...Explanation
1. BACKGROUND
This ordinance authorizes the Director of Public Utilities to enter into a contract modification with Dynotec, Inc. for General Engineering Services 2023-2025 - Water Distribution Engineering project, CIP #690528-100004, in an amount up to $300,000.00.
Ordinance 1060-2023 authorized the Director of Public Utilities to enter into a contract with Dynotec, Inc., and Resource International, Inc. for General Engineering Services 2023-2025 - Water Distribution Engineering project, CIP #690528-100004, in an amount up to $300,000.00 for each contract, for a total of $600,000.00. This contract modification is only for the contract with Dynotec, Inc.
Work performed thus far by Dynotec, Inc. under the original contract included Wilson Bridge Booster Station Improvements, Morse Road 48-Inch Transmission Main Lowering, North Chesterfield Drive Water Line Improvements, South High Street/I-270 Area Water Line Improvements, and an HDPE material study. Work items consisted of all field investigations, surveying, and all other professional design services as necessary for the completion of a design report, plans and specifications, and engineering services during construction as it relates to this project.
These projects will provide general engineering services to the Division of Water, Water Distribution Engineering section, on an “as-needed” basis. Work items will consist of field investigations, surveying, professional design services necessary for the completion of a design report, plans and specifications, and engineering services during construction as it relates to various water distribution and facility projects.
This work will be primarily be performed in Columbus Community Area 99 - Citywide.
1.1. Updated Timeline
The initial contract was for a period of one year. The contract is renewable for two additional years, this modification will authorize the funding for the second year of the contract with an optional modification for the third year.
1.2. Estimated Contract Cost
The contract modification amount for Dynotec, Inc. is to be $300,000. It is anticipated spend during the term of the contract could total $900,000.00 as shown below:
Cost summary (Dynotec, Inc.):
Original Contract (ORD 1060-2023, PO391280) $300,000.00
Modification #1 (ORD 0325-2025, PO TBD) $300,000.00
Future Modification #2 $300,000.00
CONTRACT TOTAL $900,000.00
1.3. Reason other procurement processes are not used:
This contract was awarded through the City’s RFP process with planned modifications to add funding. This is one of the planned funding modifications so another procurement process is not required.
1.4. How cost of modification was determined:
Dynotec, Inc. provided a cost proposal as requested by the City based on the current contract rates for job titles, allowable expenses, and overhead. The fee proposal was reviewed by the Division of Water and deemed to be acceptable.
2. ECONOMIC IMPACT/ADVANTAGES; COMMUNITY OUTREACH; PROJECT DEVELOPMENT; ENVIRONMENTAL FACTORS/ADVANTAGES OF PROJECT
The contract is for general engineering services. The total economic impact is expected to be $900,000 of surveying and engineering services from the capital budget over three years. This will allow the Division of Water to perform miscellaneous engineering tasks on an as-needed basis. Outreach and environmental impact is unknown since the exact type and location of work is unknown at this time.
3. ECONOMIC IMPACT/ADVANTAGES; COMMUNITY OUTREACH; PROJECT DEVELOPMENT; ENVIRONMENTAL FACTORS/ADVANTAGES OF PROJECT
The contract is for general engineering services. The total economic impact is $900,000 of surveying and engineering services from the capital budget. This will allow the Division of Water to perform miscellaneous engineering tasks on an as-needed basis. Outreach and environmental impact is unknown since the exact type and location of work is unknown at this time.
4. CONTRACT COMPLIANCE INFORMATION
Dynotec, Inc.’s contract compliance number is CC005053 and expires 10/17/2026.
Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) did not reveal any exclusions for the Prime Consultant or any sub-consultants.
5. MINORITY AND WOMAN OWNED BUSINESS ENTERPRISE & SMALL LOCAL BUSINESS ENTERPRISE PROGRAM
These contracts were bid with an anticipated City of Columbus MBE/WBE Program goal of 15% as assigned by the City’s Office of Diversity and Inclusion (ODI). After ODI’s review of the Utilization Plan and other related information the contractor submitted with their bid response, ODI has approved an MBE/WBE Program goal of 15% for both of these contracts. Failure by the contractor to meet this goal subjects the contractor to the Penalties for Non-Compliance as described in the “City’s Minority and Women-Owned Business Enterprise & Small Local Business Enterprise Program Manual” and in the terms and conditions that were part of the bid documents for this contract.
As part of their proposal, Dynotec, Inc. proposed the following subcontractors to perform contract work:
Company Name City/State ODI Certification Status
Stantec Consulting Services, Inc. Columbus MAJ
GPD Group (GPD) Columbus MAJ
Resource International, Inc. Columbus WBE
The certifications of Dynotec, Inc. and the above subcontractors were in good standing at the time the bid was awarded.
6. EMERGENCY DESIGNATION
Emergency designation is requested for this ordinance. This contract provides design support and engineering services support during construction for several projects. This ordinance is providing funding needed to continue these services. Engineering services during construction are required for construction projects to continue uninterrupted. If these services are interrupted, construction must stop, subjecting the City to delay charges.
7. FISCAL IMPACT
Funds in the amount of $300,000.00 are available and appropriated within the Water Bond Fund, Fund 6006. An amendment to the 2024 Capital Improvement Budget is necessary to align budget authority with the proper projects. A transfer of cash and appropriation within the Water Bond Fund is needed to align cash and appropriation with the proper projects.
Title
To authorize the Director of the Department of Public Utilities to enter into a contract for general engineering services with Dynotec, Inc; to authorize an amendment to the 2024 Capital Improvement Budget; to authorize a transfer of cash and appropriation between projects within the Water Bond Fund; to authorize an expenditure of $300,000.00 from the Water Bond Fund for the contract; and to declare an emergency. ($300,000.00)
Body
WHEREAS, the Department of Public Utilities advertised a Request for Proposals for the General Engineering Services 2023-2025 - Water Distribution Engineering project; and
WHEREAS, Dynotec, Inc. is one of the two firms selected by the evaluation committee to provide these services; and
WHEREAS, an amendment to the 2024 Capital Improvement Budget is needed to align budget authority with the proper projects; and
WHEREAS, it is necessary to transfer cash and appropriation within the Water Bond Fund to align cash and appropriation with the proper projects; and
WHEREAS, funds must be expended to pay for the general engineering services that Dynotec, Inc. will provide under the General Engineering Services 2023-2025 - Water Distribution Engineering contracts; and
WHEREAS, it has become necessary in the usual daily operation of the Department of Public Utilities to authorize the Director to enter into a contract modification with Dynotec, Inc. for the General Engineering Services 2023-2025 - Water Distribution Engineering project; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Utilities in that it is immediately necessary to execute the contract modification to continue engineering services support during construction to prevent interruptions in construction that could result in the City paying delay charges, for 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 the 2024 Capital Improvement Budget authorized by Ordinance 1907-2024 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 / P690411-100000 / Watershed Misc. Imps Facilities (Voted Water Carryover) / $850,000.00 / $550,000.00 / ($300,000.00)
6006 / P690528-100004 / General Engineering Services 2023-2025 - Water Distribution Engineering (Voted Water Carryover) / $0.00 / $300,000.00 / $300,000.00
SECTION 2. That the transfer of cash and appropriation between projects, in an amount up to $300,000.00, within the Water Bond Fund, Fund 6006, is authorized per the accounting codes in the attachment to this ordinance.
SECTION 3. That the Director of Public Utilities is hereby authorized to enter into a contract with Dynotec, Inc., 2931 E Dublin-Granville Road, Suite 200, Columbus, Ohio, 43231, for General Engineering Services 2023-2025 - Water Distribution Engineering project, in accordance with the terms and conditions as shown in the contract on file with the Department of Public Utilities.
SECTION 4. That the expenditure of up to $300,000.00 is hereby authorized per the accounting codes in the attachment to this ordinance.
SECTION 5. 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 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 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 8. That for the reasons stated in the preamble hereto, which is 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 (10) days after passage if the Mayor neither approves nor vetoes this Ordinance.