Explanation
1. BACKGROUND: This legislation authorizes the Director of Finance and Management, on behalf of the Office of Construction Management, to modify and increase the Architect-of-Record services agreement, with BBCO Design LLC, for the Police Substation 19 - Hilltop Area (Sullivant Ave.) project, in the amount of $147,892.00.
The overall project scope included construction of a fully operational substation to house Precinct 19, Community Response Team-3, Midwatch, and detectives. The substation is located at 1860 Sullivant Avenue, Columbus, Ohio 43223 and will allow at least two precincts to operate.
The original contract was established under Contract No. PO396740, and was authorized by Ordinance No. 1369-2023, and approved by City Council on June 12, 2023. The agreement included architectural, engineering, and construction administration services.
The original construction administration fee, under Contract No. PO396740, was based on a 12-month construction duration. The current construction schedule was extended due to permit and site conditions delays found during construction thereby creating a need for additional construction administration services. Modification No. 1 (current) will provide funding for these additional services.
2. MODIFICATION INFO:
A. The amt of additional funds to be expended under the modification: $147,892.00
Original Contract Amount: $1,472,573.00 (PO396740)
Modification No. 1 (current): $ 147,892.00
Total (Original and Mod 1): $1,620,465.00
B. Why the need for additional goods or services could not be foreseen at the time the contract was initially awarded.
This estimated duration of construction was established during design procurement. As design developed and level of scope required, the construction duration increased. The construction schedule also increased further due to permit and site conditions delays.
C. Why it would not be in the city’s best interests to have the additional contract requirements awarded through other procurement processes?
Construction administration must be performed by the consultant who procured the design documents.
D. How the price for the additional goods or services which are subject of the modification was determined.
The price was determined by the monthly rate established during the original design fee proposal with BBCO. BBCO allocated a certain number of hours per month for construction administration and carried those same hours into the extended months.
3. CONTRACT COMPLIANCE INFO: BBCO Design LLC, DAX No. 19748, expires 11/19/27, WBE & SRBE-designated
Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against BBCO Design LLC.
4. FUTURE MODIFICATION(S): Future modifications are not expected at this time.
5. EMERGENCY DESIGNATION: It is requested that this Ordinance be handled in an emergency manner in order to meet the project timeline and deliverables schedule.
6. FISCAL IMPACT: A transfer of funds within the Safety Taxable G.O. Bonds Fund will be necessary as well as an amendment to the 2025 Capital Improvements Budget.
Title
To authorize the Director of Finance and Management, on behalf of the Office of Construction Management, to modify and increase the Architect-of-Record services agreement with BBCO Design LLC; for the Police Substation 19 - Hilltop Area (Sullivant Ave.) project; to authorize a transfer of $147,892.00 and an expenditure up to $147,892.00 within the Safety Taxable General Obligations Bond Fund; to authorize an amendment to the 2025 Capital Improvements Budget; and to declare an emergency. ($147,892.00)
Body
WHEREAS, the Department of Finance and Management, on behalf of the Office of Construction Management, entered into an Architect-of-Record services agreement with BBCO Design LLC for the Police Substation 19 - Hilltop Area (Sullivant Ave.) project, authorized by Ordinance No. 1369-2023, and approved by City Council on June 12, 2023; and
WHEREAS, Modification No. 1 (current) is needed to procure additional funding for construction administration services due to an extension in the construction schedule, in the amount of $147,892.00; and
WHEREAS, it is necessary to authorize a transfer of $147,892.00 and an expenditure of $147,892.00 within the Safety Taxable G.O. Bonds Fund - Fund No. 7705; 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, an emergency exists in the usual daily operation of the Department of Finance and Management, Office of Construction Management, in that it is immediately necessary to authorize the Director of Finance and Management to modify and increase the Architect-of-Record services agreement with BBCO Design LLC, for the Police Substation 19 - Hilltop Area (Sullivant Ave.) project, in an emergency in order to meet the project timeline and deliverables schedule; for the immediate preservation of the public health, welfare, peace, property and safety; NOW, THEREFORE,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of Finance and Management is hereby authorized to modify and increase the Architect-of-Record services agreement, on behalf of the Office of Construction Management, with BBCO Design LLC, for the Police Substation 19 - Hilltop Area (Sullivant Ave.) project, in the amount of $147,892.00.
SECTION 2. That a transfer of $147,892.00 and expenditure of $147,892.00, or so much thereof as may be needed, is hereby authorized in the Safety Taxable G.O. Bonds Fund - Fund No. 7705, per the accounting codes in the attachment to this ordinance.
SECTION 3. That the 2025 Capital Improvements Budget is hereby amended, in the Safety Taxable G.O. Bonds Fund - Fund No. 7705, per the accounting codes in the attachment to this ordinance.
SECTION 4. 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 5. That the City Auditor is hereby authorized and directed to transfer any unencumbered balance in the project account to the unallocated balance 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 no longer required for said project; except that no transfer shall be made from a project account by monies from more than one source.
SECTION 6. That the City Auditor is authorized to establish proper project accounting numbers as appropriate.
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 for reasons stated in the preamble hereto, which is hereby 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 days after passage if the Mayor neither approves nor vetoes the same.