Explanation
1. BACKGROUND
This ordinance authorizes the Director of Public Utilities to modify and increase a professional services contract with Murphy Epson Inc for the Blueprint Columbus Public Information Outreach Project, CIP 650004-100005, in an amount up to $629,060.00, to pay for continuation of services.
The services provided in the Blueprint Columbus Public Information Outreach Project consist of: supporting the implementation of Blueprint Columbus in multiple project areas; educating and informing residents about Blueprint Columbus and the problem being addressed; providing adequate notification and keeping residents in project areas apprised of work being performed in their neighborhood; advising the City regarding residents’ concerns; and providing training or additional support for contractors and City field and other staff as needed.
The Community Area for this project is “99-Citywide” since the project spans more than one Community Area.
1.1 Future Renewals/Modifications: The original contract projected needing services through 2032. Modifications are anticipated every few years to add funds to continue services.
1.2 Amount of additional funds to be expended: $629,060.00
Original Contract $368,118.00 (ORD 3172-2021; PO308187)
Renewal No. 1 $499,758.75 (ORD 0801-2023; PO379528)
Modification No. 1 (current) $629,060.00 (current)
Future Modifications (Estimated amount) $2,021,181.25
TOTAL ESTIMATED COST $3,518,118.00
1.3 Reason other procurement processes are not used: This contract was bid and awarded through the City’s RFP process as a multi-year contract with several modifications planned to add funding. Another procurement process is not required.
1.4 How the cost of modification was determined: Pricing was developed using current contract job titles, rates, and allowable expenses, with the final cost negotiated.
2. ECONOMIC IMPACT/ADVANTAGES; COMMUNITY OUTREACH; PROJECT DEVELOPMENT; ENVIRONMENTAL FACTORS/ADVANTAGES OF PROJECT
Administration of the Blueprint Columbus Public Information Outreach Project contract ensures community input is received and utilized to design the best solutions for unique neighborhood needs. Not only does this help Blueprint develop comprehensive solutions for our community, it also helps create an efficient process that reduces excessive costs resulting from engineering redesigns and time frame extensions associated with addressing resident concerns through a less formal process.
3. CONTRACT COMPLIANCE INFORMATION
Murphy Epson Inc’s contract compliance number is CC-004934 and expires 01/26/25.
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. Murphy Epson Inc is classified as a WBE company by the City’s Office of Diversity and Inclusion. Per the Utilization Plan submitted with this ordinance, Murphy Epson Inc plans to use one subconsultant that is ODI certified as a majority company. Murphy Epson plans to perform $331,280.00 of the work on this contract, so 52.6% of the work will be performed by a WBE.
As part of their proposal, Murphy Epson Inc has proposed the following subcontractor to perform contract work:
Company Name City/State ODI Certification Status
D&D’s Policy Works, LLC Columbus, Ohio MAJ
The certification of Murphy Epson Inc and the above company was in good standing at the time the contract was modified.
5. FISCAL IMPACT
Funds are available and appropriated within the Sanitary Bond Fund, Fund 6109. An amendment to the 2023 Capital Improvement Budget is needed to align budget authority with the proper project. A transfer of cash and appropriation within the Sanitary Bond Fund is also needed to align cash and appropriation with the proper project.
6. EMERGENCY DESIGNATION
Emergency designation is requested so funding can be added to the contract before work has to stop due to the contract being out of funds. Contract dollars are running low due to unexpected delays with the negotiations of the contract modification with the vendor. A stoppage in this contract work will threaten consent order deadlines for Blueprint projects as the Blueprint projects require community involvement and neighborhood engagement provided by this contract for the design and construction of the Blueprint projects.
Title
To authorize the Director of Public Utilities to modify and increase a professional services contract with Murphy Epson for the Blueprint Columbus Public Information Outreach Project; to authorize an amendment to the 2023 Capital Improvement Budget; to authorize a transfer of cash and appropriation within the Sanitary Bond Fund; to authorize an expenditure of up to $629,060.00 from the Sanitary Bond Fund to pay for the contract modification; and to declare an emergency. ($629,060.00)
Body
WHEREAS, there is an existing professional services contract with Murphy Epson for the Blueprint Columbus Public Information Outreach Project; and
WHEREAS, it is necessary to authorize a contract modification and increase contract funding to pay for additional contract services; and
WHEREAS, the 2023 Capital Improvement Budget must be modified to align budget authority with the proper project; and
WHEREAS, it is necessary to authorize a transfer of cash and appropriation within the Sanitary Bond Fund, Fund 6109, to align cash and appropriation with the proper project; and
WHEREAS, funds must be expended from the Sanitary Bond Fund, Fund 6109, to pay for the contract modification; 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 so as not to cause delays in consent order timelines for Blueprint projects, 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 2023 Capital Improvements 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
6109 / 650870-110164 / Blueprint Tulane / Findley Area Integrated Solutions (Voted Sanitary Carryover) / $635,821.00 / $6,762.00 / ($629,059.00)
6109 / 650004-100005 / Blueprint Columbus Public Information Outreach 2022 (Voted Sanitary Carryover) / $961,858.00 / $1,590,917.00 / $629,059.00
SECTION 2. That the transfer of $629,060.00, or so much thereof as may be needed, is hereby authorized between projects within the Sanitary Bond Fund, Fund 6109, per the accounting codes in the attachment to this ordinance.
SECTION 3. That the Director of Public Utilities is hereby authorized to modify and increase the professional services contract with Murphy Epson Inc, 1650 Watermark Drive, Suite 210, Columbus, Ohio, 43215, for the Blueprint Columbus Public Information Outreach Project contract, in an amount up to $629,060.00.
SECTION 4. That an expenditure of $629,060.00, or so much thereof as may be needed, is hereby authorized from the Sanitary Bond Fund, Fund 6109, 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 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.