Explanation
1. BACKGROUND
This legislation authorizes The Director of Public Service, in conjunction with the Department of Public Utilities, to modify and increase a professional services contract with H.R. Gray & Associates, Inc., undertaken to perform a comprehensive review of the methods and documents (bid formats, contract documents, etc.) used to request and receive construction bids for Capital Improvement projects throughout the City.
Firm City, State Status
H.R. Gray & Associates, Inc. Columbus, OH Majority
The end result of this project will be an updated, legally sound, clear, and organized contract language and a streamlined bid process for those City employees responsible for administering capital projects. As part of the review, the consultant will review processes and recommend environmentally friendly processes and procedures.
Work performed to this point for this contract includes analysis, reports, recommended streamlined competitive bidding process, electronic copies of revised bidding and contractual documents, recommended improvements to the City's web sites that will simplify access to materials that are used in the bidding process, implementation of electronic bidding for the Department of Public Service, and publication of the City's 2012 Construction and Material Specifications Manual (CMSM).
Worked to be performed as part of this modification includes, but is not limited to:
- Provide additional CMSM training to City employees and the contracting and consulting communities.
- Track changes for future updates to the CMSM.
- Facilitate printing of additional copies of the CMSM as needed.
- Coordinate and implement electronic bidding for the Department of Public Utilities and other departments as appropriate.
The amount of this modification is based on extensions of existing contractual rates and negotiations. H.R. Gray has been the prime consultant for this project from the beginning and it would not be cost effective to retain another consultant to complete the work required.
The original contract amount was $493,723.70, authorized by ordinance 0732-2009 (EL009808).
The amount of the first modification was $200,720.28, authorized by ordinance 1080-2011(EL012034).
The amount of this, the second modification, is $92,005.41.
The total amount of this contract, including this modification, is $786,449.39.
Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against H.R. Gray and Associates, Inc.
2. CONTRACT COMPLIANCE
The contract compliance number for H.R. Gray and Associates, Inc. is 311050479 and it expires 10/31/13.
3. FISCAL IMPACT
The amount of this modification is $92,005.41, funded by the Department of Public Utilities.
4. EMERGENCY DESIGNATION
Emergency action is requested to maintain the project schedule for this project.
Title
To authorize the Director of Public Service to execute a professional engineering services contract modification in the amount of $92,005.41 with H.R. Gray and Associates, Inc. for, but not limited to, further training of and tracking changes for the Construction and Material Specifications Manual and for continued implementation of electronic bidding; to authorize the expenditure of $46,002.71 from the Division of Sewerage and Drainage from the Sewerage System Operating Fund, and $46,002.70 from the Division of Power and Water from the Water System Operating Fund; and to declare an emergency. ($92,005.41)
Body
WHEREAS, in an effort to improve the quality of service and efficiency of the methods and associated front end documents used to request and receive construction bids for Capital Improvement Projects a comprehensive review and analysis has been undertaken; and
WHEREAS, ordinance 0732-2009 authorized the Director of Public Service to enter into contract with H.R. Gray & Associates, Inc. to perform a comprehensive review of the methods and documents (bid formats, contract documents, etc.) used to request and receive construction bids for Capital Improvement projects throughout the City and ordinance 1080-2011 authorized modification number 1 for a continuation of services; and
WHEREAS, the Departments of Public Service and Public Utilities are coordinating this effort and working with other City departments that are involved with capital improvement projects; and
WHEREAS, the Director of Public Service has identified the need to further modify and increase this professional service contract in the amount of $92.005.41 for, but not limited to, further training of and tracking changes for the Construction and Material Specifications Manual and for continued implementation of electronic bidding; and
WHEREAS, work to be performed as part of this modification includes, but not limited to:
- Provide additional CMSM training to City employees and the contracting and consulting communities.
- Track changes for future updates to the CMSM.
- Facilitate printing of additional copies of the CMSM as needed.
- Coordinate and implement electronic bidding for the Department of Public Utilities and other departments as appropriate
WHEREAS, an emergency exists in the usual daily operation of the Division of Design and Construction in that this contract should be modified immediately so that funding can be made available for this modification and maintain the current project schedule; now, therefore
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of the Department of Public Service be and is hereby authorized to modify and increase Contract No. EL009808 with H.R. Gray and Associates, Inc., 3770 Ridge Mill Drive, Columbus, OH 43026, in an amount not to exceed $92,005.41, for, but not limited to, further training of and tracking changes for the Construction and Material Specifications Manual and for continued implementation of electronic bidding.
SECTION 2. That the expenditure of $92,005.41 or so much thereof as may be needed, be and hereby is authorized as follows for this purpose:
Dept.-Div. / Fund / O.L 03 Code / OCA / Amount
60-05 / 650 / 3336 / 605006 / $46,002.71 (Division of Sewerage and Drainage-Sanitary)
60-09 / 600 / 3336 / 601849 / $46,002.70 (Division of Power and Water-Water)
SECTION 3. 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 4. 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 5. 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.
SECTION 6. 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.