Explanation
1. BACKGROUND
This ordinance authorizes the Interim Director of Public Service to modify a professional services contract with Arcadis Engineering Services (USA), Inc. formerly IBI Group Engineering Services (USA), Inc. to add additional funds for design of the Roadway Improvements - General Engineering 2018 project.
Ordinance 2620-2018 authorized the Director of Public Service to enter into a professional services contract with Arcadis Engineering Services (USA), Inc. for the Roadway Improvements - General Engineering 2018 project. The intent of this project is to provide the City of Columbus, Department of Public Service, with continuing, contractual access to additional resources that are necessary to perform various professional engineering, survey, and technical expertise for the department to complete its capital improvements commitments.
Ordinance 2424-2023 authorized the Director of the Department of Public Service to modify contracts with IBI Group Engineering Services to allow the assignment of all past, present and future contracts from IBI Group Engineering Services to Arcadis Engineering Services (USA), Inc.
This ordinance authorizes the Interim Director of Public Service to modify the contract in the amount of $30,000.00.
1.1 Amount of additional funds to be expended: $30,000.00
The original contract amount: $600,000.00 (PO146160, Ord. 2620-2018)
The total of Modification No. 1: $30,000.00 (This Ordinance)
The contract amount including all modifications: $630,000.00
1.2 Reasons additional goods/services could not be foreseen:
This modification was not anticipated in the original contract legislation as this is a General Engineering contract with unknown tasks at the time of the original contract legislation. The task initially developed the City of Columbus Open Roads Workspace to assist designers using Open Roads Design (ORD) software to meet the Columbus design standards developed in AutoCad. Updates are needed when the Ohio Department of Transportation updates its design pack and when the software company, Bentley, that is responsible for the creation of ORD updates the software. Additionally we need support from the consultant to resolve questions throughout the year. The modification will cover currently needed updates and service for 2024.
1.3 Reason other procurement processes are not used:
Arcadis created the City of Columbus ORD Workspace and are the most qualified team to upgrade as needed and provide ongoing implementation support to end users. The scope of work is a reasonable extension of their work on creating the original City of Columbus ORD Workspace.
1.4 How cost of modification was determined:
Cost was determined based on the typical cost of software update and design previously undertaken and prepared as well as an estimate of the amount of tasks outstanding.
Searches in the System for Award Management (Federal) and the Findings for Recovery list (State) produced no findings against Arcadis Engineering Services (USA), Inc.
2. CONTRACT COMPLIANCE
The contract compliance number for Arcadis Engineering Services (USA), Inc. is CC009409 and expires 2/22/25.
3. FISCAL IMPACT
Funding in the amount of $30,000.00 is available within the Streets and Highways Bond Fund within the Department of Public Service. An amendment to the 2023 Capital Improvements Budget and a transfer of cash and appropriation is necessary to align funding with the proper project.
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.
Title
To amend the 2023 Capital Improvement Budget; to authorize the transfer of funds and appropriation within the Streets and Highways Bond Fund; to authorize the Interim Director of Public Service to enter into a contract modification with Arcadis Engineering Services (USA), Inc. in connection with the Roadway Improvements - General Engineering 2018 project; and to authorize the expenditure of up to $30,000.00 from the Streets and Highways Bond Fund for the project. ($30,000.00)
Body
WHEREAS, contract no. PO146160 with Arcadis Engineering Services (USA), Inc., in the amount of $600,000.00, was authorized by ordinance no. 2620-2018; and
WHEREAS, it has become necessary to modify the contract in an amount up to $30,000.00 and provide additional funds for the Roadway Improvements - General Engineering 2018 project; and
WHEREAS, it is necessary to amend the 2023 Capital Improvement Budget and transfer cash and appropriation to provide funding for project expenditures; and
WHEREAS, it is necessary to 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 Minority and Woman Owned Business Enterprise & Small Local Business Enterprise Program and as such is not a part of the program; now, therefore
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the 2023 Capital Improvements Budget authorized by Ordinance 1711-2023 be amended to establish sufficient authority for this project:
Fund / Project / Project Name / C.I.B. / Change / C.I.B. as Amended
7704 / P530161-100000 / Roadway Improvements (Voted Carryover) / $269,786.00 / ($30,000.00) / $239,786.00
7704 / P531010-100000 / Roadway - General Engineering 2018 (Voted Carryover) / $0.00 / $30,000.00 / $30,000.00
SECTION 2. That the transfer of $30,000.00, or so much thereof as may be needed, is hereby authorized within Fund 7704 (Streets and Highways Bond Fund), from Dept-Div 5912 (Design and Construction), Project P530161-100000 (Roadway Improvements), Object Class 06 (Capital Outlay) to Dept-Div 5912 (Design and Construction), Project P531010-100000 (Roadway - General Engineering 2018), Object Class 06 (Capital Outlay) per the account codes in the attachment to this ordinance.
SECTION 3. That the Interim Director of Public Service be, and hereby is, authorized to enter into a contract modification with Arcadis Engineering Services (USA), Inc., 8101 North High Street, Columbus, Suite 100, Columbus Ohio 43235, for the Roadway Improvements - General Engineering 2018 project in the amount of $30,000.00, 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 4. That the expenditure of $30,000.00, or so much thereof as may be needed, is hereby authorized in Fund 7704 (Streets and Highways Bond Fund), Dept-Div 5912 (Design and Construction), Project P531010-100000 (Roadway - General Engineering 2018), in Object Class 06 (Capital Outlay) 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 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.