Explanation
1. BACKGROUND: The Department of Public Utilities, Division of Power entered into an agreement with Dynotec, Inc. for the Valleyview Street Lighting Improvements Project; Ordinance No. 2271-2012, passed November 12, 2012. The agreement was for design of street lighting in the Valleyview area of west Columbus.
The Department of Public Utilities modified this contract; Ordinance No. 2271-2012, passed November 12, 2012 to include the replacement of nine (9) street light poles by AT&T. During design of the project, Dynotec determined that nine (9) of the street lights would need to be on poles associated with AT&T and a joint use. This required AT&T to make modification to their infrastructure to allow for the street lights to be installed. Dynotec paid AT&T to modify the poles and this ordinance allows for the Division of Power to reimburse Dynotec for those costs. Dynotech received an estimate from AT&T prior to modifications of the infrastructure.
The Department of Public Utilities is requesting to modify this contract to obtain the additional survey work that will assist the contractor in installation of the street lighting poles. It will clearly define the location of the poles. This shall decrease the potential for negative impact on existing utilities and other facilities within the project area.
The work proposed by this contract modification was unforeseen, but necessary for the completion of the project.
2. ORIGINAL ENGINEERING CONTRACT AWARD: Dynotec, Inc. was selected in accordance with the procedures set forth in Columbus City Code, Section 329, "Awarding professional service contracts through Requests for Proposals (RFPs)". The RFP were sent out on July 11, 2012, to Dynotec, Inc., E P Ferris and Associates, Inc. and Burgess & Niple, Inc., but Dynotec, Inc. was the only consultant to respond. Their proposal was received and opened on July 25, 2012.
Upon review of this proposal, the bidder was ranked using criteria specified in the City Code, and more specifically: Proposal Quality, Experience of the Team’s Personnel, Experience of the Prime, Project Schedule, and Local Workforce. Based upon these criteria, Dynotec, Inc. was selected for this project. Their Contract Compliance Number is 31-1319961, expires 4/30/2017, MBE.
Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against Dynotec, Inc.
2.1 Amount of additional funds to be expended: $20,115.24
Original Contract Amount: $49,173.86 (EL013846)
Modification #1: $ 20,504.48 (EL016034)
Modification #2 (current): $20,115.24
Amount of original contract and Mods: $89,793.58
2.2 Reasons additional goods/services could not be foreseen:
The scope of the original contract was for the design of the Valleyview street lighting improvements project. It was determined by City administration that the detail of site survey work included in the project drawings was not adequate for installation of the project. It was also determined by Division of Power administration that the criteria for the survey work that was required for the project was not clearly defined in the request for proposal. Administration has directed that a modification to the original contract be processed to have the consultant provide a complete survey for the project, and incorporate that survey into the construction drawings.
2.3 Reason other procurement processes are not used:
This contract modification cannot be bid out as the original design contract has not fully closed. The consultant (Dynotec) still retains control of the master drawing files for the project.
2.4 How cost of modification was determined:
The cost modification is based on a cost estimate provided to the Division of Power by Dynotec for the aforementioned work to be completed.
3. ECONOMIC IMPACT/ADVANTAGES; COMMUNITY OUTREACH; PROJECT DEVELOPMENT; ENVIRONMENTAL FACTORS/ADVANTAGES OF PROJECT: This project will provide street lighting on Valleyview Drive between Hague Avenue and Wilson Road and the surrounding residential areas. The scope of this project is to design street lighting as appropriate for these areas.
4. FISCAL IMPACT: An expenditure within the Electricity G.O. Bonds Fund of $ 20,115.24 will be necessary.
Title
To authorize the Director of Public Utilities to modify and increase the agreement with Dynotec, Inc. for the Valleyview Street Lighting Improvements Project, to authorize an expenditure and transfer of funds within the Electricity G.O. Bonds Fund for the Division of Power up to $20,115.24. ($20,115.24)
Body
WHEREAS, Contract No. EL013846 was authorized by Ordinance No. 2271-2012, passed November 12, 2012, was executed on January 3, 2013, and was approved by the City Attorney on January 24, 2013, with Dynotec, Inc. for the Valleyview Street Lighting Improvements Project, for the Division of Power; and
WHEREAS, Modification No. 1, contract number EL016034 was authorized by Ord No. 0897-2014; passed May 5, 2014, and executed on July 8, 2014; to provide funds for AT&T to perform necessary modifications to their infrastructure to allow for the street lights to be installed; and
WHEREAS, Modification No. 2 is required to obtain the additional survey work that will assist the contractor in installation of the street lighting poles by clearly defining the location of the poles, decreasing the potential for negative impact on existing utilities and other facilities within the project area.; and
WHEREAS, it is necessary to authorize the Director of the Department of Public Utilities to execute a contract modification for the Valleyview Street Lighting Improvements Project with Dynotec, Inc.; and
WHEREAS, it is necessary to transfer money within the Electricity G.O. Bonds Fund for the Valleyview Street Lighting Improvements Project ; and
WHEREAS, it is necessary for City Council to authorize the expenditure of funds from the Electricity G. O. Bonds Fund to perform site survey work for the Valleyview Street Lighting Improvements Project ; and
WHEREAS, it has become necessary in the usual daily operation of the Department of Public Utilities to authorize the Director to modify and increase the professional engineering services agreement with Dynotec, Inc. at the earliest practical date; now, therefore
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of Public Utilities is hereby authorized to modify and increase a professional engineering services agreement for the Valleyview Street Lighting Improvements Project with Dynotec, Inc., 2931 E. Dublin-Granville Rd., Suite 200; Columbus, Ohio 43231; for an expenditure up to $20,115.24; in accordance with the terms and conditions of the contract on file in the Office of the Division of Power.
SECTION 2. That the transfer of $20,115.24 or so much thereof as may be needed, is hereby authorized between projects within Fund 6303, Electricity G.O. Bond Fund, per the account codes in the attachment to this ordinance.
SECTION 3. That the expenditure of $20,115.24 or so much thereof as may be needed, is hereby authorized in Fund 6303, Electricity G.O. Bonds Fund, in Object Class 06, Capital Outlay, per the accounting codes in the attachment to this ordinance.
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 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 6. That the City Auditor is authorized to establish proper project accounting numbers as appropriate.
SECTION 7. 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 8. That this Ordinance shall take effect and be in force from and after the earliest period allowed by law.