Explanation
1. BACKGROUND
This ordinance authorizes the Director of Public Service to enter into a professional services contract with Roadway Asset Services in the amount of up to $1,441,076.00 for the Resurfacing ‐ Pavement Management Services 2023 project.
The intent of this project is to provide the City of Columbus, Department of Public Service, a pavement management system as a network level planning tool for roadway maintenance activities that support the concepts of a pavement preservation program. This project will include: performing the automated pavement condition survey of the City's roadway network using the ASTM standardized method (PCI) which will be used by the pavement management system; obtaining roadway network pavement types and dimensions; performing the International Roughness Index (IRI); obtaining images; and if needed, having the ability to collect assets within the right‐of‐way during the survey.
The Department of Public Service, Office of Support Services, solicited Requests for Proposals for the Resurfacing ‐ Pavement Management Services 2023 contract. The project was formally advertised on the Vendor Services and Bonfire web sites from February 1, 2023 to March 1, 2023. The
City received four (4) responses. All proposals were deemed responsive and were fully evaluated when the Evaluation Committee met on March 14, 2023. The responding firms were:
Company Name City/State Majority/ODI Certification
Pathway Services Inc. Tulsa, OK Majority
Transmap Columbus, OH Majority
IMS Infrastructure Management Services Tempe, AZ Majority
Roadway Asset Services Columbus, OH Majority
Roadway Asset Services received the highest score by the evaluation committee and will be awarded the Roadway Improvements - Design Manual contract.
Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against Roadway Asset Services.
As part of their bid Roadway Asset Services has proposed the following subcontractors to work on the project:
Company Name City/State Majority/ODI Certification
Cultivate Geospatial Solutions, LLC Columbus, OH Majority
ETCH, LTD dba MTECH Solutions Columbus, OH WBE
Resource International, Inc. Columbus, OH WBE
2. CONTRACT COMPLIANCE
Roadway Asset Services’ contract compliance number is CC042880 and expires 08/30/2024.
3. FISCAL IMPACT
Funding for this contract is available and appropriated within Fund 7704, the Streets and Highways Bond Fund.
4. MINORITY AND WOMAN OWNED BUSINESS ENTERPRISE & SMALL LOCAL BUSINESS ENTERPRISE PROGRAM
This contract was bid with an approved City of Columbus MBE/WBE Program goal of 15% as assigned by the City’s Office of Diversity and Inclusion (ODI). Failure by the contractor to meet this goal subjects the contractor to the Penalties for Non-Compliance as described in the “City’s Minority and Women-Owned Business Enterprise & Small Local Business Enterprise Program Manual” and in the “City of Columbus MBE/WBE Program Special Provision” that were part of the bid documents for this contract.
5. EMERGENCY DESIGNATION
Emergency action is requested to expedite this contract to complete data collection and image capture for the streets before the winter months, to ensure the safety of the traveling public.
Title
To authorize the Director of Public Service to enter into a professional services contract with Roadway Asset Services for the Resurfacing ‐ Pavement Management Services 2023 project; to authorize the expenditure of up to $1,441,076.00 from the Streets and Highways Bond Fund to pay for this contract; and to declare an emergency. ($1,441,076.00)
Body
WHEREAS, there is a need to enter into a professional services contract to provide for a pavement management system as a network level planning tool for roadway maintenance activities that support the concepts of a pavement preservation program; and
WHEREAS, the Department of Public Service, Office of Support Services, solicited Requests for Proposals for the Resurfacing ‐ Pavement Management Services 2023 project; and
WHEREAS, Roadway Asset Services submitted the best overall proposal for this project; and
WHEREAS, it is necessary to enter into a contract with Roadway Asset Services for the provision of professional engineering consulting services described above in the amount of up to $1,441,076.00; and
WHEREAS, this contract opportunity was submitted to the City’s Office of Diversity and Inclusion (ODI) for review and assignment of an MBE/WBE goal prior to bidding; and
WHEREAS, this contract was bid with an approved City of Columbus MBE/WBE Program goal of 15% as assigned by the City’s Office of Diversity and Inclusion (ODI); and
WHEREAS, failure by the contractor to meet this goal subjects the contractor to the Penalties for Non-Compliance; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Service in that it is immediately necessary to authorize the Director of Public Service to enter into contract with Roadway Asset Services in order to provide funding for the Resurfacing ‐ Pavement Management Services 2023 to complete the data collection before the winter season, to ensure the safety of the traveling public thereby preserving 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 Director of Public Service be, and hereby is, authorized to enter into a professional services contract with Roadway Asset Services located at 1201 Dublin Road, Suite 152, Columbus, Ohio 43215, for the Resurfacing ‐ Pavement Management Services 2023 project in an amount up to $1,441,076.00.
SECTION 2. That the expenditure of $1,441,076.00, or so much thereof as may be needed, is hereby authorized in Fund 7704 (Streets and Highways Bond Fund), Dept-Div 5911 (Infrastructure Management), Project P530282 - 100169 (Resurfacing - Resurfacing Projects), in Object Class 06 (Capital Outlay) per the accounting codes in the attachment to this ordinance.
SECTION 3. 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 4. 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 5. 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 6. That for the 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 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.