Explanation
BACKGROUND: This legislation authorizes the Director of Public Utilities to enter into a professional engineering services agreement with Smoot Construction for the Professional Construction Management Services agreement for the Small Capital Projects (PCMS) for the Wastewater Treatment and Water Facilities. The contract provides construction administration and management services including construction inspection, construction and startup coordination, reporting, budgeting, scheduling, document tracking, and related tasks associated with a multi-project program for DOSD and DOW construction contracts.
This contract will provide an Outreach Program to Disadvantaged and Under-Utilized Businesses with the intention to increase opportunities and participation in the procurement of goods and services related to construction projects. A key component of this Outreach program will be training/education.
DPU recognizes the importance of supplier diversity and seeks to strengthen the economic development and viability for disadvantaged and under-utilized businesses by creating sound business relationships. This project will institute a variety of initiatives to identify and encourage disadvantaged and under-utilized businesses to participate in the DPU procurement/bidding process in an effort to ensure continued growth of business opportunities for those business enterprises.
This legislation is associated with the services for the following Construction Contracts:
650262-101000 DOSD, Professional Construction Management Services for Small Capital Projects
690548-100000 DOW, Professional Construction Management Services for Small Capital Projects
The Divisions have determined that these services cannot be performed by City personnel at this time, and has planned for the procurement of these services on a routine basis. The actual construction and commissioning of upgrades in the several facilities will generally be accomplished by others.
PROJECT TIMELINE: This will be a two (2) year contract commencing in the Fall of 2014 and ending with the close-out of the final project added in the final contract modification of 2015. The duration of the contract may extend into subsequent years based on the complexity and progress of the assigned work, fund availability and approval by Columbus City Council. The professional services are funded by incremental appropriation, through the use of approximately annual modifications. Adjustments to fees and scope to this contract will be made by Contract Modification based on annual (or semiannual) proposals as requested by the City.
PROCUREMENT: The Division advertised for request for proposals (RFP) on the City of Columbus's Vendor Services website and in the City Bulletin in accordance with the provisions of Chapter 329 of Columbus City Codes. The Division of Sewerage and Drainage opened the responding proposals on February 21, 2014 from the following companies:
Name C.C. No./Exp. Date City/State Status
Smoot Construction 31-1224826 | 04/29/2016 Columbus, Ohio MBE
Andover Associates, Ltd. 51-0556580 | 07/31/2015 Columbus, Ohio FBE
Prime AE Group, Inc. 26-0546656 | 02/28/2016 Columbus, Ohio ASN
HR Gray, A Haskell Co. 31-1050479 | 10/09/2015 Columbus, Ohio MAJ
CT Consultants, Inc. 34-0792089 | 10/05/2014 Columbus, Ohio MAJ
Dynotec, Inc. 31-1319961 | 04/30/2015 Columbus, Ohio MBE
Six companies submitted proposals. These proposals were reviewed and ranked utilizing an evaluation committee and evaluation process. After careful consideration, the committee recommended that Smoot Construction be awarded the engineering agreement for the Professional Construction Management Services agreement for the Small Capital Projects (PCMS) for the Wastewater Treatment and Water Facilities projects.
Contract Compliance No.: 31-1224826 | MBE | Exp. 04/29/2016
Emergency Designation: The Department of Public Utilities is not requesting emergency legislation at this time.
Economic Impact: The performance of this professional contract management services for the subject construction contracts will help to prevent or reduce the number of construction claims, and minimize the charge amount of unavoidable claims. No community outreach or environmental factors are considered for this project.
Fiscal Impact: The legislation authorizes a transfer and authorizes the expenditure of up to $250,000.00 within the Sanitary Sewer General Obligation Bond Fund, Fund 664; a transfer and expenditure of up to $450,000.00 within the Water Works Enlargement Voted Bonds Fund, Fund 606, for a total project cost of $700,000.00; and to authorize an amendment to the 2014 Capital Improvements Budget.
Title
To authorize the Director of Public Utilities to enter a professional engineering services agreement with Smoot Construction for the Professional Construction Management Services agreement for the Small Capital Projects for the Wastewater Treatment and Water Facilities projects; to authorize a transfer within and expenditure of up to $250,000.00 within the Sanitary Sewer General Obligation Bond Fund; to authorize a transfer within and expenditure of up to $450,000.00 within the Water Works Enlargement Voted Bonds Fund; for a total project cost of $700,000.00; and to amend the 2014 Capital Improvements Budget.($700,000.00)
Body
WHEREAS, the Department of Public Utilities advertised for an RFP on the City of Columbus's Vendor Services website and in the City Bulletin in accordance with the provisions of Chapter 329 of Columbus City Codes for the Professional Construction Management Services agreement for the Small Capital Projects (PCMS) for the Wastewater Treatment and Water Facilities projects; and
WHEREAS, six companies submitted proposals; they were reviewed and ranked utilizing an evaluation committee and evaluation process and it was recommended that Smoot Construction be awarded the engineering agreement; and,
WHEREAS, it is necessary to transfer and expend up to $250,000.00 within the Sanitary Sewer General Obligation Bond Fund, Bond Fund 664 and to transfer and expend up to $450,000.00 within the Water Works Enlargement Voted Bonds Fund, Fund 606, for the Professional Construction Management Services agreement for the Small Capital Projects (PCMS) for Wastewater Treatment and Water Facilities projects; and
WHEREAS, it is necessary to amend the 2014 Capital Improvements Budget for purposes of creating and providing sufficient budget authority for the aforementioned expenditures; and
WHEREAS, the Department of Public Utilities Divisions of Sewerage and Drainage and Water are requesting that this Council authorize the Director of Public Utilities to enter into an engineering agreement with Smoot Construction for the Professional Construction Management Services agreement for the Small Capital Projects (PCMS) for the Wastewater Treatment and Water Facilities projects at the earliest practical date; 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 enter into a professional engineering services agreement with Smoot Construction, 1907 Leonard Avenue Columbus, OH 43219, for the Professional Construction Management Services agreement for the Small Capital Projects (PCMS) for the Wastewater Treatment and Water Facilities projects in accordance with the terms and conditions as shown in the contract on file in the office of the Divisions of Sewerage and Drainage and Water.
SECTION 2. That the City Auditor is hereby authorized to transfer within $250,000.00 from the Department of Public Utilities, Division of Sewerage and Drainage, Dept./Div. No. 60-05, Sewerage and Drainage Sanitary Sewer General Obligation Bond Fund, Fund 664, Object Level Three 6678, as follows:
FROM:
Project No. | Project Name | OCA Code | Change
650100-100000 | Sanitary Sewer Contingency | 650100 | -$240,406.00
650762-100000 | GIS Professional Services | 664762 | -$9,594.00
TO:
Project No. | Project Name | OCA Code | Change
650262-101000 | PCM Small Capital Projects | 664262 | +$250,000.00
SECTION 3. That the City Auditor is hereby authorized to transfer $450,000.00 within the Department of Public Utilities, Division of Water, Dept./Div. No. 60-09, Water Works Enlargement Voted Bond Funds, Fund 606, Object Level Three 6677, as follows:
FROM:
Project No. | Project Name | OCA Code | Change
690510-100002 (carryover) | HCWP Sludge Disposal Line Repl. - Part III | 665102 | -$450,000
TO:
Project No. | Project Name | OCA Code | Change
690548-100000 (carryover) | PCM for Small Projects | 606548 | +$450,000
SECTION 4. That the Director of Public Utilities be and hereby is authorized to expend up to $250,000.00 from the Sanitary Sewer General Obligation Bond Fund, Fund 664 | Div. 60-05 | Obj. Lvl 3: 6678 | in the following manner:
Project No. | Project Name | OCA Code | Amount ($)
650262-101000 | PCM Small Capital Projects | 664262 | $250,000.00
SECTION 5. That the Director of Public Utilities be and hereby is authorized to expend up to $450,000.00 from the Water Works Enlargement Voted Bonds Fund, Fund 606 | Div. 60-09 | Obj. Lvl 3: 6677 | in the following manner:
Project No. | Project Name | OCA Code | Obj. Lvl 3 | Amount ($)
690548-100000 (carryover) | PCM for Small Projects | 606548 | 6677 | $450,000
SECTION 6. That the 2014 Capital Improvements Budget is hereby amended as follows:
SANITARY
Fund No. | Proj. No. | Proj. Name | Current Authority | Revised Authority | Change
650100-100000 | Sanitary Sewer Contingency | $240,406 | $0 | (-$240,406)
650762-100000 | GIS Professional Services | $0 | $9,635 | ($9,635) establish authority to match cash
650762-100000 | GIS Professional Services | $9,635 | $41 | (-$9,594)
650262-101000 | PCM Small Capital Projects | $0 | $250,000 | (+$250,000)
WATER
Fund No. | Proj. No. | Proj. Name | Current Authority | Revised Authority | Change
690510-100002 (carryover) | HCWP Sludge Disposal Line Repl. - Part III | $500,000 | $50,000 | -$450,000
690548-100000 (carryover) PCM for Small Projects | $0 | $450,000 | +$450,000
SECTION 7. That the said firm, Smoot Construction, shall perform the work to the satisfaction of the Director of Public Utilities and the Administrators of the Division of Sewerage and Drainage and Water.
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 are no longer required for said project.
SECTION 9. 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 10. That the City Auditor is hereby authorized to make any accounting changes to revise the funding source for all contracts or contract modifications associated with this ordinance.
SECTION 11. That the City Auditor is authorized to establish proper project accounting numbers as appropriate.
SECTION 12. That this ordinance shall take effect and be in force from and after the earliest period allowed by law.