Explanation
1. BACKGROUND
This ordinance authorizes the Director of Public Service to enter into a professional services contract through the City’s Request for Proposal process with Mead and Hunt for the Intersection Improvements - Georgesville Road at Hall Road project.
The intent of this project is to provide the City of Columbus, Division of Design and Construction, with additional resources to perform professional engineering and survey services as well as provide technical expertise for the Department to implement the City’s Intersection Improvements - Georgesville Road at Hall Road Design Project. The project consists of the design of improvements to the intersection of Georgesville Road at Hall Road aimed at reducing crash frequency and severity. The improvements include the addition of an eastbound right turn lane and a southbound right turn lane and the reconstruction of the traffic signal to include the following components: LED signal heads with backplates, countdown type pedestrian signal heads and pedestrian push buttons for crossing the west and south legs, uninterruptible power supply (UPS), and supplemental signal heads. Additionally, the clearance intervals will be reviewed and adjusted as needed.
The Department of Public Service, Office of Support Services, solicited Requests for Proposals for the Intersection Improvements - Georgesville Road at Hall Road project. The project was formally advertised on the Vendor Services web site from September 7, 2017, to September 28, 2017. The city received three (3) responses. All responses were deemed responsive and were fully evaluated when the Evaluation Committee met on October 5, 2017. The estimated Notice to Proceed date is August 01, 2018. The responding firms were:
Company Name City/State Majority/MBE/FBE
Mead and Hunt Columbus, OH MAJ
E.L. Robinson Columbus, OH MAJ
The Mannik Smith Group Columbus, OH MAJ
Mead and Hunt received the highest score by the evaluation committee and will be awarded the Intersection Improvements - Georgesville Road at Hall Road contract.
Searches in the System for Award Management (Federal) and the Findings for Recovery list (State) produced no findings against Mead and Hunt.
2. CONTRACT COMPLIANCE INFORMATION
The contract compliance number for Mead and Hunt is CC007725 and expires 5/1/19.
3. PRE-QUALIFICATION STATUS
Mead and Hunt have met ODOT requirements with respect to pre-qualification.
4. FISCAL IMPACT
This is a reimbursable budgeted expense of $108,000.00 for this project within the Federal Transportation Grants Fund, Fund 7765, Project G591711 (Georgesville Rd at Hall Rd PID 104704). Public Service will contribute a local share amount of $150,818.00 for design from the Streets and Highway Bonds Fund, Fund 7704. An amendment to the 2018 Capital Improvement Budget is required to establish sufficient budget authority for the project.
5. EMERGENCY DESIGNATION
Emergency action is requested to expedite this contract to maintain established project schedules and to allow the department to enter into contract as soon as possible due to schedule coordination with other improvements in the area.
Title
To amend the 2018 Capital Improvement budget; to appropriate funds within the Federal Transportation Grants Fund; to authorize the Director of Public Service to enter into contract with Mead and Hunt for the Intersection Improvements - Georgesville Road at Hall Road project; to authorize the expenditure of up to $108,000.00 from the Federal Transportation Grants Fund and up to $150,818.00 from the Streets and Highways Bonds Fund for the project; and to declare an emergency. ($258,818.00)
Body
WHEREAS, there is a need to enter into a professional services contract to provide for professional engineering, survey, and technical expertise regarding planned improvements to the Intersection Improvements - Georgesville Road at Hall Road project; and
WHEREAS, the Department of Public Service, Office of Support Services, solicited Requests for Proposals for the Intersection Improvements - Georgesville Road at Hall Road project; and
WHEREAS, Mead and Hunt submitted the best overall proposal for this project; and
WHEREAS, it is necessary to enter into a contract with Mead and Hunt for the provision of professional engineering consulting services described above in the amount of up to $258,818.00; and
WHEREAS, the Department of Public Service requires funding to be available for the Intersection Improvements - Georgesville Road at Hall Road project for construction expense along with construction administration and inspection services; and
WHEREAS, it is necessary to amend the 2018 Capital Improvement Budget to establish authority within the correct project; and
WHEREAS, it is necessary for Council to authorize a transfer of funds within Fund 7704, the Streets and Highways Bond Fund, to establish sufficient cash to pay for the project; and
WHEREAS, Federal Transportation grant funds will be used to pay for a portion of this project; 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 of Public Service to enter into contract with Mead and Hunt in order to provide funding for the Intersection Improvements - Georgesville Road at Hall Road project as soon as possible for schedule coordination with other improvements in the area, 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 2018 Capital Improvements Budget authorized by ordinance 1010-2018 be amended as follows to establish sufficient authority for this project:
Fund / Project / Project Name / Current / Change /C.I.B. as Amended
7704 / P530086 - 100035 / Intersection Improvements - James Road at Livingston Avenue (Voted Carryover) / $187,011.00 / ($32,576.00) / $154,435.00
7704 / P530086 - 100021 / Intersection Improvements - Roberts Road at Spindler Road (Voted Carryover) / $118,242.00 / ($118,242.00) / ($0.00)
7704 / P530086 - 100041 / Intersection Improvements - Georgesville Road at Hall Road (Voted Carryover) / $0.00 / $150,818.00 / $150,818.00
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, 2018, the sum of $108,000.00 is appropriated in Fund 7765 (Federal Transportation Grants Fund), Dept-Div 5912 (Design and Construction), Project G591711 (Georgesville Rd at Hall Rd PID 104704), in Object Class 06 (Capital Outlay) per the account codes in the attachment to this ordinance.
SECTION 3. That the Director of Public Service be and is hereby authorized to enter into a professional services contract with Mead and Hunt, 4700 Lakehurst Court, Suite 110, Columbus, Ohio, 43016, for the Intersection Improvements - Georgesville Road at Hall Road project in the amount of up to $258,818.00.
SECTION 4. That the expenditure of $108,000.00 or so much thereof as may be needed, is hereby authorized in Fund 7765 (Federal Transportation Grants), Dept-Div 5912 (Division of Design and Construction), Project G591711 (Georgesville Rd at Hall Rd PID 104704), Object Class 06 (Capital Outlay) per the accounting codes in the attachment to this ordinance.
SECTION 5. That the expenditure of $150,818.00 or so much thereof as may be needed, is hereby authorized in Fund 7704 (Streets and Highways Bond Fund), Dept-Div 5912 (Division of Design and Construction), Project P530086-100041 (Intersection Improvements - Georgesville Road at Hall Road), Object Class 06 (Capital Outlay) per the accounting codes in the attachment to this ordinance.
SECTION 6. 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 7. 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 8. 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 9. At the end of the grant period, any repayment of unencumbered balances required by the grantor is hereby authorized and any unused City match monies may be transferred back to the City fund from which they originated in accordance with all applicable grant agreements.
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.