Explanation
1. BACKGROUND: This legislation authorizes the Director of Public Utilities to renew a service agreement with Safex, Inc. for the DPU Hazardous Energy Control Project. This legislation authorizes the Director of Public Utilities to continue a professional services agreement with Safex for Professional Services for the Hazardous Energy Control Procedure Audit and Update. These services shall include, but are not limited to, audit planning, conduct facility audits, develop audit reports, and update or develop control procedures.
The Department of Public Utilities manages many facilities under the Division of Sewerage and Drainage (DOSD), Division of Water (DOW) and the Division of Power (DOP), including water treatment plants, wastewater treatment plants, pump stations, electrical substation, electrical vaults and other similar industrial facilities. DPU desires to audit the hazardous energy control procedures at each of the Division’s facilities.
The City will request a task order from the consultant as necessary work is identified. The task order submitted will include a detailed scope of work, direct and indirect costs, task schedule, estimated hours, personnel categories required with labor rates, and reimbursable expenses. After negotiation and upon acceptance by the City, the consultant shall commence work. The Engineer shall provide such professional services as may be necessary to accomplish the work required to be performed and shall at the firm’s cost, furnish all necessary competent personnel, equipment, and materials to perform the work.
Planning Area: 99
Project Modification Information:
1.1 Amount of additional funds to be expended: $100,000.00
Original Contract $ 450,000.00
Renewal 1 (current) $ 100,000.00
Renewal 2 (expected 2020) $ 270,000.00
Renewal 3 (expected 2021) $ 150,000.00
Renewal 4 (expected 2022) $ 100,000.00
Renewal 5 (expected 2023) $ 100,000.00
CONTRACT PROPOSED TOTAL $1,170,000.00
1.2 Reasons additional goods/services could not be foreseen:
Contract Renewal No. 1 was planned and anticipated, and so stated in the original contract’s legislation. It is a planned continuation of the services originally included within the existing contract’s scope of service.
1.3 Reason other procurement processes are not used:
This contract will be a seven year, approximately annually funded, agreement based on known or executed construction contracts. Adjustments to fees and scope to this contract will be made by Contract Renewal based on annual proposals as requested by the City. The amount requested under this ordinance is $100,000. This initial funding will provide for DOSD services estimated to be needed beginning in 2019.
1.4 How cost of modification was determined:
A cost proposal was provided by Safex and reviewed by the Division of Sewerage and Drainage and was deemed acceptable. The cost of this contract renewal is consistent with the direct labor, overhead, and profit rates established within the original proposal.
2. PROJECT TIMELINE: The Consultant will begin planning tasks after the notice to proceed is given and active work as Task Orders are issued. The anticipated contract duration is seven (7) years, ending in December 2023. The professional services shall be funded by incremental appropriation, through the use of approximately annual renewals. This renewal is planned to provide services to DOSD until the next planned renewal in 2020.
3. EMERGENCY DESIGNATION: An emergency designation is not requested at this time.
4. CONTRACT COMPLIANCE No.: 31-1365251 | FBE | Exp. 4/02/2020 | Vendor # 005186
5. ECONOMIC IMPACT: Updating and developing hazardous energy control procedures ensures that maintenance and service work is performed as safely as possible within DPU facilities, preventing expenses associated with unsafe work practices. No community outreach or environmental factors are considered for this project beyond those already in place.
6. FISCAL IMPACT: This legislation authorizes the expenditure of up to $100,000.00 from the Sanitary Sewer Operating Fund, Fund 6100.
Title
To authorize the Director of Public Utilities to renew an existing service agreement with Safex, Inc. for the DPU Hazardous Energy Control Project; and to authorize an expenditure of up to $100,000.00 in funds from the Sanitary Sewer Operating Fund. ($100,000.00)
Body
WHEREAS, the original agreement, PO067938, was authorized by Ordinance 0673-2017, passed May 1, 2017; executed by the Director on June 19, 2017; approved the City Attorney June 30, 2017; and certified by the City Auditor on July 3, 2017; and
WHEREAS, it is necessary to authorize the Director of Public Utilities to renew (R#1) an engineering agreement with Safex, Inc. for the DPU Hazardous Energy Control Project; and
WHEREAS, this is a multi-year agreement with subsequent planned contract renewals; and
WHEREAS, it is necessary to authorize the expenditure of up to $100,000.00 from the Sanitary Sewer Operating Fund, Fund 6100; and
WHEREAS, it has become necessary in the usual daily operation of the Department of Public Utilities to authorize the Director of Public Utilities to enter into a service agreement with Safex, Inc. for the DPU Hazardous Energy Control Project, for the preservation of the public health and safety; now, therefore
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1: That the Director of Public Utilities is hereby authorized to renew (R#1) a service agreement with Safex Inc., 140 North Otterbein Ave; Westerville; Ohio; 43081 for the DPU Hazardous Energy Control Project, in the amount of $100,000.00 in accordance with the terms and conditions of the contract on file in the Department of Public Utilities.
SECTION 2. That said company, Safex Inc., shall conduct the work to the satisfaction of the Director of Public Utilities and the Administrators of the Divisions of Sewerage and Drainage, Water, and Power.
SECTION 3. That the expenditure of $100,000.00 or so much thereof as may be needed, is hereby authorized in Fund 6100 Sewer System Operating Fund in object class 03 Services per the accounting codes in the attachment to this ordinance.
SECTION 4. 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 5. That this Ordinance shall take effect and be in effect and be in force from and after the earliest period allowed by law.