Explanation
1. BACKGROUND
This ordinance authorizes the Director of Public Service to modify a professional services contract with CTL Engineering, Inc. for the Roadway - Geotechnical Services project.
Ordinance 0585-2023 authorized the Director of Public Service to enter into a professional services contract with CTL Engineering, Inc. for the Roadway - Geotechnical Services project. This project provides additional resources to perform geotechnical engineering services as needed to supplement other design projects. This ordinance authorizes the Director of Public Service to modify the contract in the amount of $150,000.00.
1.1 Amount of additional funds to be expended: $150,000.00
The original contract amount: $100,000.00 (PO374967, Ord. 0585-2023)
The total of Modification No. 1: $150,000.00 (This Ordinance)
The contract amount including all mods: $250,000.00
1.2 Reasons additional goods/services could not be foreseen:
This is a planned modification that necessary to allow additional resources to perform geotechnical engineering services as needed to supplement other design projects. The original amount of services needed were underestimated and 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 geotechnical work arises and prevent project delays.
1.3 Reason other procurement processes are not used:
The current contract is under a year old, 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 direct labor, overhead, and profit rates established within the original proposal/contract.
Searches in the System for Award Management (Federal) and the Findings for Recovery list (State) produced no findings against CTL Engineering, Inc.
2. CONTRACT COMPLIANCE
The contract compliance number for CTL Engineering, Inc. is CC004209 and expires 05/20/2024.
3. FISCAL IMPACT
Funding in the amount of $150,000.00 is available and appropriated 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 funds are necessary to align funding for these project expenditures.
4. MINORITY AND WOMAN OWNED BUSINESS ENTERPRISE & SMALL LOCAL BUSINESS ENTERPRISE PROGRAM
This contract was bid with an assigned City of Columbus MBE/WBE Program goal of 70% as provided by the Office of Diversity and Inclusion. Failure by the contractor to meet this goal subjects the contractor to the Penalties for Non-Compliance as described in the “City’s Minority and Women-Owned Business Enterprise & Small Local Business Enterprise Program Manual” and in the “City of Columbus MBE/WBE Program Special Provision” that were part of the bid documents for this contract.
Title
To amend the 2023 Capital Improvement Budget; to authorize the transfer of funds within the Streets and Highways Bond Fund; to authorize the Director of Public Service to enter into a contract modification with CTL Engineering, Inc. in connection with the Roadway - Geotechnical Services project; to authorize the expenditure of up to $150,000.00 from the Streets and Highways Bond Fund for the project. ($150,000.00)
Body
WHEREAS, contract no. PO374967 with CTL Engineering, Inc., in the amount of $100,000.00, was authorized by ordinance no. 0585-2023; and
WHEREAS, it has become necessary to modify the contract in an amount up to $150,000.00 and provide additional funds for the Roadway - Geotechnical Services 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 contract opportunity was submitted to the City’s Office of Diversity and Inclusion (ODI) for review and assignment of an MBE/WBE goal prior to bidding; and
WHEREAS, this contract was bid with an assigned City of Columbus MBE/WBE Program goal of 70% as assigned by the City’s Office of Diversity and Inclusion (ODI); and
WHEREAS, failure by the contractor to meet this goal subjects the contractor to the Penalties for Non-Compliance; 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) / $1,714,801.00 / ($150,000.00) / $1,564,801.00
7704 / P531069-100000 / Roadway - Geotechnical Services (Voted Carryover) / $100,000.00 / $150,000.00 / $250,000.00
SECTION 2. That the transfer of $150,000.00, 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 P531069-100000 (Roadway - Geotechnical Services), Object Class 06 (Capital Outlay) per the account codes in the attachment to this ordinance.
SECTION 3. That the Director of Public Service be, and hereby is, authorized to enter into a contract modification with CTL Engineering, Inc. at 2860 Fisher Road, Columbus, OH 43204, for the Roadway - Geotechnical Services project in the amount of $150,000.00, 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 $150,000.00, 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 P531069-100000 (Roadway - Geotechnical Services), 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.