Explanation
1. BACKGROUND
This ordinance authorizes the Director of Public Utilities to enter into a planned contract renewal for professional engineering/architectural services with Prime AE Group, Inc. for the General Architectural Services - Division of Water 2018 project, CIP #690542-100001, in an amount up to $350,000.00.
This ordinance will authorize a renewal in the amount of $350,000.00 for the estimated architectural needs of the Water Supply Group starting the third quarter of 2023 until all funds are expended. This is the last contract renewal.
Tasks completed or in-progress under the original contract include:
• An evaluation of alternate sites for the Indianola Facility.
• An evaluation and improvements project of the fire dampers at the 910 Dublin Rd. Utilities Complex.
• An evaluation for potential installation of UV in the HVAC system at the 910 Dublin Rd. Utilities Complex.
• An improvements project for the lighting, masonry, and concrete balusters of the gatehouses at the O’Shaughnessy Dam.
• An evaluation and improvements project for elevators at multiple water supply facilities.
• A project to replace the roofing system at multiple buildings at the Parsons Avenue Water Plant.
The planning area for this renewal is “99-Citywide” as projects will take place in all areas of the City.
UPDATED TIMELINE: General Architectural Services for the Water Supply Group will be provided under a task order-based professional services agreement. As stated in Ordinance 1762-2022, this renewal is anticipated to be executed in the third quarter of 2023 to provide funds for projects until all funds are expended. This is the last renewal.
1.1 Amount of additional funds to be expended: $350,000.00
Cost summary:
Original Contract (PO 149686, Ord. No. 2740-2018) $300,000.00
Renewal #1 (PO 340668, Ord. No. 1762-2022) $300,000.00
Renewal #2 (Current) $350,000.00
CONTRACT TOTAL $950,000.00
1.2. Reason other procurement processes are not used:
The original professional services agreement was bid out and planned for a total of two contract renewals. The original professional services agreement was funded for a minimum one year period (or until all funds are expended), with renewal options for two additional contract renewals. Renewal #1 was funded for a approximately one year or until all funds are expended. Renewal #1 (PO340668) was approved on August 12, 2022, the contract is within the one year period. This is the last renewal.
1.3. How cost of renewal was determined:
This cost was the budgeted amount in the 2016-2021 Capital Improvement Plan. The original contract amount was $300,000.00. The first renewal was $300,000 and this second renewal is for $350,000.
2. ECONOMIC IMPACT/ADVANTAGES; COMMUNITY OUTREACH; PROJECT DEVELOPMENT; ENVIRONMENTAL FACTORS/ADVANTAGES OF PROJECT
This contract will provide general architectural services for various tasks which may involve the facilities and/or the resources managed by the Water Supply Group. The tasks performed will assist the Water Supply Group to provide an adequate and safe supply of drinking water which is essential to economic growth and development.
At this time no community outreach or input is anticipated.
3. CONTRACT COMPLIANCE INFORMATION
Prime AE Group, Inc. contract compliance number is CC002102 and expires 2/24/25.
Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against Dynotec, Inc.
4. MINORITY AND WOMAN OWNED BUSINESS ENTERPRISE & SMALL LOCAL BUSINESS ENTERPRISE PROGRAM
This contract was put in place prior to the implementation of the City of Columbus MBE/WBE Program and is not subject to the requirements of that program. Prime AE Group, Inc. was classified as an MBE company by the City’s Office of Diversity at the time of contract award but is currently classified as an MAJ company. Their spend will count as an MBE under this contract due to their classification status when the contract was implemented. Prime AE Group, Inc. anticipates performing the work on this contract renewal with the use of subconsultants. The MBE/WBE percentage for this renewal is not possible to calculate at this time since it is unknown which tasks the subconsultants will work on for the upcoming contract period.
As part of their proposal, Dynotec, Inc has proposed the following subcontractors to perform contract work:
Company Name City/State ODI Certification Status
CTL Engineering Columbus, Ohio MBE
Advanced Engineering Consultants, Inc. Columbus, Ohio MBE
Resource International Columbus, Ohio WBE
Lerch Bates, Inc. Dublin, Ohio MAJ
The certification of Prime AE Group, Inc. and the above companies was in good standing at the time the contract renewal was executed.
5. FISCAL IMPACT
Funds are appropriated and available in the Water Bond Fund, Fund 6006, for this expenditure. An amendment to the 2023 Capital Improvement Budget is needed to align budget authority with the proper project. Amendments to the 2023 Capital Improvement Budget are contingent upon approval of the 2023 Capital Improvement Budget. Cash and appropriation also need to be transferred between projects within the Water Bond Fund, Fund 6006, to align cash and appropriation with the proper project.
6. EMERGENCY DESIGNATION
Emergency designation is requested for this ordinance. Funds from the renewal contract are being expended and additional funding is required to continue with expected upgrades. This modification will ensure adequate funding for this project and that this public health improvement project will proceed on schedule and be completed as quickly as possible to ensure that the quality of the City’s drinking water is maintained.
Title
To authorize an amendment to the 2023 Capital Improvement Budget; to authorize the transfer of cash and appropriation within the Water Bond Fund; to authorize the Director of the Department of Public Utilities to renew the contract with Prime AE Group, Inc. for the General Architectural Services - Division of Water 2018 Project; to authorize an expenditure of up to $350,000.00 within the Water Bond Fund to pay for the contract renewal; and to declare an emergency. ($350,000.00)
Body
WHEREAS, the Department of Public Utilities is engaged in the General Architectural Services - Division of Water 2021 Project; and
WHEREAS, Contract No. PO149686 was authorized by Ordinance No. 2740-2018, for the General Architectural Services - Division of Water 2018 Project; and
WHEREAS, Renewal #1 PO340668 was authorized by Ordinance No. 1762-2022, for the General Architectural Services - Division of Water 2018 Project; and
WHEREAS, a planned contract renewal is needed for general architectural services; and
WHEREAS, it is necessary for Council to authorize the Director of Public Utilities to execute a renewal with the professional engineering services agreement with Prime AE Group, Inc for the General Architectural Services - Division of Water 2018 Project; and
WHEREAS, an amendment to the 2023 Capital Improvement Budget is needed to align budget authority with the proper project; and
WHEREAS, it is necessary to transfer funds within the Water Bond Fund, Fund 6006, to align cash and appropriation with the proper project; and
WHEREAS, it is necessary to expend funds from the Water Bond Fund to pay for the contract renewal; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Utilities in that it is immediately necessary to authorize the Director to execute the contract to prevent a delay in the expected upgrades to City facilities in order to alleviate any public health concerns in the City and ensure that this public health improvement project will proceed on schedule and be completed as quickly as possible to ensure that the quality of the City's drinking water is maintained, all for the immediate preservation of the public health, peace, property, safety, and welfare; and now therefore,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the 2023 Capital Improvement Budget authorized by Ordinance 1711-2023 be amended as follows to establish sufficient budget authority for this project:
Fund / Project Number / Project Name (Funding Source) / Current Authority / Revised Authority / Change
6006 / 690552-100000 / Plant Drain and Water System Improvements (Voted Water Carryover) / $449,979.00 / 399,979.00 / ($50,000.00)
6006 / 690542-100001 / General Architectural Services - Division of Water 2018 (Voted Water Carryover) / $300,000.00 / $350,000.00 / $50,000.00
SECTION 2. That the transfer of $50,000.00, or so much thereof as may be needed, is hereby authorized between projects between within the Water Bond Fund, Fund 6006, per the account codes in the attachment to this ordinance.
SECTION 3. That the Director of Public Utilities is hereby authorized to renew and increase the professional engineering services contract with Prime AE Group, Inc., 8415 Pulsar Place, Suite 300
Columbus, Ohio 43230; for the General Architectural Services - Division of Water 2018 project, in an amount up to $350,000.00.
SECTION 4. That an expenditure of $350,000.00, or so much thereof as may be needed, is hereby authorized from the Water Bond Fund, Fund 6006, to pay for this contract renewal per the accounting codes in the attachment to this ordinance.
SECTION 5. Funds are hereby deemed appropriated and expenditures and transfers authorized to carry out the purposes of this ordinance and the City Auditor shall establish such accounting codes as necessary.
SECTION 6. 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 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 for the reasons stated in the preamble hereto, which is made a part hereof, this Ordinance is declared to be an emergency measure and shall take effect and be in force from and after its passage and approval by the Mayor, or ten (10) days after passage if the Mayor neither approves nor vetoes this Ordinance.