Explanation
The Public Service Department, Transportation Division, is engaged in the Roberts Road Improvement project. Sverdrup Associates was originally hired to design this project for $545,018.00 as authorized by Ordinance 0581-2001 passed by City Council April 2, 2001. This contract was subsequently modified and increased by $75,000.00 by Ordinance 0016-2004 passed by Council February 9, 2004. Ordinance 0297-2004, passed by Council February 23, 2004, recognized Sverdrup being succeeded by JE (Jacobs Engineering ) Associates. JE Associates has since closed its local office. The JE Associates engineer of record for the Roberts Road plans is now employed by Dynotec, Incorporated.
The work covered by the proposed contract consists of design work required for new changes in Columbus design standards; new federally-mandated post construction storm water best management practices; a conflict between the designed storm sewer and an existing gas line that was identified by the gas utility subsequent to the former consultant closing its doors needs to be resolved; additionally, the electronic files provided by JE Associates must be converted to the City's standard CAD, which was not part of Jacob's original agreement; and 80 hours of emergency engineering, if needed during construction.
A professional engineering services contract is needed to assure timely completion of the design as the Transportation Division does not maintain adequate staff or all of the various disciplines necessary to complete such design in house. The Division recommends that a contract be entered with Dynotec, Incorporated, in the amount of $40,000.00 for this purpose. The Ohio Administrative Code, Chapter 4733-35-07, states that an engineer or surveyor shall not sign and/or seal professional work for which he or she does not have personal professional knowledge and direct supervisory control and responsibility. Since the engineer of record for the Roberts Road plans is now employed by Dynotec, Incorporated, it is more expeditious and less costly for the city to employ Dynotec, Incorporated, and this engineer of record to complete the Roberts Road plans. No other firms were asked to submit a proposal since the engineer of record has the greatest knowledge of the plans and will not need to spend additional time to gain familiarity with them. The Transportation Division has negotiated the cost of the additional design work to complete the plans. The fee is based on the cost of the estimated hours needed to complete the work plus overhead. The division further recommends that the formal competitive bidding requirements of the City Code be waived to effect this contract award.
Dynotec, Incorporated's contract compliance number is 31-1319961; this expires September 23, 2008.
Fiscal Impact: The cost of this contract is $40,000.00. This is not budgeted per se but have been identified and are available from the cancellation of $229,513.81 from an old construction contract (EL031299-002) that has been completed and for which the funds are no longer needed. This ordinance transfers funds as appropriate between projects within the 1995, 1999, 2004 Voted Streets and Highways Fund.
Emergency action is requested so that this project can proceed in a timely manner. The plan package is due to the Ohio Department of Transportation on August 7, 2006 for a bid opening on November 1, 2006. This project will receive federal funding for construction. It is important to keep to these scheduled dates in order to retain the funding eligibility.
Title
To authorize the transfer of $40,000.00 between projects within the 1995, 1999, 2004 Voted Streets and Highways Fund; to authorize the Public Service Director to enter into a contract with Dynotec, Incorporated, for design of the Roberts Road project for the Transportation Division; to waive the formal competitive bidding requirements of the City Code; to authorize the expenditure of $40,000.00 or so much thereof as may be needed from the 1995, 1999, 2004 Voted Streets and Highways Fund and to declare an emergency. ($40,000.00)
Body
WHEREAS, there is a need to improve the traffic carrying capacity of Roberts Road; and
WHEREAS, the Public Service Director has identified the need to enter into a professional service contract for the completion of the contract construction plans for the Roberts Road project; and
WHEREAS, a satisfactory proposal has been submitted by Dynotec, Incorporated; and
WHEREAS, funds for this contract are not budgeted per se but have been identified and are available from the cancellation of $229,513.81 from an old construction contract (EL031299-002) that has been completed and for which the funds are no longer needed; and
WHEREAS, this ordinance transfers funds as appropriate between projects within the 1995, 1999, 2004 Voted Streets and Highways Fund; and
WHEREAS, an emergency exists in the usual daily operation of the Public Service Department, Transportation Division, in that the contract should go forth immediately so that the work may proceed without delay, thereby preserving the public health, peace, property, safety and welfare; now, therefore
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the City Auditor be and hereby is authorized to transfer $40,000.00 between projects within Fund 704, the 1995, 1999, 2004 Voted Streets and Highways Fund, as follows:
TRANSFER FROM:
Project Number / Project / Object Level One/Object Level Three Codes / OCA Code
530282 / Resurfacing / 06/6600 / 644385
Total Transfer From: $40,000.00
TRANSFER TO:
Project Number / Project / Object Level One/Object Level Three Codes / OCA Code
530161 / Roadway Improvements / 06/6682 / 644385
Total Transfer To: $40,000.00
SECTION 2. That the Public Service Director be and hereby is authorized to enter into a contract with Dynotec, Incorporated, in an amount not to exceed $40,000.00 for the completion of the contract construction plans for the Roberts Road project for the Transportation Division.
SECTION 3. That the formal competitive bidding requirement process referenced within Chapter 329.09 of the City Code, 1959, be and hereby is waived.
SECTION 4. That for the purpose of paying the cost thereof, the sum of $40,000.00 or so much thereof as may be needed be and hereby is authorized to be expended from Fund 704, the 1995, 1999, 2004 Voted Streets and Highways Fund, Department No. 59-09, Transportation Division, Object Level One Code 06, Object Level Three Code 6682, OCA Code 644385 and Project 530161.
SECTION 5. That for the reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is hereby 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 days after passage if the Mayor neither approves nor vetoes the same.