Explanation
1. BACKGROUND
This ordinance authorizes the Director of Public Utilities to enter into a contract with MurphyEpson, Inc. for professional services for the Lead Service Line Public Information Outreach project, CIP #690700-100001, in an amount up to $546,975.55.
The services provided in the Lead Service Line Public Information Outreach project are intended to:
1. Meet all baseline communications requirements set forth in the Lead and Copper Rule Revisions and anticipated Lead and Copper Improvements Rule.
2. Engage Columbus residents and key stakeholders in DOW’s Lead Service Line goals, activities, and education and share information transparently.
3. Maintain a responsive resident interaction process and share information transparently throughout Lead Service Line program design and implementation.
4. Promote lead identification, replacement programs and testing programs.
The Lead Service Line Public Information Outreach contractor shall be responsible for developing communication messaging (including design and graphics); providing general project information and education; receiving resident inquiries and coordinating responses with the City team; and providing support to the construction teams operating in active Lead Service Line neighborhoods. The consultant will consolidate resident feedback for the City to identify issues and recommend strategies/solutions.
The Community Planning Area is 99 Citywide.
TIMELINE: This is a planned three-year contract with potential modifications to add funding. The contract term will begin the date the City executes the contract.
ESTIMATED COST OF PROJECT: The original agreement amount is $546,975.55. It is not known at this time if funding modifications will be needed or the amount of those modifications.
Original Contract: $546,975.55
Renewal #1 TBD
Renewal #2 TBD
CONTRACT TOTAL $546,975.55
2. ECONOMIC IMPACT/ADVANTAGES; COMMUNITY OUTREACH; PROJECT DEVELOPMENT; ENVIRONMENTAL FACTORS/ADVANTAGES OF PROJECT
Administration of the Lead Service Line Public Information Outreach contract ensures inclusive, accessible, and authentic engagement strategies are being utilized to educate and inform citizens about the Lead Service Line Program and the issue being addressed. This contract also provides assistance to the Lead Service Line Program team in developing and improving materials to better communicate with residents, businesses, child care facilities, and primary secondary schools. Residents will be engaged though public meetings and community education forums.
Administration of this contract will assist the Division of Water to maintain compliance with new Lead and Copper Rule Revisions (LCRR) enacted by the United States Environmental Protection Agency on December 16, 2021, and anticipated Lead and Copper Rule Improvements (LCRI).
3. BID INFORMATION
This project was formally advertised on the Vendor Services and Bonfire websites from 10/6/23 to 10/27/23. Three proposals were received:
Name C.C. No. Exp. Date City/State Status
Murphy Epson CC-004934 1/26/25 Columbus, OH WBE
Triumph Communications CC-035189 6/22/24 Columbus, OH MAJ
Xposeyour CC039621 9/30/24 Columbus, OH WBE
All proposals were deemed responsive. The evaluation committee reviewed the proposals and recommended the contract for the Lead Service Line Public Information Outreach project be awarded to MurphyEpson, Inc.
MurphyEpson, Inc.’s certification was in good standing at the time of the contract award.
4. CONTRACT COMPLIANCE INFORMATION
MurphyEpson, Inc.’s contract compliance number is CC-004934 and expires 1/26/25.
5. MINORITY AND WOMAN OWNED BUSINESS ENTERPRISE & SMALL LOCAL BUSINESS ENTERPRISE PROGRAM
This contract was bid with an anticipated City of Columbus MBE/WBE Program goal of 20% as assigned by the City’s Office of Diversity and Inclusion (ODI). After ODI’s review of the Utilization Plan and other related information the contractor submitted with their bid response, ODI has approved an MBE/WBE Program goal of 20% for this contract. Failure by the contractor to meet this goal subjects the contractor to the Penalties for Non-Compliance as described in the bid documents for this contract.
MurphyEpson, Inc. is City-certified as a WBE company and anticipates performing the contract work without the use of subconsultants. The anticipated MBE/WBE percentage for this contract is 100%.
6. FISCAL IMPACT
Funding in the amount of $546,975.55 is available and appropriated within the Water Bond Fund, Fund 6006. An amendment to the 2023 Capital Improvement Budget is needed to align budget authority with the proper project. A transfer of cash and appropriation between projects within the Water Bond Fund is needed to align cash and appropriation with the proper project.
7. EMERGENCY DESIGNATION
Emergency action is requested to meet compliance with new regulatory requirements that begin this year including requiring outreach to 120,000 Department of Public Utilities customers and the development of a program to replace lead service lines throughout our service area. Notifications will be sent to residents this summer to meet regulatory deadlines. Outreach and communication is a critical component of this notification and an outreach strategy must be in place well before summer to prepare and design the notifications and supporting materials, and to have a system set-up to respond to customers' concerns about lead service lines.
Title
To authorize the Director of the Department of Public Utilities to enter into a professional services contract with MurphyEpson, Inc. for the Lead Service Line Public Information Outreach project; to authorize an amendment to the 2023 Capital Improvement Budget; to authorize the transfer of cash and appropriation between projects within the Water Bond Fund; to authorize an expenditure of up to $546,975.55 from the Water Bond Fund; and to declare an emergency. ($546,975.55)
Body
WHEREAS, the Department of Public Utilities is engaged in the Lead Service Line Public Information Outreach project; and
WHEREAS, three proposals for the Lead Service Line Public Information Outreach project were received and evaluated by the evaluation committee; and
WHEREAS, the evaluation committee recommended MurphyEpson, Inc. be awarded the contract for this project; and
WHEREAS, it is necessary to authorize the Director of the Department of Public Utilities to enter into a professional services contract with MurphyEpson, Inc. for the Lead Service Line Public Information Outreach project; and
WHEREAS, the 2023 Capital Improvements Budget must be modified to align budget authority with the proper project; and
WHEREAS, it is necessary to transfer cash and appropriation between projects within the Water Bond Fund, Fund 6006, to align cash and appropriation with the proper project; and
WHEREAS, it is necessary to authorize an expenditure of funds from the Water Bond Fund, Fund 6006, to pay for the contracted services for the project; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Utilities in that it is immediately necessary to implement the Lead Service Line Public Information Outreach contract to meet compliance with new regulatory requirements that begin this year including requiring outreach to 120,000 Department of Public Utilities customers and the development of a program to replace lead service lines throughout our service area, 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 2023 Capital Improvements 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
6006 / 690473-100019 / Stelzer Road PRV (Voted Water Carryover) / $602,304.00 / $55,328.00 / ($546,976.00)
6006 / 690700-100001 / Lead Service Line Public Information Outreach (Voted Water Carryover) / $0.00 / $546,976.00 / $546,976.00
SECTION 2. That the transfer of $546,975.55, or so much thereof as may be needed, is hereby authorized between projects within the Water Bond Fund, Fund 6006, per the accounting codes in the attachment to this ordinance.
SECTION 3. That the Director of Public Utilities is hereby authorized to enter into a professional services contract for the Lead Service Line Public Information Outreach project with MurphyEpson, Inc., 1650 Watermark Dr., Columbus, OH 43215, in an amount up to $546,975.55, in accordance with the terms and conditions of the contract on file in the Department of Public Utilities.
SECTION 4. That the expenditure of $546,975.55, or so much thereof as may be needed, is hereby authorized to pay for this contract per the accounting codes in the attachment to this ordinance.
SECTION 5. 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 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 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.