Explanation
1. BACKGROUND: This legislation authorizes the Director of Finance and Management to modify and increase the Professional Architect-of-Record (A/R) Services agreement, with AECOM Technical Services, Inc. (hereinafter “AECOM”), for the Department of Public Safety’s Real Time Crime Center & Public Safety Operations Campus project, on behalf of the Office of Construction Management, in an amount up to $2,100,000.00.
The City of Columbus Public Safety Campus (PSC) will enhance the City’s public safety and security. The campus will include a main building housing the Real Time Crime Center, a 911 Emergency Communication Center, an Emergency Operation Center, a Crime Gun Intelligence Center, and a second building for a police substation. The campus will be located on a 10.673-acre site at 757 Carolyn Avenue, Columbus, Ohio 43224.
Design began under the original contract with AECOM (PO420234), authorized under Ordinance No. 2669-2023. AECOM, City personnel, and stakeholders met to define the project program, staff space, and design / technology requirements, including projections for staff growth through 2035.
Through the course of this process, the City requested additions to the project program such as the Crime Gun Intelligence Center, the Project Management Office / Administration department, and the relocation of an existing data center (Hammond) to the new Public Safety Campus facility. The original scope does not fit the project budget so the program must be decreased and requires further value engineering to fit the budget, resulting in a re-design of the project.
The original agreement did not include an expiration date, however, Articles 7 and 15 of the agreement outlines a possible need and steps required for a modification and/or change order.
Modification No. 1 (current) is needed to procure additional funding due to the re-design of the original project.
2. MODIFICATION INFO:
A. The amount of additional funds to be expended under the modification: $2,100,000.00
Original Contract Amount: $8,328,810.00 (PO420234)
Modification No. 1 (current): $2,100,000.00
Total (Original and Mod 1): $10,428,810.00
B. Why the need for additional goods or services could not be foreseen at the time the contract was initially awarded.
Project is being re-designed to fit the budget.
C. Why it would not be in the city’s best interests to have the additional contract requirements awarded through other procurement processes?
The City must maintain the same vendor in order to successfully and efficiently re-design parts of the scope. If another vendor was selected through other procurement processes, the overall cost of the re-design would increase significantly due to the project management cost of having another vendor included in the project.
D. How the price for the additional goods or services which are subject of the modification was determined.
The price was determined by the additional 12 months of design required to bring the project back to 75% Design Development which is the phase to which the original design schedule was placed on hold until the new scope and budget were determined.
3. CONTRACT COMPLIANCE INFO: DAX No. 34998, expires 2/17/25, MAJ
Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against AECOM.
4. FUTURE MODIFICATION(S): Future modifications are not expected at this time.
5. MINORITY PARTICIPATION: AECOM originally proposed the following minority-designated subcontractors to meet the 25% ODI goal.
Company Name City/State ODI Designation
Moody Nolan Columbus/OH MBE
Moody Engineering Columbus/OH MBE
Resource International Columbus/OH WBE
Crawford & Associates Services Columbus/OH MBE, VBE
6. EMERGENCY DESIGNATION: It is requested that this Ordinance be handled in an emergency manner in order to bring the schedule up to date as it was delayed due to the re-design.
7. FISCAL IMPACT: A transfer of funds within the Safety G.O. Bonds Fund - Fund No. 7701, will be necessary as well as an amendment to the 2024 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 Professional Architect-of-Record (A/R) Services agreement with AECOM for the Department of Public Safety’s Real Time Crime Center & Public Safety Operations Campus project; to authorize a transfer and expenditure up to $2,100,000.00 within the Safety G.O. Bonds Fund; to authorize an amendment to the 2024 Capital Improvements Budget; and to declare an emergency. ($2,100,000.00)
Body
WHEREAS, the Department of Finance and Management, on behalf of the Office of Construction Management, entered into a Professional Architect-of-Record (A/R) Services agreement, with AECOM for the Department of Public Safety’s Real Time Crime Center & Public Safety Operations Campus project, authorized by Ordinance No. 2669-2023, and approved by City Council on October 16, 2023; and
WHEREAS, Modification No. 1 (current) is needed to procure additional funding due to the requested re-design of the original project, in an amount up to $2,100,000.00; and
WHEREAS, it is necessary to authorize a transfer and expenditure of funds within the Safety G.O. Bonds Fund - Fund No. 7701; and
WHEREAS, it is necessary to authorize an amendment to the 2024 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 Professional Architect-of-Record (A/R) Services agreement, with AECOM, for the Department of Public Safety’s Real Time Crime Center & Public Safety Operations Campus project, in an emergency manner in order to bring the schedule up to date; for the immediate preservation of the public health, safety, peace, property, and welfare; 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 Professional Architect-of-Record (A/R) Services agreement, on behalf of the Office of Construction Management, with AECOM, for the Department of Public Safety’s Real Time Crime Center & Public Safety Operations Campus project, in an amount up to $2,100,000.00.
SECTION 2. That a transfer of $2,100,000.00 and expenditure up to $2,100,000.00, or so much thereof as may be needed, is hereby authorized in the Safety G.O. Bonds Fund - Fund No. 7701, per the accounting codes in the attachment to this ordinance.
SECTION 3. That the 2024 Capital Improvements Budget is hereby amended, in the Safety G.O. Bonds Fund - Fund No. 7701, 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.