Explanation
1. Background: This legislation authorizes the Director of Public Utilities to renew (Rn #1) an existing professional engineering agreement with Advanced Engineering Consultants (AEC), LTD for the DOSD HVAC and Air Purification System Replacement Project, CIP 650265-100100 for the Division of Sewerage and Drainage. This project has performed preliminary engineering and cost estimating for several units at multiple facilities. There have been four HVAC units authorized for design and creation of bid packages and additional preliminary engineering has been authorized for 6 more units. There will also be a study performed that will provide a condition assessment and probable construction costs for all of the units at all four facilities. Future work/renewals will include investigation and prioritization of units for future replacement, additional detailed design and bid packages, and services during construction.
Planning Area: 99 Citywide
Project Modification Information:
1.1 Amount of additional funds to be expended: $516,000.00
Original Contract $ 400,000.00
Renewal 1 (current) $ 516,000.00
Renewal 2 (expected 2020) $ 516,000.00
Renewal 3 (expected 2021) $ 578,000.00
Renewal 4 (expected 2022) $ 277,000.00
CONTRACT TOTAL $2,287,000.00
1.2 Reasons additional goods/services could not be foreseen:
Renewal No. 1 is for additional task order work used primarily to perform preliminary engineering studies to prioritize which units to design next, develop additional HVAC bid packages, and perform services during construction. There will be three additional renewals.
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. The work was planned for and anticipated within the original procurement, it is not reasonable or cost effective to undertake a new procurement to acquire these services.
1.4 How cost of modification was determined:
A budget was established based upon the expected tasks and construction budget. Individual tasks will be authorized with an agreed upon not to exceed price proposal developed by AEC, reviewed by the Division of Sewerage and Drainage and deemed acceptable.
2. Project Timeline: This is anticipated to be a 5 year contract with annual renewals. This is the first renewal. Adjustments to fees and scope will be made by contract renewal based on annual (or semiannual) proposals as requested by the City. The expected end date of the contract is fourth quarter 2023, but the duration of the contract may extend into subsequent years based on the complexity and progress of the assigned work.
3. Contract Compliance No.: 31-1612308 | FBE | Exp. 05/25/2020 | Vendor # 005665
4. Emergency Designation: Emergency designation is not requested at this time.
5. Economic or Environmental Impact: This project is necessary for replacement of failing HVAC systems at our facilities. Environmental benefits will likely be inherent in the project, because newly designed units will be likely be more energy efficient. No community outreach or input is believed to be necessary.
6. Fiscal Impact: This ordinance authorizes the expenditure of up to $516,000.00 from the Sanitary Sewer General Obligation Fund 6109.
Title
To authorize the Director of Public Utilities to renew an existing professional services agreement with Advanced Engineering Consultants, LTD for the DOSD HVAC and Air Purification System Replacement Project; and to authorize the expenditure of up to $516,000.00 from the Sanitary Sewer General Obligation Fund. ($516,000.00)
Body
WHEREAS, the original agreement (PO143761) was authorized by Ordinance 2310-2018, passed September 24, 2018; executed by the Director on November 1, 2018; approved the City Attorney November 1, 2018; and certified by the City Auditor on November 2, 2018; and
WHEREAS, it is necessary to authorize the Director of Public Utilities to renew (Rn #1) the agreement with Advanced Engineering Consultants, LTD for the DOSD HVAC and Air Purification System Replacement Project, CIP 650265-100100; and
WHEREAS, this is a multi-year agreement with subsequent planned contract renewals; and
WHEREAS, it is necessary to authorize an expenditure of up to $516,000.00 from the Sanitary Sewer General Obligation Fund 6109; 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 renew (Rn #1) an existing professional services agreement with Advanced Engineering Consultants, LTD for the DOSD HVAC and Air Purification System Replacement Project, CIP 650265-100100 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 renew (Rn #1) an existing professional services agreement with Advanced Engineering Consultants, LTD, 1405 Dublin Road, Columbus, Ohio 43215, for the DOSD HVAC and Air Purification System Replacement Project 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 is hereby authorized to expend up to $516,000.00 within the Sanitary Sewer General Obligation Bond Fund 6109 per the account codes in the attachment to this ordinance.
SECTION 3. That the said firm, Advanced Engineering Consultants, LTD 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 authorized to establish proper project accounting numbers as appropriate.
SECTION 5. That the City Auditor is authorized to make any accounting changes to revise the funding source for all contracts, renewals, and modifications associated with 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 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 8. That this ordinance shall take effect and be in force from and after the earliest period allowed by law.