Explanation
1. BACKGROUND:
This legislation authorizes the Director of Public Utilities to modify (Mod #1) the professional engineering services agreement with Chester Engineers, Inc. for the Roof Replacement Consulting Services for DPU Facilities project, Capital Improvements (CIP) Project 650234-100000. The work to be performed under this contract will consist of investigations, inspections and evaluations of existing conditions, surveying, if required, preparation of engineering or architectural drawings, documents/drawings for permit approval, specifications and bid documents, technical project representation during construction, preparation of record plan drawings for projects and preparation of M & O Manuals, if required for various Department of Public Utilities facility’ roofs. The design of the roofs at different facilities will vary as to the type of roofing systems specified, and may include items such as structural repairs, drainage systems, relocation of rooftop equipment, installation of roof hatches and skylights, building lightning protection systems and installation of walkways. Current facilities to be serviced are DOSD facilities. Additional Department of Public Utilities facilities may be added in the future.
PROJECT MODIFICATION INFORMATION:
1.1 Amount of additional funds to be expended: $400,000.00
Original Contract $ 200,000.00
Modification No. 1 (Current) $ 400,000.00
Modification No. 2 (2016) $ 400,000.00
Modification No. 3 (2017) $ 400,000.00
Modification No. 4 (2018) $ 80,000.00
CURRENT PROPOSED TOTAL $1,480,000.00
1.2 Reasons additional goods/services could not be foreseen:
This Contract Modification No. 1 was planned and anticipated, and so stated in the original contract’s legislation. It is a planned continuation of the services originally included within the existing contract’s scope of service.
1.3 Reason other procurement processes are not used:
Due to the highly complex and technical nature of this wastewater treatment plant infrastructure project, it is not reasonable or cost efficient to undertake a new procurement effort to acquire these services. The lengthy process for initiating a new procurement, and for a new entity to gain understanding of the project, would likely cause an unacceptable project delay and additional cost.
1.4 How cost of modification was determined:
A cost proposal was provided by Chester Engineers, Inc. and reviewed by the Division of Sewerage and Drainage and was deemed acceptable. The cost of this contract modification is consistent with the direct labor, overhead, and profit rates established within the original proposal.
This company is not debarred according to the Federal Excluded Parties Listing or the State Auditor's Findings for Recovery Database.
2. Contract Compliance No.: 20-2401674 | MBE | Exp. 05/18/2017
3. Emergency Designation: Emergency designation is being requested.
JUSTIFICATION FOR EMERGENCY DESIGNATION: This modification will provide professional services during construction for two roofs being installed under separate construction contracts. The roofs need to be installed before cooler weather arrives and prevents the application of the necessary heated asphalt roofing components.
4. ECONOMIC IMPACT: The performance of this project’s work activities to address replacement and repair of DPU roofs and roofing components will prevent process equipment, electrical components and other interior furnishings and equipment from moisture damage. Replacement costs of items due to failed roofing systems could become a major impact to the budget. No community outreach or environmental factors are considered for this project.
5. FISCAL IMPACT: This ordinance authorizes the transfer within and the expenditure of up to $400,000.00 from the Sanitary Sewer Super Build America Bond Fund, Fund 669 and to amend the 2015 Capital Improvement Budget to establish sufficient budget authority for this ordinance.
Title
To authorize the Director of Public Utilities to modify (Mod #1) the professional engineering services agreement with Chester Engineers, Inc. for the Roof Replacement Consulting Services for DPU Facilities; to authorize the transfer within and the expenditure of up to $400,000.00 from the Sanitary Sewer Super Build America Bond Fund; and to amend the 2015 Capital Improvements Budget, and to declare an emergency. ($400,000.00)
Body
WHEREAS, the Division of Sewerage and Drainage, Department of Public Utilities, hereby requests this City Council to authorize the Director of Public Utilities to enter into a planned contract modification, Mod 1, for professional engineering services with Chester Engineers, Inc. for the Roof Replacement Consulting Services for DPU Facilities project , CIP 650259-100001; and
WHEREAS, Contract No. EL016229 was authorized by Ordinance No. 1610-2014, passed by the Columbus City Council on July 28, 2014; executed by the Director on September 10, 2014; approved by the City Attorney on September 22, 2014 in the amount of $200,000.00; and
WHEREAS, it is necessary for City Council to authorize the expenditure of funds from the Sanitary Sewer Super Build America Bond Fund, Fund 669; and
WHEREAS, it is necessary to amend the 2015 Capital Improvements Budget for purposes of creating and providing sufficient budget authority for the aforementioned expenditures; and
WHEREAS, an emergency exists in the usual daily operations of the Department of Public Utilities in that it is immediately necessary to authorize the Director to enter into a planned contract modification with
Chester Engineers, Inc. in connection with the Roof Replacement Consulting Services for DPU Facilities project, at the earliest practicable date; Now, Therefore,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of Public Utilities be, and hereby is, authorized to modify (Mod #1) the professional engineering services agreement with Chester Engineers, Inc., 88 East Broad Street, Suite 1980, Columbus, Ohio 43215, in connection with the Roof Replacement Consulting Services for DPU Facilities project, in accordance with the terms and conditions as shown in the agreement on file in the office of the Division of Sewerage and Drainage.
SECTION 2. That the City Auditor is hereby authorized to transfer $400,000.00 within the Department of Public Utilities, Division of Sewerage and Drainage | Dept. /Div. No. 60-05 | Sewerage and Drainage Sanitary Sewer Super Build America Bond Fund | Fund 669 | Object Level Three 6676, as follows:
From: Fund 669
Project No. | Project Name | OCA Code | Change
650600-100006 | Franklin / Main Interceptor Rehab Sec 6 | 696006 | -$172,669.78
650695-100000 | Fulton / Mound / Noble / Sewer Rehab | 669695 | -$12,907.67
650700-100000 | Portage Grove Area Assessment | 669700 | -$107,100.00
650708-100000 | First Ave. Area Inflow | 669708 | -$56,329.68
650725-100001 | Large Diameter Sewer Rehab | 697251 | -$50,992.87
To: Fund 669
Project No. | Project Name | OCA Code | Change
650234-100000 | Roof Replacement Consulting Services for DPU Facilities | 669234 | $400,000.00
SECTION 3. That the 2015 Capital Improvements Budget is hereby amended as follows, to provide sufficient budget authority for the Capital Improvement Projects listed herein from Fund 669:
Proj. No. | Proj. Name | Current Authority | Revised Authority | (Change)
Creation of Authority to Match Cash
650600-100006 | Franklin / Main Interceptor Rehab Sec 6 | $0 | $172,670 | $172,670
650600-100006 | Franklin / Main Interceptor Rehab Sec 6 | $172,670 | $0 | (-$172,670)
650695-100000 | Fulton / Mound / Noble / Sewer Rehab | $0 | $12,908 | $12,908
650695-100000 | Fulton / Mound / Noble / Sewer Rehab | $12,908 | $0 | (-$12,908)
650700-100000 | Portage Grove Area Assessment | $0 | $107,100 | $107,100
650700-100000 | Portage Grove Area Assessment | $107,100 | $0 | (-$107,100)
650708-100000 | First Ave. Area Inflow | $0 | $56,330 | $56,330
650708-100000 | First Ave. Area Inflow | $56,330 | $0 | (-$56,330)
650725-100001 | Large Diameter Sewer Rehab | $0 | $199,172 | $199,172
650725-100001 | Large Diameter Sewer Rehab | $199,172 | $148,179 | (-$50,993)
650234-100000 | Roof Replacement Consulting Services for DPU Facilities | $0 | $400,000 | (+$400,000)
SECTION 4. That the Director of Public Utilities be and hereby is authorized to expend up to $400,000.00 for the Roof Replacement Consulting Services for DPU Facilities project in the following manner for the Div. 60-05 | Obj. Lvl 3 6676:
Fund 669 | 650259-100001 | 650234-100000 | Roof Replacement Consulting Services for DPU Facilities | 669234 | $400,000.00
SECTION 5. That the said firm, Chester Engineers, Inc., shall perform the work to the satisfaction of the Director of Public Utilities and the Administrator of the Division of Sewerage and Drainage.
SECTION 6. That the City Auditor is hereby authorized 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 are no longer required for said project; except that no transfer shall be made from a project by monies from more than one source.
SECTION 7. That the City Auditor is authorized to establish proper project accounting numbers as appropriate.
SECTION 8. 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 9. That for reasons stated in the preamble hereto, this ordinance is hereby declared to be an emergency measure and shall take effect and be in force after its passage and approval by the Mayor or ten days after its passage if the Mayor neither approves nor vetoes the same.