Explanation
1. BACKGROUND
This ordinance authorizes the Director of the Department of Public Utilities to enter into a contract modification with Prime Construction Management & Survey, Inc., for construction administration/inspection services for Department of Public Utilities construction projects bid during the calendar years 2023 through 2025 as part of the Construction Administration/Construction Inspection Services 2023-2025 contracts.
Prime Construction Management & Survey, Inc. will be assigned construction projects as tasks on their contract and will ensure the work is performed to City of Columbus construction standards and specifications. As projects are added to the contract, the contract will be modified to authorize Prime Construction Management & Survey, Inc. to perform the work and to add funding to pay for the work.
The construction projects to be administered by Prime Construction Management & Survey, Inc. under this contract modification are 690236-100123 Roosevelt Avenue Area Water Line Improvements; 690236-100099 Atwood Terrace Area Water Line Improvements; 690473-100017 East Broad Tanks Valve Replacement; 690549-100012 CA-CI for General Water Construction Projects; and 650800-100039 Construction Administration Services 2023-2025.
This work will primarily be performed in Community Planning Area “99 - Citywide”.
1.1. Amount of additional funds to be expended: $1,204,608.25
Original Contract: $201,851.31 (ORD 1727-2023; PO411801)
Modification #1: $72,154.14 (ORD1803-2023 PO TBD)
Modification #2: $1,204,608.25 (This ordinance)
Total $1,478,613.70
1.2. Reasons additional goods/services could not be foreseen:
This is a three-year agreement for fiscal years 2023 - 2025 for which modifications were anticipated pursuant to the original authorizing legislation under Ordinance 1727-2023 to account for future construction projects being assigned to Prime Construction Management & Survey, Inc., as additional tasks requiring contract modifications to authorize Prime Construction Management & Survey, Inc., to perform those tasks and to add funding to pay for the additional work to be performed.
1.3. Reason other procurement processes are not used:
This is a multi-year contract that will be modified as required to provide construction administration/inspection services for construction projects that bid during the three year (2023-2025) timeframe.
1.4. How cost of modification was determined:
The cost of this modification was determined by negotiations between Prime Construction Management & Survey, Inc. and Department of Public Utilities project staff based upon the existing contract labor titles, maximum labor rates, allowable contract expenses, and the time estimated to be needed to perform contract tasks.
2. ECONOMIC IMPACT/ADVANTAGES; COMMUNITY OUTREACH; PROJECT DEVELOPMENT; ENVIRONMENTAL FACTORS/ADVANTAGES OF PROJECT
This work will ensure the Department’s construction projects are performed correctly and will last the anticipated service life. No community outreach is planned at this time.
3. CONTRACT COMPLIANCE INFORMATION
Prime Construction Management & Survey, Inc. contract compliance number is CC-024771 and expires 10/4/2024.
4. MINORITY AND WOMAN OWNED BUSINESS ENTERPRISE & SMALL LOCAL BUSINESS ENTERPRISE PROGRAM
This contract opportunity was submitted to the City’s Office of Diversity and Inclusion (ODI) for review and assignment of an MBE/WBE goal prior to bidding. ODI determined there was not an opportunity for MBE/WBE participation in this contract and did not assign a goal. This contract was not bid with a City of Columbus MBE/WBE Program goal and the requirements of the City’s MBE/WBE Program are not applicable to this contract. Prime Construction Management & Survey, Inc. is classified as a majority owned company by ODI. No subcontractors are anticipated to be used for these tasks on the contract. The MBE/WBE percentage for this first task is 0.0%.
5. FISCAL IMPACT
Funds are appropriated and available within the Water Bond Fund, Fund 6006, and the Sanitary Bond Fond, Fund 6109, for these expenditures. An amendment to the 2023 Capital Improvement Budget is needed to align budget authority with the proper projects. A transfer of cash and appropriation between projects within the Sanitary Bond Fund, Fund 6109, is also needed to align cash and appropriation with the proper project.
Title
To authorize the Director of the Department of Public Utilities to enter into a contract modification with Prime Construction Management & Survey, Inc. for the Construction Administration/Construction Inspection Services 2023-2025 contract; to authorize an amendment to the 2023 Capital Improvement Budget; to authorize a transfer of cash and appropriation within the Sanitary Bond Fund; and to authorize an expenditure of $1,204,608.25 split among the Water Bond Fund and the Sanitary Bond Fund for the modification. ($1,204,608.25)
Body
WHEREAS, the Department of Public Utilities advertised a Request for Proposals for Construction Administration/Construction Inspection Services; and
WHEREAS, Prime Construction Management & Survey, Inc. was one of six firms selected by the evaluation committee to provide these services; and
WHEREAS, Ordinance 1727-2023 authorized the contract with Prime Construction Management & Survey, Inc. for these services and assigned the first task to be performed; and
WHEREAS, additional construction inspection/administration tasks needs to be performed; and
WHEREAS, the contract with Prime Construction Management & Survey, Inc. will need to be modified to add these tasks to the contract and to add funding to pay for the tasks; and
WHEREAS, an amendment to the 2023 Capital Improvement Budget is needed to align budget authority with the proper project; and
WHEREAS, it is necessary to transfer cash and appropriation within the Sanitary Bond Fund, Fund 6109, to align cash and appropriation with the proper project; and
WHEREAS, funds must be expended to pay for the construction administration and inspection services Prime Construction Management & Survey, Inc. provides under the Construction Administration/Construction Inspection Services 2023-2025 contract; NOW, THEREFORE,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the 2023 Capital Improvement Budget authorized by Ordinance 1711-2023 be amended as follows to establish sufficient budget authority for this project:
Fund / Project Number / Project Name (Funding Source) / Current Authority / Revised Authority / Change
6006 / 690236 - 100112 / Transite Pipe Replacement (Voted Water Carryover) / $950,000.00 / $459,660.00 / ($490,340.00)
6006 / 690236 - 100099 / Atwood Terrace Area Waterline Improvements (Voted Water Carryover) / $2,000.00 / $492,340.00 / $490,340.00
6006 / 690473 - 100019 / Stelzer Road PRV (Voted Water Carryover) / $767,094.00 / $602,304.00 / ($164,790.00)
6006 / 690473 - 100017 / East Broad Tanks Valve Replacement (Voted Water Carryover) / $2,000.00 / $166,790.00 / $164,790.00
6109 / 650870 - 100000 / Blueprint Integrated Approach (Voted Sanitary Carryover) / $54,889.00 / $4,889.00 / ($50,000.00)
6109 / 650800 - 100039 / Construction Administration Services 2023 to 2025 (Voted Sanitary Carryover) / $200,000.00 / $250,000.00 / $50,000.00
SECTION 2. That the transfer of funds and appropriation between projects within the Sanitary Bond Fund, Fund 6109, is authorized per the accounting codes in the attachment to this Ordinance.
SECTION 3. That the Director of Public Utilities is authorized to enter into a contract modification with Prime Construction Management & Survey, Inc, 8415 Pulsar Place, Suite 300 Columbus, OH 43240, for construction administration and inspection services, in accordance with the terms and conditions as shown in the contract on file with the Department of Public Utilities, in an amount not to exceed $1,204,608.25.
SECTION 4. That an expenditure not to exceed $1,204,608.25 is authorized per the accounting codes in the attachment to this Ordinance.
SECTION 5. That funds are 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 6. 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 7. That the City Auditor is 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 8. That this Ordinance shall take effect and be in force from and after the earliest period allowed by law.