Explanation
1. BACKGROUND
This ordinance authorizes the Director of the Department of Public Service to modify a professional services contract with Mead and Hunt, Inc. ("Mead and Hunt") to add funds for design of the Intersection Improvements - Georgesville Road at Hall Road project.
Ordinance 1850-2018 authorized the Director of the Department of Public Service to enter into a professional services contract with Mead and Hunt for the Intersection Improvements - Georgesville Road at Hall Road project. The project consists of the design of improvements to the intersection of Georgesville Road at Hall Road aimed at reducing crash frequency and severity. The improvements include the addition of an eastbound right turn lane and a southbound right turn lane and the reconstruction of the traffic signal to include the following components: LED signal heads with backplates, countdown type pedestrian signal heads and pedestrian push buttons for crossing the west and south legs, uninterruptible power supply (UPS), and supplemental signal heads. Additionally, the clearance intervals will be reviewed and adjusted as needed.
Ordinance 1692-2020 authorized the Director of the Department of Public Service to modify the contract in the amount of $215,432.72 for additional design services. This ordinance authorizes the Director of the Department of Public Service to modify the contract in the amount of $30,000.00.
Ordinance 0507-2017 authorized the Director of the Department of Public Service, on behalf of the City of Columbus, to execute Highway Safety Program grant agreements with the Ohio Department of Transportation, accept and expend grant funds, and issue refunds if necessary after final accounting for the Intersection Improvements - Georgesville Road at Hall Road project.
1.1 Amount of additional funds to be expended: $30,000.00
The original contract amount: $256,366.00 (PO140812, Ord. 1850-2018)
The total of Modification No. 1: $215,432.72 (PO235256, Ord. 1692-2020)
The total of Modification No. 2: $ 30,000.00 (This Ordinance)
The contract amount including all modifications: $501,798.72
1.2 Reasons additional goods/services could not be foreseen:
This contract modification includes efforts to modify drainage design and update the basin design. Modification also includes additional effort for retaining wall design and water line lowering.
1.3 Reason other procurement processes are not used:
This work is directly tied to the work planned under the original scope and contract and cannot be separated from the design efforts planned in that document. This work must be completed by the same consultant to expedite completion of the project to meet ODOT safety funding fiscal year.
1.4 How cost of modification was determined:
Costs were negotiated between City and Consultant and determined by an examination of projects of a similar scope and an evaluation of the efforts needed to complete the scoped work.
Searches in the System for Award Management (Federal) and the Findings for Recovery list (State) produced no findings against Mead and Hunt, Inc.
2. CONTRACT COMPLIANCE
The contract compliance number for Mead and Hunt is CC007725 and expires 9/19/2024.
3. FISCAL IMPACT
Funding in the amount of $30,000 is available and appropriated within the Streets and Highways Bond Fund, Fund 7704.
4. MINORITY AND WOMAN OWNED BUSINESS ENTERPRISE & SMALL LOCAL BUSINESS ENTERPRISE PROGRAM
This is a federally funded project and as such is not a part of the program.
5. EMERGENCY DESIGNATION
Emergency action is requested to meet the fiscal deadlines for the federally funded grant.
Title
To authorize the Director of the Department of Public Service to enter into a contract modification with Mead and Hunt, Inc. in connection with the Intersection Improvements - Georgesville Road at Hall Road project; to authorize the expenditure of $30,000.00 from the Streets and Highways Bond Fund for the contract modification; and to declare an emergency. ($30,000.00)
Body
WHEREAS, contract number PO140812 with Mead and Hunt, Inc. ("Mead & Hunt") in the amount of $256,366.00 was authorized by Ordinance 1850-2018; and
WHEREAS, modification no. 1, PO235256 with Mead & Hunt in the amount of $215,432.72 was authorized by Ordinance 1692-2020; and
WHEREAS, it has become necessary to modify the contract in an amount up to $30,000.00 to provide additional funds for the Intersection Improvements - Georgesville Road at Hall Road project; and
WHEREAS, funds must be expended to pay for work performed under the contract modification; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Service in that it is immediately necessary to enter into a contract modification with Mead & Hunt to meet the deadlines for the federally funded grant to preserve the safety of the travelling public, all for the immediate preservation of the public health, peace, and safety; NOW, THEREFORE,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of the Department of Public Service be, and hereby is, authorized to enter into a contract modification with Mead & Hunt, Inc., 4700 Lake Hurst Court, Suite 110, Dublin, Ohio, 43016, for the Intersection Improvements - Georgesville Road at Hall Road project in the amount of $30,000.00, or so much thereof as may be needed, in accordance with the plans and specifications on file in the Department of Public Service, which are hereby approved.
SECTION 2. That the expenditure of $30,000.00, or so much thereof as may be needed, is hereby authorized in Fund 7704 (Streets and Highways Bond Fund), Dept-Div 5912 (Design and Construction), Project P530086-100041 (Intersection Improvements - Georgesville Road at Hall Road), in Object Class 06 (Capital Outlay) per the accounting codes in the attachment to this ordinance.
SECTION 3. 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 4. 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 5. 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 6. That for the reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is hereby declared to be an emergency measure and shall take effect and be in force from and after its passage and approval by the Mayor or ten days after passage if the Mayor neither approves nor vetoes the same.