Explanation
1. BACKGROUND: This legislation authorizes the Director of Finance and Management to enter into a contract, on behalf of the Office of Construction Management, with HEAPY Engineering, Inc., for the Professional Engineering Services - Task Order Basis project, in the amount of $750,000.00.
This contract is for small and emergency projects to be completed on a task order basis. The intent of the contract is to provide the Office of Construction Management with continual, contractual access to resources that are necessary to perform professional engineering services as well as provide technical expertise for the Department to implement projects for various City of Columbus departments.
Funding will be provided in the amount of $500,000.00 for the Department of Finance and Management and $250,000.00 for the Department of Public Safety.
2. BID INFORMATION: The Department of Finance and Management solicited Requests for Proposals via Vendor Services and Bonfire. Of the 415 vendors solicited, 137 were Minority-owned, 2 were Veteran-owned, 89 were Woman-owned, and 213 were Small Business-owned.
Eleven (11) RFP’s were received and opened on October 1, 2024 from the following vendors:
1. HEAPY Engineering, Inc.
2. GPD Group
3. Advanced Engineering Consultants (WBE)
4. Roger D. Fields Associates
5. Osborn Engineering
6. Star Consultants Inc. (MBE)
7. American Structurepoint
8. Karpinski Engineering
9. Fishbeck
10. Korda/Nemeth Engineering
11. New River Engineers
An evaluation committee reviewed and scored the proposals based on the criteria included Columbus City Code, Section 329. The Department of Finance and Management recommends an award be made to HEAPY Engineering, Inc.
3. CONTRACT COMPLIANCE INFO: DAX No. 5890, expires 9/5/26, Majority-designated
Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against HEAPY Engineering, Inc.
4. MINORITY PARTICIPATION: There was no ODI-assigned goal for this contract due to the low dollar threshold, however, HEAPY Engineering, Inc. anticipates subcontracting with the following minority-designated vendors:
Vendor Location ODI status
Schooley Caldwell Associates Columbus/OH MBE
Stone Enviro. Eng. & Science Westerville/OH WBE
Minority vendor certification was in good standing at the time the bid was awarded.
5. FUTURE RENEWALS: The RFP included a term duration of one year from the date of issuance of the purchase order, or, until all funds are depleted, with the option for up to three (3) annual renewals. If a project started during the term of the contract and is scheduled to be completed after the term of the contract, the project will be allowed to be completed under the terms and conditions of the Agreement.
6. EMERGENCY DESIGNATION: It is requested that this Ordinance be handled in an emergency manner in order to provide additional funding for tasks already in process.
7. FISCAL IMPACT: There are sufficient funds within the Construction Management Capital Improvement Fund, however, a transfer of funds is needed within the Safety G.O. Bonds Fund, as well as an amendment to the 2024 Capital Improvements Budget.
Title
To authorize the Director of Finance and Management to enter into a contract with HEAPY Engineering, Inc. for the Professional Engineering Services - Task Order Basis project; on behalf of the Office of Construction Management; to authorize an expenditure up to $500,000.00 from the Construction Management Capital Improvement Fund; to authorize a transfer and expenditure up to $250,000.00 from the Safety General Obligations Bond Fund; to authorize an amendment to the 2024 Capital Improvements Budget; and to declare an emergency. ($750,000.00)
Body
WHEREAS, eleven (11) proposals were received and publicly opened in the office of the Director of Finance and Management, on behalf of the Office of Construction Management, for the Professional Engineering Services - Task Order Basis project on October 1, 2024; and
WHEREAS, the Department of Finance and Management recommends the agreement be awarded to HEAPY Engineering, Inc.; and
WHEREAS, it is necessary to authorize an expenditure within the Construction Management Capital Improvement Fund; and
WHEREAS, it is necessary to authorize a transfer and expenditure within the Safety G.O. Bonds Fund; and
WHEREAS, it is necessary to authorize an amendment to the 2024 Capital Improvements Budget for the purpose of providing sufficient spending authority for the aforementioned project expenditures; and
WHEREAS, the RFP included a term duration of one year from the date of issuance of the purchase order, or until all funds are expended, with the option for up to three (3) annual renewals; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Finance and Management, Office of Construction Management, in that it is immediately necessary to authorize the Director of Finance and Management to enter into a contract with HEAPY Engineering, Inc. for the Professional Engineering Services - Task Order Basis project; in an emergency manner in order to provide additional funding for tasks already in process; for the immediate preservation of the public health, peace, property and safety; now therefore,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Finance and Management Director is hereby authorized to enter into a contract, on behalf of the Office of Construction Management, with HEAPY Engineering, Inc. for the Professional Engineering Services - Task Order Basis project, in an amount up to $750,000.00.
SECTION 2. The RFP included a term duration of one year from the date of issuance of the purchase order, or until all funds are expended, with the option for up to three (3) annual renewals. If a project started during the term of the contract and is scheduled to be completed after the term of the contract, the project will be allowed to be completed under the terms and conditions of the Agreement.
SECTION 3. That a transfer of $150,000.00 and expenditure up to $750,000.00, or so much thereof as may be needed, is hereby authorized per the accounting codes in the attachment to this ordinance.
SECTION 4. That the 2024 Capital Improvements Budget is hereby amended, in the Safety G.O. Bonds Fund - Fund No. 7701 and the Construction Management Capital Improvement Fund - Fund No. 7733, per the accounting codes in the attachment to this ordinance.
SECTION 5. 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 6. That the City Auditor is hereby authorized and directed to transfer any unencumbered balance in the project account to the unallocated balance 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 no longer required for said project; except that no transfer shall be made from a project account by monies from more than one source.
SECTION 7. That the City Auditor is authorized to establish proper project accounting numbers as appropriate.
SECTION 8. 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 9. That for reasons stated in the preamble hereto, which is hereby 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 days after passage if the Mayor neither approves nor vetoes the same.