Explanation
The Department of Public Utilities entered into an agreement with GS&P/OH, Inc. on August 1, 2012, to build upon the previous work that the department conducted in developing and implementing its environmental management system with the goal of obtaining third party certification of the program.
The contract provides the Department of Public Utilities Environmental Management System support assistance by, among completing various related tasks, providing planning and participation support for its various EMS teams, developing additional procedures and work instructions where necessary, buttressing the various environmental training programs through face to face and on-line training and tracking mechanisms, supporting improvements to the department's emergency preparedness program, improving the department's document control system, increasing the effectiveness of its communication outreach efforts for both internal and external audiences, assisting in conducting regularly scheduled internal EMS and environmental compliance audits, addressing environmental compliance issues where needed, and assisting the department in the third party certification process.
This contract is the result of a Request for Proposal received on May 21, 2012. The proposal was deemed acceptable by a five-member selection committee and was approved by the Director of Public Utilities on May 28, 2012. The original contract EL013291 was established for $350,000.00 and covered Phase 1 of a three-phase project, with each phase subject to review and approval by the City Council, the Mayor, and the Auditor's certification of funds. This is the second of two possible modifications of the contract. This modification will add $150,000.00 and cover the costs associated with Phase 3 as defined in the original proposal. This contract will be in effect from August 1, 2014 through July 31, 2015. All terms and conditions of the original agreement remain in full force and effect. The contract term ends on July 31, 2015.
1. Amount of additional funds: The amount of additional funds needed for Phase 3 is $150,000.00. The original contract ("Phase 1") was established for $350,000.00. The second phase of the contract (Modification #1) added an additional amount of $250,000.00 ("Phase 2"). This third and final phase (Modification #2) of the contract will ADD $250,000.00 for a total contract cost of $750,000.00.
2. Reason additional needs were not foreseen: The need for additional funds was foreseen and is outlined in the original agreement and identified as Phase 3. This legislation is to encumber the funds required for Phase 3.
3. Reason other procurement processes not used: The same exact service is required as originally proposed. No lower pricing/more attractive terms and conditions are anticipated at this time.
4. How cost was determined: The cost, terms and conditions are in accordance with the original agreement.
FISCAL IMPACT: $150,000.00 is needed and budgeted for this expenditure.
SUPPLIER: GS&P/OH, Inc.: (62-1736493) Expires 1-10-2016 (MAJ).
2012: $175,000.00 Division of Power and Water; $175,000.00 Division of Sewerage and Drainage
2013: $15,250.00 Division of Power; $97,000.00 Division of Water; $137,750.00 Division of Sewerage and Drainage
Title
To authorize the Director of Public Utilities to enter into a planned contract modification with GS&P/OH, Inc. for support in the Environmental Management System certification process for the Department of Public Utilities, to authorize the expenditure of $9,150.00 from the Electricity Operating Fund, $58,200.00 from the Water Operating Fund, $65,250.00 from the Sewerage System Operating Fund and $17,400.00 from the Stormwater Operating Fund. ($150,000.00)
Body
WHEREAS, the Department of Public Utilities has a continued need to sustain its environmental management system to ensure that its environmental compliance requirements are met and its environmental footprint is reduced; and
WHEREAS, the contract provides the Department of Public Utilities the ability to build upon the previous work on the department's environmental management system with the goal of obtaining third party certification of the program. The consultant will prepare detailed task orders describing specific task activities, estimated levels of effort, and schedules that conform to the following general task descriptions and attached estimated project schedule; and
WHEREAS, the Director of Public Utilities received one proposal to conduct the work deemed acceptable by the selection committee and the Director; and
WHEREAS, services under this agreement are to be provided over a period of three years with funds being reviewed and approved each year of the three year contract by City Council and the Mayor, and Auditor's certification of funds; and
WHEREAS, the City may, at any time during the performance of the services under this Agreement, propose a modification of the Contract by a properly authorized written instrument. With the approval of City Council and execution of such modification by both parties hereto, it shall be fully incorporated into this Contract and shall govern all subsequent performance under the Contract; and NOW, THEREFORE
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of Public Utilities be and is hereby authorized and directed to modify contract EL013291 with GS&P/OH, Inc. for environmental management system support and support in the EMS certification process for the Department of Public Utilities.
SECTION 2. That this modification is in accordance with Section 329.16 of the Columbus City Codes.
SECTION 3. That the expenditure of $150,000.00 or so much thereof as may be needed, be and the same hereby is authorized as follows:
Fund: 550
OCA: 600023
Object Level: 3336
Amount: $9,150.00
Fund: 600
OCA: 600049
Object Level: 3336
Amount: $58,200.00
Fund: 650
OCA: 600056
Object Level: 3336
Amount: $65,250.00
Fund: 675
OCA: 600065
Object Level: 3336
Amount: $17,400.00
TOTAL: $150,000.00
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 force from and after the earliest period allowed by law.