Explanation
1. BACKGROUND
This legislation authorizes the Director of Public Service to modify a professional services contract with EMH&T (Evans, Mechwart, Hambleton & Tilton) to add funds for the Roadway Improvements - Design Manual project.
Ordinance 2906-2016 authorized the Director of Public Service to enter into a professional services contract with EMH&T (Evans, Mechwart, Hambleton & Tilton) for the Roadway Improvements - Design Manual project. This manual will organize existing City of Columbus Department of Public Service design standards, policies, recommended practices and standard drawings into one comprehensive formal document. The manual will give the Department of Public Service design and review personnel a reference document to ensure that a clear, complete, and concise study or set of plans are developed. The manual will provide a centralized source for consultants to utilize for plan and study preparation and development. In addition, the document will provide the Department of Public Service personnel a reference document which will assure design consistency with consultant designs. The end result of this project will be a logically sound, clear, and organized design manual in electronic format.
Ordinance 2906-2016 encumbered $250,000 for the project. During negotiations with the consultant it was decided the project should be completed in two phases, so the contract was implemented for $149,687.47 to do phase 1. This ordinance is for a planned contract modification to authorize the Director of Public Service to increase the contract in the amount of up to $175,312.53 to implement phase 2 and complete the project.
The original contract amount: $149,687.47 (PO041131, Ord. 2906-2016)
The total of Modification No. 1: $175,312.53 (This Ordinance)
The contract amount including all modifications: $325,000.00
Searches in the System for Award Management (Federal) and the Findings for Recovery list (State) produced no findings against EMH&T (Evans, Mechwart, Hambleton & Tilton).
2. CONTRACT COMPLIANCE
The contract compliance number for EMH&T (Evans, Mechwart, Hambleton & Tilton) is CC004214 and expires 01/19/20.
3. FISCAL IMPACT
Funding in the amount of $42,126.75 is available within the Streets and Highways Bond Fund (Fund 7704) and $32,873.25 is available within the Gov’l Build America Bonds Fund (Fund 7746) within the Department of Public Service. ACPO001058, with remaining funds of $100,312.53 from Ordinance 2906-2016, will also be utilitzed to fund this modification. An amendment to the 2018 Capital Improvements Budget and a transfer of funds are necessary to align funding for these project expenditures.
4. EMERGENCY DESIGNATION
Emergency action is requested to complete the project in a timely manner, thereby preserving the public health, peace, safety, and welfare of the travelling public.
Title
To amend the 2018 Capital Improvements Budget; to authorize the transfer of funds between projects within the Build America Bonds Fund and projects within the Streets and Highways Bond Fund; to authorize the Director of Public Service to enter into a contract modification with Evans, Mechwart, Hambleton & Tilton in connection with the Roadway Improvements - Design Manual project; to authorize the expenditure of up to $75,000.00 from the Streets and Highways Bond Fund and the Build America Bonds Fund for this project; and to declare an emergency. ($75,000.00)
Body
WHEREAS, contract no. PO041131 with EMH&T (Evans, Mechwart, Hambleton & Tilton), in the amount of $250,000.00, was authorized by ordinance no. 2906-2016; and
WHEREAS, it has become necessary to perform a planned modification to the contract in an amount up to $175,000.00 and provide additional funds for phase 2 of the Roadway Improvements - Design Manual project; and
WHEREAS, it is necessary to amend the 2018 Capital Improvement Budget and transfer cash to provide funding for project expenditures; 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 a contract modification with EMH&T (Evans, Mechwart, Hambleton & Tilton) to prevent delays in the 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 the 2018 Capital Improvements Budget authorized by Ordinance 1010-2018 be amended to establish sufficient authority for this project:
Fund / Project / Project Name / Current C.I.B. / Amendment Amount / C.I.B. as Amended
7746 / P530282-100076 / Resurfacing - Far North (Voted Carryover) / $32,874.00 / ($32,874.00) / $0.00
7704 / P530282-100072 / Resurfacing - Preventative Surface Treatments-Crack Seal (Voted Carryover) / $54,964.00 / ($42,126.00) / $12,838.00
7746 / P530161-100150 / Roadway Improvements - Design Manual (Voted Carryover) / $0.00 / $32,874.00 / $32,874.00
7704 / P530161-100150 / Roadway Improvements - Design Manual (Voted Carryover) / $0.00 / $42,126.00 / $42,126.00
SECTION 2. That the transfer of $32,873.25, or so much thereof as may be needed, is hereby authorized within Fund 7746 (Gov’l Build America Bonds (B.A.B.s) Fund), from Dept-Div 5912 (Design and Construction), Project P530282-100076 (Resurfacing - Far North), Object Class 06 (Capital Outlay) to Dept-Div 5912 (Design and Construction), Project P530161-100050 (Roadway Improvements - Design Manual), Object Class 06 (Capital Outlay) per the account codes in the attachment to this ordinance.
SECTION 3. That the transfer of $42,126.75, or so much thereof as may be needed, is hereby authorized within Fund 7704 (Streets and Highways Bond Fund), from Dept-Div 5912 (Design and Construction), Project P530282-100072 (Resurfacing - Preventative Surface Treatments-Crack Seal), Object Class 06 (Capital Outlay) to Dept-Div 5912 (Design and Construction), Project P530161-100050 (Roadway Improvements - Design Manual), Object Class 06 (Capital Outlay) 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 contract modification with EMH&T (Evans, Mechwart, Hambleton & Tilton) at 5500 New Albany Road, Columbus, Ohio, 43054, for the Roadway Improvements - Design Manual t project in the amount of $75,000.00, or so much thereof as may be needed, in accordance with the plans and specifications on file in the Department of Public Service, which are hereby approved.
SECTION 5. That the expenditure of $75,000.00, or so much thereof as may be needed, is hereby authorized in Fund 7704 (Streets and Highways Bond Fund), Dept-Div 5912 (Design and Construction), Project P530161-100150 (Roadway Improvements - Design Manual), object class 06 (Capital Outlay), and in Fund 7746 (Gov’l Build America Bonds (B.A.B.s) Fund), Dept-Div 5912 (Design and Construction), Project P530161-100150 (Roadway Improvements - Design Manual project), object class 06 (Capital Outlay), per the accounting codes in the attachment to this ordinance.
SECTION 6. That the expenditure of up to $100,312.53 from ACPO001058 is authorized for this contract modification.
SECTION 7. 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 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.