Explanation
The Department of Public Utilities entered into a contract with Stantec Consulting Services, Inc. for Geographic Information System (GIS) Sewer Lateral Data Conversion Services for the Division of Sewerage and Drainage, which was authorized by ordinance 2520-2013. The intent of this project is to use existing sewer permits to create a sewer lateral layer for the GIS which will provide more analytical capabilities for the GIS, as well as create a more efficient method for displaying the sewer permits via the GIS which is not currently available. This project supports the directives of the Department of Public Utilities Technology Master Plan dated August 2004.
The original contract was based on the number of hours estimated to be required, based on the number of sewer laterals that would be converted. It has been determined that there are 22,300 more laterals than had been originally estimated. Based on the increase in the number of laterals, Stantec Consulting Services, Inc. projects that it will require an additional 727 hours to address the additional laterals. An additional $60,204.87 will be required to fund these additional hours. This modification No. 1 will add $60,204.87 to the original contract amount of $600,000.00 for a total contract amount of $660,204.87 and extend the contract completion date through December 31, 2015.
1. Amount of additional funds: The amount of the additional funds needed for this contract modification No. 1 is $60,204.87. The original contract EL015194 was established for $600,000.00. The total cost of the original contract and this modification is $660,204.87. The modification represents funding added during the contract period for costs related to the services provided. The need for increased funding is to cover anticipated contract billings during fiscal year 2015.
2. Reason additional needs were not forseen: The additional funds are needed because the initial estimate of sewer laterals included in the RFP was based on a count of specific rate codes in the utility billing system. After the project began, it was determined that there was an additional rate code that needed to be included in the project, thereby increasing the total number of laterals.
3. Reason other procurement processes not used: No lower pricing or more attractive terms and conditions are anticipated at this time.
4. How cost was determined: The costs are in accordance with the original agreement.
SUPPLIER: Stantec Consulting Services, Inc. FID # 11-2167170, expires November 06, 2015, Stantec Consulting Services, Inc. does not hold MBE/FBE status.
The company is not debarred according to the Excluded Party Listing System of the Federal Government or prohibited from being awarded a contract according to the Auditor of State Unresolved Findings for Recovery Certified Search.
FISCAL IMPACT: $60,204.87 is budgeted and needed for this purchase.
$266,034.54 was spent in 2014
$0.00 was spent in 2013
Title
To authorize the Director of Public Utilities to modify, increase and extend the contract with Stantec Consulting Services, Inc. for Geographic Information System (GIS) Sewer Lateral Data Conversion Services for the Department of Public Utilities, and to authorize the expenditure of $3,672.49 from the Electricity Operating Fund, $23,359.49 from the Water Operating Fund, $26,189.12 from the Sewerage & Drainage Operating Fund, and $6,983.77 from the Stormwater Operating Fund. ($60,204.87)
Body
WHEREAS, the Department of Public Utilities entered into a contract with Stantec Consulting Services, Inc. for Geographic Information System (GIS) Sewer Lateral Data Conversion Services for the Division of Sewerage and Drainage, which was authorized by ordinance 2520-2013, and under which, existing sewer permits will be used to create a Sewer Lateral layer for the GIS that will provide more analytical capabilities of the GIS as well as create a more efficient method for displaying the sewer permits via the GIS; and
WHEREAS, this project supports the directives of the Department of Public Utilities Technology Master Plan dated August 2004; and
WHEREAS, the contract amount was based on the estimated number of sewer laterals to be converted, and it has been determined that there are 22,300 more laterals than had been originally estimated; and
WHEREAS, an additional 727 hours will be required to address the additional laterals, and these hours will require an additional $60,204.87 in funding for a total contract amount of $660,204.87; and
WHEREAS, there is a need to extend the contract through December 31, 2015 to allow for the additional work to be completed; and
WHEREAS, the vendor has agreed to modify, increase and extend EL015194 at current prices and conditions, and it is in the best interest of the City to exercise this option; and
WHEREAS, it has become necessary in the usual daily operation of the Department of Public Utilities to authorize the Director to modify, increase and extend the professional services contract for Geographic Information System (GIS) Sewer Lateral Data Conversion Services with Stantec Consulting Services, Inc. in order to provide the additional funding and extension of time for these additional hours to be completed; 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 to modify, increase and extend Contract No. EL015194 with Stantec Consulting Services, Inc., 1500 Lake Shore Drive, Suite 100, Columbus, Ohio 43204 for Geographic Information System (GIS) Sewer Lateral Data Conversion Services to provide for the processing of the additional sewer lateralsfor the Department of Public Utilities, in accordance with the terms and conditions of the original contract on file in the Office of the Department of Public Utilities. Total amount of modification No. 1 is ADD $60,204.87. Total contract amount including this modification is $660,204.87. This modification extends the contract through and including December 31, 2015.
SECTION 2. That this modification No. 1 is in accordance with the relevant provisions of Columbus City Code Chapter 329 relating to contract modifications.
SECTION 3. That the expenditure of $60,204.87 or so much thereof as may be needed, be and the same hereby is authorized as follows:
Fund No. 550 - Power
OCA: 600023
Object Level 1: 03
Object Level 03: 3336
Amount: $3,672.49
Fund No.600 - Water
OCA: 600049
Object Level 1: 03
Object Level 03: 3336
Amount: $23,359.49
Fund No. 650 - Sewerage & Drainage
OCA: 600056
Object Level 1: 03
Object Level 03: 3336
Amount: $26,189.12
Fund No. 675 - Stormwater
OCA: 600065
Object Level 1: 03
Object Level 03: 3336
Amount: $6,983.77
TOTAL REQUEST: $60,204.87
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.