Explanation
1. BACKGROUND:
Ordinance 3149-2021 authorized the Director of Public Service to enter into a professional services contract for the provision of continuing, contractual access to resources that are necessary to perform professional structural, mechanical, and electrical engineering services as well as provide technical expertise to implement building construction projects for various City of Columbus buildings in the amount of $250,000.00.
Ordinance 2882-2022 authorized the Director of Public Service to modify the contract in the amount of $250,000.00 for continued access to resources necessary to perform professional structural, mechanical, and electrical engineering services and to provide technical expertise to implement building construction projects for various City of Columbus buildings.
This ordinance authorizes the Director of Public Service to modify a professional services contract with Advanced Engineering Consultants, to add additional funds for the Facilities - General Design Engineering 2021 contract.
1.1 Amount of additional funds to be expended: $280,000.00
The original contract amount: $250,000.00 (PO304378, Ord. 3149-2021)
The total of modification 1: $250,000.00 (PO356885, Ord. 2882-2022)
The total of modification 2: $280,000.00 (This Ordinance, 3062-2023)
The contract amount including all modifications: $780,000.00
1.2 Reason additional goods/services could not be foreseen:
This is an planned modification that is necessary to add additional funding in the amount of $280,000.00 for continued performance of the aforementioned engineering services for department projects including sign shop renovation design and garage assessments due to unanticipated and excessive unforeseen wear. The original contract amount has been nearly depleted. This modification will allow work to proceed and payments to be made for capital improvement projects as work arises and will prevent project delays.
1.3 Reason other procurement processes are not used:
Since the projects started under the original contract and modification 1, it was decided that it is in the best interest of the City to modify the existing contract instead of bidding this part of the work.
1.4 How cost of modification was determined:
The cost of this contract modification is consistent with the terms established within the original proposal.
Searches in the System for Award Management (Federal) and the Findings for Recovery list (State) produced no findings against Advanced Engineering Consultants.
2. CONTRACT COMPLIANCE
Advanced Engineering Consultants’ contract compliance number is CC005665 and expires 04/08/2024; the MBE certification number is MBE005665 and expires 3/24/2025.
3. FISCAL IMPACT:
Funding for Modification 2 to the Facilities - General Design Engineering 2021 contract in the amount of $80,000.00 is available within Fund 6500, the Mobility Enterprise Fund and $200,000.00 is available within Fund 2265, the Street Construction, Maintenance, and Repair Fund.
4. MINORITY AND WOMAN OWNED BUSINESS ENTERPRISE & SMALL LOCAL BUSINESS ENTERPRISE PROGRAM
This expenditure is to modify a contract that was put in place prior to the implementation of the Minority and Woman Owned Business Enterprise & Small Local Business Enterprise program and as such is not a part of the program.
5. EMERGENCY DESIGNATION
Emergency action is requested to complete projects in a timely manner and ensure payment for engineering services for the projects to prevent an interruption of ongoing garage and sign shop operations, to preserve the safety of the traveling public.
Title
To authorize the Director of Public Service to modify the Facilities - General Design Engineering 2021 contract with Advanced Engineering Consultant; to authorize the expenditure of up to $80,000.00 from the Mobility Enterprise Fund and of up to $200,000.00 from the Street Construction, Maintenance, and Repair Fund for this modification contract; and to declare an emergency. ($280,000.00)
Body
WHEREAS, Ordinance 3149-2021 authorized the Director of Public Service to enter into contract with Advanced Engineering Consultants, and authorized the expenditure of $250,000.00 for the Facilities - General Design Engineering 2021 project, and
WHEREAS, Ordinance 2882-2022 authorized the Director of Public Service to modify the contract with Advanced Engineering Consultants, and authorized the expenditure of $250,000.00 for the Facilities - General Design Engineering 2021 project, and
WHEREAS, it has become necessary to modify the Facilities - General Design Engineering 2021 contract and provide additional funding in the amount of up to $280,000.00; and
WHEREAS, it is necessary expend funds relative to the project; and
WHEREAS, this expenditure is to modify a contract that was put in place prior to the implementation of the City of Columbus MBE/WBE Program and as such is not a part of the program; 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 to modify the contract with Advanced Engineering Consultants, for the Facilities - General Design Engineering 2021 contract for aforementioned engineering services for upcoming garage and sign shop repairs so that resources are available to complete projects to ensure ongoing operations are not interrupted, 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 Director of Public Service be, and hereby is, authorized to enter into a contract modification with Advanced Engineering Consultants, of 1405 Dublin Road, Columbus, OH 43215, for the Facilities - General Design Engineering 2021 contract in the amount of $280,000.00, or so much thereof as may be needed, in accordance with the plans and specifications on file in the Department of Public Service, which are hereby approved.
SECTION 2. That the expenditure of $80,000.00, or so much thereof as may be needed, is hereby authorized in Fund 6500 (Mobility Enterprise Fund), Subfund 650001 (Mobility Enterprise), Dept-Div 5906 (Public Service - Parking Services), in object class 03 (Services) per the accounting codes in the attachment to this ordinance.
SECTION 3. That the expenditure of $200,000.00, or so much thereof as may be needed, is hereby authorized in Fund 2265 (Street Construction Maintenance and Repair Fund), Dept-Div 5913 (Public Service-Traffic Management), in object class 06 (Capital Outlay) per the accounting codes in the attachment to this ordinance.
SECTION 4. 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 5. 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 6. 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 7. 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.