1. BACKGROUND: The Department of Public Utilities, Division of Sewerage and Drainage, Stormwater Section entered into a professional engineering agreement with Camp Dresser McKee Smith (CDM Smith, Inc.) on March 5, 2013 for the Stormwater Strategic Plan (SSP) Project (EL013990). The contract has been modified twice. Modification No. 1 corrected and aligned tasks within the original scope of the project but added no additional funding. Modification No. 2 added additional funding for a subsequent phase of the project. The Division of Sewerage and Drainage would like to modify the agreement (EL013990) in order to assemble a strategic plan that will address management policies, resource needs, current and future regulatory requirements, strategic plan implementation and funding. Elements of the strategic plan shall include, but are not limited to: Private/Public Stormwater Management Responsibility Boundary, National and State Stormwater Regulatory Initiatives, Future Stressors Affecting Stormwater Management, Policy Development and Implementation Strategy. By combining the work into one project, the professional design services are more economical, and the disruption to the progression of the project will be minimized.
2. ORIGINAL ENGINEERING CONTRACT AWARD: CDM Smith, Inc. was selected in accordance with the procedures set forth in Columbus City Code, Section 329. Two Requests for Proposals (RFP's) were received and opened from firms having the experience necessary to complete the project: CDM Smith, Inc. and AECOM. CDM Smith, Inc. was selected as the highest-ranked bidder and chosen for this project.
The Contract Compliance Number for CDM Smith, Inc. is 04-2473650 (expires 4/2/16 MAJ). Additional information regarding each bidder, description of work, contract time frame and detailed amounts can be found on the attached Information form.
Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against CDM Smith, Inc.
2.1 Amount of additional funds to be expended: $860,750.00
Original Contract Amount: $699,377.20 (EL013990)
Modification #1: $ 0.00
Modification #2: $370,672.18 (EL016147)
Modification #3 (current): $860,750.00
Amount of original contract and Mods: $1,930,799.38
2.2 Reasons additional goods/services could not be foreseen:
The tasks listed in item 9 of the Directors Legislation Information Sheet are all responding to requests from DOSD to support Blueprint Columbus. The SSP is a key component in the Blueprint Columbus organization and there have been requests of the Blueprint Steering Committee and Pilot Area Technical Committee (PATC) that exceed the scope and fee of the original contract. These items are necessary to keep Blueprint Columbus moving forward.
2.3 Reason other procurement processes are not used:
The work to be performed as part of this contract modification is not new but is a progression of the initial work. If this work was bid out, it would cause a significant delay to the overall Blueprint Columbus schedule to meet the deadline of September 15, 2015 to the OEPA due to the bidding process and the inconsistency between engineering teams.
2.4 How cost of modification was determined:
A cost proposal was provided by CDM Smith, Inc., reviewed by the Division of Sewerage and Drainage, and was deemed acceptable.
3. ECONOMIC IMPACT/ADVANTAGES; COMMUNITY OUTREACH; PROJECT DEVELOPMENT; ENVIRONMENTAL FACTORS/ADVANTAGES OF PROJECT: The goal of the SSP is to create a vision for city leaders, departments and residents to better position the city to respond to regulatory changes in stormwater management. The SSP will focus on responding to national and state regulatory initiatives utilizing environmentally beneficial (green) infrastructure, improved grey infrastructure and proven rehabilitation technologies. The SSP will identify the Extent of Service (EOS) policy defining the boundary between Private-Public stormwater management responsibilities, a Level of Service (LOS) that will identify the maintenance and capital improvements related to meeting regulatory obligations (sewer separation) and the SSP will identify the Cost of Service (COS) related to the stormwater program.
4. FISCAL IMPACT: A transfer of funds within the Storm Sewer 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 CDM Smith, Inc. for the Stormwater Strategic Plan Project; to amend the 2015 Capital Improvements Budget; to authorize a transfer and expenditure up to $860,750.00 within the Storm Sewer Bonds Fund; and to declare an emergency ($860,750.00).
Body
WHEREAS, Contract No. EL013990 (Ord. 2892-2012) was executed on March 5, 2013 with CDM Smith, Inc. for the Stormwater Strategic Plan Project, for the Division of Sewerage and Drainage, Stormwater Section; and
WHEREAS, Modification No.1 to Contract No. EL013990 (Ord. 1293-2013) was executed on June 26, 2013 with CDM Smith, Inc. for the Stormwater Strategic Plan Project, for the Division of Sewerage and Drainage, Stormwater Section; and
WHEREAS, Modification No. 2 to Contract No. EL013990 (Ord. 1505-2014) was executed on August 22, 2014 with CDM Smith, Inc. for the Stormwater Strategic Plan Project, for the Division of Sewerage and Drainage, Stormwater Section; and
WHEREAS, Modification No. 3 is needed to include additional design services for the Stormwater Strategic Plan in support of Blueprint Columbus, for the Division of Sewerage and Drainage; and
WHEREAS, it is necessary to authorize the Director of the Department of Public Utilities to execute a contract modification for the Stormwater Strategic Plan Project with CDM Smith, Inc. and
WHEREAS, it is necessary for this Council to authorize the transfer and expenditure of funds within the Storm Sewer Bonds Fund; and
WHEREAS, it is necessary to authorize an amendment to the 2015 Capital Improvements Budget for purposes of providing sufficient funding and expenditure authority for the aforementioned project expenditure; and
WHEREAS, an emergency exists in the usual daily operation of the Division of Sewerage and Drainage, Department of Public Utilities, in that it is immediately necessary to execute the subject professional engineering services contract modification for the above referenced purposes; for the preservation of the public, health, peace, and safety; 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 contract with CDM Smith, Inc. for the Stormwater Strategic Plan Project, for the Division of Sewerage and Drainage, in the amount of $860,750.00.
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 $860,750.00 within the Department of Public Utilities, Division of Sewerage and Drainage, Dept/Div. No. 60-15, Fund No. 685, Storm Sewer Bonds Fund, Object Level Three 6682, as follows:
Fund No. | Project No. | Project Name | OCA Code | Change
685 | 610977-100000 | Ashburton/Mayfair SSI | 685977 | -$860,750.00
685 | 611020-100000 | Stormwater Strategic Plan | 685020 | +$860,750.00
SECTION 4. That the 2015 Capital Improvements Budget is hereby amended as follows:
Fund No. | Proj. No. | Proj. Name | Current Authority | Revised Authority | Change
685 | 610977-100000 | Ashburton/Mayfair SSI | $2,300,000 | $1,439,250 | -$860,750
685 | 611020-100000 | Stormwater Strategic Plan | $0 | $860,750 | +$860,750
SECTION 5. That an expenditure up to $860,750.00 is hereby authorized for the Stormwater Strategic Plan Project within the Storm Sewer Bonds Fund, Fund No. 685, Division 60-15, Project No. 611020-100000, OCA Code 685020, Object Level Three 6682.
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 for the reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is hereby declared to be an emergency measure and shall take effect and be in force from and after its passage and approval by the Mayor, or ten days after passage if the Mayor neither approves nor vetoes the same.