Explanation
1. BACKGROUND
This ordinance authorizes the Director of Public Utilities to enter into a planned contract modification for professional engineering services with HNTB Ohio, Inc. for the Smart Lighting Phase 4 project, CIP #670878-100004, in an amount up to $499,927.82 for Division of Power.
The City of Columbus, Division of Power has initiated a smart street lighting project to convert existing HPS luminaires to LED and connect them to a central control system. This modification will focus on the citywide LED conversion with some smart controls including procurement documents, providing technical support for procurement and implementation plus continued support for smart lighting pilots and new product evaluations.
The Columbus Community Area is “99 - Citywide” as planning area work span to multiple areas throughout the City of Columbus.
1.1 Amount of additional funds to be expended: $499,883.36
Original Contract Amount: $676,000.00 (ORD 0815-2022; PO330311)
Modification #1 (current): $499,883.36 (ORD 0217-2024, PO494787)
Modification #2 (Future) $499,927.82 (Current)
Total $1,675,811.18
1.2. Reason other procurement processes are not used:
This contract was previously awarded per the City’s RFP process. This is a planned modification to add funding for the current phase of the project. A new procurement process is not needed.
1.3. How cost of modification was determined:
The Consultant prepared a quote based on current contract pricing, contract job titles, and allowable expenses to accomplish the scope of work for this next phase. The City Project Manager and associated staff reviewed the quote, negotiated with the consultant, and approved the final quote.
2. ECONOMIC IMPACT/ADVANTAGES; COMMUNITY OUTREACH; PROJECT DEVELOPMENT; ENVIRONMENTAL FACTORS/ADVANTAGES OF PROJECT:
Implementing Smart Lighting will allow the Division to not only control the streetlights from a central operating system, it will also notify staff immediately when an outage occurs, which will improve response times to outages. Replacing old HPS fixtures with LED technology will generate savings in electric energy, reduce greenhouse gases and long-term maintenance. Additionally, the replacement of aging HPS luminaires with new LED fixtures will provide greater light output and better color rendering. This will help pedestrians and motorists better identify objects at night. Which will include improving traffic and pedestrian safety, and providing residents a better sense of safety and security. This may also deter criminal activity, which would lessen the financial impact on city resources such as the Police and Fire departments.
3. CONTRACT COMPLIANCE INFO:
HNTB Ohio, Inc.’s contract compliance number is CC008025 and expires 4/8/2028.
Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against HNTB Ohio, Inc.
As part of their proposal, HNTB Ohio, Inc. has proposed the following subconsultants to perform contract work:
Company Name City/State ODI Certification Status
EMH&T Inc. Columbus, OH MAJ
Barr Engineering Columbus, OH MBE
The certification of HNTB Ohio, Inc. and the above listed companies were in good standing at the time the bid was awarded.
4. FISCAL IMPACT
An amendment to the 2025 Capital Improvement Budget is needed to align budget authority with the proper project. A transfer of funds and appropriation within the Electricity Bond Fund, Fund 6303, in the amount of $499,927.82, is needed to align cash and appropriation with the proper project.
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5. EMERGENCY DESIGNATION
Emergency action is requested for this ordinance. The Division of Power has been directed to convert all City of Columbus streetlights to LED within 24 months to reduce energy costs and improve safety due to better and more dependable lighting.
Title
To authorize the Director of the Public Utilities Department to modify a professional services contract with HNTB Ohio, Inc. for the Smart Lighting Phase 4 project; to authorize an amendment to the 2025 Capital Improvement Budget; to authorize an expenditure of up to $499,927.82 from the Electricity Bond Fund; and to declare an emergency. ($499,927.82)
Body
WHEREAS, the Department of Public Utilities is engaged in the Smart Lighting Phase 4 Project; and
WHEREAS, it is necessary for Council to authorize the Director of Public Utilities to modify the professional engineering services agreement with HNTB Ohio, Inc for the Smart Lighting Phase 4 Project; and
WHEREAS, it is necessary to authorize an amendment to the 2025 Capital Improvements Budget for the purpose of providing sufficient budget authority for the aforementioned project expenditures; and
WHEREAS, it is necessary to authorize an expenditure of funds from the Electricity Bond Fund, Fund 6303, to pay for the contracted services for the project; 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 of Public Utilities to enter into a contract with HNTB Ohio, Inc. for the Smart Lighting Phase 4 project, CIP #670878-100004 project to reduce energy costs and increase public safety, 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 2025 Capital Improvements Budget authorized by Ordinance 1790-2025 be amended as follows to establish sufficient budget authority for this project:
Fund / Project Number / Project Name (Funding Source) / Current Authority / Revised Authority / Change
6303 / 670878-100002 / Smart Lighting Phase 2 (Voted Electricity Carryover) / $3,980,766.00 / $3,480,838.00 / ($499,928.00)
6303 / 670878-100004 / Smart Lighting Phase 4 (Voted Electricity) / $0.00 / $499,928.00 / $499,928.00
SECTION 2. That the Director of Public Utilities is hereby authorized to modify and increase the professional engineering services contract with HNTB Ohio, Inc, 88 E. Broad Street, Suite 1600, Columbus, OH 43215; for the Smart Lighting Phase 4 project, in an amount up to $499,927.82
SECTION 3. That an expenditure of $499,927.82, or so much thereof as may be needed, is hereby authorized from the Electric Bond Fund, Fund 6303 to pay for this contract modification, 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 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.