Explanation
1. BACKGROUND: This legislation authorizes the Director of Public Utilities to enter into a professional services agreement with ARCADIS U.S., Inc., for the General Services for Security and Emergency Preparedness Agreement, in an amount up to $225,000.00.
The Department of Public Utilities (DPU) is contracting with ARCADIS U.S., Inc. to provide full-service assistance for general security and emergency preparedness related services. The general services may include, but are not limited to, providing: all-hazard threat vulnerability assessments (physical and cyber networks and/or equipment exclusive to DPU or outside of the Department of Technology), risk assessments, meeting facilitation, field visits, risk mitigation, emergency planning, training, exercises, policies and procedures, program development, implementation, AutoCAD, and GIS managed by DPU. Additionally, services in civil engineering, structural engineering, mechanical engineering, electrical engineering, environmental engineering, architectural design, process design, instrumentation and controls design, geotechnical, and surveying may be used for various assessments and emergency planning for operations (treatment process, equipment, facilities, and resources) managed by DPU. See the attached “Information” form, item number 5, for additional information regarding this project.
The community planning area is “Citywide”.
2. ECONOMIC IMPACT/ADVANTAGES; COMMUNITY OUTREACH; PROJECT DEVELOPMENT; ENVIRONMENTAL FACTORS/ADVANTAGES OF PROJECT: The economic impact and advantages of this project are to study the threats and hazards that face the department in order to better prioritize preparedness, mitigation, and prevention efforts and funding. Portions of the planning and assessment efforts will include outreach with area facilities, critical customers, as well as communications plans for the department. Environmental advantages include planning for emergency environmental scenarios and protecting the environment as one of three main priorities of the planning and assessment phases.
3. BID INFORMATION: The selection of the firm providing the professional services has been performed in accordance with the procedures set forth in Columbus City Code, Section 329, "Awarding professional service contracts through requests for proposals." The evaluation criteria for this contract included: 1. competence to perform, 2. proposal quality and feasibility, 3. ability to perform expeditiously, 4. past performance, and 5. local workforce.
Requests for Proposals (RFP's) were received on October 19, 2015 from ARCADIS U.S., Inc., Atkins Nuclear Solutions, and T & M Associates.
An evaluation committee reviewed the proposals and scored them based on the criteria mentioned above. The Department of Public Utilities recommends that the contract be awarded to ARCADIS U.S., Inc.
The Contract Compliance Number for ARCADIS U.S., Inc. is 57-0373224 (expires 5/14/17, MAJ). Additional information regarding all bidders, 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 ARCADIS U.S., Inc.
4. FISCAL IMPACT: This Ordinance is being funded via Divisions of Water, Sewerage and Drainage, and Power.
A transfer of funds within the Water G.O. Bonds Fund and the Electricity G.O. Bonds Fund will be necessary.
This ordinance authorizes the appropriation and transfer of $100,000.00 from the Sanitary Sewer Reserve Fund to the Sanitary Sewer General Obligation (G.O.) Bond Fund, Fund 6109 and to authorize the expenditure of up to $100,000.00 from the G.O. Bond Fund, Fund 6109. Monies for this contract from the Sanitary Sewer Reserve Fund will be provided from a future Bond Sale via the transfer detailed in this ordinance.
An amendment to the 2016 Capital Improvements Budget will also be necessary.
Title
To authorize the Director of Public Utilities to enter into a professional services agreement with ARCADIS U.S., Inc. for the General Services for Security and Emergency Preparedness Project; to authorize a transfer and expenditure up to $100,000.00 within the Water G.O. Bonds Fund; to authorize a transfer and expenditure up to $25,000.00 within the Electricity G.O. Bonds Fund; to appropriate and transfer $100,000.00 from the Sanitary Sewer Reserve Fund into the Sanitary Sewer G.O. Bonds Fund; to authorize the expenditure up to $100,000.00 from the Sanitary Sewer G.O. Bonds Fund; and to amend the 2016 Capital Improvements Budget. ($225,000.00)
Body
WHEREAS, three technical proposals for professional services for the General Services for Security and Emergency Preparedness Project were received on October 19, 2015; and
WHEREAS, the Department of Public Utilities recommends that the agreement be awarded to ARCADIS U.S., Inc.; and
WHEREAS, it is necessary for this Council to authorize the transfer and expenditure of funds within the Water G.O. Bonds Fund and the Electricity G.O. Bonds Fund, for the Division of Water and Division of Power; and
WHEREAS, it is necessary to appropriate and transfer $100,000.00 from the Sanitary Sewer Reserve Fund to the Sanitary Sewer General Obligation (G.O.) Bond Fund; and
WHEREAS, it is necessary to authorize an expenditure of $100,000.00 from the Sanitary Sewer General Obligation (G.O.) Bond Fund; and
WHEREAS, this transfer should be considered as a temporary funding method; and
WHEREAS, the City will sell notes or bonds to fund this project and will reimburse the Sanitary Reserve Fund; and
WHEREAS, the City anticipates incurring certain Original Expenditures (as defined in Section 1.150-2(c) of the Treasury Regulations (the “Treasury Regulations”) promulgated pursuant to the Internal Revenue Code of 1986, as amended) with respect to the project described in this ordinance (the “Project”); and
WHEREAS, it is necessary to authorize an amendment to the 2016 Capital Improvements Budget for the purpose of providing sufficient spending authority for the aforementioned project expenditures; and
WHEREAS, the aggregate principal amount of obligations which the City will issue to finance this project is presently expected not to exceed $100,000.00; and
WHEREAS, it has become necessary in the usual daily operation of the Division of Water, Department of Public Utilities, to authorize the Director of Public Utilities to enter into a professional services agreement with ARCADIS U.S., Inc. for the General Services for Security and Emergency Preparedness Project; for the 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 hereby is authorized to enter into a professional services agreement for the General Services for Security and Emergency Preparedness Project with ARCADIS U.S., Inc., 100 E. Campus View Blvd., Ste. 200, Columbus, Ohio 43235; for a total expenditure up to $225,000.00; in accordance with the terms and conditions of the contract on file in the Offices of the Director of Public Utilities.
SECTION 2. That the transfer of $125,000.00 or so much thereof as may be needed, is hereby authorized between projects within Fund 6006 - Water G.O. Bonds Fund and Fund 6303 - Electricity G.O. Bonds Fund, per the account codes in the attachment to this ordinance.
SECTION 3. That the 2016 Capital Improvements Budget is hereby amended, as follows:
Project ID | Project Name | Current Authority | Revised Authority | Change
P690519-100000 (carryover) | HWCP Standby Power | $130,001 | $130,000 | -$1
P690520-100000 (carryover) | DRWP Standby Power | $128,009 | $128,000 | -$9
P690521-100002 (carryover) | 2014 Water Main Repair | $3,488 | $0 | -$3,488
P690527-100000 (carryover) | Fire Hydrant Repairs | $440,388 | $343,884 | -$96,504
P690556-100000 (carryover) | Security and Emergency Preparedness - Water | $0 | $100,002 | +$100,002
P670793-100000 (carryover) | New Substation Transformer | $1,496,742 | $1,471,742 | -$25,000
P670872-100000 (carryover) | Security/Emerg. Prep - Power | $0 | $25,000 | +$25,000
SECTION 4. That from the unappropriated monies in the Sanitary Sewer Reserve Fund No. 6102, Sub-fund 610201, and from all monies estimated to come into said fund from any and all sources, and unappropriated for any other purpose during the fiscal year ending December 31, 2016, the sum of $100,000.00 is hereby appropriated to the Division of Sewerage and Drainage.
SECTION 5. That the City Auditor is hereby authorized to transfer and appropriate a total $100,000.00 from the Sanitary Sewer Reserve Fund to the Sanitary Sewer Bond Fund, Fund 6109, into General Services for Security and Emergency Preparedness Agreement, P650020-100000, at such time as deemed necessary by the Auditor, or so much thereof as may be necessary per the account codes in the attachment to this ordinance or so much thereof as may be necessary per the account codes in the attachment to this ordinance.
SECTION 6. That the expenditure of $225,000.00 or so much thereof as may be needed, is hereby authorized in Object Class 06, Capital Outlay, per the accounting codes in the attachment to this ordinance.
SECTION 7. 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 8. 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 9. That the City Auditor is authorized to establish proper project accounting numbers as appropriate.
SECTION 10. 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 11. That upon obtaining other funds for the purpose of funding sanitary sewer system capital improvement work, the City Auditor is hereby authorized to repay the Sanitary Sewer Reserve Fund the amount transferred above (Section 3), and said funds are hereby deemed appropriated for such purposes.
SECTION 12. That the City intends that this Ordinance constitute an "official intent" for purposes of Section 1.150-2(e) of the Treasury Regulations, and that the City reasonably expects to reimburse itself for certain Original Expenditures incurred with respect to the Project from the proceeds of obligations to be issued by the City in a principal amount currently estimated to be $100,000.00 (the "Obligations").
The City intends to make a reimbursement allocation on its books for the Original Expenditures not later than eighteen months following the later to occur of the date of the Original Expenditure to be reimbursed or the date the Project for which such Original Expenditures were made is "placed in service" within the meaning of Treasury Regulations Section 1.150-2(c). Upon the issuance of the Obligations, the proceeds of such Obligations shall be used to reimburse Sanitary/Sewer Reserve Fund 6102, which is the fund from which the advance for costs of the Project will be made.
SECTION 13. That this Ordinance shall take effect and be in force from and after the earliest period allowed by law