Explanation
1.0 BACKGROUND: This Ordinance authorizes the Director of Public Utilities to modify an existing professional services agreement with Arcadis U.S., Inc. for the General Services for Security and Emergency Preparedness Project, in an amount up to $636,554.00
The Department of Public Utilities (DPU) contracted with Arcadis U.S., Inc. to provide full-service assistance for general security and emergency preparedness related services. The original agreement (PO015118, Ord. #1001-2016) provided services for Phase 1: Assessment Services and Phase 2: Emergency Response Plan (ERP) services.
Under Phase 1: Assessment Services, Arcadis began conducting an all-hazard vulnerability and risk assessment of DPU’s physical and cyber assets for each division.
Under Phase 2: Emergency Response Plan (ERP), Arcadis began developing and unifying all plans under a formalized and consistent Emergency Preparedness Program.
Modification No. 1 (PO049107, Ord. #3152-2016) continued Phase 1 and Phase 2 services into 2017.
This modification will complete Phase 1 and Phase 2 services, add Phase 2A services and provide funding for Phase 3 and Phase 4 services.
Under Phase 2A, the Consultant will complete construction plans, bid documents, and provide engineering services during construction for access control and security improvements to the Public Utilities Complex.
Under Phase 3, the Consultant will develop and deliver course curriculum to provide DPU staff with information on ERP updates, ICS and NIMs refreshers to increase their knowledge, skills, and abilities on the topics.
Under Phase 4, the Consultant will develop and execute the delivery of exercises and all exercise documentation, as needed/requested for each Division following Homeland Security Exercise and Evaluation Program (HSEEP) requirements.
This is the third year of a five-year agreement. A future renewal will include Phase 5: Mitigation Services.
The community planning area is “Citywide”.
1.1 Amount of additional funds to be expended: $636,554.00
Original Contract Amount: $ 225,000.00 (PO015118)
Modification #1: $ 225,000.00 (PO049107)
Modification #2 (current): $ 636,554.00
Total : $ 1,086,554.00
1.2 Reason other procurement processes are not used:
The Request for Proposal (RFP) stated the original agreement would be established for a minimum one-year period with four (4) annual renewal options on a year-by-year basis. This is the third year of the five-year agreement. Additional services are necessary to complete access control and security improvement at the Public Utilities Complex. The Consultant has extensive knowledge of the building and necessary improvements.
1.4 How cost of modification was determined: This modification is based on negotiated costs for the services.
1.5 Emergency Justification: Emergency legislation is requested to allow for existing project timelines and milestones to be met.
2. ECONOMIC IMPACT/ADVANTAGES; COMMUNITY OUTREACH; PROJECT DEVELOPMENT; ENVIRONMENTAL FACTORS/ADVANTAGES OF PROJECT:
The economic impact and advantages of this project are to study the threats and hazards that face the department in order to better prioritize preparedness, mitigation, and prevention efforts and funding. Portions of the planning and assessment efforts will include outreach with area facilities, critical customers, as well as communications plans for the department. Environmental advantages include planning for emergency environmental scenarios and protecting the environment as one of three main priorities of the planning and assessment phases.
3. CONTRACT COMPLIANCE INFO: 57-0373224, expires 3/19/2021, Majority, DAX VN# 9409.
Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against Arcadis U.S., Inc.
4. FUTURE AGREEMENT RENEWALS: A future renewal will include Phase 5: Mitigation Services.
5. FISCAL IMPACT: This ordinance is being funded from three Divisions within the Department of Public Utilities. The Division of Water is funding up to $486,554 from the Water General Obligation Bond Fund. A transfer within the Water G.O. Fund 6006 is necessary to align the expenditure with the correct project. The Division of Sewerage and Drainage is funding up to $125,000.00 from the Sanitary Sewer General Obligation Bond Fund. The Division of Power is funding up to $25,000.00 from the Electricity General Obligation Bond Fund. A transfer within the Power G.O. Bond Fund 6303 is necessary to align the expenditure with the correct project. An amendment to the 2019 Capital Improvement Fund is also needed in order to align the authority.
Title
To authorize the Director of Public Utilities to modify the professional services agreement with Arcadis U.S., Inc., for the General Services for Security and Emergency Preparedness Project; to authorize the transfer within and expenditure of up to $486,554.00 from the Water General Obligation Bond Fund; to authorize the expenditure of up to $125,000.00 from the Sanitary Sewer General Obligation Bond Fund; to authorize a transfer within and expenditure of up to $25,000.00 from the Electricity General Obligation Bond Fund; to amend the 2019 Capital Improvement Budget; and to declare an emergency. ($636,554.00)
Body
WHEREAS, Contract No. PO015118 was authorized by Ordinance No. 1001-2016, passed May 23, 2016, was executed on June 23, 2016, and was approved by the City Attorney on June 24, 2016, for the General Services for Security and Emergency Preparedness Project for the Department of Public Utilities; and
WHEREAS, Contract Modification No.1, under PO049107 was authorized by Ordinance No. 3152-2016, passed January 23, 2017, was executed on February 24, 2017, and was approved by the City Attorney on February 27, 2017 to continue Phase 1 - Assessment Services and Phase 2 - Emergency Response Plan (ERP) services into 2017; and
WHEREAS, a contract modification is needed to complete Phase 1 and Phase 2 services, add Phase 2A services, and provide funding for Phase 3 and Phase 4 services; and
WHEREAS, a future renewal will include Phase 5: Mitigation Services; and
WHEREAS, it is necessary for this Council to authorize the Director of Public Utilities to modify the professional services agreement with Arcadis U.S., Inc., for the General Services for Security and Emergency Preparedness Project; and
WHEREAS, it is necessary for this Council to authorize a transfer within and expenditure of up to $486,554.00 from the Water G. O. Bond Fund 6006; and
WHEREAS, it is necessary for this Council to authorize the expenditure of funds within the Sanitary Sewer G.O. Bonds Fund 6109; and
WHEREAS, it is necessary for this Council to authorize a transfer within and expenditure of up to $25,000.00 from the Electricity G. O. Bond Fund 6303; 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 expenditures; and
WHEREAS, an emergency exists in the usual daily operations of the Department of Public Utilities in that it is necessary to meet project timelines and milestones for the preservation of the public health, peace, property and safety; 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 services agreement with Arcadis U.S., Inc. (FID# 57-0373224) for the General Services for Security and Emergency Preparedness Project, in the amount of $636,554.00.
SECTION 2. That this contract modification is in compliance with Section 329 of Columbus City Codes, 1959.
SECTION 3. That the transfer of $486,554.00 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.
SECTION 4. That the transfer of $25,000.00 or so much thereof as may be needed, is hereby authorized within Fund 6303 - Electricity G.O. Bonds Fund, per the account codes in the attachment to this ordinance.
SECTION 5. That the expenditure of up to $125,000.00 or so much thereof as may be needed, is hereby authorized within Fund 6109 - Sanitary Sewer G.O. Bonds Fund, per the account codes in the attachment to this ordinance.
SECTION 6. That the 2019 Capital Improvements Budget is hereby amended as follows:
Project ID | Project Name | Current Authority | Revised Authority | Change
P690411-100013 (carryover) | Hoover Dam Imp's - Part 1| $929,909 | $443,355 | -$486,554
P690556-100000 (carryover) | Security & Emergency Prep. | $0 | $486,554 | +$486,554
P670830-100002 (carryover) | Oil Switch Replacement Program | $113,612 | $88,612 | -$25,000
P670872-100000 (carryover) | Security & Emergency Prep. | $0 | $25,000 | +$25,000
SECTION 7. That the expenditure of $636,554.00 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 8. 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 9. 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 10. That the City Auditor is authorized to establish proper project accounting numbers as appropriate.
SECTION 11. 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 12. That for reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is hereby declared to be an emergency measure and shall take effect and be in full force from and after its passage and approval by the Mayor or ten days after passage if the Mayor neither approves nor vetoes the same.