Explanation
1. BACKGROUND: This legislation authorizes the Director of Public Utilities to modify (Mod #3) an existing engineering agreement with CDM Smith Inc. for professional engineering services for the Wastewater Treatment Facilities Instrumentation and Control (I&C) Integration and Programming Team Project. The services to be provided are professional engineering and technical services necessary for the DPU’s SCADA, Telemetry, and Process Control Systems. The actual project specific detailed design and construction will generally be accomplished by others. CDM Smith, Inc. will provide technical and engineering assistance to the City as requested, during the design and construction efforts. The Scope of Work for this project will consist of the following tasks: (1) Project Management; (2) Project Development Assistance; (3) Project Integration; (4)
Project Integration to Servers; (5) Intra-Site Integration; (6) Daily Engineering and Technical Support; and (7) Training. Note: for additional information regarding the various Scope of Work Tasks please see the attachment: Director’s Information Sheet, Section 5.
2. MODIFICATION INFORMATION:
Amount of additional funds to be expended: $499,750.00
2013 Original Contract $349,988.00
2014 Modification #1 $711,635.00
2015 Modification #2 $500,000.00
2016 Modification #3 (Current) $499,750.00
Estimated Total $2,061,373.00
Reasons additional goods/services could not be foreseen:
This Contract Modification No. 3 was planned and anticipated, and so stated in the original contract legislation. It is a planned continuation of the services originally included within the existing contract’s scope of service.
Reason other procurement processes are not used:
In so much as the majority of this work was planned for and anticipated within the original procurement, and due to the highly complex and technical nature of the engineering assistance provided to the City, 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.
How cost of modification was determined:
A cost proposal was provided by CDM Smith, 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.
3. PROJECT TIMELINE: The timeline for this contract was for the initial contract award in 2013; with three annual modifications anticipated in 2014, 2015, and 2016. The projected contract end date is for late mid to late 2017.
4. EMERGENCY DESIGNATION: An emergency designation is not requested at this time.
5. CONTRACT COMPIANCE NO: 04-2473650 | DAX #000180 | F1 | Exp. 11/15/2018
6. ECONOMIC IMPACT: The performance of this project’s activities to provide engineering and technical services for CIP’s at DPU facilities will help them maintain peak operational performance. If left unperformed, the required scope of work could become larger and more expensive and that could produce a major impact to the budget. No community outreach is considered for this project.
7. FISCAL IMPACT: This ordinance authorizes the expenditure of up to $499,750.00 from the Sanitary Sewer General Obligation Bond Fund 6109.
Title
To authorize the Director of Public Utilities to modify and increase an existing engineering agreement with CDM Smith Inc. for the Wastewater Treatment Facilities Instrumentation and Control (I&C) Integration and Programming Team Project and to authorize the expenditure of $499,750.00 from the Sanitary Sewer General Obligation (G.O.) Bond Fund. ($499,750.00)
Body
WHEREAS, this ordinance is a modification of the original contract, EL014386; authorized by ordinance 0437-2013; passed April 01, 2013; executed by the Director June 27, 2013; approved the City Attorney June 28, 2013; and certified by the City Auditor on June 28, 2013; and
WHEREAS, contract, EL015902 was authorized by ordinance 0975-2014; passed June 02, 2014 executed by the Director June 15, 2014; approved the City Attorney June 15, 2014; and certified by the City Auditor on June 17, 2014; and
WHEREAS, contract, EL017752 was authorized by ordinance 2484-2015; passed November 16, 2015 executed by the Director December 18, 2015; approved the City Attorney December 30, 2015; and certified by the City Auditor on December 30, 2015; and
WHEREAS, this modification provides professional engineering and technical services necessary for the Division of Sewerage and Drainage's SCADA, Telemetry, and Process Control Systems; and
WHEREAS, it is now necessary to authorize another contract modification and the expenditure of funds from the Sanitary Sewer System GO Bond Fund, Fund 6109; and
WHEREAS, it has become necessary in the usual daily operation of the Division of Sewerage and Drainage, Department of Public Utilities to authorize the Director to modify a professional engineering services agreement with CDM Smith for the WWTFs I&C Integration and Programming Team project, at the earliest practical date for the preservation of the public health, peace, property, safety; 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 (Mod #3) an existing professional engineering services agreement with CDM Smith Inc., 8800 Lyra Drive, Suite 500, Columbus, Ohio 43240, for the WWTFs I&C Integration and Programming Team project, in accordance with the terms and conditions as shown in the contract on file in the office of the Division of Sewerage and Drainage.
SECTION 2. That the Director of Public Utilities is hereby authorized to expend up to $499,750.00 for the WWTFs Instrumentation & Control Integration and Programming Team project in accordance with the funding template attached to this ordinance.
SECTION 3. That the said firm, CDM Smith 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 4. 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 5. That the City Auditor is authorized to establish proper project accounting numbers as appropriate.
SECTION 6. 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 7. That this ordinance shall take effect and be in force from and after the earliest period allowed by law.