Explanation
1. BACKGROUND
This Ordinance authorizes the Director of Public Utilities to modify and increase the professional engineering services contract with Murphy Epson, Inc., for the Lead Service Line Outreach project, CIP 690700-100001, in an amount up to $860,206.69 to pay for continued outreach services for the project.
Outreach for the Lead Service Line Replacement Program is a city-wide program. 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 for this project is 99-Citywide
1.1 Future Renewals/Modifications: This is a planned three year contract. A future modification is anticipated to add funds for the last year of the contract.
1.2 Amount of additional funds to be expended:
Original Contract: (ORD 0664-2024; PO446930) $ 546,975.55
Modification #1 (Current Request) $ 860,206.69
Modification #2 (Estimated Future Request) $1,800,000.00
CONTRACT TOTAL $3,207,182.24
1.3. Reason other procurement processes are not used: This contract was bid under the City’s RFP process as a three year contract. We are still within the three years. Another procurement process is not required.
1.4. How the cost of the modification was determined: A scope of work was defined. The work was then priced based upon existing contract job titles, pay rates, and allowable expenses.
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 Lead and Copper Rule Improvements (LCRI) enacted by the United States Environmental Protection Agency on October 16, 2024.
3. CONTRACT COMPLIANCE INFORMATION
Murphy Epson’s contract compliance number is CC-004934 and expires 01/24/2027.
4. MINORITY AND WOMAN OWNED BUSINESS ENTERPRISE & SMALL LOCAL BUSINESS ENTERPRISE PROGRAM
Murphy Epson, Inc. is City-certified as a WBE company and anticipates performing the contract work with the use of subconsultants. As part of their proposal, Murphy Epson has proposed using the following subconsultants to perform contract work:
|
COMPANY NAME |
CITY/STATE |
ODI CERTIFICATION STATUS |
|
RAMA Consulting Service |
Columbus, Ohio |
MBE |
|
D&D’s PolicyWorks, LLC |
Columbus, Ohio |
MAJ |
The certification of the above companies was in good standing at the time of the contract modification.
5. FISCAL IMPACT
Funds are available within the Water Bond Fund, Fund 6006. An amendment to the 2024 Capital Improvement Budget is needed to align budget authority with the proper project. A transfer of cash and appropriation within the Water Bond Fund is also needed to align cash and appropriation with the proper project.
6. EMERGENCY DESIGNATION
Emergency designation is requested for this ordinance. This contract work educates residents on the danger of lead water lines and the need to replace them.
Title
To modify the professional engineering services contract with Murphy Epson, Inc., for the Lead Service Line Outreach project; to authorize an amendment to the 2024 Capital Improvement Budget; to authorize a transfer of cash and appropriation within the Water Bond Fund; to authorize an expenditure of up to $860,206.69 from the Water Bond Fund to pay for the contract modification; and to declare an emergency. ($860,206.69)
Body
WHEREAS, there is an existing professional engineering services contract with Murphy Epson for the Lead Service Line Outreach project; and
WHEREAS, it is necessary to authorize a modification to the contract to increase the dollar amount of the contract to fund continued services; and
WHEREAS, the 2024 Capital Improvement Budget must be modified to align budget authority with the proper project; and
WHEREAS, it is necessary to authorize a transfer of cash and appropriation within the Water Bond Fund, Fund 6006, to align cash and appropriation with the proper project; and
WHEREAS, funds must be expended from the Water Bond Fund, Fund 6006, to pay for the contract modification; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Utilities in that it is immediately necessary to execute the contract modification to continue educating residents on the danger of lead water lines and the need to replace them, 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 2024 Capital Improvement Budget authorized by Ordinance 1907-2024 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 / 690604-100000 / Lockbourne Road Quarry Embankment Improvements (Voted Water Carryover) / $0.00 / $545,866.00 / $545,866.00 (to match cash)
6006 / 690477-100000 / Water Storage Tank Painting (Voted Water Carryover) / $0.00 / $214,410.00 / $214,410.00 (to match cash)
6006 / 690533-100000 / PAWP Well Pump Replacement (Voted Water Carryover) / $0.00 / $101,524.00 / $101,524.00 (to match cash)
6006 / 690604-100000 / Lockbourne Road Quarry Embankment Improvements (Voted Water Carryover) / $545,866.00 / $0.00 / ($545,866.00)
6006 / 690477-100000 / Water Storage Tank Painting (Voted Water Carryover) / $214,410.00 / $0.00 / ($214,410.00)
6006 / 690533-100000/ PAWP Well Pump Replacement (Voted Water Carryover) / $101,524.00 / $1,593.00 / ($99,931.00)
6006 / 690700-100001 / Lead Service Line Outreach (Voted Water Carryover) / $546,976.00 / $1,407,183.00 / $860,207.00
SECTION 2. That the transfer of $860,206.69, or so much thereof as may be needed, is hereby authorized between projects within the Water Bond Fund, Fund 6006, per the account codes in the attachment to this ordinance.
SECTION 3. That the Director of Public Utilities is hereby authorized to modify and increase the professional engineering services contract with Murphy Epson., 1650 Watermark Drive, Ste. 210, Columbus, Ohio, 43215, for the Lead Service Line Outreach project, in an amount up to $860,206.69.
SECTION 4. That an expenditure of $860,206.69, or so much thereof as may be needed, is hereby authorized from the Water Bond Fund, Fund 6006, to pay for this contract modification, 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 made a part hereof, this Ordinance is 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 (10) days after passage if the Mayor neither approves nor vetoes this Ordinance.