Explanation
1. BACKGROUND
This ordinance authorizes the Interim Director of Public Service to modify a professional services contract with Woolpert, Inc. to add additional funds for design of the Columbus Housing Initiatives - Wheatland Avenue Improvements project.
Ordinance 1846-2021 authorized the Director of Public Service to enter into a professional services contract with Woolpert, Inc. for the Columbus Housing Initiatives - Wheatland Avenue Improvements project. The intent of this project is to provide the City of Columbus, Department of Public Service, additional engineering and related services necessary to produce construction plans and associated deliverables for improvements to North Wheatland Avenue from Broad Street to Glenview Boulevard. Improvements will generally consist of converting the roadway to two-way traffic and needed widening to provide for a parking lane on the west side. Improvements will consist of new curbs, sidewalks, storm sewer, electric distribution relocation, and street lighting. This ordinance authorizes the Interim Director of Public Service to modify the contract in the amount of $35,000.00.
This project was awarded funds from the Community Development Block Grant (CDBG) Entitlement Program which provides annual grants on a formula basis to entitled cities and counties to develop viable urban communities by providing decent housing and a suitable living environment, and by expanding economic opportunities, principally for low- and moderate-income persons. The amount needed for this modification is included in the City’s current Action Plan for the Community Development Block Grant Wheatland Avenue Street Improvements Design Activity and Wheatland Farm Complex Project.
1.1 Amount of additional funds to be expended: $35,000.00
The original contract amount: $550,000.00 (PO284719, Ord. 1846-2021)
The total of Modification No. 1: $35,000.00 (This Ordinance)
The contract amount including all modifications: $585,000.00
1.2 Reasons additional goods/services could not be foreseen:
This modification is necessary due to unforeseen circumstances found during the detailed design of the transmission and distribution circuits. It was determined a stringing summary will be needed for the construction of the facilities by a qualified contractor. This requirement was not known at the time of scoping the project nor negotiating the contract.
1.3 Reason other procurement processes are not used:
Woolpert, Inc. has knowledge and experience with this specific design, bidding the work out would add more costs and time to the completion.
1.4 How cost of modification was determined:
The cost of this contract modification is consistent with the direct labor, overhead, and profit rates established within the original proposal/contract.
Searches in the System for Award Management (Federal) and the Findings for Recovery list (State) produced no findings against Woolpert, Inc.
2. CONTRACT COMPLIANCE
The contract compliance number for Woolpert, Inc. is CC001040 and expires 04/17/2025.
3. FISCAL IMPACT
A reimbursable grant in the Community Development Act Fund, Fund 2248, provided by the U.S. Department of Housing and Urban Development (HUD), is available for this project. Funds will need to be appropriated.
4. MINORITY AND WOMAN OWNED BUSINESS ENTERPRISE & SMALL LOCAL BUSINESS ENTERPRISE PROGRAM
This expenditure is to modify a contract that was put in place prior to the implementation of the Minority and Woman Owned Business Enterprise & Small Local Business Enterprise program and as such is not a part of the program.
5. EMERGENCY DESIGNATION
Emergency action is requested because all CDBG funds must be spent and paid by mid-October to meet the HUD timeliness test; if the timeline test fails, the City is subject to a reduction in funding for future years; emergency passage will ensure the maximum amount of time to complete the work.
Title
To appropriate funds within the Community Development Act Fund; to authorize the Interim Director of Public Service to modify a professional services contract with Woolpert, Inc. for the Columbus Housing Initiatives - Wheatland Avenue Improvements project; to authorize the expenditure of up to $35,000.00 from the Community Development Act Fund to pay for this contract; and to declare an emergency. ($35,000.00)
Body
WHEREAS, contract no. PO284719 with Woolpert, Inc., in the amount of $550,000.00, was authorized by ordinance no. 1846-2021; and
WHEREAS, it has become necessary to modify the contract in an amount up to $35,000.00 and provide additional funds for the Columbus Housing Initiatives - Wheatland Avenue Improvements project; and
WHEREAS, funding is available for this project through a reimbursable grant in Fund 2248, the Community Development Act Fund, provided by the United States Department of Housing and Urban Development; and
WHEREAS, it is necessary to appropriate and expend funds relative to the project; and
WHEREAS, funds must be appropriated within the Community Development Act Fund, Fund 2248; and
WHEREAS, this expenditure is to modify a contract that was put in place prior to the implementation of the Minority and Woman Owned Business Enterprise & Small Local Business Enterprise Program and as such is not a part of the program; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Service in that it is immediately necessary to authorize the Interim Director of Public Service to enter into contract with Woolpert, Inc. in order to provide funding for the Columbus Housing Initiatives - Wheatland Avenue Improvements so that upcoming construction projects may be governed by updated standards, policies, and practices as soon as possible, to ensure the safety of the travelling public thereby preserving the public health, peace, property, safety and welfare; now, therefore
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. 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 $35,000.00 is appropriated in Fund 2248 (Community Development Act Fund), Dept-Div 5912 (Design and Construction), in Object Class 06 (Capital Outlay) per the account codes in the attachment to this ordinance.
SECTION 2. That the Interim Director of Public Service be, and hereby is, authorized to modify a professional services contract with Woolpert, Inc. located at One Easton Oval, Suite 400, Columbus, Ohio 43219, for the Columbus Housing Initiatives - Wheatland Avenue Improvements project in an amount up to $35,000.00.
SECTION 3. That the expenditure of $35,000.00, or so much thereof as may be needed, is hereby authorized in Fund 2248 (Community Development Act Fund), Dept-Div 5912 (Design and Construction), in Object Class 06 (Capital Outlay) per the accounting codes in the attachment to this ordinance.
SECTION 4. 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 5. 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 6. 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 7. That, at the end of the grant period, any repayment of unencumbered balances required by the grantor is hereby authorized and any unused City match monies may be transferred back to the City fund from which they originated in accordance with all applicable grant agreements.
SECTION 8. 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.