...Explanation
1. BACKGROUND
This ordinance authorizes the Director of Public Utilities to enter into a contract modification with Hill International, Inc. for the Professional Construction Management (PCM) 2023 project, CIP #690587-100002, in an amount not to exceed $4,147,800.00.
This contract will assist the City with managing a capital improvement program consisting of multiple capital improvement projects to ensure completion in accordance with design requirements and City’s needs, while serving as a liaison between the construction contractor, design professional (DP), and City personnel. Work performed to date under the initial contract funding includes program management services, design phase construction management services, and construction administration / construction inspection services for multiple capital improvement projects. Future phases will include modifications of the contract until the last assigned construction contract is completed.
The Community Area “99 - Citywide” because the water facilities associated with this contract serve multiple planning areas.
1.1. UPDATED TIMELINE & FUTURE RENEWALS
The Notice to Proceed (NTP) for the original contract (Ordinance No. 2329-2023, PO416847) occurred in November 2023. Construction projects will be assigned to this contract based on their advertisement date using a three-year assignment period that started at this contract’s NTP date (November 2023) and runs to December 2026. Funds will be authorized through annual contract modifications (or more frequent modifications if required by fiscal needs). The PCM team will provide construction services through completion of the last construction project assigned to this contract. Thus, the end date for this contract will depend on the construction duration of the last construction project assigned.
1.2. ESTIMATED COST OF PROJECT
This contract modification is to be $4,147,800.00. Modifications will be performed on an as needed basis for future funding needs. It is anticipated that total spending during the term of the project could total $27,206,600.00 as shown below:
Cost summary:
Original Contract (PO416847, ORD 2329-2023) $3,058,800.00
Modification #1 (current) $4,147,800.00
Modification #2 (future, estimated) $8,000,000.00
Modification #3 (future, estimated) $7,000,000.00
Modification #4 (future, estimated) $3,500,000.00
Modification #5 (future, estimated) $1,500,000.00
ESTIMATED CONTRACT TOTAL $27,206,600.00
1.3. Reason other procurement processes are not used:
This contract was awarded through the City’s RFP process with planned modifications to add funding. This is one of the planned funding modifications so another procurement process is not required.
1.4. How cost of modification was determined:
The City project team identified the services that would be needed for each project over the modification period. The consultant developed a proposal for the hours/resources necessary to complete the services using existing contract job titles, hourly rates, and allowable expenses. The proposal was reviewed by the City’s project team and subsequently revised by the consultant based on the City project team’s comments.
2. ECONOMIC IMPACT/ADVANTAGES; COMMUNITY OUTREACH; PROJECT DEVELOPMENT; ENVIRONMENTAL FACTORS/ADVANTAGES OF PROJECT
This Professional Construction Management contract will support various projects in the Division of Water capital program. These projects will maintain and upgrade drinking water supply and treatment facilities to provide a safe and reliable water supply to the Central Ohio area. All of these functions are tied to the economic vitality of the service area.
Most projects will be located within secure areas of the water supply system that are not accessible to the public and for these projects no community outreach activities are anticipated. Community outreach activities will be considered for projects that occur outside of secure areas.
The consultant team has identified a commitment to the Mayor’s Green Initiative in their business practices and will be involved in applying DPU’s environmental management system (EMS) to the construction projects.
3. CONTRACT COMPLIANCE INFORMATION
Hill International, Inc.’s contract compliance number is CC000990 and expires 11/30/2025.
4. MINORITY AND WOMAN OWNED BUSINESS ENTERPRISE & SMALL LOCAL BUSINESS ENTERPRISE PROGRAM
These contracts were bid with an anticipated City of Columbus MBE/WBE Program goal of 15% as assigned by the City’s Office of Diversity and Inclusion (ODI). After ODI’s review of the Utilization Plan and other related information the contractors submitted with their bid responses, ODI has approved an MBE/WBE Program goal of 15% for both of these contracts. Failure by the contractors to meet this goal subjects the contractors to the Penalties for Non-Compliance as described in the bid documents for this contract.
5. FISCAL IMPACT
Funds in the amount of $4,147,800.00 are available within the Water Bond Fund, Fund 6006. An amendment to the 2024 Capital Improvement Budget is needed to align budget authority with the proper projects. A transfer of cash and appropriation between projects within Fund 6006 (Water Bond Fund) is also needed to align cash and appropriation with the proper projects.
Title
To authorize the Director of Public Utilities to enter into a contract modification to add funding for the Professional Construction Management 2023 project with Hill International; to authorize an amendment to the 2024 Capital Improvement Budget; to authorize a transfer of cash and appropriation between projects within the Water Bond Fund; and to authorize an expenditure of up to $4,147,800.00 from the Water Bond Fund for the contract modification. ($4,147,800.00)
Body
WHEREAS, the Department of Public Utilities is engaged in several in several capital improvement projects; and
WHEREAS, the Professional Construction Management (PCM) 2023 project, CIP #690587-100002, was initiated to assist the Department with managing some of these capital improvement projects; and
WHEREAS, Hill International was awarded the Professional Construction Management (PCM) 2023 contract through the City’s Request for Proposal process; and
WHEREAS, the Professional Construction Management (PCM) 2023 contract was established with the intention of doing periodic contract modifications to add funding; and
WHEREAS, a contract modification to add funding is necessary to continue the services provided by this contract; and
WHEREAS, the 2024 Capital Improvement Budget must be modified to align budget authority with the proper project; and
WHEREAS, it is necessary to transfer cash and appropriation between projects within the Water Bond Fund, Fund 6006, to align cash and appropriation with the proper projects; and
WHEREAS, it is necessary to authorize the Director of the Department of Public Utilities to enter into a professional services contract modification with Hill International for the Professional Construction Management 2023 contract to add funding to the contract for continued services; and
WHEREAS, funds must be expended to pay for the services Hill International will provide under the Professional Construction Management 2023 contract; NOW THEREFORE,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the 2024 Capital Improvements Budget authorized by Ordinance 1907-2024 be amended as follows to establish sufficient budget authority for this project:
Fund / Project Number / Project Name (Funding Source) / Current Authority/ Revised Authority / Change
6006 / P690587-100002 / Professional Construction Management (PCM) - 2023 (Voted Water Carryover) / $5,014,166.00 / $2,053,670.00 / ($2,960,496.00)
6006 / P690278-100004 / DRWP Misc. Imp's - Educational Signage & Displays (Voted Water Carryover) / $0.00 / $148,400.00 / $148,400.00
6006 / P690278-100009 / DRWP Lubricant Storage Building (Voted Water Carryover) / $94,004.00 / $122,800.00 / $28,796.00
6006 / P690278-100010 / DRWP Tunnel Repair (Voted Water Carryover) / $0.00 / $163,100.00 / $163,100.00
6006 / P690291-100009 / PAWP Control Room and Laboratory Renovation (Voted Water Carryover) / $0.00 / $423,200.00 / $423,200.00
6006 / P690411-100020 / Watershed Misc. Imps. - Griggs Dam Misc. Concrete Repair (Voted Water Carryover) / $35,800.00 / $641,500.00 / $605,700.00
6006 / P690566-100001 / PAWP Residuals Removal and Disposal - Lagoon 3 (Voted Water Carryover) / $0.00 / $190,100.00 / $190,100.00
6006 / P690569-100000 / Elevator Improvements (Voted Water Carryover) / $0.00 / $226,200.00 / $226,200.00
6006 / P690580-100000 / PAWP Wellfield Development (Voted Water Carryover) / $0.00 / $881,600.00 / $881,600.00
6006 / P690581-100000 / DOW Perimeter Fence Improvements (Voted Water Carryover) / $350,000.00 / $388,800.00 / $38,800.00
6006 / P691201-100001 / HCWP Sludge Removal - Lagoon 1 (Voted Water Carryover) / $0.00 / $254,600.00 / $254,600.00
SECTION 2. That the transfer of $2,960,496.00, or so much thereof as may be needed, is hereby authorized within the Water Bond Fund, Fund 6006, per the accounting codes in the attachment to this ordinance.
SECTION 3. That the Director of Public Utilities is authorized to enter into a contract modification with Hill International, Inc., 2 Easton Oval, Suite 110, Columbus, Ohio 43219, for the Professional Construction Management 2023 project, in an amount up to $4,147,800.00, in accordance with the terms and conditions of the contract on file with the Department of Public Utilities.
SECTION 4. That the expenditure of $4,147,800.00, or so much thereof as may be needed, is hereby authorized to pay for this contract 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.