Explanation
1.0 BACKGROUND: This legislation authorizes the Director of Public Utilities to modify and increase the 2017 - 2019 Construction Administration and Inspection Services Agreement with PRIME AE Group, Inc. Funding for this modification will be for three Division of Water projects: Valleyview Drive Area Water Line Improvements, Henderson Road Booster Station Upgrades, and Hap Cremean Water Plant (HCWP) Sludge Removal - Lagoon 2 (2019).
Community Planning Areas:
Valleyview Drive Area Water Line Improvements = 53 - Greater Hilltop
Henderson Road Booster Station Upgrades = 99 - Citywide
HCWP Sludge Removal - Lagoon 2 (2019) = 99 - Citywide
1.1. Amount of additional funds to be expended: $851,857.62
Original Agreement Amount: $ 547,217.50 (PO060735 & PO060753)
Modification 1: $ 65,977.17 (PO078653)
Modification 2: $ 32,806.63 (PO086718)
Modification 3: $ 534,997.97 (PO119667)
Modification 4: $ 69,795.89 (PO133212)
Modification 5: $ 60,888.21 (PO135465)
Modification 6 (current): $ 851,857.62
Total (Orig. + Mods. 1 - 6) $2,163,540.99
1.2. Reasons additional goods/services could not be foreseen:
This is a three-year agreement for fiscal years 2017-2019 and modifications were anticipated and explained in the original legislation under Ordinance No. 0838-2017, in Modification No. 1 under Ordinance No. 1747-2017, in Modification No. 2 under Ordinance No. 2170-2017, in Modification No. 3 under Ordinance No. 1172-2018, in Modification No. 4 under Ordinance No. 1844-2018, and in Modification No. 5 under Ordinance No. 1970-2018.
1.3. Reason other procurement processes are not used:
Terms under the original Request for Proposal (RFP) indicated three firms were to provide Construction Administration and Inspection Services for projects in 2017, 2018, and 2019. The procurement process for selecting PRIME AE Group, Inc. was explained in Ordinance No. 0838-2017.
1.4. How cost of modification was determined:
Cost proposals were provided by PRIME AE Group, Inc., reviewed by the Division of Water, and deemed acceptable.
2.0 ECONOMIC IMPACT/ADVANTAGES; COMMUNITY OUTREACH; PROJECT DEVELOPMENT; ENVIRONMENTAL FACTORS/ADVANTAGES OF PROJECT:
The Division of Water does not have the personnel available to perform all of the duties necessary to administer and inspect construction of said projects; PRIME AE Group, Inc. will perform the services.
The goal of the Valleyview Drive Area Water Line Improvements project is to replace or rehabilitate existing 6-inch and 8-inch water lines that have a high break frequency, which will improve water service, decrease burden on water maintenance operations, and reduce water loss. The Neighborhood Liaison has been contacted and informed of this project.
The Henderson Road booster station is over 50 years old and many components have reached the end of their service life. This booster station serves the Henderson Pressure District (Northwest portion of the City). The booster station will be renovated and improvements will include: changing out the pumps, motors, valves and electrical equipment, new roof and an electrical room addition.
The HCWP Sludge Removal - Lagoon 2 (2019) project will provide for the physical removal of sludge from Lagoon 2 at the Hap Cremean Water Plant. The removal of sludge from lagoon 2 will provide additional storage for emergency situations due to loss of pumping capabilities and for maintenance shutdown of the pumping equipment. Additional storage space will allow decantation of the sludge and significantly increase the useful life of the lagoon. Proper maintenance can also be performed on the sludge pumping equipment, increasing its life and efficiency.
3.0 FUTURE MODIFICATION(S): The original agreement was established for projects commencing 2017 through 2019. Future modifications are anticipated, but unknown at this time.
4.0 CONTRACT COMPLIANCE INFO: 26-0546656 | MBE | Expires 9/21/19, DAX Vendor No. 2102.
Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against PRIME AE Group, Inc.
5.0 FISCAL IMPACT: There are sufficient funds within the Water G.O. Bonds Fund, however, an amendment to the 2018 Capital Improvement Budget is necessary.
Title
To authorize the Director of Public Utilities to execute a planned modification of the 2017 - 2019 Construction Administration and Inspection Services Agreement with PRIME AE Group, Inc., for three Division of Water Projects, to authorize an expenditure up to $851,857.62 within the Water General Obligations Bond Fund; and to authorize an amendment to the 2018 Capital Improvements Budget. ($851,857.62)
Body
WHEREAS, original contract numbers PO060735 and PO060753, for a grand total of $547,217.50 were authorized by Ordinance No. 0838-2017, passed May 1, 2017, were executed on May 2, 2017, and was approved by the City Attorney on May 5, 2017 for the 2017 - 2019 Construction Administration and Inspection Services Agreement, for the Division of Water’s General Construction and Acton Road Area Water Line Improvements Projects; and
WHEREAS, Contract Modification No. 1 under PO078653, to Contract No’s PO060735 and PO060753, was authorized by Ordinance No. 1747-2017, passed July 24, 2017, for the Division of Power’s Southeast Lions Park and Livingston Avenue Street Lighting Improvements Projects; and
WHEREAS, Contract Modification No. 2 under PO086718 to Contract No’s PO060735 and PO060753, was authorized by Ordinance No. 2170-2017, passed September 18, 2017, for the Division of Power’s McCutcheon Road Street Lighting Improvements Project; and
WHEREAS, Contract Modification No. 3 under PO119667 to Contract No’s PO060735 and PO060753, was authorized by Ordinance No. 1172-2018, passed May 21, 2018, for the Division of Division of Water’s Arcadia Avenue Area Water Line Improvements and 910 Dublin Road - Shower Room Renovations Projects; and
WHEREAS, Contract Modification No. 4 under PO133212 to Contract No’s PO060735 and PO060753, was authorized by Ordinance No. 1844-2018, passed July 16, 2018, for the Division of Power’s Milo Grogan and Third Avenue Street Lighting Improvements Project; and
WHEREAS, Contract Modification No. 5 under PO135465 to Contract No’s PO060735 and PO060753, was authorized by Ordinance No. 1970-2018, passed July 30, 2018, for the Division of Power’s Valleyview Street Lighting Improvements Project; and
WHEREAS, Modification No. 6 (current) is needed to provide Construction Administration and Inspection Services for three Division of Water projects: Valleyview Drive Area Water Line Improvements, Henderson Road Booster Station Upgrades, and Hap Cremean Water Plant (HCWP) Sludge Removal - Lagoon 2 (2019); and
WHEREAS, it is necessary to authorize the Director of the Department of Public Utilities to execute a contract modification for the Department of Public Utilities’s 2017 - 2019 Construction Administration and Inspection Services Agreement, to provide funding for three Division of Water Projects, with PRIME AE Group, Inc.; and
WHEREAS, it is necessary to authorize an expenditure of funds within the Water G.O. Bonds Fund; and
WHEREAS, it is necessary to authorize an amendment to the 2018 Capital Improvements Budget for the purpose of providing sufficient spending authority for the aforementioned project expenditures; and
WHEREAS, it has become necessary in the usual daily operation of the Department of Public Utilities, Division of Water, to authorize the Director to modify and increase the 2017 - 2019 Construction Administration and Inspection Services Agreement with PRIME AE Group, Inc. for the three Division of Water Projects, 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 the 2017 - 2019 Construction Administration and Inspection Services Agreement with PRIME AE Group, Inc., (FID# 26-0546656); in the amount of $851,857.62 for three Division of Water Projects, in accordance with the terms and conditions of the contract on file in the offices of the Division of Water.
SECTION 2. That this contract modification is in compliance with Chapter 329 of Columbus City Code.
SECTION 3. That the 2018 Capital Improvements Budget is hereby authorized between projects within Fund 6006 - Water G.O. Bonds Fund, per the accounting codes in the attachment to this ordinance.
SECTION 4. That the expenditure of $851,857.62 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 5. 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 6. 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 7. That the City Auditor is authorized to establish proper project accounting numbers as appropriate.
SECTION 8. 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 9. That this Ordinance shall take effect and be in force from and after the earliest period allowed by law.