Explanation
1. BACKGROUND: This legislation authorizes the Director of Finance and Management to renew and increase Contract Numbers PO417294, PO417297, and PO417303, on behalf of the Office of Construction Management, with DesignLevel, LLC, for the Professional Architectural / Engineering Services - Task Order Basis project, in an amount up to $250,000.00.
These indefinite quantity contracts provide the Office of Construction Management with continual, contractual access to resources that are necessary to perform professional architectural / engineering services as well as provide technical expertise for the Department of Finance and Management to implement projects for various City of Columbus departments.
The original contracts were established under Ordinance No. 2682-2023 and approved by City Council on October 16, 2023.
Modification No. 1, under Ordinance No. 2323-2024 and approved by City Council on October 7, 2024, extended the expiration date and provided funding for task-oriented projects for the Department of Public Safety.
Renewal No. 1 (current): The contracts’ initial terms are longer than the one-year period from the date of the purchase orders issued November 24, 2023, however, not all funds have been depleted and before all funds are depleted and the contract expires the Department of Finance and Management seeks to exercise the first of the three annual renewals and extend the contract for an additional year.
3. RENEWAL INFO:
A. The amt of additional funds to be expended under the renewal: $250,000.00
Original Contract: $ 750,000.00 (PO417294, PO417297, and PO417303)
Modification No. 1: $ 125,000.00 (PO476919)
Renewal No. 1 (current): $ 250,000.00
New Contract Amount: $1,125,000.00
B. Why the need for additional goods or services could not be foreseen at the time the contract was initially awarded.
The need for additional services was foreseen and mentioned in the original authorizing legislation under Ordinance No. 2682-2023 as well as Modification No. 1 under 2323-2024. This is the first renewal to the contract.
C. Why it would not be in the city’s best interests to have the additional contract requirements awarded through other procurement processes?
The project was bid as a task order with the option of three (3) annual renewals. Task Order Basis contracts allow the Department to address small-dollar tasks that need responded to quickly.
D. How the price for the additional goods or services which are subject of the renewal was determined.
The Office of Construction Management determines $250,000.00 will be adequate for upcoming projects.
3. CONTRACT COMPLIANCE INFO: DesignLevel, LLC, Vendor No. 11513, expires 7/1/27, WBE & SRBE-certified
Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against DesignLevel, LLC.
4. FUTURE RENEWALS: Two future renewals are expected and will be processed via legislative process.
5. FISCAL IMPACT: There are sufficient funds within the Construction Management Capital Improvements Bond Fund, however, an amendment to the 2025 Capital Improvements Budget will be necessary.
Title
To authorize the Director of Finance and Management, on behalf of the Office of Construction Management; to renew and increase the contracts with DesignLevel, LLC, for the Professional Engineering Services - Task Order Basis project; to authorize an expenditure up to $250,000.00 within the Construction Management Capital Improvements Fund; and to authorize an amendment to the 2025 Capital Improvements Budget. ($250,000.00)
Body
WHEREAS, the Finance and Management Department, Office of Construction Management, desires to renew and increase Contract Numbers PO417294, PO417297, and PO417303 for the Professional Architectural / Engineering Services - Task Order Basis project with DesignLevel, LLC; and
WHEREAS, Contract Numbers PO417294, PO417297, and PO417303 were originally authorized under Ordinance No. 2682-2023 and approved by City Council on October 16, 2023; and
WHEREAS, Modification No. 1, under Ordinance 2323-2024 and approved by City Council on October 7, 2024, extended the expiration date and provided funding for task-oriented projects for the Department of Public Safety; and
WHEREAS, Renewal No. 1 (current) will establish funding for task-oriented projects for the Department of Finance and Management and will extend the contract for an additional year; and
WHEREAS, it is necessary to authorize an expenditure of funds within the Construction Management Capital Improvements Bond Fund - Fund No. 7733; and
WHEREAS, it is necessary to authorize an amendment to the 2025 Capital Improvements Budget for the purpose of providing sufficient spending authority for the aforementioned project expenditure; and
WHEREAS, it has become necessary in the usual daily operation of the Department of Finance and Management, Office of Construction Management, to authorize the Director of Finance and Management to renew and increase the contracts with DesignLevel, LLC, for the Professional Architectural / Engineering Services - Task Order Basis project; for the preservation of the public health, peace, property and safety; now therefore,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Finance and Management Director is hereby authorized to renew and increase Contract Numbers PO417294, PO417297, and PO417303, on behalf of the Office of Construction Management, with DesignLevel, LLC for the Professional Architectural / Engineering Services - Task Order Basis project, in an amount up to $250,000.00.
SECTION 2. That an expenditure up to $250,000.00, or so much thereof as may be needed, is hereby authorized in the Construction Management Capital Improvements Fund. - Fund No. 7733, per the accounting codes in the attachment to this ordinance.
SECTION 3. That the 2025 Capital Improvements Budget is hereby amended, in the Construction Management Capital Improvements Bond Fund - Fund No. 7733, per the accounting codes in the attachment to this ordinance.
SECTION 4. That this contract renewal is in compliance with Chapter 329 of Columbus City Codes. Two additional renewals are expected and would be processed via legislative process.
SECTION 5. That the monies in the foregoing sections shall be paid upon order of the Director of Finance and Management, and that no order shall be drawn or money paid except by voucher, the form of which shall be approved by the City Auditor.
SECTION 6. That the funds necessary to carry out the purpose of this ordinance are hereby deemed appropriated, and the City Auditor shall establish such accounting codes as necessary.
SECTION 7. 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 8. 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 9. That this Ordinance shall take effect and be in force from and after the earliest period allowed by law.