Explanation
1. BACKGROUND
This ordinance authorizes the Director of Public Service to modify a professional services contract with Gannett Fleming Engineers & Architects to add additional funds for Roadway - Westbourne Avenue Extension project. This modification is to design Blossom Field Boulevard from Broad Street to Westbourne Avenue.
Ordinance No. 1934-2020 authorized the Director of Public Service to enter into a $500,000.00 professional services contract with Gannett Fleming Engineers & Architects for the Roadway - Westbourne Avenue Extension project. This project consists of constructing, resurfacing, widening, new curb and gutter, sidewalks, drives, storm sewer system, and a shared use path on Westbourne Avenue from approximately 600 feet west of Taylor Station Road to Blossom Field Boulevard. This project will also include a roundabout and new alignment on Corrina Drive south of the roundabout.
Ordinance 0438-2022 authorized the Director of Public Service to modify the contract in the amount of $675,000.00 to cover the remainder of the design of Phase 1.
Ordinance 2601-2023 authorized the Director of Public Service to modify the contract in the amount of $300,000.00 to create a new public street where a private street (Blossom Field Boulevard) exists from E. Broad Street to approximately 1,800 feet north of E. Broad Street.
This ordinance authorizes the Director of Public Service to modify the contract in the amount of $100,000.00 for additional design work for Blossom Field Blvd detailed design.
1.1 Amount of additional funds to be expended: $100,000.00
The original contract amount: $500,000.00 (PO241932, Ord. 1934-2020)
The total of Modification No. 1: $675,000.00 (PO315613, Ord. 0438-2022)
The total of Modification No. 2: $300,000.00 (PO417530, Ord. 2601-2023)
The total of Modification No. 3: $100,000.00 (This Ordinance)
The contract amount including all modifications: $1,575,000.00
1.2 Reasons additional goods/services could not be foreseen:
This modification is necessary as a result of design changes that occurred after the initial contract fee had been negotiated and cannot be covered by contract contingency. Work includes drainage and roadway updates necessary due to design changes on adjoining E Broad Phase I widening project, drainage and SCP design updates based on updated direction from DOSD, and design updates related to Blacklick Skilled Nursing facility development.
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 City 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 contract modification is consistent with the direct labor, overhead, and profit rates established within the original proposal/contract.
Searches in the System for Award Management (Federal) and the Findings for Recovery list (State) produced no findings against Gannett Fleming Engineers & Architects.
2. CONTRACT COMPLIANCE
The contract compliance number for Gannett Fleming Engineers & Architects is CC001829 and expires 12/28/25.
3. FISCAL IMPACT
Funding for this contract is available within Fund 4432 (Lucent Commercial TIF). Funds will need to be appropriated in Fund 4432, transferred to Fund 7432 (Lucent Commercial TIF Capital Fund), and then appropriated in Fund 7432. Project expenses will be paid from Fund 7432.
4. MINORITY AND WOMAN OWNED BUSINESS ENTERPRISE & SMALL LOCAL BUSINESS ENTERPRISE PROGRAM
This expenditure is to modify a contract that was put in place prior to the implementation of the Minority and Woman Owned Business Enterprise & Small Local Business Enterprise program and as such is not a part of the program.
5. EMERGENCY DESIGNATION
Emergency action is requested to complete plan design, which needs to be bid in April 2025 in order to meet the agreed upon deadline for waterline installation and to preserve the safety of the traveling public.
Title
To appropriate funds within the Lucent Commercial TIF; to transfer funds from the Lucent Commercial TIF to the Lucent Commercial TIF Capital Fund; to appropriate funds within the Lucent Commercial TIF Capital Fund; to authorize the Director of the Department of Public Service to enter into a contract modification with Gannett Fleming Engineers & Architects in connection with the Roadway - Westbourne Avenue Extension project; to authorize the expenditure of up to $100,000.00 from the Lucent Commercial TIF Capital Fund for the project; and to declare an emergency. ($100,000.00)
Body
WHEREAS, the City of Columbus is engaged in the Roadway - Westbourne Avenue Extension project; and
WHEREAS, the Phase 1 project will include constructing, resurfacing, widening, new curb and gutter, sidewalks, drives, storm sewer system, and a shared use path on Westbourne Avenue from approximately 600 feet west of Taylor Station Road to Blossom Field Boulevard as well as a roundabout and new alignment on Corrina Drive south of the roundabout; and
WHEREAS, the Phase 2 project creates a new public street where a private street (Blossom Field Boulevard) exists from E. Broad Street to approximately 1,800 feet north of E. Broad Street near the Phase 1 terminus; and
WHEREAS, contract no. PO241932 with Gannett Fleming Engineers & Architects, P.C., in the amount of $500,000.00, was authorized by ordinance no. Ord. 1934-2020; and
WHEREAS, modification no. 1, PO315613, in the amount of $675,000.00, was authorized by ordinance no. 0438-2022; and
WHEREAS, modification no. 2, PO417530, in the amount of $300,000.00, was authorized by ordinance no. 2601-2023; and
WHEREAS, it has become necessary to modify the contract in an amount up to $100,000.00 and provide additional funds for the Roadway - Westbourne Avenue Extension project; and
WHEREAS, additional funds in the amount of $100,000.00 are available for this project in Fund 4432, Lucent Commercial TIF Fund; and
WHEREAS, it is necessary to appropriate funds in Fund 4432, Lucent Commercial TIF Fund; and
WHEREAS, it is necessary for Council to authorize a transfer of funds from Fund 4432, Lucent Commercial TIF Fund, to Fund 7432, Lucent Commercial TIF Capital Fund, to establish sufficient cash to pay for the project; and
WHEREAS, it is necessary to appropriate funds for expenditure in Fund 7432, Lucent Commercial TIF Capital Fund; and
WHEREAS, it is necessary to authorize expenditure of funds relative to the modification of work for the project; and
WHEREAS, this expenditure is to modify a contract that was put in place prior to the implementation of the Minority and Woman Owned Business Enterprise & Small Local Business Enterprise Program and as such is not a part of the program; 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 Gannett Fleming Engineers & Architects to meet the agreed upon deadline for waterline installation, for the safety of the traveling public and the immediate 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 from the unappropriated monies and from all monies estimated to come into said fund from any and all sources and unappropriated for any other purpose during the fiscal year ended December 31, 2025, the sum of $100,000.00 is appropriated in Fund 4432 (Lucent Commercial TIF), Dept-Div 4402 (Economic Development), in Object Class 10 (Transfer Out Operating) per the account codes in the attachment to this ordinance.
SECTION 2. That the transfer of $100,000.00 or so much thereof as may be needed, is hereby authorized from Fund 4432 (Lucent Commercial TIF), Dept-Div 4402 (Economic Development) to Fund 7432 (Lucent Commercial TIF Capital Fund), Dept-Div 5912 (Design and Construction) per the account codes in the attachment to this ordinance.
SECTION 3. That from the unappropriated monies and from all monies estimated to come into said fund from any and all sources and unappropriated for any other purpose during the fiscal year ended December 31, 2025, the sum of $100,000.00 is appropriated in Fund 7432 (Lucent Commercial TIF Capital Fund), Dept-Div 5912 (Design and Construction), Project P531037-100000 (Roadway - Westbourne Ave Extension), in Object Class 06 (Capital Outlay) per the account codes in the attachment to this ordinance.
SECTION 4. That the Director of the Department of Public Service be, and hereby is, authorized to enter into a contract modification with Gannett Fleming Engineers & Architects, 2500 Corporate Exchange Drive, Suite 230, for the Roadway - Westbourne Avenue Extension project in the amount of $100,000.00, 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 5. That the expenditure of $100,000.00, or so much thereof as may be needed, is hereby authorized in Fund 7432 (Lucent Commercial TIF Capital Fund), Dept-Div 5912 (Design and Construction), Project P531037-100000 (Roadway - Westbourne Ave Extension), in Object Class 06 (Capital Outlay) per the accounting codes in the attachment to this ordinance.
SECTION 6. That 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 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 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.