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 Sawmill Place Boulevard Area Water Line Improvements, CIP No. 690236-100126, CT No. 2257; in an amount not to exceed $907,661.04.
This work will primarily be performed in Community Planning Areas: “31-Far Northwest and 34-Northwest.”
1.1. Amount of additional funds to be expended: $907,661.041
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; PO TBD)
Modification #10: (Current) $907,661.04 (ORD 0174-2026; PO TBD)
Total: $7,923,425.04
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 Water projects include replacement or rehabilitation of water lines that have a high break frequency and valves that are inoperable. Replacement of these water lines will improve water service, decrease burden on water maintenance operations, and reduce water loss.
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 Sawmill Place Boulevard Area Water Line Improvements project is expected to be financed through the Ohio Water Development Authority (OWDA) Direct Loan Program. City Council authorized this loan application and acceptance of loan funding via Ordinance 0700-2025, passed by Council on 3/31/25. This loan is expected to be approved at the OWDA March Board meeting. This ordinance is contingent upon that loan being approved.
The Ohio Water Development Authority (OWDA) Direct Loan Program is a reimbursement program. A purchase order will need to be established to Prime Construction Management & Survey, Inc., for these services. Public Utilities will need to pay invoices directly to Prime Construction Management & Survey, Inc., and then submit reimbursement requests based upon these paid invoices to OWDA for OWDA to reimburse Public Utilities.
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 Water - Fresh Water Market Rate Fund, Fund 6014. This ordinance will be contingent
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 - Fresh Water Market Rate Fund; to make this ordinance contingent upon the Ohio Water Development Authority approving a loan for this project; and to authorize the expenditure of up to $907,661.04 from the Water - Fresh Water Market Rate Fund to pay for the project. ($907,661.04)
Body
WHEREAS, the Department of Public Utilities is engaged in the Sawmill Place Boulevard Area Water Line Improvements project; and
WHEREAS, construction administration and inspection services need to be performed for this project; and
WHEREAS, there is an existing contract with Prime Construction Management & Survey, Inc., to perform construction administration and inspection services; and
WHEREAS, the contract with Prime Construction Management & Survey, Inc. will need to be modified to add this project to the contract and to add funding to pay for the project; and
WHEREAS, this contract modification is anticipated to be funded with a loan from the Ohio Water Development Authority Direct Loan Program; and
WHEREAS, Ordinance 0700-2025, passed by Council on 3/31/25, authorized the use of the Ohio Water Development Authority Direct Loan Program to finance this project; and
WHEREAS, a loan application has been submitted to OWDA to finance this project; and
WHEREAS, this ordinance is contingent upon the loan being approved; and
WHEREAS, the loan is scheduled to be approved by the Ohio Water Development Authority Board at their March Board meeting; and
WHEREAS, the 2025 Capital Improvement Budget must be modified to align budget authority with the proper project; and
WHEREAS, funds must be appropriated within the Water - Fresh Water Market Rate Fund, Fund 6014; and
WHEREAS, it is necessary to authorize an expenditure of funds from the Water Fresh Water Market Rate Fund, Fund 6014 to pay for the for the construction administration and inspection services Prime Construction Management & Survey, Inc. provides under this modification to the Construction Administration/Construction Inspection Services 2023-2025 contract; and
WHEREAS, it is necessary 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; 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 Sawmill Place Boulevard Area Water Line Improvements 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
6014 / 690236-100126 / Sawmill Place Boulevard Area Water Line Improvements (OWDA Direct Loan) / $5,216,088.00 / $6,123,750.00 / $907,602.00 (to match loan)
SECTION 2. That the appropriation of $907,661.04, or so much thereof as may be needed, is hereby authorized in the Water Fresh Water Market Rate Fund, Fund 6014, 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 modification on file with the Department of Public Utilities, in an amount not to exceed $907,661.04.
SECTION 4. That the expenditure of $907,661.04, 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 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.