Explanation
1. BACKGROUND: This Ordinance authorizes the Director of Public Utilities to renew the professional engineering services agreement with Advanced Engineering Consultants for the Parsons Avenue Water Plant HVAC Improvements Project, Capital Improvements Project No. 690513-100000, Division of Water Contract No. 2193.
Work under the original agreement included engineering and architectural design services to evaluate and renovate the various existing HVAC systems at the Parsons Avenue Water Plant. A Preliminary Design Technical Memorandum was provided which indicated what HVAC repair and replacement work was needed to be performed during construction.
This Renewal No. 1 (current) will provide the Detailed Design (Phase 2) services for the project and will conclude with the delivery of the bid documents and assistance during bidding.
FUTURE RENEWAL: Renewal No. 2 will provide the planned engineering services during construction (Phase 3) for the project. These engineering services during construction will include reviewing submittals, responding to RFIs and making any requested site visits.
The Community Planning area for this project is 64 - Far South.
1.1 Amount of additional funds to be expended: $461,400.00
Original Contract Amount: $ 150,000.00 (PO097725)
Renewal #1 (current): $ 461,400.00
Renewal #2 (future): $ 375,000.00
Total (Orig. + Renewal No’s 1-2): $ 986,400.00
1.2. Reason other procurement processes are not used:
The Detailed Design (Phase 2) services for this contract renewal 1 were included in the RFP advertisement for which the Division received proposals on August 4, 2017 from three interested firms. The current consultant has since gained detailed knowledge of the condition of the existing HVAC systems at PAWP that is essential for completing the detailed design. Awarding this work to a new consultant would require duplication of the study and condition assessment work already performed, increasing project costs and extending the project schedule.
1.3. How cost of renewal was determined:
Advanced Engineering Consultants projected the hours/resources necessary to complete the Detailed Design (Phase 2) contract renewal 1 services based on anticipated design needs and historical information from similar projects and the resulting scope and cost was reviewed by the City.
2. ECONOMIC IMPACT/ADVANTAGES; COMMUNITY OUTREACH; PROJECT DEVELOPMENT; ENVIRONMENTAL FACTORS/ADVANTAGES OF PROJECT:
The work performed under this project will improve the various HVAC systems at the Parsons Avenue Water Plant which will support the City’s efforts to provide an adequate and safe supply of drinking water which is essential to economic growth and development. Occasional improvements are necessary to reduce persistent maintenance costs and prolong the longevity of City buildings.
No community outreach or input is anticipated.
Improvements in the existing HVAC systems will provide opportunities to increase the energy efficiency of these systems, which will have a positive effect on the environment.
3. CONTRACT COMPLIANCE INFO: 31-1612308, expires 5/25/20, FBE, DAX No. 5665
Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against Advanced Engineering Consultants.
4. 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 renew the professional engineering services agreement with Advanced Engineering Consultants for the Parsons Avenue Water Plant HVAC Improvements Project for the Division of Water; to authorize a transfer and expenditure up to $461,400.00 within the Water General Obligations Bond Fund; and to amend the 2018 Capital Improvements Budget. ($461,400.00)
Body
WHEREAS, Contract No. PO097725 was authorized by Ordinance No. 2885-2017, passed December 4, 2017, was executed on January 4, 2018, and approved by the City Attorney on January 16, 2018, for the Parsons Avenue Water Plant HVAC Improvements Project; and
WHEREAS, Contract Renewal #1 (current) is needed for Detailed Design (Phase 2) services; and
WHEREAS, Contract Renewal #2 (future) will be needed for Engineering Services During Construction (Phase 3); and
WHEREAS, it is necessary for this Council to authorize the Director of Public Utilities to renew the professional engineering services agreement with Advanced Engineering Consultants for the Parsons Avenue Water Plant HVAC Improvements Project; and
WHEREAS, it is necessary for this Council to authorize a transfer and expenditure of funds within the Water G.O. Bonds Fund, for the Division of Water; 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 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 renew the professional engineering services agreement with Advanced Engineering Consultants, for the Parsons Avenue Water Plant HVAC Improvements Project, 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 renew the professional engineering services agreement with Advanced Engineering Consultants (FID #31-1612308); 1405 Dublin Rd., Columbus, Ohio 43215; for the Parsons Avenue Water Plant HVAC Improvements Project, in an amount up to $461,400.00.
SECTION 2. That this Renewal is in compliance with Chapter 329 of Columbus City Codes.
SECTION 3. That the transfer of $86,400.00 or so much thereof as may be needed, is hereby authorized between projects within Fund 6006 - Water G.O. Bonds Fund, per the account codes in the attachment to this ordinance. (*There is already $375,000 available in Fund 6006.)
SECTION 4. That the 2018 Capital Improvements Budget is hereby amended, in Fund 6006 - Water G.O. Bonds Fund, as follows:
Project ID | Project Name | Current Authority | Revised Authority | Change
P690026-100016 (NEW) | Home Rd. Property Demo. | $4,801,739 | $4,715,339 | -$86,400
P690513-100000 (NEW) | PAWP HVAC Imp’s | $375,000 | $461,400 | +$86,400
SECTION 5. That an expenditure of $461,400.00 or so much thereof as may be needed, is hereby authorized 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.