Explanation
1. BACKGROUND: This Ordinance authorizes the Director of Finance and Management, on behalf of the Office of Construction Management, to enter into a professional architectural / engineering services agreement, with BBCO Design LLC, for the City Facility Condition Assessments Phase 3 project, in an amount up to $600,000.00.
The Department of Finance and Management uses AssetPlanner, a software used for asset management and planning, to assist in decisions regarding maintenance and capital expenditures. The intent of the Facilities Condition Assessments Phase 3 project is to use AssetPlanner to provide an accurate, objective, standardized database of City facility data from which specific reports can be produced.
The City will contract with BBCO Design LLC to assess the condition of 30 City facilities. BBCO will provide the assessment data to their subconsultant, Ameresco, to be imported into AssetPlanner. Data from Phase 3 will be combined with Phases 1 and 2 to produce summary reports for all City facilities.
2. BID INFORMATION: The selection of the firm providing the professional architectural / engineering services has been performed in accordance with the procedures set forth in Columbus City Code, Section 329, "Awarding professional service contracts through requests for proposals (RFP)." The project was let by the Office of Construction Management through Vendor Services and Bonfire. Of the 424 vendors solicited, 142 were Minority-owned, 2 were Veteran-owned, 220 were Small Business-owned, and 92 were Women-owned.
Four (4) Requests for Proposals were opened on October 31, 2024. Three of the four responding firms hold Minority/Woman-designated status:
1. Haze Enterprises LLC (MBE)
2. BBCO Design LLC (WBE)
3. CTL Engineering (MBE)
4. Bureau Veritas Technical Assessments LLC
An evaluation committee reviewed and scored the proposals and presentations based on the criteria included Columbus City Code, Section 329. The Department of Finance and Management recommends an award be made to BBCO Design LLC.
3. CONTRACT COMPLIANCE INFO: BBCO Design LLC, DAX No. 19748, expires 2/23/26, WBE-designated.
Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against BBCO Design LLC.
4. MINORITY PARTICIPATION: The ODI goal assigned to this project is 15%. BBCO proposed using Advanced Engineering Consultants, a WBE-designated firm, as a subconsultant to perform 30% of the work.
Minority vendor certification was in good standing at the time the bid was awarded.
5. FISCAL IMPACT: There are sufficient funds within the Construction Management Capital Improvement Fund, however an amendment to the 2024 Capital Improvements Budget is necessary for this expenditure.
Title
To authorize the Director of the Department of Finance and Management, on behalf of the Office of Construction Management, to enter into a professional architectural / engineering services agreement with BBCO Design LLC, for the City Facility Condition Assessments Phase 3 project; to authorize an expenditure of $600,000.00 within the Construction Management Capital Improvement Fund; and to authorize an amendment to the 2024 Capital Improvements Budget. ($600,000.00)
Body
WHEREAS, four (4) technical proposals for the City Facility Condition Assessments Phase 3 project were received on October 31, 2024; and
WHEREAS, the Department of Finance and Management recommends the agreement be awarded to BBCO Design LLC; and
WHEREAS, it is necessary to authorize an expenditure of funds within the Construction Management Capital Improvement Fund; and
WHEREAS, it is necessary to authorize an amendment to the 2024 Capital Improvements Budget for the purpose of providing sufficient spending authority for the aforementioned project expenditure; and
WHEREAS, it has become necessary in the usual daily operation of the Department of Finance and Management, Office of Construction Management, to authorize the Director of Finance and Management to enter into a professional architectural / engineering services agreement with BBCO Design LLC, for the City Facility Condition Assessments Phase 3 project; NOW, THEREFORE,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of the Department of Finance and Management is hereby authorized to enter into a professional architectural / engineering services agreement, on behalf of the Office of Construction Management, with BBCO Design LLC for the City Facility Condition Assessments Phase 3 project, in an amount up to $600,000.00.
SECTION 2. That an expenditure up to $600,000.00, or so much thereof as may be needed, is hereby authorized in the Construction Management Capital Improvements Fund - Fund No. 7733, per the accounting codes in the attachment to this ordinance.
SECTION 3. That the 2024 Capital Improvements Budget is hereby amended, in the Construction Management Capital Improvements Fund - Fund No. 7733, per the accounting codes in the attachment to this ordinance.
SECTION 4. That the funds necessary to carry out the purpose of this Ordinance are hereby deemed appropriated, and the City Auditor shall establish such accounting codes as necessary.
SECTION 5. That the City Auditor is hereby authorized and directed to transfer any unencumbered balance in the project account to the unallocated balance 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 no longer required for said project; except that no transfer shall be made from a project account by monies from more than one source.
SECTION 6. That the City Auditor is authorized to establish proper project accounting numbers as appropriate.
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 this Ordinance shall take effect and be in force from and after the earliest period allowed by law.