Explanation
1. BACKGROUND
This ordinance authorizes the Director of Public Utilities to enter into a planned contract modification for professional engineering services with HNTB Ohio, Inc. for the Smart Lighting Design project for design of Phase 3 of the project, CIP #670878-100003, in an amount up to $499,883.36.
The City of Columbus, Division of Power, has initiated a smart street lighting project to convert existing HPS luminaires to LED and connect them to a central control system. A contract for the Smart Lighting Design project was awarded to HNTB Ohio, Inc. through the City’s RFP process under CIP #670878-100002. The Smart Lighting project is a multi-year project that will ultimately connect all street lights in the city to a central control system. The initial stage of this contract funded design of Phase 2 of the Smart Lighting project and provided that future design stages could be added to the contract over the next three years. This modification will add funding to design Phase 3 of the Smart Lighting project to include preparing the Smart Lighting Phase 3 construction plans and to fund engineering services during construction.
The Columbus Community Area is “99 - Citywide” as the work is occurring in multiple City areas (Hilltop, Near East, and Near South).
1.1 Amount of additional funds to be expended: $499,883.36
Original Contract Amount: $676,000.00 (Ord. 0815-2022; PO330311)
Modification #1 (current): $499,883.36
Modification #2 (Future) $500,000.00 (Estimate)
Total (Orig. + Renewal/Modification): $1,675,883.36
1.2. Reason other procurement processes are not used:
This contract was previously awarded per the City’s RFP process. This is a planned modification to add funding for the current phase of the project. A procurement process is not needed.
1.3. How cost of modification was determined:
The Consultant prepared a quote based on current contract pricing, contract job titles, and allowable expenses to accomplish the scope of work for this next phase. The City Project Manager and associated staff reviewed the quote, negotiated with the consultant, and approved the final quote.
2. ECONOMIC IMPACT/ADVANTAGES; COMMUNITY OUTREACH; PROJECT DEVELOPMENT; ENVIRONMENTAL FACTORS/ADVANTAGES OF PROJECT:
Implementing Smart Lighting will allow the Division to not only control the streetlights from a central operating system, it will also notify staff immediately when an outage occurs, which will improve response times to outages. Replacing old HPS fixtures with LED technology will generate savings in electric energy, reduce greenhouse gases and long-term maintenance. Additionally, the replacement of aging HPS luminaires with new LED fixtures will provide greater light output and better color rendering. This will help pedestrians and motorists better identify objects at night. This has many benefits including improving traffic and pedestrian safety, and providing residents a better sense of safety and security. This may also deter criminal activity, which would lessen the financial impact on city resources such as the Police and Fire departments.
3. CONTRACT COMPLIANCE INFO:
HNTB Ohio, Inc.’s contract compliance number is CC008025 and expires 7/15/24.
Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against HNTB Ohio, Inc.
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. This contract was not bid with a City of Columbus MBE/WBE Program goal and the requirements of the City’s MBE/WBE Program are not applicable to this contract. HNTB Ohio, Inc. has proposed the use of two subconsultants for this contract modification, one of which is classified as an MBE by the City’s Office of Diversity and Inclusion. It is anticipated this modification will have 11.0% MBE participation.
As part of their proposal, HNTB Ohio, Inc. has proposed the following subconsultants to perform contract work:
Company Name City/State ODI Certification Status
EMH&T Inc. Columbus, OH MAJ
National Engineering Services, Inc. Columbus, OH MBE
The certification of HNTB Ohio, Inc. and the above listed companies were in good standing at the time the bid was awarded.
5. FISCAL IMPACT
Funding in the amount of $499,883.36 is available and appropriated within the Electricity Bond Fund, Fund 6303, and the Electric Perm Improv Carryover Fund, Fund 6310. An amendment to the 2023 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 is needed to align cash and appropriation with the proper project. A transfer of cash between projects within the Electric Perm Improv Carryover Fund, Fund 6310, is required to align cash with the proper project. These funds are not appropriated. Funds will need to be appropriated in the Electric Perm Improv Carryover Fund, Fund 6310, Project #670878-100003.
Title
To authorize the Director of the Public Utilities Department to modify a professional services contract with HNTB Ohio, Inc. for the Smart Lighting project; to authorize an amendment to the 2023 Capital Improvement Budget; to authorize the transfer of cash and appropriation between projects within the Electricity Bond Fund; to authorize the transfer of cash between projects within the Electric Permanent Improvement Carryover Fund; to appropriate funds within the Electric Permanent Improvement Carryover Fund; and to authorize an expenditure of up to $499,883.36 from the Electricity Bond Fund and the Electric Permanent Improvement Carryover Fund. ($499,883.36)
Body
WHEREAS, the Department of Public Utilities is engaged in the Smart Lighting project; and
WHEREAS, Contract No. PO330311 was authorized by Ordinance No. 0815-2022, for the Smart Lighting project; and
WHEREAS, a planned contract modification is needed to provide funding to prepare the Smart Lighting Phase 3 construction plans and to provide for engineering services during construction; and
WHEREAS, it is necessary for Council to authorize the Director of Public Utilities to modify the professional engineering services agreement with HNTB Ohio, Inc for the Smart Lighting project for Phase 3 design work and services during construction; and
WHEREAS, the 2023 Capital Improvements 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 Electricity Bond Fund, Fund 6303; and
WHEREAS, it is necessary to transfer cash between projects within the Electric Permanent Improvement Carryover Fund, Fund 6310, to align cash with the proper project; and
WHEREAS, it is necessary to appropriate funds within the Electric Permanent Improvement Carryover Fund, Fund 6310; and
WHEREAS, it is necessary to authorize an expenditure of funds from the Electricity Bond Fund, Fund 6303, and the Electric Permanent Improvement Carryover Fund, Fund 6310, 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 2023 Capital Improvements Budget authorized by Ordinance 1711-2023 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 / 670868-100000 / General Engineering Services - Power (Voted Electricity Carryover) / $0.00 / $276.00 / $276.00 (To match cash)
6303 / 670871-100000 / Circuit 30 Street Lighting Improvement Upgrade (Voted Electricity Carryover) / $31,160.00 / $54,165.00 / $23,005.00 (To match cash)
6303 / 670899-100000 / Circuits 128 and 80 Street Lighting Improvements (Voted Electricity Carryover) / $68,989.00 / $68,991.00 / $2.00 (To match cash)
6303 / 670868-100000 / General Engineering Services - Power (Voted Electricity Carryover) / $276.00 / $0.00 / ($276.00)
6303 / 670608-100000 / Distribution System Improvements (Voted Electricity Carryover) / $5,650.00 / $0.00 / ($5,650.00)
6303 / 670608-100015 / 69-2 Circuit Improvements (Voted Electricity Carryover) / $1,526,281.00 / $1,526,280.00 / ($1.00) (to match cash)
6303 / 670772-100000 / Alternate 69 KV Feed to W Substat (Voted Electricity Carryover) / $39,428.00 / $0.00 / ($39,428.00)
6303 / 670793-100000 / Dublin Ave. Substation DT-1 Transformer Replacement (Voted Electricity Carryover) / $5,104.00 / $0.00 / ($5,104.00)
6303 / 670871-100000 / Circuit 30 Street Lighting Improvement Upgrade (Voted Electricity Carryover) / $54,165.00 / $0.00 / ($54,165.00)
6303 / 670872-100000 / Security & Emergency Preparedness- Power (Voted Electricity Carryover) / $22,061.00 / $0.00 / ($22,061.00)
6303 / 670896-100000 / Refugee Road Street Lights (Voted Electricity Carryover) / $215,292.00 / $0.00 / ($215,292.00)
6303 / 670899-100000 / Circuits 128 and 80 Street Lighting Improvements (Voted Electricity Carryover) / $68,991.00 / $0.00 / ($68,991.00)
6303 / 670873-100000 / DPU Hazardous Energy Control (Power) (Voted Electricity Carryover) / $48,951.00 / $0.00 / ($48,951.00)
6303 / 670883-100000 / Substation Relay Upgrades (Voted Electricity Carryover) / $250,428.00 / $250,000.00 / ($428.00)
6303 / 670863-100000 / Smoky Row Street Lighting (Voted Electricity Carryover) / $477,310.00 / $477,309.00 / ($1.00) (to match cash)
6303 / 670878-100003 / Smart Lighting Phase 3 (Voted Electric Carryover) / $0.00 / $460,344.00 / $460,344.00
6310 / 670868-100000 / General Engineering Services- Power (Electric Perm Improv Carryover) / $87,643.00 / $48,103.00 / ($39,540.00)
6310 / 670878-100003 / Smart Lighting Phase 3 (Electric Perm Improv Carryover) / $0.00 / $39,540.00 / $39,540.00
SECTION 2. That the transfer of $499,883.36, or so much thereof as may be needed, is hereby authorized between projects between within the Electric Bond Fund, Fund 6303, and the Electric Perm Improv Carryover Fund, Fund 6310, per the account codes in the attachment to this ordinance.
SECTION 3. That from the unappropriated monies and from all monies estimated to come into said fund from any and all sources and unappropriated for any other purpose during the fiscal year ended December 31, 2024, the sum of $39,539.61 is appropriated in Fund 6310 (Electric Perm Improv Carryover), per the account codes in the attachment to this ordinance.
SECTION 4. That the Director of Public Utilities is hereby authorized to modify and increase the professional engineering services contract with HNTB Ohio, Inc, 88 E. Broad Street, Suite 1600, Columbus, OH 43215; for the Smart Lighting Phase 3 project, in an amount up to $499,883.36.
SECTION 5. That an expenditure of $499,883.36, or so much thereof as may be needed, is hereby authorized from the Electricity Bond Fund, Fund 6303, and the Electric Perm Improv Carryover Fund, Fund 6310, to pay for this contract modification per the accounting codes in the attachment to this ordinance.
SECTION 6. 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 7. 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 8. 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 9. That this Ordinance shall take effect and be in force from and after the earliest period allowed by law.