Explanation
1. BACKGROUND
This ordinance authorizes the Director of Public Utilities to enter into a contract modification with DLZ Ohio, Inc., for construction administration/inspection services as part of the Construction Administration/Construction Inspection Services 2023-2025 contract.
DLZ Ohio, Inc. was awarded a contract to perform construction administration/inspection services for Department of Public Utilities Capital Improvement Projects that bid during the years 2023, 2024, and 2025. The contract is modified as needed throughout the three-year contract period to include projects as they go to construction. The construction project to be administered by DLZ Ohio, Inc. under this contract modification is the Smart Lighting Phase 2 project, CIP No. 670878-100002, in the amount of $374,667.63.
This project will implement LED street light conversions in the Phase 2 project area in the southside neighborhood generally bounded by High Street on the west, Livingston Avenue on the north, Alum Creek Drive to the east and Marion Road to the south. The project will replace approximately 3,900 existing HPS lights with LED lights.
The Columbus Community is 63 - South Side.
1.1. Amount of additional funds to be expended: $374,667.63
Original Contract: $775,135.69 (ORD 1768-2023, PO402691, PO402695)
Modification #1: $1,191,867.05 (ORD 2111-2023, PO411979)
Modification #2: $1,822,179.64 (ORD 2942-2023, PO425120)
Modification #3: $129,591.25 (ORD 3300-2023, PO431695)
Modification #4: $634,598.83 (ORD 0523-2024, PO447156 and PO447158)
Modification #5: $133,297.64 (ORD 2556-2024, PO484303)
Modification #6: $73,325.27 (ORD 3004-2024, PO487373)
Modification #7: $99,644.31 (ORD 3552-2024, PO496559)
Modification #8: $125,572.91 (ORD 2185-2025)
Modification #9: $159,356.54 (ORD 2281-2025, PO53758)
Modification #10: $1,558,922.99 (ORD 2671-2025)
Modification #11: $374,667.63 (ORD 3029-2025)
Total $7,078,159.75
1.2. Reasons additional goods/services could not be foreseen:
This is a three-year agreement for fiscal years 2023 - 2025. Modifications were anticipated and explained in the original legislation under Ordinance 1768-2023.
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) timeframe. Another procurement process is not required.
1.4. How cost of modification was determined:
The cost proposal was provided by DLZ, Ohio, Inc., reviewed by the project team, and was deemed acceptable. The fees in the proposal are based upon contract pricing already established for job titles, tasks, and allowable expenses for the contract.
2. ECONOMIC IMPACT/ADVANTAGES; COMMUNITY OUTREACH; PROJECT DEVELOPMENT; ENVIRONMENTAL FACTORS/ADVANTAGES OF PROJECT
The installation and conversion to LED lighting within the project area will provide both an additional sense of safety and security to the residents. This may also deter criminal activity which lessens the financial impact on City resources such as the Police and Fire departments. The Division of Power will have significant energy savings from the conversion to LED from high pressure sodium street lights.
3. CONTRACT COMPLIANCE INFORMATION
DLZ Ohio, Inc.’s contract compliance number is CC004939 and expires 7/22/2026.
DLZ Ohio, Inc. proposed no subcontractors to use for this project.
The certification of DLZ Ohio, Inc.’s was in good in good standing at the time of this contract modification.
4. FISCAL IMPACT
Funding for project #670878-100002 in Fund 6303 (Electricity Bond Fund) is budgeted, available, and appropriated.
5. EMERGENCY DESIGNATION
Emergency designation is requested for this ordinance as the construction for the Smart Lighting Phase 2 project is funded by a grant that must be expended by April of 2026 or all grant monies must be returned, and construction cannot proceed until construction administration/inspection is available.
Title
To authorize the Director of the Department of Public Utilities to enter into a contract modification with DLZ Ohio, Inc., for the Construction Administration/Construction Inspection Services 2023-2025 contract; to authorize an expenditure of up to $374,667.63 from the Electricity Bond Fund to pay for the project; and to declare an emergency. ($374,667.63)
Body
WHEREAS, the Department of Public Utilities is engaged in the Smart Lighting Phase 2 project, CIP #670878-100002; and
WHEREAS, a construction contract is about to be awarded for the project; and
WHEREAS, construction administration and construction inspection services must be performed on the construction work; and
WHEREAS, the Department of Public Utilities advertised a Request for Proposals for Construction Administration/Construction Inspection (CA/CI) Services; and
WHEREAS, DLZ Ohio, Inc. was one of six firms selected by the evaluation committee to provide these services; and
WHEREAS, Ordinance 1768-2023 authorized the contract with DLZ Ohio, Inc. for these services and assigned the first tasks to be performed; and
WHEREAS, DLZ has been assigned the CA/CI services for the Smart Lighting Phase 2 construction contract and the DLZ CA/CI contract must be modified to add the task and funding for these services; and
WHEREAS, funds must be expended to pay for work performed under the contract modification; 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 Director to enter into a contract modification with DLZ as the construction for the Smart Lighting Phase 2 project is funded by a grant that must be expended by April of 2026 or all grant monies must be returned, and construction cannot proceed until construction administration/inspection is available, all for the immediate preservation of 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 Public Utilities is authorized to enter into a contract modification for the Construction Administration/Construction Inspection Services 2023-2025 contract with DLZ Ohio, Inc. 6121 Huntley Road, Columbus, Ohio, 43229, for construction administration and inspection services for the Smart Lighting Phase 2 project, CIP No. 670878-100002, 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 $374,667.63.
SECTION 2. That an expenditure not to exceed $374,667.63 is authorized in the Electricity Bond Fund, Fund 6303, per the accounting codes in the attachment to this Ordinance.
SECTION 3. Funds are deemed appropriated and expenditures transfers authorized to carry out the purposes of this Ordinance and the City Auditor shall establish such accounting codes as necessary.
SECTION 4. 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 5. 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 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.