Explanation
1. BACKGROUND
This ordinance authorizes the Director of Public Utilities to enter into a Professional Engineering Service Agreement with Advanced Engineering Consultants, LTD (Advanced Engineering Consultants) via the City’s Request for Proposals process for the Circuit 576 and 577 Street Lighting Improvements project, C.I.P. Number 670890-100001, in an amount up to $354,747.63, for the Division of Power.
This project will design the replacement of streetlight circuits 576 and 577 in the area of Winchester Pike and Refugee Road. The project will replace approximately 184 lights and poles, as well as the associated wiring and controllers, with new materials in accordance with current standards. With the removal of existing material and upgrade to current lighting standards, the project will provide the community with more reliable lighting, as the existing material is dated, and eliminate repeated maintenance issues. The project will also upgrade the lighting to LED, which has proven to be more energy efficient. This will result in energy consumption savings for the City of Columbus.
This work will primarily be performed in Columbus Community “57 - Mid East.”
TIMELINE: Contract work is required to be completed in a manner acceptable to the City within 365 days from the date that a Notice to Proceed (NTP) is given by the City. The Notice To Procced (NTP) is anticipated to be issued around March 11, 2026, based on typical project schedules and timelines. The estimated ending month and year of the design is March, of 2027. However, the contract will not terminate until the project is constructed and accepted by the City.
ESTIMATED COST OF CONTRACT: The negotiated professional services agreement amount is $354,747.63, including a 10% contingency amount that will be utilized to fund needed and approved changes in the work. No contract modifications are anticipated at this time; however, design exigency might later compel modification of this contract, if unforeseen difficulties are encountered.
Cost summary:
Original Contract $ 354,747.63
Future Anticipated Needs $ 0.00
CONTRACT TOTAL $ 354,747.63
2. ECONOMIC IMPACT/ADVANTAGES; COMMUNITY OUTREACH; PROJECT DEVELOPMENT; ENVIRONMENTAL FACTORS/ADVANTAGES OF PROJECT
The removal of existing material and upgrade to current lighting standards will provide the community with more reliable lighting as the existing material is dated and presents repeated maintenance issues. The project will also upgrade the lighting to LED, which has proven to be more energy efficient. This will result in energy consumption savings for the City of Columbus. .
3. PROPOSAL INFORMATION
This project was formally advertised on the Vendor Services and Bonfire websites and opened March 28, 2025. Two proposals were received:
Name C.C. No./Exp. Date City/State Status
Advanced Engineering Consultants CC005665 - 4/12/26 Columbus, OH MAJ
Evans Mechwart Hambleton & Tilton, Inc (EMH&T) CC004214 - 10/17/27 Columbus, OH MAJ
All proposals were deemed responsive. An evaluation committee reviewed the proposals and recommended that the Circuit 576 and 577 Street Lighting Improvements project be awarded to Advanced Engineering Consultants.
4. CONTRACT COMPLIANCE INFORMATION
Advanced Engineering Consultants contract compliance number is CC005665 and expires 4/12/2026.
As part of their proposal, Advanced Engineering Consultants has proposed the following subcontractors to perform contract work:
Company Name City/State ODI Certification Status
EMH &T. Columbus, OH MAJ
Resource International Columbus, OH MBE
The certification of Advanced Engineering Consultants and the subcontractors was in good standing at the time the bid was awarded.
5. FISCAL IMPACT
Funding in the amount of $354,747.63 is available and appropriated within the Electricity Bond Fund, Fund 6303. An amendment to the 2025 Capital Improvement Budget is needed to align budget authority with the proper project. A transfer of cash and appropriation is needed to align cash and appropriation with the proper project.
Title
To authorize the Director of the Department of Public Utilities to enter into a professional services contract with Advanced Engineering Consultants for design of the Circuit 576 and 577 Street Lighting Improvements project; to authorize an amendment to the 2025 Capital Improvement Budget; to authorize a transfer of cash and appropriation within the Electricity Bond Fund; and to authorize the expenditure of up to $354,747.63 for the project. ($354,747.63)
Body
WHEREAS, the Department of Public Utilities is engaged in the Circuit 576 and 577 Street Lighting Improvements project; and
WHEREAS, two proposals for the Street Lighting Improvements for the Circuit 576 and 577 Street Lighting Improvements project were received and opened on March 28, 2025; and
WHEREAS, the evaluation committee reviewed the proposals and recommended the contract be awarded to Advanced Engineering Consultants; and
WHEREAS, it is necessary to amend the 2025 Capital Improvement Budget to align budget authority with the proper project; and
WHEREAS, a transfer of cash and appropriation between projects within the Electricity Bond Fund, Fund 6303, is needed to align cash and appropriation with the proper project; and
WHEREAS, it is necessary to authorize the Director of the Department of Public Utilities to enter into a design services contract with Advanced Engineering Consultants for the Circuit 576 and 577 Street Lighting Improvements project; and
WHEREAS, it is necessary to authorize an expenditure of funds from the Electricity Bond Fund, Fund 6303, to pay for the contracted services for the project; now, therefore,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the 2025 Capital Improvement Budget authorized by Ordinance 1790-2025 be amended as follows to establish sufficient budget authority for this project:
Fund / Project Number / Project Name (Funding Source) / Current Authority / Revised Authority / Change
6303 / 670862-100000 / Westerville Road Street Lighting Improvements (Voted Electricity Carryover) / $445,000.00 / $90,252.00 / ($354,748.00)
6303 / 670890-100001 / Circuit 576 and 577 Street Lighting Improvements (Voted Electricity Carryover) / $0.00 / $354,748.00 / $354,748.00
SECTION 2. That a transfer of cash and appropriation between projects within the Electricity Bond Fund, Fund 6303, of no more than $354,747.63 is authorized per the accounting codes in the attachment to this ordinance.
SECTION 3. That the Director of Public Utilities is hereby authorized to enter into a construction services contract for the Circuit 576 and 577 Street Lighting Improvements project with Advanced Engineering Consultants, 1405 Dublin Road, Columbus, OH 43215, in an amount up to $354,747.63, in accordance with the terms and conditions of the contract on file in the Department of Public Utilities.
SECTION 4. That the expenditure of up to $354,747.63, or so much thereof as may be needed, is hereby authorized from the Electricity Bond Fund, Fund 6303, 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.