Explanation
1. BACKGROUND: This legislation authorizes the Director of Public Utilities to renew an existing service agreement with RAMA Consulting Group, Inc. for the Blueprint Columbus Community Outreach project, CIP 650004-100003. The services provided in the Blueprint Columbus Community Outreach project consist of: supporting the implementation of Blueprint Columbus in multiple project areas; educating and informing residents about Blueprint Columbus and the problem being addressed; providing adequate notification and keeping residents in project areas apprised of work being performed in their neighborhood; advising the City regarding residents’ concerns; and providing training or additional support for contractors and City field and other staff as needed. This was a planned renewal.
Renewal Information:
1.1 Amount of additional funds to be expended: $395,760.53
Original Contract (PO012716) $ 217,013.79
Modification No. 1(PO063169) $ 367,756.80
Renewal #1 (current) $ 395,760.53
CURRENT PROPOSED TOTAL $ 980,531.12
1.2 Reasons additional goods/services could not be foreseen.
This contract renewal was planned 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.
1.3 Reason other procurement processes are not used:
The funding provided by this contract renewal is for continuation of the existing work of the contract. This work was planned for and anticipated within the original procurement, it is not reasonable or cost effective to undertake a new procurement process to acquire these services.
1.4 How cost of modification was determined:
A cost proposal was provided by RAMA Consulting Group, Inc. and reviewed by the Office of Sustainability of the Department of Public Utilities and was deemed acceptable.
2. PROJECT TIMELINE: One year (365 days)
3. EMERGENCY DESIGNATION: An emergency designation is requested at this time. An emergency designation is required in order to prevent a disruption of community outreach and education, during a critical time of Blueprint implementation for active construction areas (Clintonville 1) and areas in active design (North Linden 1, Hilltop 1, Hilltop 4, Miller Kelton, 5th x Northwest, Clintonville 3, and Near South). This will allow the outreach project to comply with Consent Order mandated deadlines associated with the Division of Sewerage and Drainage’s Integrated Planning and 2015 Wet Weather Management Plan Update Report approved by the Ohio Environmental Protection Agency.
4. CONTRACT COMPLIANCE NUMBER: 20-4647970 | Exp. 03/31/2021 | MBE | Vendor # 001370
5. ENVIRONMENTAL IMPACT: Administration of the Blueprint Community Outreach contract ensures community input is received and utilized to design the best solutions for unique neighborhood needs. Not only does this help Blueprint develop comprehensive solutions for our community, it also helps create an efficient process that reduces excessive costs resulting from engineering redesigns and timeframe extensions associated with addressing resident concerns through a less formal process.
6. FISCAL IMPACT: This ordinance authorizes the transfer within $395,760.53 and the expenditure of up to $395,760.53 in funds from the Sanitary Sewer General Obligation Bond Fund 6109.
Title
To authorize the Director of Public Utilities to renew an existing contract with RAMA Consulting Group, Inc. for the Blueprint Columbus Community Outreach project; to authorize the transfer within and expenditure of up to $395,760.53 in funds from the Sanitary Sewer General Obligation Bond Fund; and to declare an emergency. ($395,760.53)
Body
WHEREAS, the original contract with RAMA Consulting Group, Inc., PO012716, was authorized by Ordinance 0847-2016, passed by City Council on May, 9, 2016; executed by the Director of Public Utilities on June 13, 2016, approved the City Attorney on June 15, 2016, and certified by the City Auditor’s office June 20, 2016; and
WHEREAS, Modification number 1, PO063169, was authorized by Ordinance 1292-2017, passed by City Council on May, 15, 2017; executed by the Director of Public Utilities on May 19, 2017, approved the City Attorney May 23, 2017, and certified by the City Auditor’s office May 24, 2017; and
WHEREAS, it is necessary to renew the original contract in order to provide funding for additional public outreach services required for this project; and
WHEREAS, the Department of Public Utilities is under a mandate from Ohio EPA to eliminate sanitary sewer overflows and basement back-ups; and
WHEREAS, Blueprint Columbus will impact residents far more than traditional sewer projects and public support for Blueprint Columbus will be enhanced with a strong community outreach program to provide education designed to facilitate community understanding of the Blueprint projects; and
WHEREAS, it is necessary to authorize the transfer within and the expenditure of up to $395,760.53 from the Sanitary Sewer General Obligation Bond Fund 6109; and
WHEREAS, an emergency exists in the usual daily operations of the Divisions of Sewerage and Drainage, Department of Public Utilities, in that it is immediately necessary to authorize the Director of Public Utilities to renew an existing agreement with RAMA Consulting for the Blueprint Columbus Community Outreach project, CIP 650004-100003 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 the renewal of an existing service agreement with RAMA Consulting Group, Inc., 897 East 11th Ave., Suite 100, Columbus, Ohio 43211 for the Blueprint Columbus Community Outreach in Neighborhoods project in accordance with the terms and conditions as shown in the agreement on file in the Office of Sustainability.
SECTION 2. That the City Auditor is hereby authorized to transfer $395,760.53 within the Sanitary Sewer General Obligation Bond Fund 6109 per the account codes in the attachment to this ordinance.
SECTION 3. That the Director is hereby authorized to expend up to $395,760.53 within the Sanitary Sewer General Obligation Bond Fund 6109 per the account codes in the attachment to this ordinance.
SECTION 4: That the said firm, RAMA Consulting Group, 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 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 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 for reasons stated in the preamble hereto, this ordinance is hereby declared to be an emergency measure and shall take effect and be in force and after its passage and approval by the Mayor or ten days after its passage if the Mayor neither approves nor vetoes the same.