Explanation
The purpose of this legislation is to authorize the Director of Public Utilities to enter into an agreement with GS&P/OH, Inc., to build upon the previous work that the department conducted in implementing and continuing to improve its environmental management system (EMS) with the goal of maintaining third party certification of the current program and transitioning to future requirements.
The contract will provide the Department of Public Utilities EMS support assistance by completing various related tasks, conducting a gap analysis of the current EMS, developing a road map that identifies needed changes or improvements for certification under the new ISO 14001:2015 standard, and assisting the department in transitioning to the new requirements of the standard in order to retain ISO 14001 certified status, providing technical support in using the EMS software (Intelex), providing planning and participation support for various EMS teams, developing additional procedures and work instructions where necessary, assisting the various environmental training programs through face to face and on-line training and tracking mechanisms, providing general environmental health and safety and emergency preparedness support as needed, improving the department's document control system, supporting the department’s communication outreach efforts for both internal and external audiences, assisting in conducting regularly scheduled internal EMS and environmental compliance audits as well as supporting the department during third-party ISO re-certification and surveillance audits, and addressing environmental compliance issues where needed.
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. Request for proposals were announced on November 23, 2015. One hundred and thirteen vendors were solicited (4 MBR, 9 M1A, 9 F1, 3 AS1, and 88 MAJ). The Director of Public Utilities received one Request for Proposal on December 17, 2015. The proposal was deemed acceptable by a three-member selection committee and was approved by the Director of Public Utilities on January 6, 2016.
Services under this agreement are to be provided over a period of three years. Funds for the project shall be reviewed and approved each year of the three year contract by City Council and the Mayor, and Auditor's certification of funds. Notwithstanding any provision in this Agreement to the contrary, the maximum obligation of the City for services described in this agreement for the period commencing on April 1, 2016 through and including March 31, 2017 ("Phase 1") is limited to the amount of two-hundred thousand dollars ($200,000.00), unless all the following occur: this Agreement is modified in writing; City Council enacts an ordinance approving the new amount; the Mayor has authorized the additional amount; and the Auditor has certified the additional funds. The City is not obligated to spend the maximum obligation authorized under this Agreement. Phase 2 costs under this agreement for the period from April 1, 2017 through March 31, 2018 are estimated at one hundred and fifty thousand dollars ($150,000.00). Phase 3 costs for the period from April 1, 2018 through March 31, 2019 are estimated at one-hundred thousand dollars ($100,000.00).
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.
FISCAL IMPACT: $200,000.00 is needed for this expenditure.
SUPPLIER: GS&P/OH, Inc.: (62-1736493) Expires 12-3-17
GS&P/OH, 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.
Title
To authorize the Director of Public Utilities to enter into an agreement with GS&P/OH, Inc. for environmental management system support and support in transitioning to recent ISO 14001:2015 standards for the Department of Public Utilities, to authorize the expenditure of $12,200.00 from the Power Operating Fund, $77,600.00 from the Water Operating Fund, $87,000.00 from the Sewerage System Operating Fund and $23,200.00 from the Stormwater Operating Fund ($200,000.00).
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 will provide the Department of Public Utilities the ability to build upon the previous work on the department's environmental management system with the goal of maintaining 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 Director of Public Utilities received one proposal to conduct the work deemed acceptable by the selection committee and the Director, and
WHEREAS, services under this agreement are to be provided over a period of three years with funds being reviewed and approved each year of the three year contract by City Council and the Mayor, and Auditor's certification of funds, 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
WHEREAS, it has become necessary in the usual daily operation of the Department of Public Utilities to enter into an agreement with GS&P/OH, Inc. so that there is no interruption in the certification process for the immediate preservation of the public health, peace, property and safety; 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 enter into an agreement with GS&P/OH, Inc. for environmental management system support and support in continued EMS certification for the Department of Public Utilities.
SECTION 2. That the expenditure of $200,000.00 or so much thereof as may be needed, be and the same hereby is authorized per the accounting codes in the attachment to this ordinance.
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.