSFER FROM:
Fund No. / Project No. / Project Name / OCA Code / Amount
559 / 670790-100000 / Front Street / 559790 / $98,000.00
TRANSFER TO:
Fund No. / Project No. / Project Name / OCA Code / Amount
559 / 670827-100000 / GIS Mapping / 553827 / $98,000.00
SECTION 2. That the Director of Public Utilities is hereby authorized and directed to modify and increase the engineering services agreement with Stantec Consulting Services, Inc., for the Geographical Information System (GIS) Conversion Services Project, in the amount of $98,000.00.
SECTION 3. That this contract modification is in compliance with Section 329.16 of Columbus City Codes, 1959.
SECTION 4. That the expenditure of $98,000.00 is hereby authorized for the GIS Conversion Engineering Services Agreement within the Electric Build America Bonds Fund, Fund No. 559, Division 60-07, Project No. 670827-100000, Object Level Three 6679, OCA Code 553827.
SECTION 5. 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 6. That the City Auditor is authorized to establish proper project accounting numbers as appropriate.
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 2011 Capital Improvement Budget is hereby amended as follows:
Division of Power and Water (Power), Division 60-07:
Fund No. / Project No. / Project Name / Current Authority / Revised Authority / Change
559 / 670790-100000 / Front Street / $158,463 / $60,463 / -$98,000
559 / 670827-100000 / GIS Mapping / $0 / $98,000 / +$98,000
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.