Explanation
1. BACKGROUND
This ordinance authorizes the Director of Public Service to modify a professional services contract with E.L. Robinson Engineering of Ohio Co. to add additional funds for Roadway - General Engineering 2024 project.
Ordinance No. 1360-2024 authorized the Director of Public Service to enter into a $250,000.00 professional services contract with E.L. Robinson Engineering of Ohio Co. for the Roadway - General Engineering 2024 project. The intent of this project is to provide the City of Columbus, Department of Public Service, additional resources that are necessary to perform professional engineering and survey services as well as provide technical expertise for the Department to complete its capital budget commitments. This ordinance authorizes the Director of Public Service to modify the contract in the amount of $325,000.00.
This modification was planned at the time of the original contract to provide design services for additional tasks on various projects.
1.1 Amount of additional funds to be expended: $325,000.00
The original contract amount: $250,000.00 (PO452172, Ord. 1360-2024)
The total of Modification No. 1: $325,000.00 (This Ordinance)
The contract amount including all modifications: $575,000.00
1.2 Reasons additional goods/services could not be foreseen:
This modification was anticipated because additional design services were contemplated for future tasks during the original contract.
1.3 Reason other procurement processes are not used:
The assigned tasks to this contract need to be completed within a limited time frame that doesn’t allow for completing the entire RFP process. 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 was determined by estimating the design fee based on the scope of work and comparing to previously executed contracts of similar size and scope.
Searches in the System for Award Management (Federal) and the Findings for Recovery list (State) produced no findings against E.L. Robinson Engineering of Ohio Co.
2. CONTRACT COMPLIANCE
The contract compliance number for E.L. Robinson Engineering of Ohio Co. is CC005858 and expires 4/10/2028.
3. FISCAL IMPACT
A portion of the funding will come from the Hamilton Central College TIF Fund, Fund 7445, contributing $80,181.23 to the project. These funds are available within the Hamilton Central College TIF Fund, Fund 7445 and will need to be transferred within Fund 7445 to the proper project.
The remaining balance will come from the Fund 7704, the Streets and Highways Bond Fund, contributing $244,818.77 to the project. 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 complete the projects providing safety enhancements at the earliest possible time to improve and ensure the safety of the traveling public as we cannot authorize the consultant to work on tasks prior to legislating these funds.
Title
To amend the 2025 Capital Improvement Budget; to transfer cash and appropriation between projects within each of the Hamilton Central College TIF Fund and the Streets and Highways Bond Fund; to authorize the Director of Public Service to enter into a contract modification with E.L. Robinson Engineering of Ohio Co. in connection with the Roadway - General Engineering 2024 project to add additional funding; to authorize the expenditure of up to $325,000.00 collectively from the Hamilton Central College TIF Fund and the Streets and Highways Bond Fund to pay for the project; and to declare an emergency. ($325,000.00)
Body
WHEREAS, the City of Columbus is engaged in the Roadway - General Engineering 2024 project; and
WHEREAS, PO452172 with E.L. Robinson Engineering of Ohio Co., in the amount of $250,000.00, was authorized by Ordinance No. 1360-2024; and
WHEREAS, it has become necessary to modify the contract in an amount up to $325,000.00 and provide additional funds for the Roadway - General Engineering 2024 project; and
WHEREAS, it is necessary to amend the 2025 Capital Improvement Budget to establish authority within the correct project; and
WHEREAS, it is necessary to authorize a transfer of funds between projects within each of the Hamilton Central College TIF Fund and the Streets and Highways Bond Fund to establish sufficient cash to pay for the project; and
WHEREAS, it is necessary to authorize expenditures of up to $325,000.00 collectively from the Hamilton Central College TIF Fund and the Streets and Highways Bond Fund relative to the modification of work for the project; 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.L. Robinson Engineering of Ohio Co. to prevent delays in the project schedule, and provide safety enhancements at the earliest possible time, 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 2025 Capital Improvements Budget authorized by Ordinance No. 1790-2025 be amended as follows to establish sufficient authority for this project:
Fund / Project / Project Name / C.I.B. / Change / C.I.B. as Amended
7704 / P530161-100035 / Roadway Improvements - Front Street and Marconi Boulevard (Voted Carryover) / $1,231,613.00/ ($244,819.00) / $986,794.00
7704 / P530161-100229 / Roadway - General Engineering 2024 (Voted Carryover) / $0.00 / $244,819.00 / $244,819.00
SECTION 2. That the Director of Public Service be, and hereby is, authorized to enter into a contract modification with E.L. Robinson Engineering of Ohio Co., at 950 Goodale Boulevard, Suite 180, Grandview Heights, OH 43212, for the Roadway - General Engineering 2024 project to add additional funding in the amount of $325,000.00, 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 transfer of $244,818.77, or so much thereof as may be needed, is hereby authorized within Fund 7704 (Streets and Highways Bond Fund), Dept-Div 5912 (Design and Construction), Project P530161-100035 (Roadway Improvements - Front Street and Marconi Boulevard ) to Fund 7704 (Streets and Highways Bond Fund), Dept-Div 5912 (Design and Construction), P530161-100229 (Roadway - General Engineering 2024) per the account codes in the attachment to this ordinance.
SECTION 4. That the transfer of $80,181.23, or so much thereof as may be needed, is hereby authorized within Fund 7445 (Hamilton Central College TIF Fund), Dept-Div 5912 (Design and Construction), Project P531035-100000 (Roadway - Hamilton Road Extension Phase 2) to Fund 7445 (Hamilton Central College TIF Fund), Dept-Div 5912 (Design and Construction), P530161-100229 (Roadway - General Engineering 2024) per the account codes in the attachment to this ordinance.
SECTION 5. That the expenditure of $80,181.23, or so much thereof as may be needed, is hereby authorized in Fund 7445 (Hamilton Central College TIF Fund), Dept-Div 5912 (Design and Construction), Project P530161-100229 (Roadway - General Engineering 2024), in Object Class 06 (Capital Outlay) per the accounting codes in the attachment to this ordinance.
SECTION 6. That the expenditure of $244,818.77, or so much thereof as may be needed, is hereby authorized in Fund 7704 (Streets and Highways Bond Fund), Dept-Div 5912 (Design and Construction), Project P530161-100229 (Roadway - General Engineering 2024), in Object Class 06 (Capital Outlay) per the accounting codes in the attachment to this ordinance.
SECTION 7. 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 8. 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 9. 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 10. 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.