Explanation
1. BACKGROUND
The City of Columbus, Department of Public Service, Division of Design and Construction currently holds a contract with CTL Engineering, Inc. for materials testing and inspection. This legislation authorizes the Director of Public Service to modify and increase this contract with CTL Engineering, Inc. in the amount of $31,860.00.
Work performed to date on this contract includes Soil classification, asphalt lab support, concrete/asphalt plant mix inspection and preliminary field investigation.
Work to be performed as part of the proposed contract modification includes but is not limited to:
performing batch plant inspections at various Ready-Mixed Concrete and Hot-Mixed Asphalt plants,
provide density data on all construction projects with asphalt pavement layers in compliance with Construction and Materials SpecificationS (CMS) item 416,
supplement the City Laboratory sampling and coring program especially for coring pavement layers greater than 12" in depth,
review and verify concrete and asphalt mixes submitted by suppliers / producers on an annual basis before incorporation in the City approved list.
In addition, CTL Engineering, Inc will support the City in the procurement and establishment of an Asphalt Laboratory that is required as condition of continued funding by other government agencies. The City indicated to Federal Highway Administration during an American Recovery and Reinvestment Act (ARRA) audit of a project that we are taking necessary steps to establish our own Laboratory.
After an ARRA project Audit, it became clear that a main requirement in order to keep funding is to establish our own asphalt laboratory and to retain independent testing lab such as CTL as long as federal or state funding is being utilized in the corresponding City projects.
If this modification is not granted, then most of the tasks listed above will not be performed especially for asphalt pavements (The City lab is not equipped to perform any asphalt testing yet). The subsurface investigation, special problem studies, cross reference testing, and Asphalt batch plant inspection will be subbed out to a private consultant, which beats the original purpose of cost control.
But most importantly, Funding may be lost for the following Federally Funded projects:
Lockbourne Rd $4,660,867.50
Williams Road OPWC- $2,239,121.43
Parsons/Livingston Av $14,582,105.41
FRA Resurfacing 2009 Project 2- $2,671,166.28
FRA Alum Creek Trail- $3,253,881.33
FRA River South Phase 2- $9,463,389.40
TOTAL = $36,870,529.00
This contract could not be bid out as the City already has an obligation under a 3-year contract with an independent consultant. The City has always kept an independent consultant to support its testing and Quality control/quality assurance activities on a 3-year contractual basis. The successful bidder this period (3-years renewed yearly) was CTL/Lee testing, they are currently through their second year.
Consultant activities depend on the actual volume of work performed for the yearly construction season; such activities vary depending on projects letting and delivery and hence dictate a need for a contractual period more than one year to support City QC/QA and testing.
The original contract amount was $19,900.00 This is modification #1. It is desired to increase the contract amount by $31,860.00 for the described testing. This amount has been calculated based on current and projected testing and inspection needs for the 2010 construction season.
The total contract amount including this modification is $51,760.00.
Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against CTL Engineering, Inc.
2. CONTRACT COMPLIANCE
CTL Engineering, Inc's contract compliance number is 31-0680767 and expires 6/17/12.
3. FISCAL IMPACT
Funding for this modification is available within the Streets and Highways G.O. Bond Fund due to cancellation of encumbrances from completed projects.
4. EMERGENCY DESIGNATION
Emergency action is requested to allow this modification to proceed on schedule to provide funding for necessary testing services for Department of Public Service Capital improvement projects occurring this construction season.
Title
To authorize the Director of Public Service to execute a contract modification with CTL Engineering, Inc. in connection with the Roadway Improvements - Materials Testing and Inspection project; to amend the 2010 Capital Improvements Budget; to authorize the transfer of cash and appropriation within the Streets and Highways G.O. Bonds Fund; to authorize the expenditure of $31,860.00 from the Streets and Highways G.O. Bonds Fund for this contract modification; and to declare an emergency. ($31,860.00)
Body
WHEREAS, the Department of Public Service currently holds the contract for the Roadway Improvements - Materials Testing project with CTL Engineering, Inc; and
WHEREAS, City Auditor's Contract No. ED039770 for materials testing and inspection was executed September 29, 2009 and approved by the City Attorney on September 30, 2009; and
WHEREAS, the Director of Public Service has identified the need to modify and increase this professional service contract to provide for additional materials testing and inspection by CTL Engineering, Inc; and
WHEREAS, this legislation authorizes the first modification to this contract in the amount of $31,860.00; and
WHEREAS, a satisfactory proposal has been submitted by CTL Engineering, Inc; and
WHEREAS, it is necessary to authorize an amendment to the 2010 Capital Improvements Budget for the purpose of providing sufficient spending authority for the aforementioned project expenditure; and
WHEREAS, an emergency exists in the usual daily operation of the Division of Design and Construction in that this contract should be modified immediately so that funding can be made available for necessary testing and inspection services for capital improvement projects during this construction season; now, therefore
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
Section 1. That the Director of Public Service be and is hereby authorized to modify and increase a contract with CTL Engineering, Inc, 2860 Fisher Road, Columbus, Ohio, 43204 for the Roadway Improvements - Materials Testing and Inspection project in the amount of $31,860.00, for the Division of Design and Construction.
Section 2. That the 2010 Capital Improvement Budget authorized by ordinance 0564-2010 be and is hereby amended to provide sufficient authority for this project as follows:
Fund/Project / Project Name /OCA/ Current / Change / Amended
704 / 530161-100000 / Roadway Improvements / $63,541.00 (Carryover) / ($31,860.00) (Carryover) / $31,681.00 (Carryover)
704 / 530161-100088 / Roadway Improvements - Materials Testing and Inspection / $0.00 (Carryover) / $31,860.00 (Carryover) / $31,860.00 (Carryover)
Section 3. That the transfer of cash and appropriation within The Streets and Highways G.O. Bonds Fund, 704, be authorized as follows:
Transfer From:
Fund / Project / Project Name / O.L. 01-03 Codes / OCA / Amount
704 / 530161-100000 / Roadway Improvements / 06-6600 / 590046 / $31,860.00
Transfer To:
Fund / Project / Project Name / O.L. 01-03 Codes / OCA / Amount
704 / 530161-100088 / Roadway Improvements - Materials Testing and Inspection / 06-6600 / 746188 / $31,860.00
Section 4. That for the purpose of paying the cost of this contract mod, the sum of $31,860.00 or so much thereof as may be needed, is hereby authorized to be expended from the Streets and Highways G.O. Bonds Fund, No. 704 as follows:
Fund / Project / Project Name / O.L. 01-03 Codes / OCA / Amount
704 / 530161-100088 / Roadway Improvements - Materials Testing and Inspection / 06-6631 / 746188 / $31,860.00
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 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.