Explanation
1. BACKGROUND
This ordinance authorizes the Director of Public Utilities to enter into a professional services contract awarded through the City’s Request for Proposal process with BBCO Design LLC, for the Space Planning Study Project, CIP #600001-100001, in an amount up to $273,186.00.
The Department of Public Utilities (DPU), Director’s Office has identified the need to consider ceasing operations at the administration building located at 910 Dublin Road and all operations at 3500/3568 Indianola Avenue. A space planning study is needed to assist DPU to define space types and size requirements, along with possible high-level assessment of potential future locations for the relocation of the staff and operations from both of these locations, and potentially from other DPU locations. The report will:
• Identify the space requirements to house the administrative, engineering and regulatory staff of the Department of Public Utilities including the Director’s Office staff (Director), the Division of Water (DOW), the Division of Sewerage and Drainage (DOSD), and the Division of Power (DOP) in a singular building. This will be approximately 500 people.
• Identify available areas at 1250 Fairwood Avenue to house the operations of 3500/3568 Indianola Avenue.
The community area is “99 - City-Wide”.
TIMELINE & FUTURE MODIFICATION(S):
The Notice to Proceed for the initial contract is anticipated to occur in the first quarter of 2025. This Project is expected to submit a draft report and floor plans within 4 months of the NTP date.
ESTIMATED COST OF PROJECT:
The amount of the initial contract and anticipated future contract modifications is listed below
Cost summary:
Initial Contract $273,186.00
Planned Modifications $0.00
CONTRACT TOTAL $273,186.00
2. ECONOMIC IMPACT/ADVANTAGES; COMMUNITY OUTREACH; PROJECT DEVELOPMENT; ENVIRONMENTAL FACTORS/ADVANTAGES OF PROJECT
This contract will assist the Department of Public Utilities with planning, analyzing, and providing design services related to potential future relocation of administrative staff at the 910 Dublin Road and 3500/3568 Indianola Avenue locations, and will allow for expansion of the Dublin Road Water Plant. At this time no community outreach or input is anticipated.
3. BID INFORMATION
This project was formally advertised on the Vendor Services and Bonfire websites and opened 8/9/24. Four proposals were received:
Name C.C. No. Exp. Date City/State Status
BBCO Design LLC CC019748 11/20/25 Columbus, OH WBE
DesignLevel LLC CC011513 8/11/22 Columbus, OH WBE
Moody Nolan Inc. CC004920 3/18/26 Columbus, OH MBE
Schooley Caldwell Associates, Inc. CC004535 3/29/25 Columbus, OH MBE
All proposals were deemed responsive. An evaluation committee reviewed the proposals and recommended that the Space Planning Study Project be awarded to BBCO Design LLC.
BBCO Design LLC’s certification was in good standing at the time of the contract award
4. CONTRACT COMPLIANCE INFORMATION
BBCO Design LLC’s contract compliance number is CC019748 and expires 11/20/2025.
5. MINORITY AND WOMAN OWNED BUSINESS ENTERPRISE & SMALL LOCAL BUSINESS ENTERPRISE PROGRAM
This contract was 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). BBCO Design LLC is certified as a WBE by ODI. After ODI’s review of the Utilization Plan and other related information the contractor submitted with their bid response, ODI has approved an MBE/WBE Program goal of 15% for this contract.
As part of their proposal, BBCO Design LLC has proposed the following two subcontractors to perform contract work:
Company Name City/State ODI Certification Status
AECOM Services of Ohio, Inc. Columbus, Ohio MAJ
ms consultants, inc. Columbus, Ohio MAJ
The certification of the above listed companies was in good standing at the time the contract was awarded.
5. FISCAL IMPACT
Funding in the amount of $273,186.00 is available and appropriated within the Electricity Bond Fund, Fund 6303, Water Bond Fund, Fund 6006, Sewer Bond Fund, Fund 6109, and Storm Bond Fund, Fund 6204. An amendment to the 2024 Capital Improvement Budget is needed to align budget authority with the proper project. A transfer of cash and appropriation between projects within the Electricity Bond Fund, Water Bond Fund, Sewer Bond Fund, and Storm Bond Fund is needed to align cash and appropriation with the proper project.
Title
To authorize the Director of the Department of Public Utilities to enter into a professional services contract with BBCO Design LLC, for the Space Planning Study Project; to amend the 2024 Capital Improvement Budget; to authorize a transfer of cash and appropriation between projects within the Electricity Bond Fund, Water Bond Fund, Sewer Bond Fund, and Storm Bond Fund; and to authorize an expenditure of $273,186.00 from among the Electricity Bond Fund, Water Bond Fund, Sewer Bond Fund, and Storm Bond Fund. ($273,186.00)
Body
WHEREAS, the Department of Public Utilities is engaged in the Space Planning Study Project; and
WHEREAS, a Request for Proposals (RFP) was formally advertised on the Vendor Services and Bonfire websites and opened 8/9/24; and
WHEREAS, four proposals for the Space Planning Study Project were received in response to the RFP; and
WHEREAS, the evaluation committee reviewed the proposals; and recommended the contract be awarded to BBCO Design LLC; and
WHEREAS, it is necessary to authorize the Director of the Department of Public Utilities to enter into a professional services contract with BBCO Design LLC for the Space Planning Study project; and
WHEREAS, the 2024 Capital Improvements Budget must be modified to align budget authority with the proper projects; and
WHEREAS, it is necessary to transfer cash and appropriation between projects within the Electricity Bond Fund, Fund 6303, Water Bond Fund, Fund 6006, Sewer Bond Fund, Fund 6109, and Storm Bond Fund, Fund 6204, to align cash and appropriation with the proper project; and
WHEREAS, it is necessary to authorize an expenditure of funds from the Electricity Bond Fund, Fund 6303, Water Bond Fund, Fund 6006, Sewer Bond Fund, Fund 6109, and Storm Bond Fund, Fund 6204, to pay for the contracted services for the project; 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
6303 / P670898-100000 / Circuit 157 Street Lighting Improvements (Voted Electricity Carryover) / $102,055.00 / $85,391.00 / ($16,664.00)
6303 / P600001-100001 / Space Planning Study (Voted Electricity Carryover) / $0.00 / $16,664.00 / $16,664.00
6303 / P670860-100000 / Morningstar & North Forty Street Lighting (Voted Electricity Carryover) / $0.00 / $130,728.00 / $130,728.00 (match cash)
6006 / P690278-100009 / DRWP Lubricant Storage Building (Voted Water Carryover) / $200,000.00 / $94,004.00 / ($105,996.00)
6006 / P600001-100001 / Space Planning Study (Voted Water Carryover) / $0.00 / $105,996.00 / $105,996.00
6109 / P650702-100000 / Big Walnut Outfall (South) Rehabilitation (Voted Sanitary Carryover) / $652,995.00 / $534,159.00 / ($118,836.00)
6109 / P600001-100001 / Space Planning Study (Voted Sanitary Carryover) / $0.00 / $118,836.00 / $118,836.00
6204 / P611707-100000 / Second Avenue Sewer Improvements (Voted Storm Carryover) / $55,793.00 / $24,103.00 / ($31,690.00)
6204 / P600001-100001 / Space Planning Study (Voted Storm Carryover) / $0.00 / $31,690.00 / $31,690.00
SECTION 2. That the transfer of $273,186.00 or so much thereof as may be needed, is hereby authorized between projects within the Electricity Bond Fund, Fund 6303, Water Bond Fund, Fund 6006, Sewer Bond Fund, Fund 6109, and Storm Bond Fund, Fund 6204, per the account codes in the attachment to this ordinance.
SECTION 3. That the Director of the Department of Public Utilities is hereby authorized to enter into a professional services agreement for the Space Planning Study Project with BBCO Design LLC, 326 S. High Street, Suite 500, Columbus, OH 43215, for an expenditure up to $273,186.00, in accordance with the terms and conditions of the contract on file in the Office of the Division of Water.
SECTION 4. That the expenditure of $273,186.00, or so much thereof as may be needed, is hereby authorized in the Electricity Bond Fund, Fund 6303, Water Bond Fund, Fund 6006, Sewer Bond Fund, Fund 6109, and Storm Bond Fund, Fund 6204, per the accounting codes in the attachment to this ordinance.
SECTION 5. That 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.