Explanation
1. BACKGROUND
This legislation authorizes the Director of Public Service in conjunction with the Department of Public Utilities to enter into a professional services contract with H. R. GRAY. The Department of Public Service (DPS) and the Department of Public Utilities (DPU) seek to update and add to the 2012 City of Columbus Construction and Materials Specifications (CMS). Updates include, but are not limited to, inclusion of appropriate, existing supplemental specifications and recent and anticipated changes made to the Ohio Department of Transportation’s Construction and Materials Specifications.
The project will also include the following to be completed by the Consultant: review of existing standard drawings for DPS and DPU for conformance with the new CMS; create new standard drawings; recommend improvements to select City websites in coordination with technology staff from DPS, DPU, and the Department of Technology that will simplify access to materials that are used in the construction process; create a website to share information for CMS user comments during the update process; send email blasts to CMS users during the update process; create a mobile app for CMS, standard drawings, and other related materials; facilitate Executive Committee meeting and various subcommittee meetings, and other such work as may be necessary to complete the contract.
The end result of this project will be an updated, legally sound, clear, and organized City of Columbus Construction and Material Specifications (CMS) in electronic and print formats along with the requested technology updates. A planned modification in the amount of $206,033.68 to produce additional drawings and complete the remainder of the contract scope is to be funded by the Department of Public Utilities and is projected to occur in early 2017.
The Department of Public Service, Office of Support Services, solicited Requests for Proposals for the Roadway Improvements - Construction and Materials Specifications 2016 Update. The project was formally advertised on the Vendor Services web site from December 30, 2015 to January 21, 2016. The city received one (1) response. The proposal was deemed responsive and was fully evaluated by the Evaluation Committee on January 27, 2016. The responding firm was:
Company Name City/State Majority/MBE/FBE/ASN/PHC
H. R. GRAY Columbus, OH MAJ
H. R. GRAY received a score of 92.67 out of 100 by the evaluation committee and will be awarded the contract in an amount up to $646,718.33.
Searches in the System for Award Management (Federal) and the Findings for Recovery list (State) produced no findings against H. R. GRAY.
2. FISCAL IMPACT:
Funding for this contract is available within the Public Service Street and Highway Improvement Fund and the Public Utilities Operating Funds per the attached accounting codes. An amendment to the 2016 CIB is necessary to establish funding in the proper project.
3. EMERGENCY DESIGNATION
Emergency action is requested to expedite this contract to provide updated construction and materials specifications at the earliest possible time.
4. CONTRACT COMPLIANCE
H. R. GRAY’s contract compliance number is 311050479 (vendor number is 004640) and expires 8/21/17.
Title
To amend the 2016 Capital Improvements Budget; to authorize the appropriation of funds in the Street and Highway Improvement Fund; to authorize the City Auditor to transfer cash and appropriation within the Street and Highway Improvement Fund; to authorize the Director of Public Service to enter into a professional services contract with H. R. GRAY for the Roadway Improvements - Construction and Materials Specifications 2016 Update contract; to authorize the expenditure of up to $260,617.29 from the Street and Highway Improvement Fund and of up to $386,101.04 from the Department of Public Utilities Operating Funds to pay for this contract; and to declare an emergency. ($646,718.33)
Body
WHEREAS, there is a need to provide professional consulting services in support of the Capital Improvement program; and
WHEREAS, the Department of Public Service, Office of Support Services, solicited Requests for Proposals for the Roadway Improvements - Construction and Materials Specifications 2016 Update project; and
WHEREAS, H. R. GRAY submitted the best overall proposal for this project; and
WHEREAS, it is necessary to enter into contract with H. R. Gray to perform these services; and
WHEREAS, it is necessary to provide funding for the contract; 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 enter into contract with H.R. Gray and to provide funding for the Roadway Improvements - Construction and Materials Specifications 2016 Update project 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 Improvement Budget authorized by ordinance 0960-2016 be amended to provide sufficient budget authority for the appropriate projects authorized within this ordinance as follows:
Fund/Project / Project Name / Current / Change / C.I.B. as Amended
7766 / P766999-100000 / Unallocated Balance Fund (Street & Highway Imp Carryover) / $2,155,604.00 / ($260,618.00) / $1,894,986.00
7766 / P530161-100082 / Construction and Materials Specifications 2016 / $0.00 / $260,618.00 / $260,618.00
SECTION 2. That from the unappropriated monies and from all monies estimated to come into said fund from any and all sources and unappropriated for any other purpose during the fiscal year ended December 31, 2016, the sum of $260,617.29 is appropriated in Fund 7766 Street and Highway Improvement Fund in Object Class 06 Capital Outlay per the account codes in the attachment to this ordinance.
SECTION 3. That the transfer of $260,617.29 or so much thereof as may be needed, is hereby authorized between projects within Fund 7766 Street and Highways Improvement Fund per the account codes in the attachment to this ordinance.
SECTION 4. That the Director of Public Service be and hereby is authorized to enter into a professional services contract with H. R. GRAY for the Roadway Improvements - Construction and Materials Specifications 2016 Update project in the amount of $646,718.33.
SECTION 5. That the expenditure of $260,617.29,or so much thereof as my be needed, is hereby authorized in Fund 7766 Street and Highway Improvement Fund in object class 06 Capital Outlay per the accounting codes in the attachment to this ordinance.
SECTION 6. That the expenditure of $386,101.04, or so much thereof as may be needed, is hereby authorized in Fund numbers 6300, 6200, 6100, and 6000, object class 03, per the accounting codes in the attachment to this ordinance.
SECTION 7. 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 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.