Explanation
1. Background: This legislation authorizes the Director of Public Utilities to modify and increase an existing professional services agreement with H.R. Gray Associates, Inc. for the Wastewater Treatment Facilities (WWTF) Professional Construction Management (PCM) project for the Division of Sewerage and Drainage. The contract provides construction administration and management services including construction inspection, construction startup coordination, reporting, budgeting, scheduling, document tracking, and related tasks for multiple projects, including:
650250-100005 JPWWTP Digester Cover Rehab Phase I of III
650353-100003 SWWTP Digestion Process Expansion
650234-100009 DPU Roof Replacement - Fairwood
650234-100007 DPU Roof Replacement - Southerly
650234-100008 DPU Roof Replacement - Jackson Pike
650367-100002 CEPT Primary Treatment
650367-100003 CEPT Clarification
650367-100004 CEPT Disinfection
650260-103002 SWWTP Building Heating Impv. - Boiler Revision
650260-103004 SWWTP Boiler System Operation Impv.
650261-102000 Small Capital Projects
Project Modification Information:
1.1 Amount of additional funds to be expended: $6,451,385.43
Original Contract $7,399,879.94
Modification No.1 (this modification) $6,451,385.43
Proposed Modification No.2 (est. 2019 funding) $5,201,000.00
Proposed Modification No.3 (est. 2020 funding) $1,648,000.00
Proposed Modification No.4 (est. 2021 funding) $1,440,000.00
CURRENT PROPOSED TOTAL $22,140,265.37
1.2 Reasons additional goods/services could not be foreseen:
Contract Modification No. 1 was planned and anticipated, and so stated in the original contract legislation. This modification includes funding for construction administration and management services for seven (7) new construction projects, additional funds for four (4) existing construction projects and funds for Small Capital Project program.
1.3 Reason other procurement processes are not used:
The funding provided by this contract modification is for continuation of the existing work of the contract. It is not reasonable or cost effective to undertake new procurement to acquire these services.
1.4 How cost of modification was determined:
A cost proposal was provided by H.R. Gray and Associates, 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 is a five year contract which commenced in 2017 and is planned to end with the close-out of the final project added in the final contract modification of 2021. The original Professional Services
agreement was signed on May 16, 2017.
3. Contract Compliance No.: 31-1050479 | MAJ | Exp. 7/11/2019| DAX #004640
4. Emergency Designation: Emergency designation is not requested at this time.
5. Economic or Environmental Impact: The performance of professional contract management services for the subject construction contracts will help to prevent or reduce the number of construction claims
and minimize charge amount of any unavoidable claims. No community outreach or environmental factors are considered for this project.
6. Fiscal Impact: This ordinance authorizes the transfer within of $5,927,651.43 and expenditure of up to $6,451,385.43 from the Sanitary Sewer General Obligation Fund 6109 and amends the 2017 Capital
Improvement Budget.
Title
To authorize the Director of Public Utilities to modify and increase an existing professional services agreement with H.R. Gray and Associates, Inc. for the Wastewater Treatment Facilities Professional Construction Management Contract (PCM) Mod #1; to authorize the transfer within of $5,927,651.43 and the expenditure of up to $6,451,385.43 from the Sanitary Sewer General Obligation Bond Fund; and to amend the 2017 Capital Improvements Budget. ($6,451,385.43)
Body
WHEREAS, the original agreement, PO062939, was authorized by Ordinance 0817-2017; and
WHEREAS, it is necessary to authorize the Director of Public Utilities to modify (Mod #1) and increase the agreement with H.R. Gray and Associates, Inc. for the Wastewater Treatment Facilities Professional Construction Management (PCM) Contract; and
WHEREAS, this is a multi-year agreement with subsequent planned contract modifications; and
WHEREAS, it is necessary to transfer within $5,927,651.43 and expend up to $6,451,385.43 from the Sanitary Sewer General Obligation Bond Fund 6109; and
WHEREAS, it is necessary to amend the 2017 Capital Improvements Budget for purposes of providing sufficient budget authority for the aforementioned expenditures; and
WHEREAS, it has become necessary in the usual daily operation of the Department of Public Utilities, Division of Sewerage and Drainage, to authorize the Director to modify and increase an existing agreement with H.R. Gray and Associates, Inc. for the Wastewater Treatment Facilities Professional Construction Management project, at the earliest practical date for the preservation of the public health, peace, property, safety, and welfare; 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 an existing professional services agreement with H.R. Gray and Associates, Inc., 3770 Ridge Mill Drive, Columbus, Ohio 43026 for Professional Construction Management (PCM) Services, in the amount of $6,451,385.43; 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 City Auditor is hereby authorized to transfer $5,927,651.43 within the Sanitary Sewer General Obligation Bond Fund 6109 per the account codes in the attachment to this ordinance.
SECTION 3. That the 2017 Capital Improvements Budget Ordinance is amended as follows:
From:
Fund | Project No. | Project Name | Current Authority | Revised Authority | (Change)
6109 | P650243-100002 | JPWWTP Biosolids Land App Improvements | $1,530,000 | $0 | (-$1,530,000)
6109 | P650250-100007 | JPWWTP Cogeneration Facility | $1,025,882 | $0 | (-$1,025,882)
6109 | P650260-100008 | Short Circuit. Coord and Arc Flash Studies #1 | $1,000,000 | $0 | (-$1,000,000)
6109 | P650260-100100 | General Engineering Consultant (GEC) #2 | $500,000 | $0 | (-$500,000)
6109 | P650260-100200 | General Engineering Consultant (GEC ) #3 | $633,045 | $273,876 | (-$359,169)
6109 | P650260-102008 | JPWWTP PLC5 Upgrade | $1,000,000 | $0 | (-$1,000,000)
6109 | P650260-105000 | SMOC Small Capital Projects | $450,000 | $118,399| (-$331,601)
6109 | P650260-103000 | SWWTP Small Capital Projects | $181,000 | $0 | (-$181,000)
6109 | P650353-100004 | SWWTP Digestion Process Expansion | $523,734 | $0 | (-$523,734)
To:
Fund | Project No. | Project Name | Current Authority | Revised Authority | (Change)
6109 | P650250-100005 | JPWWTP Digester Cover Rehab Ph. I of III | $0 | $79,558 | (+$79,558)
6109 | P650234-100007 | DPU Roof Replacement Southerly | $0 | $64,061 | (+$64,061)
6109 | P650234-100008 | DPU Roof Replacement Jackson Pk | $0 | $29,514 | (+$29,514)
6109 | P650234-100009 | DPU Roof Replacement Fairwood | $0 | $119,446 | (+$119,446)
6109 | P650260-103002 | SWWTP Building Heating Impv. Boiler Rev. | $0 | $283,227 | (+$283,227)
6109 | P650260-103004 | SWWTP Boiler Syst. Op. Impv. | $0 | $158,039 | (+$158,039)
6109 | P650261-102000 | Small Capital Projects | $0 | $350,000| (+$350,000)
6109 | P650353-100003 | SWWTP Cogeneration Facility | $0 | $2,682,536 | (+$2,682,536)
6109 | P650367-100002 | SWWTP Chemically Enhanced Primary Treatment: Preliminary Treatment | $0 | $901,588 | (+$901,588)
6109 | P650367-100003 | SWWTP Chemically Enhanced Primary Treatment (CEPT): Clarification | $0 | $961,563 | (+$961,563)
6109 | P650367-100004 | SWWTP Chemically Enhanced Primary Treatment (CEPT): Disinfection | $0 | $821,859 | (+$821,859)
SECTION 4. That the Director is hereby authorized to expend up to $6,451,385.43 within the Sanitary Sewer General Obligation Bond Fund 6109 per the account codes in the attachment to this ordinance.
SECTION 5. That the said firm, H.R. Gray and Associates, 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 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 and modifications associated with this ordinance.
SECTION 8. 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 9. That the City Auditor is hereby authorized to transfer the unencumbered balance in a project account to the unallocated balance account 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.
SECTION 10. That this ordinance shall take effect and be in force from and after the earliest period allowed by law.