Explanation
1. BACKGROUND
This ordinance authorizes the Director of Public Utilities to enter into a contract modification with PRIME AE Group, Inc. for construction administration/inspection services for Department of Public Utilities construction projects bid during the calendar years 2026 through 2028 as part of the Construction Administration/Construction Inspection Services 2026-2028 contracts.
PRIME AE Group, Inc. will perform construction administration/inspection services for Department of Public Utilities Capital Improvement Projects that bid during the years 2026, 2027, and 2028. The contract will be modified as needed throughout the 3-year period to include these projects as they go into construction. Projects are located throughout the City of Columbus.
This modification is for PRIME AE Group, Inc. to perform construction administration/ inspection services for Walhalla Ravine Stream Restoration CIP 650870-110167 & Construction Administration Services 2026 to 2028 CIP 650800-100040 in an amount up to $337,630.08.
The Community Area for this ordinance will be 39, Clintonville & 99, Citywide.
1.1. Amount of additional funds to be expended: $337,630.08
Original Contract: $993,048.94 (ORD 1138-2026)
Modification #1: $337,630.08 (Current)
Total $1,330,679.02
1.2. Reasons additional goods/services could not be foreseen:
This is a three-year contract for fiscal years 2026 - 2028 for which modifications were anticipated pursuant to the original authorizing legislation under Ordinance 1138-2026 to account for future construction projects being assigned to PRIME AE Group, Inc. for inspection services. Those future construction projects were not known when the contract was put into place.
1.3. Reason other procurement processes are not used:
This is a multi-year contract that will be modified as required to provide construction administration/inspection services for future construction projects that bid during the three-year (2026-2028) time frame. Those future construction projects were not known when the contract was put into place.
1.4. How cost of modification was determined:
The cost of this modification was determined by negotiations between PRIME AE Group, Inc. and the Department of Public Utilities project staff based upon the existing contract labor titles, maximum labor rates, allowable contract expenses, and the time estimated to be needed to perform contract tasks.
2. ECONOMIC IMPACT/ADVANTAGES; COMMUNITY OUTREACH; PROJECT DEVELOPMENT; ENVIRONMENTAL FACTORS/ADVANTAGES OF PROJECT
Division of Water Reclamation projects include rehabilitation of existing sewers, repair to existing sewers, construction of new sewers, and construction of green infrastructure. Most of the projects will reduce inflow and infiltration to the City’s sanitary sewer system thus mitigating sanitary sewer overflows to basements and waterways. Other projects provide improvement to existing storm infrastructure to mitigate drainage/flooding issues.
3. CONTRACT COMPLIANCE INFORMATION
PRIME AE Group, Inc. contract compliance number is CC-002102 and expires 2/25/2027. PRIME AE Group, Inc.’s certification was in good standing at the time of contract award.
Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against PRIME AE Group, Inc.
4. FISCAL IMPACT
The Walhalla Ravine Stream Restoration project, CIP No. 650870-110167, is anticipated to be financed with a loan from the Water Pollution Control Loan Fund (WPCLF), a program jointly administered by the Ohio EPA's Division of Environmental and Financial Assistance and the Ohio Water Development Authority (OWDA). City Council authorized this loan application and acceptance of funding via Ordinance 3119-2025, passed by Council on 12/15/25. The loan is expected to be approved in June of 2026. This ordinance is contingent upon the loan being approved by OWDA. The Department of Public Utilities will inform the Auditor's Office when this loan has been approved. The WPCLF program is a reimbursement program. The Department of Public Utilities will pay invoices for the work performed and then submit them to OWDA for reimbursement.
The 2025 Capital Improvement Budget must be amended to align budget authority with the proper project. Funds will need to be appropriated in the Water Pollution Control Loan Fund, Fund 6111, in the amount of $287,630.08.
Funds in the amount of $50,000.00 are available and appropriated within the Sanitary Bond Fund, Fund 6109 for the Construction Administration Services 2026 to 2028 project, CIP 650800-100040;. The 2025 Capital Improvement Budget must be amended to align budget authority with the proper project. A transfer of cash and appropriation within the Sanitary Bond Fund is needed to align cash and appropriation with the proper project.
Title
To authorize the Director of Public Utilities to enter into a contract modification for Construction Administration and Inspection Services with PRIME AE Group Inc. for the Walhalla Ravine Stream Restoration project and for the Construction Administration Services 2026 to 2028; to amend the 2025 Capital Improvement Budget; to authorize a transfer of cash and appropriation between projects within the Sanitary Bond Fund; to authorize the appropriation and expenditure of up to $287,630.08 from the Water Pollution Control Loan Fund and an expenditure of up to $50,000.00 from the Sanitary Bond Fund for the contract modification; and to make this ordinance contingent upon the Ohio Water Development Authority approving a loan for the project. ($337,630.08)
Body
WHEREAS, PRIME AE Group, Inc. was awarded a contract through the City’s RFP process to perform construction administration/inspection services for Department of Public Utilities construction projects bid during the calendar years 2026 through 2028 as part of the Construction Administration/Construction Inspection Services 2026-2028 contracts; and
WHEREAS, additional construction inspection/administration tasks need to be performed; and
WHEREAS, the Department of Public Utilities needs to have construction administration/inspection services performed for the Walhalla Ravine Stream Restoration CIP 650870-110167 & Construction Administration Services 2026 to 2028 CIP 650800-100040 projects; and
WHEREAS, the contract with PRIME AE Group, Inc. will need to be modified to add these tasks to the contract and to add funding to pay for the tasks; and
WHEREAS, an amendment to the 2025 Capital Improvement Budget is needed to align budget authority with the proper project; and
WHEREAS, Ordinance 3119-2025 authorized the Walhalla Ravine Stream Restoration project to be funded by a loan to be obtained through the Water Pollution Control Loan Fund (WPCLF) Loan Account; and
WHEREAS, the loan funded portion of this ordinance is contingent upon loan approval by the Ohio Water Development Authority which is anticipated to occur in May of 2026; and
WHEREAS, it is necessary to appropriate and expend funds from the Water Pollution Control Loan Fund, Fund 6111, to pay for the Construction Administration/Construction Inspection Services of the Walhalla Ravine Stream Restoration project; and
WHEREAS, it is necessary to transfer cash and appropriation within the Sanitary Sewer Bond Fund for the Construction Administration Services 2026 to 2028 project to align cash and appropriation for the within the proper project; and
WHEREAS, it is necessary to expend funds from the Water Pollution Control Loan Fund, Fund 6111, and the Sanitary Bond Fund, Fund 6109, to pay for the construction administration and inspection services; and
WHEREAS, it is necessary in the daily operation of the Department of Public Utilities to authorize the Director of the Department of Public Utilities to enter into the Construction Administration/Construction Inspection Services 2026-2028 contract modification with PRIME AE Group, for Construction Administration/Construction Inspection Services for the Walhalla Ravine Stream Restoration project, CIP 650870-110167 and Construction Administration Services 2026 to 2028 CIP 650800-100040; 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
6111 / 650870-110167 / Walhalla Ravine Stream Restoration (WPCLF Loan Fund) / $0.00 / $287,631.00 / $287,631.00 (To match loan)
6109 / 650886-100000 / Scioto Main Sanitary Pump Stations (Voted Sanitary Carryover) / $100,000.00 / $50,000 / ($50,000.00)
6109 / 650800-100040 / Construction Administration Services 2026 to 2028 (Voted Sanitary Carryover) / $50,000.00 / $100,000.00 / $50,000.00
SECTION 2. That the appropriation of $287,630.08, or so much thereof as may be needed, is hereby authorized in the Water Pollution Control Loan Fund, Fund 6111, per the accounting codes in the attachment to this ordinance.
SECTION 3. That the transfer of funds within the Sanitary Sewer Bond Fund, Fund 6109, in an amount up to $50,000.00, is authorized per the accounting codes in the attachment to this Ordinance.
SECTION 4. That the expenditure of $337,630.08, or so much thereof as may be needed, is hereby authorized to pay for this contract modification per the accounting codes in the attachment to this ordinance.
SECTION 5. That the Director of Public Utilities is authorized to enter into a contract modification with PRIME AE Group, 8415 Pulsar Place, Suite 300, Columbus, Ohio 43240, for construction administration and inspection services, in accordance with the terms and conditions as shown in the contract on file with the Department of Public Utilities, in an amount not to exceed $287,630.08 for the Walhalla Ravine Stream Restoration project and in an amount not to exceed $50,000.00 for Construction Administration Services 2026 to 2028 projects.
SECTION 6. That the loan portion of this ordinance is contingent upon the Ohio Water Development Authority approving a loan for the Walhalla Ravine Stream Restoration project.
SECTION 7. Funds are hereby deemed appropriated and expenditures authorized to carry out the purposes of this Ordinance and the City Auditor shall establish such accounting codes as necessary.
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 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 10. That this Ordinance shall take effect and be in force from and after the earliest period allowed by law.