Explanation
1. BACKGROUND
This ordinance authorizes the Director of Public Utilities to enter into a planned contract renewal for professional engineering/architectural services with Dynotec, Inc for the General Architectural Services - Division of Water 2021 project, CIP #690542-100002, in an amount up to $400,000.
This contract establishes task order-based professional services to augment existing technical support personnel within the Division of Water on an as-authorized, as-needed basis in order to accomplish a wide range of work that may include but is not limited to planning, design, and construction phase architectural services.
This ordinance will authorize a renewal in the amount of $400,000.00 for the estimated architectural needs of the Water Supply Group starting the third quarter of 2023 until the contract scope is completed to the satisfaction of the City. This is the first contract renewal. One more renewal to this agreement is anticipated in first quarter of 2024.
Tasks completed or in-progress under the original contract include:
• An evaluation and detailed design for HCWP Door Lock Improvements
• An evaluation and improvements project of 910 Loading Dock
• An evaluation of space needs for 910 Dublin Rd
The Planning Area is “99-Citywide” as tasks will be performed on City projects all over 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 2975-2021, the original contract was to have two renewals. This modification is anticipated to be executed in the third quarter of 2023 to provide funds for projects until all funds are expended. The second modification/renewal is planned to be executed at that point.
1.1 Amount of additional funds to be expended: $400,000.00
The original contract amount was $300,000.00. There are two programmed modifications/renewals of $400,000.00 each.
Cost summary:
Original Contract (PO308147, Ord. No. 2975-2021) $300,000.00
Renewal #1 (current ordinance) $400,000.00
Renewal #2 (future) $400,000.00
CONTRACT TOTAL $1,100,000.00
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 modifications/renewals. The original agreement was executed in January 2022 to provide funds for approximately a one year period or until all funds are expended. As of July 1, 2023 the original contract was still active as there were still funds in PO308147. This is the first renewal.
1.3. How cost of renewal was determined:
The cost was determined by taking the estimated renewal amount from the initial contract legislation ($300k) and increasing it to account for updated DOW project needs and inflation.
2. ECONOMIC IMPACT/ADVANTAGES; COMMUNITY OUTREACH; PROJECT DEVELOPMENT; ENVIRONMENTAL FACTORS/ADVANTAGES OF PROJECT:
This project will help the Division of Water renovate/upgrade facilities that are essential components in the Columbus area water supply and treatment infrastructure. Adequate safe supply of water is essential to economic growth and development.
Public outreach may occur for some of the projects to be managed under this contract depending on the nature of the work and impacts to the public.
3. CONTRACT COMPLIANCE INFORMATION
Dynotec, Inc contract compliance number is MBE005053 and expires 11/30/24.
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. Dynotec, Inc. is classified as a MBE company by the City’s Office of Diversity and Inclusion Dynotec, 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
Jacobs Engineering Group Columbus, Ohio EBE
Advanced Engineering Consultants, Inc. Columbus, Ohio MBE
Stantec Consulting Group Columbus, Ohio MAJ
Resource International Columbus, Ohio WBE
The certification of Dynotec, Inc and the above companies was in good standing at the time the bid was awarded.
5. FISCAL IMPACT
Funds are available and appropriated within the Water Bond Fund, Fund 6006, for this expense. 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 original 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 funds within the Water Bond Fund; to authorize the Director of the Department of Public Utilities to renew the contract with Dynotec, Inc for the General Architectural Services - Division of Water 2021 Project; to authorize an expenditure of up to $400,000.00 within the Water Bond Fund to pay for the contract renewal; and to declare an emergency. ($400,000.00)
Body
WHEREAS, the Department of Public Utilities is engaged in the General Architectural Services - Division of Water 2021 Project; and
WHEREAS, Contract No. PO308147 was authorized by Ordinance No. 2975-2021, for the General Architectural Services - Division of Water 2021 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 Dynotec, Inc for the General Architectural Services - Division of Water 2021 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 cash and appropriation 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 add additional funding as needed to continue with expected upgrades to the facility in order to execute the contract to prevent a delay in the alleviation of public health concerns in the area, thereby preserving 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 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 / 690006-100003 / Misc. Erosion Control - Hoover (Weiss Road) (Voted Water Carryover) / $1,621,800.00 / $1,221,800.00 / ($400,000.00)
6006 / 690542-100002 / General Architectural Services - Division of Water 2021 (Voted Water Carryover) / $0.00 / $400,000.00 / $400,000.00
SECTION 2. That the transfer of $400,000.00, 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 the professional engineering services contract with Dynotec, Inc, 2931 East Dublin-Granville Road, Suite 200, Columbus, Ohio 43231; for the General Architectural Services - Division of Water 2021 project, in an amount up to $400,000.00.
SECTION 4. That an expenditure of $400,000.00, 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 renewals 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.