Explanation
1. BACKGROUND
This ordinance authorizes the Director of Public Service to modify a professional services contract with Kimley-Horn and Associates, Inc. to add additional funds for design of the Intersection - Hilliard Rome Road at Renner Road project, the contract continues until the project is completed.
Ordinance 0720-2024 authorized the Director of Public Service to enter into contract with Kimley-Horn and Associates, Inc. in the amount of up to $500,000.00 for the Intersection - Hilliard Rome Road at Renner Road project. This project involves improvements to the intersection of Hilliard-Rome Road and Renner Road, which has historically been ranked on MORPC's high crash intersections list. The project limits include improvements to Renner Road both west and east of Hilliard-Rome Road from Tanglewood Park Boulevard to Rentra Drive and improvements to Hilliard-Rome Road from the I-70 westbound ramp intersections to Westchester Woods Boulevard. Improvements include intersection capacity and mobility, pedestrian and bikeway facility additions, access management, lighting additions, and updated infrastructure.
Ordinance 0720-2024 also authorized Director of Public Service to enter into contribution agreements, any amendments or modifications thereto with and to accept and expend funds from Harmony Development Group, LLC and Pulte Homes of Ohio, LLC to advance the project; and to, as necessary, authorize the acceptance of additional funding from Harmony Development Group, LLC and Pulte Homes of Ohio, LLC for future modifications or the return of any unexpended design funding to the same after final accounting has been performed or the Department of Public Service certifies that any remaining funds are no longer needed for the project and can be refunded without the need for additional legislative action.
Ord. 2394-2023 authorized the Director of Public Service to submit ODOT Highway Safety Improvement Program project applications and to execute project agreements for awarded projects for the Department of Public Service for the Intersection - Hilliard Rome Road at Renner Road project.
This ordinance authorizes the Director of Public Service to modify the contract in the amount of $1,000,000.00 for additional professional services detailed design of a roundabout at the intersection of Renner Rd with Keim Circle and addition of turn lanes at the intersection of Hilliard Rome Rd with Renner Rd. Pedestrian and bicycle accommodations include an asphalt shared use path on the north side of Renner Road and concrete sidewalk on the south side of Renner Road. Shared use path will be provided on both sides of Hilliard-Rome Road north of the intersection. Intersection improvements will include pedestrian crossing lights, push-button activators, striped crosswalks, and curb ramps. New street lighting, and street trees in the corridor.
1.1 Amount of additional funds to be expended: $1,000,000.00
Original contract amount $500,000.00 (Ord.0720-2024, PO441309)
Modification number 1 $1,000,000.00 (This ordinance)
The contract amount including all modifications: $1,500,000.00
1.2 Reasons additional goods/services could not be foreseen:
The amount initially legislated for this project did not include the full amount that would be needed to fund this project through the detailed design stages.
1.3 Reason other procurement processes are not used:
The work is a continuation of services completed by the consultant already under contract, therefore 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 and keep the project on schedule and on budget.
1.4 How cost of modification was determined:
Kimley Horn and subconsultants provided a cost breakdown for each task included in the scope. The cost of this modification was deemed reasonable based on other projects of similar size and scope based on anticipated necessary effort to complete the project.
Searches in the System for Award Management (Federal) and the Findings for Recovery list (State) produced no findings against Kimley-Horn and Associates, Inc.
2. CONTRACT COMPLIANCE
The contract compliance number for Kimley-Horn and Associates, Inc.’s contract compliance number is CC024725 and expires 1/03/27.
3. FISCAL IMPACT
Funding, in the amount of $1,000,000.00 is available within Fund 7766, the Street and Highway Improvement Fund. An amendment to the 2025 Capital Improvement Budget to match cash is necessary to establish sufficient budget authority for the project. Funds will need to be appropriated.
Title
To amend the 2025 Capital Improvement Budget; to appropriate funds within the Street and Highway Improvement Fund; to authorize the Director of Public Service to enter into a contract modification with Kimley-Horn and Associates, Inc. in connection with the Intersection - Hilliard Rome Road at Renner Road project; and to authorize the expenditure of up to $1,000,000.00 from the Street and Highway Improvement Fund to pay for the project. ($1,000,000.00)
Body
WHEREAS, contract no. PO441309, with Kimley-Horn and Associates, Inc., in the amount of $500,000.00, was authorized by ordinance no. 0720-2024 ; and
WHEREAS, it has become necessary to modify the contract in an amount up to $1,000,000.00 and provide additional funds for the Intersection - Hilliard Rome Road at Renner Road project; and
WHEREAS, it is necessary to authorize an amendment to the 2025 Capital Improvement Budget to match cash for the purpose of providing sufficient spending authority for the aforementioned project expenditure; and
WHEREAS, funds must be appropriated within Fund 7766, Street and Highway Improvement Fund; and
WHEREAS, it is necessary to authorize the expenditure of up to $1,000,000.00 from the Street and Highway Improvement Fund to pay for this contract modification; and
WHEREAS, it has become necessary in the usual daily operation for the City to enter into a contract modification with Kimley-Horn and Associates, Inc. for the provision of professional engineering consulting services described above; now, therefore
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the 2025 Capital Improvements Budget authorized by ordinance 1790-2025 be amended as follows to establish sufficient authority for this project:
Fund / Project / Project Name / Current / Change /C.I.B. as Amended
7766 / P538017-100000 / Intersection - Hilliard Rome Road at Renner Road project (Street & Highway Imp Carryover) / $198,000.00 / $844,000.00 / $1,042,000.00 (to match cash)
SECTION 2. That from the unappropriated monies and from all monies estimated to come into said fund from any and all sources and unappropriated for any other purpose during the fiscal year ended December 31, 2026, the sum of $1,000,000.00 is appropriated in Fund 7766 (Street and Highway Improvement Fund), Dept-Div 5912 (Design and Construction), Project P538017-100000 (Intersection - Hilliard Rome Road at Renner Road project), 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 Kimley-Horn and Associates, Inc. at 7965 North High Street, Suite 200, Columbus, Ohio 43235, for the Intersection - Hilliard Rome Road at Renner Road project in an amount up to $1,000,000.00, 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 $1,000,000.00, or so much thereof as may be needed, is hereby authorized in Fund 7766 (Street and Highway Improvement Fund), Dept-Div 5912 (Design and Construction), Project P538017-100000 (Intersection - Hilliard Rome Road at Renner Road project), 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.