Explanation
The Department of Public Utilities entered into an agreement with GS&P/OH, Inc. on July 30, 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 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 as 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. The third phase was scheduled to be completed by July 31, 2015; however, it is requested that an additional phase be added to continue to support the EMS program as described above, and, in particular the required first annual surveillance audit to be conducted in October 2015. This modification will extend the term of the contract by five months through December 31, 2015, and will require no additional monies. The terms and conditions of the original agreement allow for the City to consider for the extension of time of contract to adjust for changed conditions of service.
1. Amount of additional funds: The original contract ("Phase 1") was established for $350,000.00. Modification #1 added an additional amount of $250,000.00 ("Phase 2"). Modification #2 added an additional amount of $150,000.00 for a total contract cost of $750,000.00 ("Phase 3"). Modification #3 ("Phase 4") of the contract will extend the contract for five months through December 31, 2015 . The amount of additional funds needed is $0.00.
2. Reason additional needs were not foreseen: The work could not have been anticipated since at the time of the original contract, the department did not have knowledge of the exact timing for receiving EMS certification. Having conducted the EMS certification audit in October 2014 and obtaining the certification in the following month, the Department is scheduling the required annual surveillance audit in October 2015. Given that there are remaining monies under this contract to cover this need for additional services, the department seeks to extend the term of the current contract until December 31, 2015.
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: No additional monies are required to modify the contract.
SUPPLIER: GS&P/OH, Inc.: (62-1736493) Expires 1-10-2016 (MAJ).
2013: $15,250.00 Division of Power; $97,000.00 Division of Water; $137,750.00 Division of Sewerage and Drainage
2014: $9,150.00 Division of Power; $58,200.00 Division of Water; $82,650.00 Division of Sewerage and Drainage
Title
To authorize the Director of Public Utilities to enter into a contract modification with GS&P/OH, Inc. to and including December 31, 2015 for support in the Environmental Management System certification process for the Department of Public Utilities.
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 vendor has agreed to modify and increase EL013291 at current prices and conditions to and including December 31, 2015, and it is in the best interest of the City to exercise this option, 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 to and including December 31, 2015 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 the relevant provisions of City Code Chapter 329.
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 this Ordinance shall take effect and be in force from and after the earliest period allowed by law.