Explanation
1. BACKGROUND: This Ordinance authorizes the Director of Public Utilities to modify and increase the professional engineering services agreement with E.P. Ferris & Associates, Inc. for the Dana G. ‘Buck’ Rinehart Public Utilities Complex Exterior Site Improvements Project, Capital Improvements Project No. 690026-100010, Division of Water Contract No. 2083.
The purpose of this project is to implement the first phase of improvements to the Public Utilities Complex according to a master site plan. The original contract included the design of the master plan for the project. Modification No. l included a Space Needs Assessment, the design of the master stormwater plan, fuel station upgrades, a material storage facility to replace the salt barn, and a wash out station that were recommended in the Master Plan.
Contract Modification No. 2 (current) is a result of changes to the site master plan necessary to comply with the city’s stormwater design standards. The site master plan called for an open-air soil spoils stockpile area with hose for washing soil out of dump truck beds, but it was later determined that this area must be covered and drain to a sanitary sewer. The implementation of this design change requires the installation of a sanitary sewer lift station and retaining wall.
This contract modification also includes technical representation services during construction will be necessary to approve contractor submittals and respond to contractor requests for information. These services were not included previously with the contract.
This project is located in the 38 - Olentangy West Community Planning Area.
1.1 Amount of additional funds to be expended: $232,284.34
Original Agreement Amount: $ 299,029.61 (EL016759)
Modification No. 1: $ 806,338.79 (PO067574)
Modification No. 2 (current): $ 232,284.34
Total (Orig. + Mods 1-2) $1,337,652.74
1.2. Reasons additional goods/services could not be foreseen:
Modification No. 2 (current) is needed to address changes to the site master plan necessary to comply with the city’s stormwater design standards as well as including technical representation services during construction that was not part of the original agreement.
1.3. Reason other procurement processes are not used:
This work is integrated with the ongoing design of Phase I improvements to the public utilities complex and involves unique knowledge of the project which an additional design consultant would not possess.
1.4. How cost of modification was determined:
Cost proposals were provided by E.P. Ferris & Associates, Inc., reviewed by the Division of Water, and were deemed acceptable.
2. ECONOMIC IMPACT/ADVANTAGES; COMMUNITY OUTREACH; PROJECT DEVELOPMENT; ENVIRONMENTAL FACTORS/ADVANTAGES OF PROJECT:
The goal of this project is to improve the conditions of the exterior site for the Dana G. ‘Buck’ Rinehart Public Utilities Complex. These improvements will provide for a safer and more efficient work environment for the employees of and visitors to the complex. If the current issues with the facility's site are not resolved, further deterioration of the pavement will occur and drainage issues will worsen, which can lead to increased safety concerns.
3. CONTRACT COMPLIANCE INFO: 31-1194974, expires 5/8/21, MAJ, DAX No. 4823.
Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against E.P. Ferris & Associates, Inc.
4. FUTURE MODIFICATION(S): Future phases of implementing the site master plan are yet to be determined and will require a new RFP for design services.
5. FISCAL IMPACT: A transfer of funds within the Water G.O. Bonds Fund is needed as well as an amendment to the 2019 Capital Improvements Budget.
Title
To authorize the Director of Public Utilities to modify and increase the professional engineering services agreement with E.P. Ferris & Associates, Inc. for the Dana G. ‘Buck’ Rinehart Public Utilities Complex Exterior Site Improvements Project; for the Division of Water; to authorize a transfer and expenditure up to $232,284.34 within the Water General Obligations Bond Fund; and to amend the 2019 Capital Improvements Budget. ($232,284.34)
Body
WHEREAS, Contract No. EL016759 was authorized by Ordinance No. 3067-2014, passed February 2, 2015, was executed on March 5, 2015, and approved by the City Attorney on March 16, 2015, for the Dana G. ‘Buck’ Rinehart Public Utilities Complex Exterior Site Improvements Project; and
WHEREAS, Modification No. 1 under Contract No. PO067574 was authorized by Ordinance No. 1093-2017, passed May 15, 2017, was executed on June 16, 2017, and approved by the City Attorney on June 16, 2017; and
WHEREAS, Modification No. 2 (current) is needed to address changes to the site master plan necessary to comply with the city’s stormwater design standards as well as including technical representation services during construction that was not part of the original agreement; and
WHEREAS, it is necessary for this Council to authorize the Director of Public Utilities to modify and increase the professional engineering services agreement with E.P. Ferris & Associates, Inc. for the Dana G. ‘Buck’ Rinehart Public Utilities Complex Exterior Site 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 2019 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 modify and increase the professional engineering services agreement with E.P. Ferris & Associates, Inc., for the Dana G. ‘Buck’ Rinehart Public Utilities Complex Exterior Site 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 modify and increase the professional engineering services agreement with E.P. Ferris & Associates, Inc., FID #31-1194974, 880 King Avenue, Columbus, OH 43212; for the Dana G. ‘Buck’ Rinehart Public Utilities Complex Exterior Site Improvements Project, in an amount up to $232,284.34.
SECTION 2. That this Modification is in compliance with Chapter 329 of Columbus City Codes.
SECTION 3. That the transfer of $178,581.58 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 $53,702.76 in Fund 6006, CIP 690026.)
SECTION 4. That the 2019 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
P690411-100013 (carryover) | Hoover Dam Imp's - Part 1 | $1,108,491 | $929,909 | -$178,582
P690026-100000 (carryover) | Misc. 910 Dublin Rd./Indianola Fac. | $53,703 | $0 | -$53,703
P690026-100010 (carryover) | Rinehart Utilities Ext. Bldg. Imp's | $0 | $232,285 | +$232,285
SECTION 5. That an expenditure of $232,284.34 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.