Explanation
1. BACKGROUND
This ordinance authorizes the Director of Public Utilities to modify and increase the professional engineering services contract with The Osborn Engineering Company (Osborn Engineering) for the DOW Safety Improvements project, Capital Improvements Project No. 690576-100000, Division of Water Contract No. 2206, in an amount up to $299,035.00.
This contract was established through the City’s Request for Proposal process to address miscellaneous safety needs at various Division of Water (DOW) facilities to improve employee working conditions and reduce the potential for employee injuries. These safety related needs include, but not limited to, modification/installation of guardrails, ladders, fall protection systems, signage, and machine guarding. Preliminary and detailed design for the safety improvements have been completed. This modification is to provide funding for needed construction phase services that include participation in project kick-off and regularly scheduled project meetings; and review of contractor submitted RFIs, Submittals, and Payment Requests. Construction services will address multiple safety issues at the Dublin Road Water Plant, Hap Cremean Water Plant, Parson’s Avenue Water Plant, and Watershed - Alum Creek.
The Community Area for this project is “99 - Citywide” since work will be performed throughout multiple community planning areas.
1.1 Amount of additional funds to be expended: $299,035.00
Cost summary:
Preliminary Design (Original Contract) $219,300.00 (ORD 2835-2020; PO 261485)
Detailed Design (Modification #1) $400,025.00 (ORD 1753-2022; PO 340674)
Services During Construction (current) $299,035.00 (ORD 1081-2024; PO TBD)
ESTIMATED CONTRACT TOTAL: $918,360.00
1.2. Reason for additional goods/services:
This is a planned modification to add funding for Engineering Services During Construction.
1.3. Reason other procurement processes are not used:
This contract was awarded via the City RFP process and anticipated to be funded in phases as indicated in the original request for proposals and as stated in Ordinance 2835-2020. Another procurement process is not needed.
1.4. How cost of modification was determined:
Cost proposals were provided by Osborn Engineering based upon established contract job titles, pay rates for those job titles, and allowable expenses. The final cost was determined through negotiations between the Division of Water and Osborn Engineering.
2. ECONOMIC IMPACT/ADVANTAGES; COMMUNITY OUTREACH; PROJECT DEVELOPMENT; ENVIRONMENTAL FACTORS/ADVANTAGES OF PROJECT
This project will address miscellaneous safety needs at various Division of Water facilities to improve employee working conditions and reduce the potential for employee injuries. Most improvements will occur within secure areas that are not accessible to the public; for these projects no community outreach activities are anticipated. Community outreach activities will be considered for improvements that occur within areas accessible to the public, but at this time, outreach is not expected to be needed.
The consultant team has identified a commitment to the Mayor’s Green Initiative in their business practices and will be involved in applying the Department of Public Utilities environmental management system (EMS) to the construction projects.
3. CONTRACT COMPLIANCE INFORMATION
Osborn Engineering’s contract compliance number is CC006417 and expires 10/12/25.
4. MINORITY AND WOMAN OWNED BUSINESS ENTERPRISE & SMALL LOCAL BUSINESS ENTERPRISE PROGRAM
This contract was put in place prior to the implementation of the City of Columbus MBE/WBE Program and is not subject to the requirements of that program. Osborn Engineering is classified as a majority company by the City’s Office of Diversity and Inclusion. Per the attached Utilization Plan, there is one subconsultant planned to be used on this contract and the subconsultant is certified as an MBE by the City’s Office of Diversity and Inclusion. The MBE percentage for this modification is projected to be 24.29%.
The subconsultant Osborn Engineering proposes to use for this contract modification is listed below:
Contractor Name City/State ODI Certification Status
Kabil Associates, Inc. Columbus, Ohio MBE
The certification of Osborn Engineering and the subconsultant was in good standing at the time of this contract modification.
5. FISCAL IMPACT
Funds are available and appropriated with the Water Bond Fund, Fund 6006. An amendment to the 2023 Capital Improvement Budget is necessary to align budget authority with the proper project. A transfer of funds and appropriation between projects within the Water Bond Fund is needed to align cash and appropriation with the proper project.
Title
To authorize the Director of Public Utilities to modify and increase the professional engineering services contract with Osborn Engineering for the DOW Safety Improvements project; to amend the 2023 Capital Improvement Budget; to authorize a transfer of cash and appropriation between projects within the Water Bond Fund; and to approve an expenditure of up to $299,035.00 from the Water Bond Fund. ($299,035.00)
Body
WHEREAS, the Department of Public Utilities is engaged in the DOW Safety Improvements project; and
WHEREAS, a contract was awarded to Osborn Engineering through the City’s RFP process for the DOW Safety Improvements project and authorized by Ordinance 2835-2020 passed by City Council on February 1, 2021; and
WHEREAS, two contract modifications were anticipated to add funding to the contract for needed services; and
WHEREAS, Contract Modification 1 was authorized by Ordinance 1753-2022, passed by City Council on July 11, 2022, for detailed design services; and
WHEREAS, Contract Modification 2 (current) is needed for engineering services during construction; and
WHEREAS, it is necessary to authorize an amendment to the 2023 Capital Improvement Budget to align budget authority with the proper project; and
WHEREAS, it is necessary to authorize a transfer of cash and appropriation between projects within the Water Bond Fund, Fund 6006, to align cash and appropriation with the proper project; and
WHEREAS, it is necessary to authorize the Director of Public Utilities to modify and increase the professional engineering services contract with Osborn Engineering for the DOW Safety Improvements project; and
WHEREAS, it is necessary to expend funds from the Water Bond Fund, Fund 6006, to pay for services provided under the contract modification; NOW THEREFORE,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the 2023 Capital Improvement Budget authorized by Ordinance 1711-2023 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 / 690236-100133 / Lexington Ave. Area Water Line Imps (fka#74) (Voted Water Carryover) / $575,742.00 / $287,871.00 / ($287,871.00)
6006 / 690026-100018 / 910 Dublin Road Standby Power Improvements (Voted Water Carryover) / $24,614.00 / $13,450.00 / ($11,164.00)
6006 / 690576-100000 / DOW Safety Improvements / (Voted Water Carryover) / $716,100.00 / $1,015,135.00 / $299,035.00
SECTION 2. That the transfer of $299,035.00 or so much thereof as may be needed, is hereby authorized between projects within the Water Bond Fund, Fund 6006, per the account codes in the attachment to this ordinance.
SECTION 3. That the Director of Public Utilities is hereby authorized and directed to modify and increase the professional engineering services contract with Osborn Engineering, 990 West Third Street, Suite 200, Columbus, Ohio 43212; for the DOW Safety Improvements project, in an amount up to $299,035.00.
SECTION 4. That the expenditure of $299,035.00, 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. 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.