Explanation
1. BACKGROUND
This ordinance authorizes the Director of the Department of Public Utilities to enter into a contract modification with Stantec Consulting Services Inc., for construction administration/inspection services for Department of Public Utilities construction projects bid during the calendar years 2023 through 2025 as part of the Construction Administration/Construction Inspection Services 2023-2025 contracts.
Stantec Consulting Services Inc. will be assigned construction projects as tasks on their contract and will ensure the work is performed to City of Columbus construction standards and specifications. As projects are added to the contract, the contract will be modified to authorize Stantec Consulting Services Inc. to perform the work and to add funding to pay for the work.
This modification is for Stantec Consulting Services Inc. to perform construction administration/inspection services for Clearview Avenue Area Water Line Improvements project, CIP #690236-100130, for $542,076.68.
This project is located in the Citywide (99) community area.
1.1. Amount of additional funds to be expended: $542,076.68
Cost summary:
Original Contract: $ 453,854.08 (PO387786, PO387804, PO387812)
Modification #1: $ 48,351.00, (PO407688)
Modification #2: $ 1,607,074.23 (PO425235, PO425237)
Modification #3: $ 320,534.69 (PO444538)
Modification #4 (current): $ 542,076.68 (current)
Total: $ 2,971,890.68
1.2. Reasons additional goods/services could not be foreseen:
This is a three-year contract for fiscal years 2023 - 2025 for which modifications were anticipated pursuant to the original authorizing legislation under Ordinance 0956-2023 to account for future construction projects being assigned to Stantec Consulting Services Inc. for inspection services. Those future construction projects were not known when the contract was put into place.
1.3. Reason other procurement processes are not used:
This is a multi-year contract that will be modified as required to provide construction administration/inspection services for construction projects that bid during the three year (2023-2025) time frame.
1.4. How cost of modification was determined:
The cost of this modification was determined by negotiations between Stantec Consulting Services Inc. and Department of Public Utilities project staff based upon the existing contract labor titles, maximum labor rates, allowable contract expenses, and the time estimated to be needed to perform contract tasks.
2. ECONOMIC IMPACT/ADVANTAGES; COMMUNITY OUTREACH; PROJECT DEVELOPMENT; ENVIRONMENTAL FACTORS/ADVANTAGES OF PROJECT
Division of Water projects include replacement or rehabilitation of water lines that have a high break frequency and valves that are inoperable. Replacement of these water lines will improve water service, decrease burden on water maintenance operations, and reduce water loss. The Neighborhood Liaison(s) will be contacted and informed of this project during the design phase. Further community outreach may result through the Neighborhood Liaison Program.
3. CONTRACT COMPLIANCE INFORMATION
Stantec Consulting Services contract compliance number is CC-000462 and expires 7/26/2025.
4. MINORITY AND WOMAN OWNED BUSINESS ENTERPRISE & SMALL LOCAL BUSINESS ENTERPRISE PROGRAM
This contract opportunity was submitted to the City’s Office of Diversity and Inclusion (ODI) for review and assignment of an MBE/WBE goal prior to bidding. ODI determined there was not an opportunity for MBE/WBE participation in this contract and did not assign a goal. 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. Stantec Consulting Services is classified as a majority owned company by ODI.
The subcontractor Stantec Consulting Services proposes to use for this contract is DHDC. DHDC is classified by ODI as a City-certified MBE company and is projected to perform 14.8% of the work on this contract modification.
Company Name City/State ODI Certification Status
DHDC Columbus, Ohio MBE
Stantec Consulting Services and all subcontractors were in good standing at the time of this contract modification.
5. FISCAL IMPACT
Funding for this contract will be obtained through the Ohio Water Development Authority Direct Loan Program. City Council authorized this loan application and acceptance of loan funding via Ordinance 0652-2024, passed by Council on 3/25/24. This ordinance is contingent upon the approval of the OWDA loan, which is anticipated to be approved in June of 2024.
The Ohio Water Development Authority (OWDA) Direct Loan Program is a reimbursement program. A purchase order will need to be established to Stantec Consulting Services Inc. for this contract modification. Public Utilities will need to pay the construction administration and inspection charges directly to Stantec Consulting Services, and then submit reimbursement requests based upon these paid invoices to OWDA for OWDA to reimburse Public Utilities.
Title
To authorize the Director of the Department of Public Utilities to enter into a contract modification with Stantec Consulting Services Inc. for the Construction Administration/Construction Inspection Services 2023-2025 contract; to authorize an amendment to the 2023 Capital Improvement Budget; to authorize the appropriation of funds in the Water Market Rate Fund; to make this ordinance contingent upon the approval of a loan from the Ohio Water Development Authority; and to expend up to $542,076.68 from the Water Market Rate Fund. ($542,076.68)
Body
WHEREAS, the Department of Public Utilities advertised a Request for Proposals for Construction Administration/Construction Inspection Services; and
WHEREAS, Stantec Consulting Services Inc. was one of six firms selected by the evaluation committee to provide these services; and
WHEREAS, Ordinance 1727-2023 authorized the contract with Stantec Consulting Services Inc. for these services and assigned the first task to be performed; and
WHEREAS, additional construction inspection/administration tasks needs to be performed; and
WHEREAS, the contract with Stantec Consulting Services Inc. will need to be modified to add these tasks to the contract and to add funding to pay for the tasks; and
WHEREAS, an amendment to the 2023 Capital Improvement Budget is needed to align budget authority with the proper project; and
WHEREAS, the construction administration/inspection for the Clearview Avenue Area Water Line Improvements project is anticipated to be funded with a loan from the Ohio Water Development Authority; and
WHEREAS, it is necessary to appropriate funds in the Water Market Rate Fund, Fund 6014, for this expenditure; and
WHEREAS, this ordinance is contingent upon loan approval for construction administration/inspection for the Clearview Avenue Area Water Line Improvements by the Ohio Water Development Authority which is anticipated to occur in June of 2024; and
WHEREAS, funds must be expended to pay for the construction administration and inspection services Stantec Consulting Services Inc. provides under the Construction Administration/Construction Inspection Services 2023-2025 contract for this contract modification; NOW, THEREFORE,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the 2023 Capital Improvement 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
6014 / 690236-100130 / Clearview Avenue Area Water Line Improvements (OWDA Direct Loan) / $4,419,255.00 / $4,961,332.00 / $542,077.00 (To match loan amount)
SECTION 2. That from the un appropriated monies and from all monies estimated to come into said fund from any and all sources and un appropriated for any other purpose during the fiscal year ended December 31, 2024, the sum of $542,076.68 is appropriated in Fund 6014 (OWDA Direct Loan) per the account codes in the attachment to this ordinance.
SECTION 3. That this ordinance is contingent upon obtaining a loan from the Ohio Water Development Authority to fund the construction administration/inspection services for the Clearview Avenue Area Water Line Improvements project.
SECTION 4. That the Director of the Department of Public Utilities is authorized to enter into a contract modification for the Construction Administration/Construction Inspection Services 2023-2025 contract with Stantec Consulting Services Inc., 1500 Lake Shore Drive, Suite 100, Columbus, Ohio, 43204, for construction administration and inspection services for the Clearview Avenue Area Water Line Improvements project, CIP #690236-100130, in accordance with the terms and conditions as shown in the contract on file with the Department of Public Utilities, in an amount not to exceed $542,076.68.
SECTION 5. That an expenditure not to exceed $542,076.68 is authorized per the accounting codes in the attachment to this Ordinance.
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 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 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 9. That this Ordinance shall take effect and be in force from and after the earliest period allowed by law.