Explanation
1. BACKGROUND
This legislation authorizes the Director of Public Service to renew a professional services contract with Prime AE Group, Inc., and to add additional funds for the Roadway Improvements- Materials Testing and Inspection contract.
Ordinance 0771-2016 authorized the Director of Public Service to enter into a professional services contract with Prime AE Group, Inc., for the Roadway Improvements - Materials Testing and Inspection project. The initial term of this contract was for two years, starting 4/29/16, with possible extensions for another three years. This renewal is necessary to continue testing and inspection of the City’s construction projects in order to avoid project delays. It was deemed to be more cost efficient to renew the existing contract than to bid this part of the work.
Ordinance 1084-2017 authorized the Director of Public Service to add funds to the contract in the amount of $500,000.00. This ordinance authorizes the Director of Public Service to renew the contract and to add funds in the amount of $250,000.00 to support the work for this year.
The original contract amount: $500,000.00 (PO008533, Ord. 0771-2016)
The total of Modification No. 1: $500,000.00 (PO061950, Ord. 1084-2017)
The total of Modification No. 2: $250,000.00 (This Ordinance)
The contract amount including all modifications: $1,250,000.00
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 CC002102 and expires 9/21/19.
3. FISCAL IMPACT
Funding in the amount of $250,000.00 is available within the Hayden Run South TIF Fund, Fund 4450. It is necessary to transfer funds from the Hayden Run South TIF Fund, Fund 4450, to the Hayden Run South TIF Capital Fund, Fund 7767, to align spending in the proper project.
4. EMERGENCY DESIGNATION
Emergency action is requested to prevent delays in the Department of Public Service's capital projects schedule, thereby preserving the public health, peace, safety, and welfare of the travelling public.
Title
To appropriate funds within the Hayden Run South TIF Fund and the Hayden Run South TIF Capital Fund; to authorize the transfer of funds between the Hayden Run South TIF Fund and the Hayden Run South TIF Capital Fund; to authorize the Director of Public Service to renew and add funds to a contract with Prime AE Group for the Roadway Improvements - Materials Testing and Inspection contract; to authorize the expenditure of up to $250,000.00 from the Hayden Run South TIF Capital Fund to pay for the contract renewal; and to declare an emergency. ($250,000.00)
Body
WHEREAS, contract no. PO008533 with Prime AE Group, Inc., in the amount of $500,000.00, was authorized by ordinance no. 0771-2016; and
WHEREAS, modification no. 1, PO061950, in the amount of $500,000.00, was authorized by ordinance no. 1084-2017; and
WHEREAS, it has become necessary to renew the contract and add funds in an amount up to $250,000.00 to provide additional funds for the Roadway Improvements - Materials Testing and Inspection contract; and
WHEREAS, it is necessary to expend funds relative to the project; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Service in that it is immediately necessary to enter into a contract renewal with Prime AE Group, Inc., to prevent delays in the capital project schedule, thereby preserving the public health, peace, safety, and welfare; now, therefore
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. 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, 2018, the sum of $250,000.00 is appropriated in Fund 4450 (Hayden Run South TIF), Dept-Div 4401 (Development Administration), Project P530161-100088 (Roadway Improvements - Construction & Materials Testing 2016), in Object Class 06 (Capital Outlay); and the sum of $250,000.00 is appropriated in fund 7767 (Hayden Run South TIF Capital), Dept-Div 5912 (Division of Design and Construction), Project P530161-100088 (Roadway Improvements - Construction & Materials Testing 2016), in Object Class 06 (Capital Outlay); both per the account codes in the attachment to this ordinance.
SECTION 2. That the transfer of $250,000.00, or so much thereof as may be needed, is hereby authorized from Fund 4450 (Hayden Run South TIF Fund), from Dept-Div 4401 (Development Administration), to Fund 7767 (Hayden Run South TIF Capital), Dept-Div 5912 (Division of Design and Construction) per the account codes in the attachment to this ordinance.
SECTION 3. That the Director of Public Service be and hereby is authorized to enter into a contract renewal with Prime AE Group, Inc., 8415 Pulsar Place, Suite 300, Columbus, Ohio, 43240, for the Roadway Improvements - Construction Inspection & Materials Testing 2016 contract in the amount of $250,000.00, or so much thereof as may be needed.
SECTION 4. That the expenditure of $250,000.00 or so much thereof as may be needed, is hereby authorized in Fund 7767 (Hayden Run South TIF Capital), Dept-Div 5912 (Division of Design and Construction), Project P530161-100088 (Roadway Improvements - Construction Inspection & Materials Testing 2016), Object Class 06 (Capital Outlay) per the accounting codes in the attachment to this ordinance.
SECTION 5. That the 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 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.