Explanation
1. BACKGROUND
This Ordinance authorizes the Director of Public Utilities to modify and increase the professional engineering services agreement with Hill International, Inc., for the Professional Construction Management Services (PCM) - 2018 Project, CIP #690587-100000, in an amount up to $1,134,700.00.
This Professional Construction Management (PCM) contract provides assistance to the Division of Water with managing its capital improvement program that consists of multiple capital improvement projects. The PCM team will help ensure completion of projects in accordance with design requirements and City’s needs, while serving as a liaison between the construction contractor, design professional, and City personnel. The PCM team shall furnish all necessary personnel, equipment, and materials to perform the work, which will generally consist of program support services, design phase services, and construction management services. Funds will be authorized through annual contract modifications, or more frequent modifications if required by fiscal needs.
Work performed to date includes program support services, design phase services, and construction management services. Future phases of the contact will continue program support services and construction management services.
The Community Planning Area is “99 - Citywide” because the water facilities associated with this contract serve multiple planning areas.
UPDATED TIMELINE
The original contract began in September 18, 2018 and was legislated to provide construction phase services to projects having a construction notice to proceed date within a two year assignment window running from September 18, 2018 to September 18, 2020. Several projects that were expected to fall within the two year assignment window for this contract were impacted by the Covid-19 pandemic. To maintain these projects under this PCM contract as planned, the assignment window was extended to May 31, 2021, by Ordinance 1423-2020, passed by City Council on 7/20/20.
The PCM contract will provide construction services through completion of all assigned construction projects. The estimated contract end date will be tied to completion of services for the O’Shaughnessy Hydroelectric project, the last project to be assigned to this contract during the assignment window,
ESTIMATED COST OF PROJECT
1.1 Amount of additional funds to be expended: $ 1,134,700.00
Original Contract Amount: $ 2,644,800.00
Renewal #1: $ 5,082,200.00
Modification #2: $ 5,603,300.00
Modification #3 (contract extension): $ 0.00
Renewal #4: $ 5,429,700.00
Modification #5: $ 3,931,400.00
Modification #6: $ 3,693,100.00
Modification #7 (current): $ 1,134,700.00
Modification #8 (future): $ 300,000.00
Contract Total: $27,819,200.00
1.2. Reason other procurement processes are not used: This contract was awarded via the City’s RFP process with anticipated modifications to add funding until the last project assigned to the contract under the assignment window is completed. This ordinance is adding funding to continue the last assigned project. Another procurement process is not needed to do this.
1.3. How the cost of modification was determined: The City identified the services that would be needed for each project over the modification period. The consultant developed a proposal for the hours/resources necessary to complete the services based upon existing contract job titles, hourly rates, and allowable expenses. The final price was determined by negotiation between the City and the consultant.
2. ECONOMIC IMPACT/ADVANTAGES; COMMUNITY OUTREACH; PROJECT DEVELOPMENT; ENVIRONMENTAL FACTORS/ADVANTAGES OF PROJECT
This PCM contract supports a project to provide a safe and reliable water supply to the central Ohio area. This is necessary for the economic vitality of the service area. This project is located within secure areas of the water supply system that are not accessible to the public so no community outreach activities are anticipated. The consultant team has identified a commitment to the Mayor’s Green Initiative in their business practices and will be involved in applying Department of Public Utilities environmental management system (EMS) to the construction project.
3. CONTRACT COMPLIANCE INFORMATION
Hill International’s contract compliance number is CC000990 and expires 11/30/25.
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. Hill International is classified as a majority company by the City’s Office of Diversity and Inclusion. Per the Utilization Plan submitted with this ordinance, Hill International plans to utilize City-certified MBE/WBE firms to perform 3.6% of the work of this contract modification.
As part of their proposal, Hill International, Inc. has proposed the following subconsultants/subcontractors to perform contract work:
Company Name City/State ODI Certification Status
Prime AE Group Columbus, Ohio MAJ
CTL Engineering Columbus, Ohio MBE
CDM Smith Columbus, Ohio MAJ
Donahue Ideas Columbus, Ohio WBE
The certification of Hill International, Inc and the above companies was in good standing at the time the contract was modified.
5. FISCAL IMPACT
Funds are available and appropriated for this expenditure within the Water Bond Fund, Fund 6006. An amendment to the 2023 Capital Improvement Budget is needed to align budget authority with the proper projects. A transfer of funds and appropriation within the Water Bond Fund is necessary to align cash and appropriation with the proper projects.
Title
To authorize the Director of the Department of Public Utilities to enter into a contract modification with Hill International, Inc. to add funding for the Professional Construction Management Services - 2018 contract; to authorize an amendment to the 2023 Capital Improvement Budget; to authorize a transfer of cash and appropriation within the Water Bond Fund; and to authorize an expenditure of $1,134,700.00 from the Water Bond Fund to pay for the modification. ($1,134,700.00)
Body
WHEREAS, the Department of Public Utilities is engaged in the Professional Construction Management Services - 2018 Project; and
WHEREAS, Contract No’s PO135567, PO135569, PO135573, PO135602, PO135603, PO135611, PO135614, PO135616, PO135617, PO135618, PO135619, PO135621, PO135624, PO135627, PO135629, PO135631, PO135632, and PO135633 were authorized by Ordinance No. 1962-2018 passed by City Council on July 30, 2018; and
WHEREAS, Contract Renewal No. 1 under Contract No’s PO188851, PO188853, PO188855, PO188856, PO188857, PO188858, PO188930, PO188938, PO188941, PO188945, PO188948, PO188950, PO188953, PO188958, PO188962, PO188966, PO188967, PO188970, and PO188971 was authorized by Ordinance No. 1707-2019 passed by City Council on July 22, 2019; and
WHEREAS, Contract Modification No. 2 under Contract No’s PO238223, PO238224, PO238225, PO238226, PO238229, PO238230, PO238231, PO238232, PO238233, PO238234, PO238235, and PO238236 was authorized by Ordinance No. 1423-2020 passed by City Council on July 20, 2020; and
WHEREAS, Contract Modification No. 3 was authorized by Ordinance No. 2380-2020 passed by City Council on November 16, 2020; and
WHEREAS, Contract Renewal No. 4 (reclassified from Contract Modification No 4) under Contract No’s PO276340, PO276342, PO276344, PO276348, PO276349, PO276350, and PO276354 was authorized by Ordinance No. 0872-2021 passed by City Council on May 10, 2021; and
WHEREAS, Contract Modification No. 5 under Contract No’s PO329893, PO329894, PO329896, PO329899, PO329900, and PO329903 was authorized by Ordinance No. 0975-2022 passed by City Council on May 2, 2022; and
WHEREAS, Contract Modification No. 6 under Contract No’s PO376789, PO377890, PO377898, PO377902, and PO377903 was authorized by Ordinance No. 0298-2023 passed by City Council on May 2, 2022; and
WHEREAS, it is necessary to fund continued PCM services; and
WHEREAS, it is necessary to authorize the Director of the Department of Public Utilities to enter into a contract modification with Hill International for the Professional Construction Management Services - 2018 Project; and
WHEREAS, it is necessary to authorize an amendment to the 2023 Capital Improvement Budget to provide sufficient budget authority for the project; and
WHEREAS, it is necessary to authorize a transfer and of cash and appropriation between projects within the Water Bond Fund, Fund 6006, to align cash and appropriation with the proper projects; and
WHEREAS, it is necessary to appropriate and expend funds from the Water Bond Fund, Fund 6006, to pay for the contract modification; 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 / 690587-100000 / Professional Construction Management (PCM) - 2018 (Voted Water Carryover) / $202,148.00 / $202,100.00 / ($48.00)
6006 / 690236-100144 / Kent-Fairwood Area Water Line Improvements (Voted Water Carryover) / $200,000.00 / $0.00 / ($200,000.00)
6006 / 690236-100143 / Eureka-Fremont Area Water Line Improvements (Voted Water Carryover) / $251,096.00 / $130,367.00 / ($120,729.00)
6006 / 690606-100000 / PAWP Pump Improvements (Voted Water Carryover) / $106,624.00 / $0.00 / ($106,624.00)
6006 / 690551-100000 / Hoover Reservoir Erosion Study (Voted Water Carryover) / $130,393.00 / $0.00 / ($130,393.00)
6006 / 690026-100019 / Dana G. Rinehart Public Utilities Complex Office Renovations (Voted Water Carryover) / $174,577.00 / $0.00 / ($174,577.00)
6006 / 690026-100016 / Home Road Property Demolition (Voted Water Carryover) / $237,562.00 / $0.00 / ($237,562.00)
6006 / 690549-100012 / General Construction (CA-CI) for 2023, 2024, 2025 (Voted Water Carryover) / $491,234.00 / $350,000.00 / ($141,234.00)
6006 / 690552-100000 / Plant Drain & Water System Imp's (Voted Water Carryover) / $332,767.00 / $309,293.00 / ($23,474.00)
6006 / 690444-100000 / O’Shaughnessy Hydroelectric Imps (Voted Water Carryover) / $2,001,441.00 / $3,136,082.00 / $1,134,641.00
SECTION 2. That the transfer of $1,134,641.25, or so much thereof as may be needed, is hereby authorized between projects within the Water Bond Fund, Fund 6006, per the account codes in the attachment to this ordinance.
SECTION 3. That the Director of the Department of Public Utilities is hereby authorized to modify and increase the professional engineering services contract with Hill International, Inc., 2 Easton Oval, Suite 110, Columbus, Ohio, 43219; for the Professional Construction Management Services - 2018 Project, in an amount up to $1,134,700.00.
SECTION 4. That an expenditure of $1,134,700.00, or so much thereof as may be needed, is hereby authorized from the Water Bond fund, Fund 6006, to pay for this contract modification, per the accounting codes in the attachment to this ordinance.
SECTION 5. That 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 modifications 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 this Ordinance shall take effect and be in force from and after the earliest period allowed by law.