Explanation
1. BACKGROUND
This ordinance authorizes the Director of Public Utilities to enter into a contract modification with Prime Construction Management & Survey, Inc., for construction administration/inspection services for Department of Public Utilities construction projects bid during the calendar years 2023 through 2025 as part of the Construction Administration/Construction Inspection Services 2023-2025 contracts.
Prime Construction Management & Survey, Inc. will be assigned construction projects as tasks on their contract and will ensure the work is performed to City of Columbus construction standards and specifications. As projects are added to the contract, the contract will be modified to authorize Prime Construction Management & Survey, Inc. to perform the work and to add funding to pay for the work.
The construction project to be administered by Prime Construction Management & Survey, Inc. under this contract modification is the Greenlawn Dam Rehabilitation, CIP No. 611038-100002, in an amount not to exceed $180,000.00.
This work will primarily be performed in Community Planning Areas: “54- Franklinton; 55-Downtown.”
1.1. Amount of additional funds to be expended: $180,000.00
Original Contract $ 201,851.31 (ORD 1727-2023; PO411801)
Modification #1: $ 72,154.14 (ORD 1803-2023; PO419003)
Modification#2: $1,204,608.25 (ORD3237-2023; PO428570, PO42857, PO428580, PO428584, PO428589)
Modification #3: $ 350,000.12 (ORD 1618-2024; PO461720)
Modification #4 $ 70,310.34 (ORD 1640-2024; PO469578)
Modification #5 $1,783,848.34 (ORD 3022-2024; PO503546)
Modification #6 $ 217,365.42 (ORD 0196-2025; PO505402)
Modification #7 $1,427,800.45 (ORD 1002-2025; PO518825)
Modification #8 $ 127,171.68 (ORD 1891-2025; PO527579)
Modification #9 $1,560,653.95 (ORD 2485-2025; PO540952/PO542153)
Modification #10: $ 907,661.04 (ORD 0174-2026; PO TBD)
Modification #11: (Current) $ 180,000.00 (ORD 0878-2026; PO TBD)
Total: $8,103,425.04
1.2. Reasons additional goods/services could not be foreseen:
This is a three-year agreement for fiscal years 2023 - 2025 for which modifications were anticipated pursuant to the original authorizing legislation under Ordinance 1727-2023 to account for future construction projects being assigned to Prime Construction Management & Survey, Inc.
1.3. Reason other procurement processes are not used:
This is a multi-year contract that will be modified as required to provide construction administration/inspection services for construction projects that bid during the three-year (2023-2025) timeframe. Another procurement process is not required.
1.4. How cost of modification was determined:
The cost of this modification was determined by negotiations between Prime Construction Management & Survey, Inc. and Department of Public Utilities project staff based upon the existing contract labor titles, maximum labor rates, allowable contract expenses, and the time estimated to be needed to perform contract tasks.
2. ECONOMIC IMPACT/ADVANTAGES; COMMUNITY OUTREACH; PROJECT DEVELOPMENT; ENVIRONMENTAL FACTORS/ADVANTAGES OF PROJECT
Division of Sewerage and Drainage projects include rehabilitation of existing sewers, repair to existing sewers, construction of new sewers, and construction of green infrastructure. The majority of the projects will reduce inflow and infiltration to the City’s sanitary sewer system thus mitigating sanitary sewer overflows to basements and waterways. Other projects provide improvement to existing storm infrastructure to mitigate drainage/flooding issues.
3. CONTRACT COMPLIANCE INFORMATION
Prime Construction Management & Survey, Inc.’s contract compliance number is CC-024771 and expires 7/1/27.
As part of this contract Prime Construction Management & Survey, Inc. has not proposed the use of subcontractors for this project. The certification of Prime Construction Management & Survey, Inc. is in good standing at the time of this contract modification.
4. FISCAL IMPACT
The construction administration/inspection services contract for the Greenlawn Dam Rehabilitation project is expected to be financed with a supplemental loan from the Water Pollution Control Loan Fund (WPCLF), a program jointly administered by the Ohio EPA's Division of Environmental and Financial Assistance and the Ohio Water Development Authority (OWDA). City Council authorized this original loan application and acceptance of loan funding via Ordinance 2720-2024, passed by Council on 10/28/24. This will be a supplemental loan to the original loan, adding the additional cost of construction administration and inspection to the existing loan. The supplemental loan is expected to be approved at the OWDA May Board meeting. This ordinance is contingent upon the supplemental loan being approved.
The original loan was issued as a disbursement loan, meaning OWDA directly pays the vendor via invoices approved by the Department of Public Utilities. The supplemental loan is expected to do the same.
The 2025 Capital Improvement Budget will need to be amended to align budget authority with the proper project number. Funds will need to be appropriated within the Storm Water Pollution Control Loan Fund, Fund 6211.
Title
To authorize the Director of the Department of Public Utilities to enter into a contract modification with Prime Construction Management & Survey, Inc. for the Construction Administration/Construction Inspection Services 2023-2025 contract; to authorize an amendment to the 2025 Capital Improvement Budget; to appropriate funds within the Water Pollution Control Loan Fund; to make this ordinance contingent upon the Ohio Water Development Authority approving a supplemental loan for this project; and to authorize the expenditure of up to $180,000.00 from the Storm Water Pollution Control Loan Fund to pay for the project. ($180,000.00)
Body
WHEREAS, the Department of Public Utilities advertised a Request for Proposals for Construction Administration/Construction Inspection Services; and
WHEREAS, Prime Construction Management & Survey, Inc. was one of six firms selected by the evaluation committee to provide these services; and
WHEREAS, Ordinance 1768-2023 authorized the contract with Prime Construction Management & Survey, Inc., for these services and assigned the first tasks to be performed; and
WHEREAS, additional construction project administration/inspection tasks need to be performed; and
WHEREAS, the contract with Prime Construction Management & Survey, Inc., will need to be modified to add these tasks to the contract and to add funding to pay for the tasks; and
WHEREAS, Ordinance 2720-2024, passed by Council on 10/28/24, authorized the use of loans from the Water Pollution Control Loan Fund to finance Public Utilities projects; and
WHEREAS, a Water Pollution Control Loan Fund (WPCLF) supplemental loan application has been submitted to fund this contract modification; and
WHEREAS, this ordinance is contingent upon that supplemental loan being approved; and
WHEREAS, it is necessary to amend the 2025 Capital Improvement Budget to align budget authority with the proper project; and
WHEREAS, it is necessary to appropriate funds within the Water Pollution Control Fund, Fund 6211; and
WHEREAS, it has become necessary in the usual daily operation of the Department of Public Utilities to authorize the Director of the Department of Public Utilities to enter into a contract modification with Prime Construction Management & Survey, Inc., for construction administration and inspection services for the Greenlawn Dam Rehabilitation project; NOW, THEREFORE,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the 2025 Capital Improvement 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
6211 / 611038-100002 / Greenlawn Dam Rehabilitation (OWDA Direct Loan) / $2,600,000.00 / $2,780,000.00/ $180,000.00 (to match loan)
SECTION 2. That the appropriation of $180,000.00, or so much thereof as may be needed, is hereby authorized in the Water Pollution Control Loan Fund, Fund 6211, per the accounting codes in the attachment to this ordinance.
SECTION 3. That the Director of the Department of Public Utilities is authorized to enter into a contract modification with Prime Construction Management & Survey, Inc., 8415 Pulsar Place, Suite 300, Columbus, Ohio, 43240, for the Construction Administration/Construction Inspection Services 2023-2025 contract to perform additional construction administration and inspection services, in accordance with the terms and conditions as shown in the contract and modification(s).
SECTION 4. That the expenditure of $180,000.00, or so much thereof as may be needed, is hereby authorized to pay for this contract modification per the accounting codes in the attachment to this ordinance.
SECTION 5. That this ordinance is contingent upon the Ohio Water Development Authority approving a supplemental loan for this contract modification.
SECTION 6. That funds are 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 7. 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 8. That the City Auditor is 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 9. That this ordinance shall take effect and be in force from and after the earliest period allowed by law.