Explanation
1. BACKGROUND
This ordinance authorizes the Director of Public Utilities to enter into a planned contract modification for consulting services with BBCO Design LLC for the Space Planning Study, CIP #600001-100001, in an amount up to $754,633.00.
The Department of Public Utilities (DPU), Director’s Office is ceasing operations at the administration building located at 910 Dublin Road. A space planning study was needed to assist DPU to define space types and size requirements, along with possible high-level assessment of potential future locations for the relocation of the staff and operations from this location, and potentially from other DPU locations.
The Department of Development (DOD) also has office move needs. The DOD office move requirements are very similar in nature and scope to the DPU office move requirements. This contract modification will add the DOD office move requirements to the DPU contract to make it a multi-department contract.
The community area is “99 - City-Wide”.
1.1 Amount of additional funds to be expended: $754,633.00
Original Contract Amount: $273,186.00 (ORD 3153-2024 PO488088)
Modification #1 Amount: $754,633.00 (current)
Total (Orig. + Modification): $1,027,819.00
1.2. Reason other procurement processes are not used:
This contract was put in place to plan space needed for the relocation of DPU personnel. The original contract allowed for the relocation of employees at 910 Dublin Rd and this modification is for additional services. Another procurement process is not needed.
1.3. How cost of modification was determined:
The cost of the modification was determined based upon existing rates and allowable expenses already established in the contract.
2. ECONOMIC IMPACT/ADVANTAGES; COMMUNITY OUTREACH; PROJECT DEVELOPMENT; ENVIRONMENTAL FACTORS/ADVANTAGES OF PROJECT:
This contract will assist the Department of Public Utilities with planning, analyzing, and providing design services related to the relocation of administrative staff. At this time no community outreach or input is anticipated.
3. CONTRACT COMPLIANCE INFORMATION:
BBCO Design LLC’s contract compliance number is CC040053 and expires 11/13/27.
As part of their proposal, BBCO Design LLC has proposed the following four subcontractors to perform contract work:
Company Name City/State ODI Certification Status
AECOM Services of Ohio, Inc. Columbus, Ohio MBE
OHM Columbus, Ohio WBE
Schaefer Columbus, Ohio WBE
Advanced Engineering Consultants, Ltd. Columbus, Ohio MBE
The certification of BBCO Design LLC and the above companies was in good standing at the time of the contract modification.
4. FISCAL IMPACT
Funds are available and appropriated within the Sanitary Operating Fund, Fund 6100 an appropriation of funds is needed in the DOD Operating Fund, Fund 2229.
6. EMERGENCY DESIGNATION
Emergency designation is requested for this ordinance. To meet timeline goals for a smooth transition to the new offices we respectfully request an emergency designation.
Title
To authorize the Director of the Department of Public Utilities to modify and increase the contract with BBCO Design LLC, for the Space Planning Study Project; to appropriate funds in the Department of Development Operating Fund; to authorize an expenditure of up to $754,633.00 from the Sanitary Operating Fund and the Department of Development Operating Fund to pay for the contract modification; and to declare an emergency. ($754,633.00)
Body
WHEREAS, the Department of Public Utilities is engaged in the Space Planning Study Project; and
WHEREAS, Contract No. PO488088 was authorized by Ordinance No. 3153-2024 for the Space Planning Study Project; and
WHEREAS, a planned contract modification is needed to fund continued consulting services; and
WHEREAS, an appropriation of funds is needed in the DOD Operating Fund, Fund 2229; and
WHEREAS, it is necessary to expend funds from the Sanitary Operating Fund, Fund 6100 and the DOD Operating Fund, Fund 2229, to pay for the contract modification; and
WHEREAS, it is necessary to authorize the Director of Public Utilities to modify the professional consulting services agreement with BBCO Design LLC, for the Space Planning Study Project to continue services performed under the contract; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Utilities in that it is immediately necessary to execute the contract modification to prevent a delay in the completion of the office transitions as such a delay could jeopardize the timelines for the transition, 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 Director of Public Utilities is hereby authorized to modify and increase the general consulting services contract with BBCO Design LLC, 326 South High St Suite 500, Columbus, OH 43215; for the Space Planning Study project, in an amount up to $754,633.00.
SECTION 2. That an appropriation of $250,00.00, or so much thereof as may be needed, is hereby authorized within the DOD Operating Fund, Fund 2229 For this contract modification per the accounting codes in the attachment to this ordinance.
SECTION 4. That an expenditure of $754,633.00, or so much thereof as may be needed, is hereby authorized, the Sanitary Operating Fund, Fund 6100, and the DOD Operating Fund, Fund 2229 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 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 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.