Explanation
1. BACKGROUND: This legislation authorizes the Director of Public Utilities to enter into an agreement with EMH&T in the amount of $519,840.20, to consolidate existing water tap information into a database, for the Division of Power and Water.
This project will be divided into two phases, with Phase 2 being funded through a contract modification.
Phase 1 consists of consolidating three sets of detailed water service tap information currently stored as paper cards, scanned digital images, and WASIMS into a single information database solution.
Phase 2 will be completed under a contract modification and consists of reconciling the consolidated source of tap information into a final database. This phase will help update the Water and Sewer Information Management System (WASIMS). It will also include geocoding tap information in our GIS mapping We will not know what the cost of Phase 2 will be until Phase 1 services are complete and it can be determined how much data will need to be reconciled.
2. BID INFORMATION: The selection of the firm providing the professional engineering services has been performed in accordance with the procedures set forth in Columbus City Code, Section 329.14, "Awarding professional service contracts through requests for proposals." The evaluation criteria for this contract included: 1. proposal quality, 2. experience of team, and 3. local workforce.
Requests for Proposals (RFP's) were received on March 14, 2008 from EMH&T and Unicon International. Intellinetics Inc. submitted a bid after the 4:00 closing time and was therefore rejected by the committee.
Upon review of the technical proposals, the bidders were ranked using the criteria mentioned above and EMH&T was the firm selected to perform the services for this project. Their Contract Compliance Number is 31-0685594 (expires 11/2/09, Majority). Additional information regarding both bidders, description of work, contract time frame and detailed amounts can be found on the attached Legislation Information Form.
3. FISCAL IMPACT: This legislation includes a transfer of funds from the Water System Reserve Fund to the Water Works Enlargement Voted Bonds Fund as a temporary measure until such time as the proceeds from a bond sale can be made available. An amendment to the 2008 CIB is also necessary.
Title
To authorize the Director of Public Utilities to enter into an agreement with EMH&T to consolidate existing water tap information into a database; to authorize the appropriation, transfer, and expenditure of $519,840.20 from the Water System Reserve Fund to the Water Works Enlargement Voted Bonds Fund; to authorize the expenditure of $519,840.20 from the Water Works Enlargement Voted Bonds Fund; and to authorize an amendment to the 2008 Capital Improvements Budget for the Division of Power and Water. ($519,840.20)
Body
WHEREAS, three technical proposals to consolidate existing water tap information into a database were received on March 14, 2008; and
WHEREAS, EMH&T was the firm selected to perform the services for this project based on criteria set forth in Columbus City Codes; and
WHEREAS, it is necessary to authorize an amendment to the 2008 Capital Improvements Budget for purposes of providing sufficient funding and expenditure authority for the aforementioned project expenditure; and
WHEREAS, it is necessary for this Council to authorize the City Auditor to transfer funds from the Water System Reserve Fund to the Water Works Enlargement Voted Bonds Fund; and
WHEREAS, the City anticipates incurring certain Original Expenditures (as defined in Section 1.150-2(C) of the Treasury Regulations (the "Treasury Regulations") promulgated pursuant to the Internal Revenue Code of 1986, as amended) with respect to the construction of the Project described in this Ordinance (collectively, the "Project").
WHEREAS, it has become necessary in the usual daily operation of the Division of Power and Water, Department of Public Utilities, to authorize the Director of Public Utilities to enter into an agreement to consolidate existing water tap information into a database, to authorize the appropriation and transfer of funds from the Water System Reserve Fund to the Water Works Enlargement Voted Bonds Fund, for the preservation of the public health, peace, property and safety;
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 enter into an agreement to consolidate existing water tap information into a database with the lowest and best bidder, EMH&T, 5500 New Albany Rd., Columbus, Ohio 43054; in the amount of $519,840.20; in accordance with the terms and conditions of the contract on file in the Office of the Division of Power and Water.
SECTION 2. That the City Auditor is hereby authorized and directed to transfer $519,840.20, from the Water System Reserve Fund to the Water Works Enlargement Voted Bonds Fund, Fund No. 606, into the appropriate project account as specified within Section 5 herein, at such time as deemed necessary by him, and to expend said funds, or so much thereof as may be necessary.
SECTION 3. That from the unappropriated monies in the Water System Reserve Fund, and from all monies estimated to come into said fund from any and all sources, and unappropriated for any other purpose during the fiscal year ending December 31, 2008, the sum of $519,840.20, is hereby appropriated to the Division of Power and Water, Division 60-09, Object level One 10, Object level Three 5502, OCA 695056.
SECTION 4. That the 2008 Capital Improvements Budget is hereby amended as follows:
Project No. | Project Name | Current Authority | Revised Authority | (change)
452501 | GIS | $0 | $519,841 | +$519,841
SECTION 5. That the expenditure of $519,840.20 to consolidate existing water tap information into a database is hereby appropriated as follows: Division of Power and Water, Dept./Div. No. 60-09, Water Works Enlargement Voted Bonds Fund, Fund No. 606, Project 452501, OCA Code 642900, Object Level One 06, Object Level Three 6686, Amount $519,840.20.
SECTION 6. That upon obtaining other funds for the purpose of funding water system capital improvement work, the City Auditor is hereby authorized to repay the Water System Reserve Fund the amount transferred under Section 2 above, and said funds are hereby deemed appropriated for such purpose.
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 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 9. That the City Auditor is authorized to establish proper project accounting numbers as appropriate.
SECTION 10. That said engineering firm shall conduct the work to the satisfaction of the Director of Public and the Administrator of the Division of Power and Water.
SECTION 11. That the City intends that this Ordinance constitute an "official intent" for purposes of Section 1.150-2(e) of the Treasury Regulations, and that the City reasonably expects to reimburse itself for certain Original Expenditures incurred with respect to the Project from the proceeds of obligations to be issued by the City in a principal amount currently estimated to be $519,840.20 (the "Obligations").
The City intends to make a reimbursement allocation on its books for the Original Expenditures not later than eighteen months following the later to occur of the date of the Original Expenditure to be reimbursed or the date the Project for which such Original Expenditures were made is "placed in service" within the meaning of Treasury Regulations Section 1.150-2(c). Upon the issuance of the Obligations, the proceeds of such Obligations shall be used to reimburse Water System Reserve Fund 603, which is the fund from which the advance for costs of the Project will be made.
SECTION 12. That this Ordinance shall take effect and be in force from and after the earliest period allowed by law.