Explanation
1. BACKGROUND
This ordinance authorizes the Director of Public Utilities to enter into construction contract modifications for the 2024 Water Main Repairs project, CIP #690521-100012, with the following companies:
• Travco Construction Inc., in an amount up to $700,000.00.
• Eramo & Sons Inc., in an amount up to $700,000.00.
The scope of work for the contract is not changing. These contracts provide assistance to our water line maintenance crews in completing water main break repairs in a timely matter should the number of breaks exceed our normal maintenance capacities. These additional funds are being added to the original contract amounts due to higher than anticipated breaks occurring, resulting in a higher than anticipated need for outside assistance in making repairs.
The Community Planning Area is 99 - Citywide.
1.1 Amount of additional funds to be expended: $1,400,000.00
The bid amount and award amount for the Travco Construction contract was $768,352.75, including a 10% construction contingency amount. The modification amount for the Travco Construction contract is $700,000.00, including a 10% construction contingency amount that will be utilized to fund needed and approved changes in the work. No additional contract modifications are anticipated at this time; however, construction exigency might later compel modification of this contract, if unforeseen difficulties are encountered.
Cost summary: Travco Construction
Original Contract (ORD 3346-2023; PO429625) $768,352.75
Modification No. 1 (This Ordinance) $700,000.00
CONTRACT TOTAL $1,468,352.75
The bid amount and award amount for the John Eramo & Sons Inc. contract was $802,175.00, including a 10% construction contingency amount. The modification amount for John Eramo & Sons Inc. contract is $700,000.00, including a 10% construction contingency amount that will be utilized to fund needed and approved changes in the work. No additional contract modifications are anticipated at this time; however, construction exigency might later compel modification of this contract, if unforeseen difficulties are encountered.
Cost summary: John Eramo & Sons Inc.
Original Contract (ORD 3346-2023; PO428030) $802,175.00
Modification No. 1 (This Ordinance) $700,000.00
CONTRACT TOTAL 1,502,175.00
Total project expenditure (both contracts): $2,974,527.75
1.2. Reason other procurement processes are not used
These contracts were awarded per the City’s IFB process and approved via Ordinance 3346-2023 with a timeline of 730 days from the Notice to Proceed date for work to be completed. We are still within the contract period. Another contract could not be bid and awarded in time for assistance to be provided with the existing water line breaks.
1.3. How cost of the modification was determined
The cost of the modification was determined by using existing line items and rates on the existing contract and estimating the number of breaks that will occur by the end of the contract.
1.4 Timeline and future modifications
The contract expiration remains two years from the date of the Notice To Proceed. Future modifications are not anticipated but could be needed if the number of water line breaks remains unusually high.
2. ECONOMIC IMPACT/ADVANTAGES; COMMUNITY OUTREACH; PROJECT DEVELOPMENT; ENVIRONMENTAL FACTORS/ADVANTAGES OF PROJECT
These contracts will provide assistance to our water line maintenance crews in completing water main break repairs in a timely matter should the number of breaks exceed our normal maintenance capacities.
3. CONTRACT COMPLIANCE INFORMATION
Travco Construction Inc.’s contract compliance number is CC009944 and expires 9/3/26. Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against Travco Construction Inc.
John Eramo & Sons Inc.’s contract compliance number is CC004251 and expires 10/31/25. Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against John Eramo and Sons, Inc.
4. MINORITY AND WOMAN OWNED BUSINESS ENTERPRISE & SMALL LOCAL BUSINESS ENTERPRISE PROGRAM
These contracts were bid with an anticipated City of Columbus MBE/WBE Program goal of 10% as assigned by the City’s Office of Diversity and Inclusion (ODI). After ODI’s review of documentation submitted by Travco Construction Inc. and John Eramo & Sons Inc. with their bid responses, including the Utilization Plan and the Request for MBE/WBE Waiver and Documentation of Good Faith Effort, ODI waived the MBE/WBE Program goal for the Travco Construction, Inc. contract, and accepted a reduced goal of 4.5% for the John Eramo & Sons Inc. contract.
As part of their original bid, Travco Construction Inc. proposed the following subcontractor to perform contract work:
Company Name City/State ODI Certification Status
Decker Construction Company Columbus, Ohio MAJ
The certification of Travco Construction Inc.’s proposed subcontractor was in good standing at the time the bid was awarded.
As part of their original bid, John Eramo & Sons Inc. proposed the following subcontractors to perform contract work:
Company Name City/State ODI Certification Status
Decker Construction Company Columbus, Ohio MAJ
Newcomer Concrete Norwalk, Ohio MAJ
Donley Concrete and Sawing Pickerington, Ohio MAJ
Bridges Brothers Trucking Columbus, Ohio MBE
The certification of the above companies was in good standing at the time the bid was awarded.
The subcontractors for Travco Construction Inc. and John Eramo & Sons, Inc. will remain the same as their original bids.
5. PRE-QUALIFICATION STATUS
Travco Construction Inc. and all subcontractors have met code requirements with respect to pre-qualification, pursuant to relevant sections of Columbus City Code Chapter 329.
John Eramo & Sons Inc. and all subcontractors have met code requirements with respect to pre-qualification, pursuant to relevant sections of Columbus City Code Chapter 329.
6. FISCAL IMPACT
Funding in the amount of $1,400,000.00 is available and appropriated within the Water Bond Fund, Fund 6006. An amendment to the 2024 Capital Improvement Budget is needed to align budget authority with the proper project. It is also necessary to transfer cash and appropriation between projects within the Water Bond Fund, Fund 6006, to align cash and appropriation with the proper project.
7. EMERGENCY DESIGNATION
Emergency designation is requested for this ordinance. A contract must be in place providing sufficient emergency repair capability to ensure water line breaks can be repaired in a timely manner, minimizing the time the public is impacted by a water main break and is without water.
Title
To authorize the Director of the Department of Public Utilities to enter into construction contract modifications with Travco Construction Inc. and John Eramo & Sons Inc. for the 2024 Water Main Repairs project; to authorize an amendment to the 2024 Capital Improvement Budget; to authorize a transfer of cash and appropriation between projects within the Water Bond Fund; to authorize the expenditure of up to $1,400,000.00 for the project; and to declare an emergency. ($1,400,000.00)
Body
WHEREAS, the Department of Public Utilities is engaged in the 2024 Water Main Repairs project; and
WHEREAS, a bid was issued for this project following the City’s Invitation for Bid process; and
WHEREAS, the Department of Public Utilities, Division of Water, recommended accepting the bids of the two lowest bidders, Travco Construction Inc. and John Eramo & Sons Inc., and awarding contracts to them; and
WHEREAS, City Council approved awarding the two contracts via Ordinance 3346-2023 on 12/11/23; and
WHEREAS, water line breaks have been more numerous than anticipated when the contracts were issued; and
WHEREAS, it is necessary to authorize the Director of the Department of Public Utilities to enter into a construction services contract modification with Travco Construction Inc. and John Eramo & Sons Inc. to add funding for additional repair services for the 2024 Water Main Repairs project; and
WHEREAS, the 2024 Capital Improvements Budget must be modified to align budget authority with the proper project; and
WHEREAS, a transfer of cash and appropriation between projects within the Water Bond Fund, Fund 6006, is needed to align cash and appropriation with the proper project; and
WHEREAS, it is necessary to expend funds to pay for this project; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Utilities in that it is immediately necessary to authorize the Director to execute the contract modifications in order to provide sufficient emergency repair capability to ensure breaks can be repaired in a timely manner, minimizing the time the public impacted by a water main break is without water, for the immediate preservation of the public health, peace, property, and safety; NOW, THEREFORE,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the 2024 Capital Improvements Budget authorized by Ordinance 1907-2024 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 / P690236-100000 / Water Main Rehabilitation (Voted Water Carryover) / $1,783,309.00 / $383,309.00 / ($1,400,000.00)
6006 / P690521-100012 / 2024 Water Main Repairs (Voted Water Carryover) / $0.00 / $1,400,000.00 / $1,400,000.00
SECTION 2. That the transfer of up to $1,400,000.00 between projects within the Water Bond Fund, Fund 6006, is authorized per the accounting codes in the attachment to this ordinance.
SECTION 3. That the Director of the Department of Public Utilities is hereby authorized to enter into construction service contract modification for the 2024 Water Main Repairs project with Travco Construction Inc., 4097 Venture Pl, Groveport, OH 43125, in an amount up to $700,000.00, in accordance with the terms and conditions of the contract on file in the Department of Public Utilities.
SECTION 4. That the Director of the Department of Public Utilities is hereby authorized to enter into a construction services contract modification for the 2024 Water Main Repairs project with John Eramo & Sons Inc., 3670 Lacon Road, Hilliard, OH 43026, in an amount up to $700,000.00, in accordance with the terms and conditions of the contract on file in the Department of Public Utilities.
SECTION 5. That the expenditure of up to $1,400,000.00, or so much thereof as may be needed, is hereby authorized from the Water Bond Fund, Fund 6006, per the accounting codes in the attachment to this ordinance.
SECTION 6. 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 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 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 9. That for the reasons stated in the preamble hereto, which is made a part hereof, this Ordinance is declared to be an emergency measure and shall take effect and be in force from and after its passage and approval by the Mayor, or ten (10) days after passage if the Mayor neither approves nor vetoes this Ordinance.