Explanation
1. BACKGROUND: This legislation authorizes the Director of Public Utilities to renew (#3) a professional engineering services agreement with T & M Associates, Inc., for the General Engineering Consultant Services #3 agreement, CIP 650260-100200. The General Engineering Consultant Services (GEC) #3 Project is necessary to provide technical and engineering assistance to the Department of Public Utilities (DPU).
Planning Area: 99
RENEWAL INFORMATION:
1.1. Amount of additional funds to be expended: $500,000.00
Original Contract Amount $ 500,000.00
Renewal #1 $ 550,000.00
Renewal #2 $ 425,000.00
Renewal #3 (Current) $ 500,000.00
Current Total $ 1,975,000
1.2. Reasons additional goods/services could not be foreseen:
This was an anticipated renewal. It is a planned continuation of the services originally included within the existing contract’s scope of service.
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. In so much as 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 renewal was determined:
The cost of the renewal was determined in the original contract and apportioned the work annually.
2. THE PROJECT TIMELINE: T&M Associates, Inc. began work after the notice to proceed was given on September 11, 2017. The contract duration is for four (4) years, starting upon the date of Contract Execution (listed on front page of the Engineering Agreement). The professional services shall be funded by incremental appropriation, through the use of approximately annual renewals. This contract will expire on December 31, 2021.
3. EMERGENCY DESIGNATION: An emergency designation is not requested at this time.
4. CONTRACT COMPLIANCE No.: 22-1806708 | MAJ | Exp. 6/4/2022 | Vendor # 001614
5. ECONOMIC IMPACT: The performance of this project’s activities is to provide engineering and technical services for CIPs and FEMs at DPU facilities and will help them maintain peak operational performance. If left unperformed, the required work could become larger and more expensive that could produce a major impact to the budget. No community outreach is considered for this project.
6. FISCAL IMPACT: This legislation authorizes the expenditure of up to $500,000.00 from the Sanitary Sewer General Obligation Bond Fund 6109, and an amendment to the 2019 Capital Improvements Budget.
Title
To authorize the Director of Public Utilities to renew an existing engineering agreement with T & M Associates, Inc. for the General Engineering Consultant (GEC) Services #3, Project, Renewal #3; to authorize an expenditure of up to $500,000.00 from the Sanitary Sewer General Obligation Bond Fund; and to amend the 2019 Capital Improvements Budget. ($500,000.00)
Body
WHEREAS, it is the objective of the General Engineering Consultant (GEC) Services #3, Renewal #3 to provide technical and engineering assistance to the Department of Public Utilities (DPU); and
WHEREAS, the original contract number PO079434 was authorized by Ordinance No. Ord 1836-2017; and
WHEREAS, PO135488, Renewal #1, was authorized by Ordinance No. Ord 1866-2018; and
WHEREAS, PO135488, Renewal #2, was authorized by Ordinance No. Ord 1641-2019; and
WHEREAS, it is necessary to authorize the expenditure of up to $500,000.00 from the Sanitary Sewer General Obligation Bond Fund 6109; and
WHEREAS, it is necessary to amend the 2019 Capital Improvements Budget; 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 an agreement with T & M Associates, Inc. for the General Engineering Consultant (GEC) Services #3 Project, Renewal #3, 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 an existing agreement with T & M Associates, Inc., 4675 Lakehurst Court, Suite 250, Dublin, OH 43016; for the General Engineering Consultant (GEC) Services #3 Project, Renewal #3, in accordance with the terms and conditions as shown in the contract on file in the office of the Division of Sewerage and Drainage.
SECTION 2. That the Director of Public Utilities is hereby authorized to expend up to $500,000.00 from the Sanitary Sewer General Obligation Bond Fund 6109 per the accounting codes attached to this ordinance.
SECTION 3. That the 2019 Capital Improvements Budget is hereby amended as follows:
Fund No. | Project No. | Project Name | Current | Revised | (Change)
6109 | 650260-102015 (Voted 2016) | JPWWTP Raw Sewage Pump Valve Actuator Replacement | $500,000 | $0 | -$500,000
6109 | 650260-100200 (Voted 2016) | GEC Services #3, Renewal #2 | $0 | $500,000 | (+$500,000)
SECTION 4. That said company, T & M Associates, Inc. shall conduct the work to the satisfaction of the Director of Public Utilities and the Administrator of the Division of Sewerage and Drainage.
SECTION 5. 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 6. That the City Auditor is authorized to establish proper project accounting numbers as appropriate.
SECTION 7. 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 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 this ordinance shall take effect and be in force from and after the earliest period allowed by law.