Explanation
Background:
This ordinance authorizes the Interim Director of Neighborhoods to modify a professional services contract with MKSK to add additional funds to support outreach and engagement with Eastland residents, community stakeholders, and City departments in the development of the comprehensive Eastland Community Plan in an amount up to $35,000.00.
Ordinance No. 1712-2023 authorized the Director of Neighborhoods to enter into a professional services contract with MKSK for community planning services on June 26, 2023. This ordinance authorizes the Interim Director of Neighborhoods to modify the original contract to add additional funding up to $35,000 for continued community planning services related to aforementioned outreach and engagement in the development of the comprehensive Eastland Community Plan.
The Department of Neighborhoods, solicited Requests for Proposals for the community planning services contract. The project was formally advertised on Vendor Services and Bonfire websites from March 3, 2023 to April 13, 2023. The City received thirteen (13) responses. The MKSK proposal received the highest score by the evaluation committee based upon the criteria.
This modification is necessary to cover the cost of the community planning services continued outreach and engagement.
Amount of additional funds to be expended: $35,000.00
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The original contract amount: |
$849,600.00 |
(PO396050, Ord. 1712-2023) |
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The total of Modification 1: |
$0.00 |
(Ord. 2540-2023) |
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The total of Modification 2: |
$0.00 |
(Ord. 0659-2024) |
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The total of Modification 3: |
$35,000.00 |
(Ord. 2166-2024) |
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The contract amount including all modifications: |
$884,600.00 |
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Reasons additional services could not be foresee:
The robust outreach and engagement efforts have been essential to connecting Eastland residents and community stakeholders to the comprehensive Eastland community planning process. The number of initially proposed outreach and engagements exceeded the originally proposed amount in order to ensure we effectively engaged with Eastland residents, community stakeholders, and City departments. In addition, the attendance at past community events have exceeded initial projections. We anticipate upcoming community event attendance to be at the same levels.
Reason other procurement processes are not used:
MKSK won the initial request for proposal and have been actively working with city departments and the Eastland community on community planning services that are not complete. It’s in the best interest of the Department to continue working with the selected vendor.
How cost of modification was determined:
The cost modification was determined by internal review of the work proposed by the vendor. The fee is based on the appropriate estimate of hours and expenses determined to be required to complete the comprehensive Eastland community planning process.
Contract Compliance: The vendor number is 028341 and the contract compliance is 10/25/22-10/25/24.
Fiscal Impact: The expenditure of $849,600.00 was legislated for community planning services by Ordinance 1712-2023. This ordinance will provide funding that will modify the previously authorized amount by up to $35,000.00. The aggregate total amount authorized, including this modification, is $884,600.00.
Emergency Justification: Emergency action is requested in order to avoid any delay in the completion of the comprehensive Eastland community planning process and prevent MKSK from experiencing financial hardship.
Title
To authorize the Interim Director of Neighborhoods to modify and increase a community planning services contract with MKSK to develop a comprehensive community plan for the Eastland community; to authorize an expenditure up to $35,000.00 from the General Fund to pay for the contract modification; to authorize payment for reasonable food and non-alcoholic beverages for outreach participants; and to declare an emergency. ($35,000.00)
Body
WHEREAS, there is a need to authorize the Interim Director of Neighborhoods to modify a professional services contract with MKSK to provide community planning services for the development of the comprehensive Eastland community plan; and
WHEREAS, Ordinance No. 1712-2023 authorized the Director of Neighborhoods to enter into a professional services contract with MKSK for community planning services; and
WHEREAS, this ordinance authorizes the Interim Director of Neighborhoods to modify the original contract to add an additional funding of $35,000.00 for continued community planning services related to aforementioned outreach and engagement; and
WHEREAS, this modification is necessary to cover the additional cost for the community planning services; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Neighborhoods in that it is immediately necessary to authorize the Interim Director of Neighborhoods to modify a service contract with MKSK in order to provide additional funding for community planning services and to avoid any delay in the completion of the comprehensive Eastland community planning process and prevent MKSK from experiencing financial hardship, all for the immediate preservation of the public health, peace, property, safety, and welfare; and NOW, THEREFORE,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Interim Director of Neighborhoods be, and hereby is, authorized to enter into a contract modification with MKSK in an amount up to $35,000.00.
SECTION 2. That reasonable food and non-alcoholic beverage related expenditures will be allowable from the execution date of the original contract.
SECTION 3. That the expenditure up to $35,000.00 or so much thereof as may be needed, is hereby authorized in Fund 1000 in object class 03, Contractual Services, per accounting codes in the attachment of this ordinance.
SECTION 4. That the funds necessary to carry out the purpose of this ordinance are hereby deemed appropriated and the City Auditor shall establish such accounting codes as necessary.
SECTION 5. That for 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.