Explanation
1. BACKGROUND
This ordinance authorizes the Director of Columbus Water and Power to enter into a contract modification for consulting services with BBCO Design LLC for the Space Planning Study, in an amount up to $255,000.00.
Columbus Water and Power (CWP), Director’s Office, is ceasing operations at the administration building located at 910 Dublin Road. A space planning study was needed to assist CWP 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 this location, and potentially from other CWP locations.
The Department of Development (DOD) also has space planning needs. The DOD office requirements are very similar in nature and scope to the CWP space planning requirements. This contract modification will add the DOD space planning assessment to the CWP contract to make it a multi-department contract.
The community area is “55 - Downtown”.
1.1 Amount of additional funds to be expended: $255,000.00
Original Contract Amount: $273,186.00 (ORD 3153-2024 PO488088)
Modification #1 Amount: $504,633.00 (ORD 0813-2026 PO TBD)
Modification #2 Amount: $255,000.00 (current)
Total (Orig. + Modification): $1,032,819.00
1.2. Reason other procurement processes are not used:
This contract was put in place to assess office space needs for the relocation of CWP personnel. The original contract allowed for the relocation of employees at 910 Dublin Rd. The Department of Development has similar needs and this modification is for DOD’s additional services. Another procurement process is not needed.
1.3. How cost of modification was determined:
The cost of the modification was determined based upon existing rates and allowable expenses already established in the contract.
2. ECONOMIC IMPACT/ADVANTAGES; COMMUNITY OUTREACH; PROJECT DEVELOPMENT; ENVIRONMENTAL FACTORS/ADVANTAGES OF PROJECT:
This contract will assist the Department of Development with planning, analyzing, and providing design services related to the relocation of administrative staff. Currently no community outreach or input is anticipated.
3. CONTRACT COMPLIANCE INFORMATION:
BBCO Design LLC’s contract compliance number is CC040053 and expires 11/13/27.
As part of their proposal, BBCO Design LLC has proposed the following four subcontractors to perform contract work:
Company Name City/State ODI Certification Status
AECOM Services of Ohio, Inc. Columbus, Ohio MBE
OHM Columbus, Ohio WBE
Schaefer Columbus, Ohio WBE
Advanced Engineering Consultants Ltd. Columbus, Ohio MBE
The certification of BBCO Design LLC and the above companies was in good standing at the time of the contract modification.
4. EMERGENCY DESIGNATION
Emergency designation is requested for this ordinance. The timely authorization of the modification is necessary to allow the consultant to continue the coordinated assessment of City administrative space and relocation requirements. Delaying authorization could interrupt the ongoing planning process, delay relocation decisions, and require additional time and resources to complete the work. To meet timeline goals for a smooth transition we respectfully request an emergency designation.
5. FISCAL IMPACT
An appropriation of funds is needed in the General Permanent Improvement Fund, Fund 7748. A transfer and expenditure of funds up to $255,000.00 is needed in the General Permanent Improvement Fund.
Title
To authorize the Director of Columbus Water and Power to modify and increase the contract with BBCO Design LLC, for the Space Planning Study Project; to appropriate funds in the General Permanent Improvement Fund; to authorize a transfer of up to $255,000.00 in the General Permanent Improvement Fund; to authorize an expenditure of up to $255,000.00 from the General Permanent Improvement Fund to pay for the contract modification; to amend the 2025 Capital Improvement Budget; and to declare an emergency. ($255,000.00)
Body
WHEREAS, Columbus Water and Power is engaged in the Space Planning Study Project; and
WHEREAS, Contract No. PO488088 was authorized by Ordinance No. 3153-2024 for the Space Planning Study Project; and
WHEREAS, a contract modification is requested to fund the needed Department of Development relocation consulting services; and
WHEREAS, it is necessary for an appropriation, transfer and expenditure of funds within the General Permanent Improvement Fund, Fund 7748; and
WHEREAS, an emergency exists in the usual daily operation of Columbus Water and Power in that it is immediately necessary to authorize the Director of Columbus Water and Power to execute the contract modification for professional consulting services with BBCO Design LLC, for the Space Planning Study Project the so that the Department of Development's can be incorporated into the ongoing Space Planning Study without interruption. The timely authorization of the modification is necessary to allow the consultant to continue the coordinated assessment of City administrative space and relocation requirements. This will prevent the need for additional time and resources, thereby preserving the public health, peace, property, safety, and welfare; and NOW, THEREFORE,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of Columbus Water and Power is hereby authorized to modify and increase the general consulting services contract with BBCO Design LLC, 326 South High St Suite 500, Columbus, OH 43215; for the Space Planning Study project, in an amount up to $255,000.00.
SECTION 2. That an appropriation of $255,000.00, or so much thereof as may be needed, is hereby authorized within the General Permanent Improvement Fund, Fund 7748 For this contract modification per the accounting codes in the attachment to this ordinance.
SECTION 3. That a transfer of $255,000.00, or so much thereof as may be needed, is hereby authorized in the General Permanent Improvement Fund, Fund 7748.
SECTION 4. That an expenditure of $255,000.00, or so much thereof as may be needed, is hereby authorized in the General Permanent Improvement Fund, Fund 7748 to pay for this contract modification per the accounting codes in the attachment to this ordinance.
SECTION 5. 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 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 for reasons stated in the preamble hereto, which is hereby made a part hereof, this Ordinance is 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..