Explanation
1. BACKGROUND
This ordinance authorizes the Director of Public Service to modify a professional services contract with E. P Ferris & Associates, Inc.’s to add additional funds for the Pedestrian Safety - 17th Avenue ‐ I71 to Billiter Boulevard project.
Ordinance No. 1879-2024 authorized the Director of Public Service to enter into a $800,000.00 professional services contract with E. P Ferris & Associates, Inc.’s for the Pedestrian Safety - 17th Avenue ‐ I71 to Billiter Boulevard project. The intent of this project is to provide the City of Columbus, improvements to existing sidewalk and curb along 17th Avenue from the I-71 southbound ramps to just west of Billiter Boulevard. Improvements include replacing the existing sidewalk, curb, driveways, ADA curb ramps, and resurfacing of 17th Avenue. Traffic signals at the I-71 NB ramps, Hamilton Avenue, and Cleveland Avenue will be replaced. Curb extensions will be constructed to protect parking. Surface drainage will be improved with modifications to the storm sewer. Existing water service lines containing lead or galvanized materials shall be replaced. Preliminary engineering will determine the sidewalk width, final locations and surface materials for the curb extensions, and where marked crosswalks are needed.
Ord. 2534-2022 authorized the Director of Public Service to submit MORPC Attributable Funds roadway improvement project applications and to execute project agreements for approved projects for the Department of Public Service for the Pedestrian Safety - 17th Avenue ‐ I71 to Billiter Boulevard project.
This ordinance authorizes the Director of Public Service to modify the contract in the amount of $400,000.00 for additional professional services to complete the detailed design of the project.
1.1 Amount of additional funds to be expended: $400,000.00
The original contract amount: $800,000.00 (PO459964, Ord. 1879-2024)
The total of Modification No. 1: $400,000.00 (This Ordinance)
The contract amount including all modifications: $1,200,000.00
1.2 Reasons additional goods/services could not be foreseen:
This modification was anticipated. Task 1 was created to include all design services except R/W plans and retaining wall design. After negotiating Task 1, we knew we would need additional money because it exceeded the contract amount. The design cost for Task 2 - R/W plans and retaining walls were negotiated after preliminary alignment so that impacts and costs could be further understood.
1.3 Reason other procurement processes are not used:
This work is within the project limits of the original contract. It would be redundant to have a separate contract to perform this work, therefore, it was decided that it is in the best interest of the Ciy to modify the existing contract instead of bidding this part of the work.
1.4 How cost of modification was determined:
The cost of this modification was determined by an internal review of the work proposed and the suggested hours proposed by the consultant. The fee was negotiated and reasonable based on other projects of similar size and scope.
Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against E. P Ferris and Associates, Inc.
2. CONTRACT COMPLIANCE
The contract compliance number for E. P Ferris & Associates, Inc. is CC004823 and expires 05/01/2027.
3. FISCAL IMPACT
Funding in the amount of $400,000.00 is budgeted, available, and appropriated within the Streets and Highways Bond Fund, Fund 7704 within the Department of Public Service. An amendment to the 2025 Capital Improvement Budget is required to establish sufficient budget authority for the project.
4. EMERGENCY DESIGNATION
Emergency action is requested to continue the construction plan design. Plan design will affect the Right of Way design that needs to stay on schedule in order to be completed to meet the funding deadline for acquisition to preserve the safety of the traveling public.
Title
To amend the 2025 Capital Improvement Budget; to authorize the Director of Public Service to enter into a contract modification with E. P Ferris & Associates, Inc. in connection with the Pedestrian Safety-17th Avenue - I71 to Billiter Boulevard project to add additional funding; to authorize the expenditure of up to $400,000.00 from the Streets and Highways Bond Fund to pay for the project; and to declare an emergency. ($400,000.00)
Body
WHEREAS, the City of Columbus is engaged in the Pedestrian Safety - 17th Avenue ‐ I71 to Billiter Boulevard project; and
WHEREAS, PO459964 with E. P Ferris & Associates, Inc., in the amount of $800,000.00, was authorized by ordinance no. 1879-2024; and
WHEREAS, it has become necessary to modify the contract in an amount up to $400,000.00 and provide additional funds for the Intersection Pedestrian Safety - 17th Avenue ‐ I71 to Billiter Boulevard project; and
WHEREAS, it is necessary to authorize expenditures from the Streets and Highways Bond Fund for this contract; and
WHEREAS, it is necessary to amend the 2025 Capital Improvement Budget to provide funding for project expenditures in fund 7704, the Streets and Highways Bond Fund; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Service in that it is immediately necessary to enter into a contract modification with E. P Ferris and Associates, Inc. to prevent delays in the project schedule, to preserve the safety of the traveling 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 the 2025 Capital Improvements Budget authorized by ordinance 1790-2025 be amended to establish sufficient authority for this project:
Fund / Project / Project Name / Current C.I.B. / Amendment Amount / C.I.B. as Amended
7704 / P590105-100481 / Pedestrian Safety - Marion Franklin Sidewalks (Voted Carryover) / $1,000,000.00 / ($400,000.00) / $600,000.00
7704 / P590105-100474 / Pedestrian Safety - 17th Avenue ‐ I71 to Billiter Boulevard (Voted Carryover) / $0.00/ $400,000.00 / $400,000.00
SECTION 2. That the Director of Public Service be, and hereby is, authorized to enter into a contract modification with E. P Ferris & Associates, Inc., at 2130 Quarry Trails Drive, 2nd Floor, Columbus, Ohio, 43228, for the Pedestrian Safety - 17th Avenue ‐ I71 to Billiter Boulevard project to add additional funding in the amount of $400,000.00, or so much thereof as may be needed, in accordance with the plans and specifications on file in the Department of Public Service, which are hereby approved.
SECTION 3. That the expenditure of $400,000.00, or so much thereof as may be needed, is hereby authorized in Fund 7704 (Streets and Highways Bond Fund), Dept-Div 5911 (Infrastructure Management), Project P590105-100474 (Pedestrian Safety - 17th Avenue ‐ I71 to Billiter Boulevard), 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 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 sam