Explanation
1. BACKGROUND
This legislation authorizes the Director of Public Service to modify and increase an existing contract with Prime AE Group, Inc., in the amount of up to $50,000.00 for the Roadway, Bikeway, and Pedestrian Improvements - General Engineering (2014) project.
This modification will authorize the survey and design of the additional storm sewer work on the Fairwood Ave project and stormwater design on the Kinnear Road sidewalk project. These projects were not identified as possible work at the time of the original contract. Prime AE Group, Inc. has already started the design of these projects under the General Engineering contract they have with Public Service. It is most cost effective to have them finish the work by doing a modification to add funds to their existing contract. The modification will save time and design fees as opposed to initiating a procurement effort for another engineering contract specific to this project.
The original contract amount: $400,000.00 (EL016485, Ord. 2424-2014)
The total of Modification No. 1: $50,000.00
The contract amount including all modifications: $450,000.00
Searches in the System for Award Management (Federal) and the Findings for Recovery list (State) produced no findings against Prime AE Group, Inc.
2. CONTRACT COMPLIANCE
The contract compliance number for Prime AE Group, Inc. is 26-0546656 (Vendor Number 002102) and expires 10/30/17.
3. FISCAL IMPACT
Funds in the amount of $50,000.00 are available for this project within the Streets and Highways Bond Fund, Fund 7704, within the Department of Public Service. A transfer of cash is necessary to establish funding and appropriation within the proper project number.
4. EMERGENCY DESIGNATION
Emergency action is requested in that this contract should be authorized immediately so as to provide necessary funding for engineering and design services and to prevent delays in the Department of Public Service’s Capital Improvement Program.
Title
To amend the 2016 Capital Improvements Budget; to authorize the City Auditor to transfer funds and appropriation within the Streets and Highways Bond Fund; to authorize the Director of Public Service to modify and increase the contract with Prime AE Group, Inc. for engineering, technical, and surveying services in connection with the Roadway, Bikeway, and Pedestrian Improvements - General Engineering (2014) project; to authorize the expenditure of up to $50,000.00 from the Streets and Highways Bonds Fund; and to declare an emergency. ($50,000.00)
Body
WHEREAS, contract no. EL016485, in the amount of $400,000.00, was authorized by ordinance no. 2424-2014; and
WHEREAS, the Department of Public Service has determined it to be in the City's best interest to modify the subject contract for the purpose of performing detailed design for additional storm sewer work on the Fairwood Ave project and stormwater design on the Kinnear Road sidewalk project; and
WHEREAS, it is necessary to provide funds to pay for the contract modification; and
WHEREAS, it is necessary to authorize an amendment to the 2016 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 Public Service in that it is immediately necessary to authorize the Director to modify the contract with Prime AE Group, Inc. so that funding can be made available for necessary engineering and design services for capital improvement projects, thereby preserving the public health, peace, property, safety and welfare; now, therefore:
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the 2016 Capital Improvements Budget authorized by ordinance 0960-2016 be amended as follows to establish sufficient authority for this project:
Fund / Project / Project Name / Current / Change /Amended
7704 / P530161-100092 / Roadway Improvements - Guardrail (Voted Carryover) / $49,311.00 / ($39,704.00) / $9,607.00
Fund / Project / Project Name / Current / Change /Amended
7704 / P530161-100000 / Roadway Improvements-General Engineering (2014) (Voted Carryover) / $60,296.00 / $39,704.00 / $100,000.00
SECTION 2. That the transfer of $50,000.00, or so much thereof as may be needed, is hereby authorized between projects within Fund 7704 Streets and Highways Bond Fund per the account codes in the attachment to this ordinance.
SECTION 3. That the Director of Public Service be and is hereby authorized to modify and increase contract no. EL016485 with Prime AE Group, Inc., 8415 Pulsar Place, Suite 300, Columbus, Ohio 43240, for the Roadway, Bikeway, and Pedestrian Improvements - General Engineering (2014) project for engineering and design services in an amount of up to $50,000.00.
SECTION 4. That the expenditure of $50,000.00, or so much thereof as may be needed, is hereby authorized in Fund 7704 Streets and Highways Bond Fund in object class 06 Capital Outlay per the accounting codes in the attachment to this ordinance.
SECTION 5. 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 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 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.