Explanation
BACKGROUND:
1. Need. This legislation authorizes the Director of Public Utilities to modify (Mod #2) the professional engineering services agreement with Chester Engineers, Inc. for the Roof Replacement Consulting Services for the Department of Public Utilities 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 facilities 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.
1.1. Amount of additional funds to be expended: $400,000.00
Original Contract Amount: $200,000.00
Modification #1 $400,000.00
Modification #2 (Current) $400,000.00
Modification No. 3 $ 400,000.00
Modification No. 4 $ 80,000.00
TOTAL Cost ($) $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.
2. Project Timeline: This contract notice to proceed was issued September 29, 2014. This is bid as a four (4) year contract. This is the second modification to the contract for year three services. This contract is expected to expire in September, 2018.
3. Contract Compliance No.: 20-2401674 | MBE | Exp. 05/18/2017
4. Economic / Environment 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 legislation authorizes the expenditure of up to $400,000.00 from the Sanitary Sewer General Obligation Bond Fund 6109.
Title
To authorize the Director of Public Utilities to modify the professional engineering services agreement with Chester Engineers, Inc. for the Roof Replacement Consulting Services for the Department of Public Utilities Facilities project; and to authorize the expenditure of up to $400,000.00 from the Sanitary Sewer Super Build America Bond Fund;. ($400,000.00)
Body
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, Contract No. EL016229 was authorized by Ordinance No. 2621-2015, passed by the Columbus City Council on November 23, 2015, executed by the Director of Public Utilities December 24, 2015; and
WHEREAS, there is sufficient budget authority for the project expenditure; and
WHEREAS, it had become necessary in the usual daily operation of the Division of Sewerage and Drainage, Department of Public Utilities, to authorize the Director to enter into a planned contract modification, Mod 2, for professional engineering services with Chester Engineers, Inc. for the Roof Replacement Consulting Services for DPU Facilities project , CIP 650259-100001; 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 enter into an engineering agreement modification contract with Chester Engineers Inc. 88 East Broad Street, Suite 1980; Columbus; Ohio; 43215 for the Roof Replacement Consulting Services, Modification 2, in the amount of $400,000.00; in accordance with the terms and conditions of 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 a total of $400,000.00 from the Sanitary Sewer General Obligation Bond Fund | Fund 6109 per the account codes in the attachment to this ordinance.
SECTION 3. 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 4. 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 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 of 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.