Explanation
1.0 BACKGROUND: This Ordinance authorizes the Director of Public Utilities to modify and increase the Professional Construction Management Services agreement with URS Corporation - Ohio, which provides construction management, field representation, inspection testing, instrumentation/control integration and support services, and services for maintenance of operations during construction for various capital improvements projects for the Division of Water.
The original legislation and contract anticipated that Professional Construction Management services would be provided under multiple contract modifications over a multiyear period to support construction projects that begin construction within the 2011 through 2015 period, with services extending through the end of the subsequent construction duration. As noted in the original legislation, the contract duration may need to be extended based on actual construction durations. Based on current estimated construction schedules, this contract is expected to run from 2010 through mid-2019.
The original legislation, under Ordinance No. 1386-2010, was executed in December 2010 to allow the Professional Construction Management Team to perform a constructability review of the Upground Reservoir R-2 Project prior to advertisement for bid in December 2010.
Modification No. 1, under Ordinance No. 0134-2011, enabled the Professional Construction Management Team to perform construction management and field representation for the Upground Reservoir Raw Water Pump Station and Raw Water Line projects.
Modification No. 2, under Ordinance No. 0975-2011 enabled the Professional Construction Management Team to perform construction management and field representation for various projects, for the remainder of 2011 and the first half of 2012.
Modification No. 3, under Ordinance No. 1487-2012, enabled the Professional Construction Management Team to perform construction management and field representation for various projects, for the remainder of 2012 and the first half of 2013.
Modification No. 4, under Ordinance No. 0384-2013, enabled the Professional Construction Management Team to perform construction management and field representation for various projects, for June 2013 through May 2014.
Modification No. 5, under Ordinance No. 0999-2014, enabled the Professional Construction Management Team to perform construction management and field representation for various projects for May 2014 through September, 2014, and also extended the contract through 2017.
Modification No. 6, under Ordinance No. 1416-2014, enabled the Professional Construction Management Team to perform construction management and field representation for various projects, for September, 2014 through May 2015.
Modification No. 7, under Ordinance No. 0659-2015, enabled the Professional Construction Management Team to perform construction management and field representation for various projects, for May 2015 through November 2015.
Modification No. 8, under Ordinance No. 2173-2015, enabled the Professional Construction Management Team to perform construction management and field representation for various projects, for November 2015 through May 2016.
Modification No. 9, under Ordinance No. 0500-2016, enabled the Professional Construction Management team to perform construction management and field representation for various projects, for May 2016 through November 2016.
Modification No. 10, under Ordinance No. 2066-2016, enabled the Professional Construction Management team to perform construction management and field representation for various projects, for November 2016 through May 2017.
Modification No. 11, under Ordinance No. 0599-2017, enabled the Professional Construction Management team to perform construction management and field representation for various projects, for May 2017 through November 2017.
Modification No. 12, under Ordinance No. 2182-2017, enabled the Professional Construction Management team to perform construction management and field representation for various projects, for November 2017 through May, 2018.
Modification No. 13, under Ordinance No. 0427-2018, enabled the Professional Construction Management team to perform construction management and field representation for various projects, from June 2018 through May, 2019.
Contract Modification No. 14 (current) provides Professional Construction Management services for the remainder of the DRWP Capacity Increase Contract 4 project including construction coordination, construction scheduling, field representation/inspection, and controls integration services to support the additional effort associated with the Ion Exchange System construction and installation of two additional variable frequency drives on the high service pumps. The project is estimated to be complete in the summer of 2019.
All projects have a "Citywide" planning area as they service several central Ohio communities.
1.1 Amount of additional funds to be expended: $309,000.00
Original Contract Amount: $ 200,000.00 (EL011123)
Modification 1 $ 1,625,000.00 (EL011432)
Modification 2 $15,750,000.00 (EL011999)
Modification 3 $ 6,854,740.00 (EL013639)
Modification 4 $13,500,000.00 (EL014415 / EL015052)
Modification 5 $ 3,800,000.00 (EL015798)
Modification 6 $ 6,090,000.00 (EL016093)
Modification 7 $ 6,090,000.00 (EL016906)
Modification 8 $ 6,090,000.00 (EL017616)
Modification 9 $ 6,121,000.00 (PO008867 / PO095811)
Modification 10 $ 5,092,000.00 (PO032365)
Modification 11 $ 4,120,000.00 (PO060712)
Modification 12 $ 3,957,000.00 (PO086745)
Modification 13 $ 2,083,000.00 (PO111717)
Modification 14 (current) $ 309,000.00
Contract total $83,291,740.00
1.2. Reasons additional goods/services could not be foreseen:
Legislation for Contract Modification No. 13 anticipated that major construction work associated with the DRWP Capacity Increase Contract 4 project would be substantially complete in the spring of 2018 and that PCM staff would start to be phased out after project substantial completion was reached. However, unexpected construction challenges associated with the Ion Exchange System and additional construction activity associated with adding two variable frequency drives to the plant’s high service pumps have extended major construction work through 2018, requiring a higher level of PCM effort through the end of 2018 that was not anticipated at the time the budget for Modification No. 13 was developed. As a result, an additional contract modification (current) is needed to continue PCM services on the DRWP Capacity Increase Contract 4 project.
1.3. Reason other procurement processes are not used:
The original RFP, initial authorizing legislation Ord. 1386-2010, and all subsequent authorizing legislation for this project anticipated that the selected PCM team would provide services over a multi-year period to maintain continuity and consistency through the project construction periods and to provide coordination between projects. The current PCM team is familiar with the details of the multiple construction projects underway. The process of selecting and contracting a new PCM team to oversee these construction projects would likely impact construction progress and increase construction costs.
1.4. How cost of modification was determined:
Consultant prepared a cost breakdown exhibit including estimated hours and hourly rates for upcoming work. This cost breakdown was reviewed and approved by the Project manager for the City Division of Water. Hourly rates and multipliers were submitted during the Request for Proposal phase of the project, with annual increases included for the contract duration.
2.0 ECONOMIC IMPACT/ADVANTAGES; COMMUNITY OUTREACH; PROJECT DEVELOPMENT; ENVIRONMENTAL FACTORS/ADVANTAGES OF PROJECT:
This is a Professional Construction Management project which will facilitate the construction administration and construction inspection services for projects in the Division of Water capital program. These projects are all related to the drinking water supply and treatment systems. These projects are incorporated in the capital improvement program for various reasons including meeting regulatory requirements, expanded supplies to meet development needs, maintenance of the water supply and treatment facilities, and improving the reliability of the City’s drinking water supply. All of these functions are tied to the economic vitality of the service area. Outreach and public informational meetings have been performed under previous modifications of this contract and will be performed on individual projects during design or as they near construction, as appropriate. The consultant team has identified a commitment to the Mayor’s Green Initiative in their business practices, including recycling programs in their offices, a commitment to double sided printing, and utilization of Project Management Information System (PMIS) for submittal reviews which limits the need for printing documents for review.
3.0 CONTRACT COMPLIANCE INFO: 34-0939859, expires 6/1/19, Majority; DAX Vendor No: 006491
Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against URS Corporation - Ohio.
4.0 FISCAL IMPACT: A transfer of funds within the Water G.O. Bonds Fund will be necessary as well as an amendment to the 2018 Capital Improvements Budget.
Title
To authorize the Director of Public Utilities to modify and increase the Professional Construction Management Services agreement with URS Corporation - Ohio; for the Division of Water; to authorize a transfer and an expenditure up to $309,000.00 within the Water General Obligations Bond Fund; and to authorize an amendment to the 2018 Capital Improvements Budget. ($309,000.00)
Body
WHEREAS, Contract No. EL011123 was authorized by Ordinance No. 1386-2010, passed October 18, 2010, was executed November 24, 2010, and approved by the City Attorney on November 30, 2010; and
WHEREAS, Modification No. 1 under Purchase Order No. EL011432 authorized by Ordinance No. 0134-2011 passed February 23, 2011, was executed March 10, 2011, and approved by the City Attorney on March 17, 2011; and
WHEREAS, Modification No. 2 under Purchase Order No. EL011999 authorized by Ordinance No. 0975-2011 passed July 18, 2011, was executed August 18, 2011, and approved by the City Attorney on August 18, 2011; and
WHEREAS, Modification No. 3 under Purchase Order No. EL013639 authorized by Ordinance No. 1487-2012 passed July 16, 2012, was executed October 16, 2012, and approved by the City Attorney on October 22, 2012; and
WHEREAS, Modification No. 4 under Purchase Order No. EL014415 / EL015052 authorized by Ordinance No. 0384-2013 passed April 15, 2013, was executed May 15, 2013, and approved by the City Attorney on May 23, 2013; and
WHEREAS, Modification No. 5 under Purchase Order No. EL015798 authorized by Ordinance No. 0999-2014 passed May 19, 2014, was executed May 23, 2014, and approved by the City Attorney on May 30, 2014; and
WHEREAS, Modification No. 6 under Purchase Order No. EL016093 authorized by Ordinance No. 1416-2014 passed July 14, 2014, was executed July 16, 2014, and approved by the City Attorney on July 28, 2014; and
WHEREAS, Modification No. 7 under Purchase Order No. EL016906 authorized by Ordinance No. 0659-2015 passed March 30, 2015, was executed April 14, 2015, and approved by the City Attorney on April 20, 2015; and
WHEREAS, Modification No. 8 under Purchase Order No. EL017616 authorized by Ordinance No. 2173-2015 passed October 19, 2015, was executed November 20, 2015, and approved by the City Attorney on November 30, 2015; and
WHEREAS, Modification No. 9 under Purchase Order No. PO008867 authorized by Ordinance No. 0500-2016 passed March 28, 2016, was executed April 29, 2016, and approved by the City Attorney on May 2, 2016; and
WHEREAS, Modification No. 10 under Purchase Order No. PO032365 authorized by Ordinance No. 2066-2016 passed September 19, 2016, was executed October 20, 2016, and approved by the City Attorney on October 28, 2016; and
WHEREAS, Modification No. 11 under Purchase Order No. PO060712 authorized by Ordinance No. 0599-2017 passed April 3, 2017, was executed May 3, 2017, and approved by the City Attorney on May 5, 2017; and
WHEREAS, Modification No. 12 under Purchase Order No. PO086745 authorized by Ordinance No. 2182-2017 passed September 18, 2017, was executed October 19, 2017, and approved by the City Attorney on October 23, 2017; and
WHEREAS, Modification No. 13 under Purchase Order No. PO111717 authorized by Ordinance No. 0427-2018 passed March 5, 2018, was executed April 10, 2018, and approved by the City Attorney on April 11, 2018; and
WHEREAS, Modification No. 14 is needed in order to provide necessary services for the DRWP Capacity Increase Contract No. 4 project (690428-100005), which is estimated to be complete in the summer of 2019; and
WHEREAS, it is necessary for this Council to authorize the City Auditor to transfer and expend funds within the Water G.O. Bonds Fund; and
WHEREAS, it is necessary to authorize an amendment to the 2018 Capital Improvements Budget for purposes of providing sufficient funding and expenditure authority for the aforementioned project expenditure; and
WHEREAS, it has become necessary in the usual daily operation of the Department of Public Utilities, Division of Water, to authorize the Director of Public Utilities to modify and increase the Professional Construction Management Services agreement with URS Corporation - Ohio, 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 and directed to modify and increase the Professional Construction Management Services agreement with URS Corporation - Ohio in the amount of $309,000.00.
SECTION 2. That this contract modification is in compliance with Chapter 329 of Columbus City Codes.
SECTION 3. That the transfer of $309,000.00 or so much thereof as may be needed, is hereby authorized between projects within Fund 6006 - Water G.O. Bond Fund, per the account codes in the attachment to this ordinance.
SECTION 4. That the 2018 Capital Improvements Budget is hereby amended, within Fund 6006 - Water G.O. Bond Fund, per the account codes in the attachment to this ordinance.
SECTION 5. That the expenditure of $309,000.00 or so much thereof as may be needed, is hereby authorized in Fund 6006 - Water G.O. Bonds Fund, in Object Class 06 - Capital Outlay, per the accounting codes in the attachment to this ordinance.
SECTION 6. 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 7. 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 8. That the City Auditor is authorized to establish proper project accounting numbers as appropriate.
SECTION 9. 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 10. That this Ordinance shall take effect and be in force from and after the earliest period allowed by law.