Explanation
1. BACKGROUND
This Ordinance authorizes the Director of Public Utilities to renew and increase the professional engineering services agreement with Hill International, Inc., for the Professional Construction Management Services (PCM) - 2020 Project in an amount up to $9,421,900.00.
This Professional Construction Management (PCM) contract assists 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 includes program support services, design phase construction management services (e.g., construction cost estimating, constructability reviews, and construction scheduling), and construction administration / construction inspection (CA/CI) services. Future phases of the contact will continue these same services.
The Notice to Proceed (NTP) for the original contract occurred in December 2020. Construction projects will be assigned to this contract based on their advertisement date using a three year assignment period that starts at this contract’s NTP date; thus, the assignment period is anticipated to run from December 2020 to December 2023.
The Community Planning Area is “99 - Citywide” because the water facilities associated with this contract serve multiple planning areas.
1.1 Future Renewals: Funds will be authorized through annual contract renewals (or more frequent renewals 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 Amount of additional funds to be expended: $9,421,900.00
Original Contract Amount: $ 2,442,500.00
Renewal #1: $ 6,826,100.00
Renewal #2: $ 7,371,100.00
Renewal #3 (current): $ 9,421,900.00
Renewal #4 (future): $ 7,500,000.00
Renewal #5 (future): $ 6,000,000.00
Renewal #6 (future): $ 3,000,000.00
Contract Total: $42,561,600.00
1.3. Reason other procurement processes are not used: The current consultant has already provided both design phase and construction phase services for all the projects assigned to this contract. Bidding this work out to a new consultant would require duplication of some of the work already performed and would interrupt construction phase services for projects currently under construction.
1.4. How the cost of renewal was determined: The City identified the services that would be needed for each project over the renewal period. The consultant developed a proposal for the hours/resources necessary to complete the services. The proposal was reviewed by the City’s project personnel and subsequently revised by the consultant based on the City’s comments.
2. ECONOMIC IMPACT/ADVANTAGES; COMMUNITY OUTREACH; PROJECT DEVELOPMENT; ENVIRONMENTAL FACTORS/ADVANTAGES OF PROJECT
This PCM 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 impact the public.
The consultant team has identified a commitment to the Mayor’s Green Initiative in their business practices and will be involved in applying Department of Public Utilities environmental management system (EMS) to the construction projects.
3. CONTRACT COMPLIANCE INFORMATION
Hill International’s contract compliance number is CC-000990 and expires 12/8/23.
Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) are not required for this contract as no Federal or State funds will be expended on the contract.
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. Hill International is classified as a majority company by the City’s Office of Diversity and Inclusion. Per the Utilization Plan submitted with this ordinance, Hill International plans to utilize City-certified MBE/WBE firms to perform 21.4% of the dollar amount of the work of this contract renewal, amounting to $2,016,286.60 of the $9,421,900.00 renewal amount.
As part of their proposal, Hill International, Inc. has proposed the following seven subcontractors to perform contract work:
Company Name City/State ODI Certification Status
Dynotec, Inc Columbus MBE
Resource International, Inc Columbus WBE
Ascension Construction Solutions Columbus MBE
G. Stephens, Inc. Columbus MBE
Andover Associates, Ltd. Columbus WBE
Donahue Ideas Columbus WBE
Stone Environmental Columbus WBE
The certification of the above companies was in good standing at the time the bid was awarded.
5. FISCAL IMPACT
Funds are available and appropriated for this expenditure within the Water Bond Fund, Fund 6006. An amendment to the 2022 Capital Improvement Budget is needed to align budget authority with the proper projects. A transfer of funds and appropriation within the Water Bond Fund is necessary to align cash and appropriation with the proper projects.
Title
To authorize an amendment to the 2022 Capital Improvement Budget; to authorize a transfer of cash and appropriation within the Water Bond Fund; to authorize the Director of Public Utilities to renew and increase a professional engineering services agreement with Hill International for the Professional Construction Management Services - 2020 Project; and to authorize an expenditure of up to $9,421,900.00 from the Water Bond Fund to pay for the renewal. ($9,421,900.00)
Body
WHEREAS, Contract No’s PO255315, PO255328, PO255330, PO255406, PO255408, PO255409, PO255410, PO255412, PO255413, PO255414, PO255415, PO255416, PO255417, PO255419, PO255420, PO255421, PO255422, PO255423 were authorized by Ordinance No. 2380-2020 passed by City Council on November 19, 2020; and
WHEREAS, Contract Renewal No. 1 under Contract No’s PO286498, PO286506, PO286510, PO286515, PO286522, PO286525, PO286528, PO286532, PO286536, PO286538, PO286543, PO286544, PO286549, PO286552, PO286553, PO286581, & PO286582 was authorized by Ordinance No. 1569-2021 passed by City Council on July 15, 2021; and
WHEREAS, Contract Modification No. 2 under Contract No’s PO336817, PO336821, PO336822, PO336826, PO336831, PO336833, PO336838, PO336840, PO338646, PO336847, PO336856, PO336857, PO336862, PO336864, PO336865, PO336868, PO336875, PO336879, PO336880, PO336883, PO336884, PO336889, PO336891, PO336892, PO336893, PO339045 was authorized by Ordinance No. 1404-2022 passed by City Council on June 16, 2022; and
WHEREAS, it is necessary to fund PCM services through December 2023; and
WHEREAS, to fund these services it will be necessary to execute Contract Renewal No. 3 to renew and increase funding for the professional engineering services agreement with Hill International for the Professional Construction Management Services - 2020 Project; and
WHEREAS, it is necessary to authorize an amendment to the 2022 Capital Improvement Budget for the purpose of aligning budget authority with the proper projects; and
WHEREAS, it is necessary to authorize a transfer and of cash and appropriation between projects within the Water Bond Fund, Fund 6006, to align cash and appropriation with the proper projects; and
WHEREAS, funds must be expended from the Water Bond Fund, Fund 6006, to pay for the contract renewal; and
WHEREAS, it has become necessary in the usual daily operation of the Department of Public Utilities to authorize the Director to renew and increase a professional engineering services agreement with Hill International for the Professional Construction Management Services - 2020 Project; now, therefore,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the 2022 Capital Improvement Budget authorized by Ordinance 1896-2022 be amended per the account codes in the attachment to this ordinance.
SECTION 2. That the transfer of $8,656,305.47, or so much thereof as may be needed, is hereby authorized between projects within the Water Bond Fund, Fund 6006, per the account codes in the attachment to this ordinance.
SECTION 3. That the Director of Public Utilities is hereby authorized to renew and increase the professional engineering services agreement with Hill International, Inc., 2 Easton Oval, Suite 110, Columbus, Ohio, 43219 for the Professional Construction Management Services - 2020 Project, in an amount up to $9,421,900.00.
SECTION 4. That an expenditure of $9,421,900.00, or so much thereof as may be needed, is hereby authorized from the Water Bond fund, Fund 6006, to pay for this contract renewal, 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.