Explanation
1. BACKGROUND: This Ordinance authorizes the Director of Public Utilities to modify and increase the professional engineering services agreement with ARCADIS U.S., Inc. for the Comprehensive Water Audit Project, Division of Water Contract No. 1176.
The original agreement provided a water audit of the water distribution system to identify and quantify sources of non-revenue water and make recommendations to achieve better operational efficiency. The audit identified needed improvements to the reporting in the billing system (CUBS).
This proposed modification will allow ARCADIS U.S. to provide support to the Department of Technology in development of more accurate reporting mechanisms, including additional financial routines, within the Columbus Utility Billing System (CUBS) to provide better output of CUBS information for future water auditing and other reporting purposes.
See the attached Information for a description of the three tasks involved in this modification.
1.1 Amount of additional funds to be expended: $170,440.00
Original Contract Amount: $ 347,592.11 (EL012420)
Modification No. 1 (current): $ 170,440.00
Total (Orig. + Mod. 1) $ 518,032.11
1.2. Reasons additional goods/services could not be foreseen:
The audit identified the need for new and improved consumption and financial reports in the billing system (CUBS).
1.3. Reason other procurement processes are not used:
ARCADIS, U.S., Inc. spent over a year performing detailed analysis of the reporting routines and water consumption data for the 289,000 water customers and are intimately familiar with the CUBS billing system.
1.4. How cost of modification was determined:
A cost estimate, including labor hours, was provided by the consultant.
2. ECONOMIC IMPACT/ADVANTAGES; COMMUNITY OUTREACH; PROJECT DEVELOPMENT; ENVIRONMENTAL FACTORS/ADVANTAGES OF PROJECT: The economic impact of the finished project will be the reduction of unbilled water. This will also reduce the required frequency of external audits to accomplish this process.
3. CONTRACT COMPLIANCE INFO: 57-0373224, expires 7/10/15, Majority
Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against ARCADIS U.S., Inc.
4. FISCAL IMPACT: A transfer of funds within the Water Works Enlargement Voted Bonds Fund will be necessary as well as an amendment to the 2015 Capital Improvements Budget.
Title
To authorize the Director of Public Utilities to modify and increase the professional engineering services agreement with ARCADIS U.S., Inc. for the Comprehensive Water Audit Project for the Division of Water; to authorize a transfer and expenditure up to $170,440.00 within the Water Works Enlargement Voted Bonds Fund; and to amend the 2015 Capital Improvements Budget. ($170,440.00)
Body
WHEREAS, Contract No. EL012420 was authorized by Ordinance No. 1824-2011, passed November 21, 2011, was executed on January 25, 2012, and approved by the City Attorney on February 6, 2012 for the Comprehensive Water Audit Project; and
WHEREAS, the audit identified the need for new and improved consumption and financial reports in the billing system (CUBS); and
WHEREAS, Modification #1 is needed for ARCADIS U.S., Inc. to work with the Department of Technology to development more accurate reporting mechanisms; and
WHEREAS, it is necessary for this Council to authorize a transfer and expenditure of funds within the Water Works Enlargement Voted Bonds Fund, for the Division of Water; and
WHEREAS, it is necessary to authorize an amendment to the 2015 Capital Improvements Budget for the purpose of providing sufficient spending authority for the aforementioned project expenditure; and
WHEREAS, it has become necessary in the usual daily operation of the Department of Public Utilities, Division of Water, to authorize the Director of Public Utilities to modify and increase the professional engineering services agreement with ARCADIS U.S., Inc., for the Comprehensive Water Audit Project, for the preservation of the public health, peace, property, safety and welfare; now, therefore,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of Public Utilities is hereby authorized and directed to modify and increase the professional engineering services agreement with ARCADIS U.S., Inc. for the Comprehensive Water Audit Project, in an amount up to $170,440.00.
SECTION 2. That this contract modification is in compliance with Chapter 329 of Columbus City Codes.
SECTION 3. That the City Auditor is hereby authorized to transfer $170,440.00 within the Department of Public Utilities, Division of Water, Dept/Div. No. 60-09, Water Works Enlargement Voted Bonds Fund, Fund No. 606, Object Level Three 6677, as follows:
Fund No. | Project No. | Project Name | OCA Code | Change
606 | 690236-100056 (carryover) | Florence Ave. WL Imp's | 623656 | -$170,440.00
609 | 690290-100002 (carryover) | Distrib. Imp's-Water Audit | 669002 | +$170,440.00
SECTION 4. That the 2015 Capital Improvements Budget is hereby amended as follows:
Fund No. | Project No. | Project Name | OCA Code | Change
606 | 690236-100056 (carryover) | Florence Ave. WL Imp's | $270,083 | $99,643 | -$170,440
609 | 690290-100002 (carryover) | Distrib. Imp's-Water Audit | $0 | $170,440 | +$170,440
SECTION 5. That an expenditure up to $170,440.00 is hereby authorized for the Comprehensive Water Audit Project within the Water Works Enlargement Voted Bonds Fund, Fund No. 606, Division 60-09, Project No. 690290-100002 (carryover), Object Level Three 6677, OCA Code 669002.
SECTION 6. 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 7. 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 8. That the City Auditor is authorized to establish proper project accounting numbers as appropriate.
SECTION 9. 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 10. That this Ordinance shall take effect and be in force from and after the earliest period allowed by law.