Explanation
1.0 BACKGROUND: This legislation authorizes the Director of Public Utilities to modify and increase the 2017 - 2019 Construction Administration and Inspection Services Agreement with PRIME AE Group, Inc. Funding for this modification will be for the Division of Power’s Valleyview Street Lighting Improvements Project, Capital Improvements Project 670782-100000.
Community Planning Area = 15 - Hilltop
1.1. Amount of additional funds to be expended: $60,888.21
Original Agreement Amount: $ 547,217.50 (PO060735 & PO060753)
Modification 1: $ 65,977.17 (PO078653)
Modification 2: $ 32,806.63 (PO086718)
Modification 3: $ 534,997.97 (PO119667)
Modification 4: $ 69,795.89 (still in process)
Modification 5 (current): $ 60,888.21
Total (Orig. + Mods. 1 - 5) $1,311,683.37
1.2. Reasons additional goods/services could not be foreseen:
This is a three-year agreement for fiscal years 2017-2019 and modifications were anticipated and explained in the original legislation under Ordinance No. 0838-2017, in Modification No. 1 under Ordinance No. 1747-2017, in Modification No. 2 under Ordinance No. 2170-2017, in Modification No. 3 under Ordinance No. 1172-2018, and in Modification No. 4 under Ordinance No. 1844-2018.
1.3. Reason other procurement processes are not used:
Terms under the original Request for Proposal (RFP) indicated three firms were to provide Construction Administration and Inspection Services for projects in 2017, 2018, and 2019. The procurement process for selecting PRIME AE Group, Inc. was explained in Ordinance No. 0838-2017.
1.4. How cost of modification was determined:
A cost proposal was provided by PRIME AE Group, Inc., reviewed by the Division of Power, and deemed acceptable.
2.0 ECONOMIC IMPACT/ADVANTAGES; COMMUNITY OUTREACH; PROJECT DEVELOPMENT; ENVIRONMENTAL FACTORS/ADVANTAGES OF PROJECT:
This work is being performed with the City of Columbus’s goal to light every street. The addition of street lighting within the Valleyview area could provide both a sense of security and additional visibility on the roadways. This may also deter criminal activity, which would lessen the financial impact on city resources such as the Police and Fire departments. LED lighting technology will also provide energy and maintenance savings.
3.0 FUTURE MODIFICATION(S): The original agreement was established for projects commencing 2017 through 2019. Future modifications are anticipated, but unknown at this time.
4.0 CONTRACT COMPLIANCE INFO: 26-0546656 | MBE | Expires 10/4/18, DAX Vendor No. 2102.
Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against PRIME AE Group, Inc.
5.0 FISCAL IMPACT: A transfer of funds is needed within the Electricity G.O. Bonds Funds as well as an amendment to the 2018 Capital Improvements Budget.
Title
To authorize the Director of Public Utilities to execute a planned modification of the 2017 - 2019 Construction Administration and Inspection Services Agreement with PRIME AE Group, Inc., for the Division of Power’s Valleyview Street Lighting Improvements Project; to authorize a transfer and expenditure up to $60,888.21 within the Electricity General Obligations Bond Fund; and to authorize an amendment to the 2018 Capital Improvements Budget. ($60,888.21)
Body
WHEREAS, original contract numbers PO060735 and PO060753, for a grand total of $547,217.50 were authorized by Ordinance No. 0838-2017, passed May 1, 2017, were executed on May 2, 2017, and was approved by the City Attorney on May 5, 2017 for the 2017 - 2019 Construction Administration and Inspection Services Agreement, for the Division of Water’s General Construction and Acton Road Area Water Line Improvements Projects; and
WHEREAS, Contract Modification No. 1 under PO078653, to Contract No’s PO060735 and PO060753, was authorized by Ordinance No. 1747-2017, passed July 24, 2017, for the Division of Power’s Southeast Lions Park and Livingston Avenue Street Lighting Improvements Projects; and
WHEREAS, Contract Modification No. 2 under PO086718 to Contract No’s PO060735 and PO060753, was authorized by Ordinance No. 2170-2017, passed September 18, 2017, for the Division of Power’s McCutcheon Road Street Lighting Improvements Project; and
WHEREAS, Contract Modification No. 3 under PO119667 to Contract No’s PO060735 and PO060753, was authorized by Ordinance No. 1172-2018, passed May 21, 2018, for the Division of Division of Water’s Arcadia Avenue Area Water Line Improvements and 910 Dublin Road - Shower Room Renovations Projects; and
WHEREAS, Contract Modification No. 4, (PO# TBD) to Contract No’s PO060735 and PO060753, was authorized by Ordinance No. 1844-2018, expected to pass July 16, 2018, for the Division of Division of Power’s Milo Grogan and Third Avenue Street Lighting Improvements Project; and
WHEREAS, Modification No. 5 is needed to provide Construction Administration and Inspection Services for the Division of Power’s Valleyview Street Lighting Improvements Project; and
WHEREAS, it is necessary to authorize the Director of the Department of Public Utilities to execute a contract modification for the Department of Public Utilities’s 2017 - 2019 Construction Administration and Inspection Services Agreement, to provide funding for the Division of Power’s Valleyview Street Lighting Improvements Project, with PRIME AE Group, Inc.; and
WHEREAS, it is necessary to authorize a transfer and expenditure of funds within the Electricity G.O. Bonds Fund; and
WHEREAS, it is necessary to authorize an amendment to the 2018 Capital Improvements Budget for the purpose of providing sufficient spending authority for the aforementioned project expenditure; and
WHEREAS, it has become necessary in the usual daily operation of the Department of Public Utilities, Division of Power, to authorize the Director to modify and increase the 2017 - 2019 Construction Administration and Inspection Services Agreement with PRIME AE Group, Inc. for the Division of Power’s Valleyview Street Lighting Improvements Project, for the preservation of 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 Director of Public Utilities is hereby authorized to modify and increase the 2017 - 2019 Construction Administration and Inspection Services Agreement with PRIME AE Group, Inc., (FID# 26-0546656); in the amount of $60,888.21 for the Division of Power’s Valleyview Street Lighting Improvements Project, in accordance with the terms and conditions of the contract on file in the offices of the Division of Power.
SECTION 2. That the transfer of $60,888.21 or so much thereof as may be needed, is hereby authorized between projects within Fund 6303 - Electricity G.O. Bonds Fund, per the account codes in the attachment to this ordinance.
SECTION 3. That the 2018 Capital Improvements Budget is hereby amended, within Fund 6303 - Electricity G.O. Bonds Fund, as shown below:
Project ID | Project Name | Current Authority | Revised Authority | Change
P670793-100001 | New Jackson Pike Substation Transformer | $1,079,586 | $1,018,698 | -$60,888
P670782-100000 | Valleyview Street Lighting Imp’s | $218,034 | $278,922 | +$60,888
SECTION 4. That the expenditure of $60,888.21 or so much thereof as may be needed, is hereby authorized in Fund 6303 - Electricity G.O. Bonds 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 hereby authorized and directed to transfer any unencumbered balance in the project account to the unallocated balance 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 no longer required for said project; except that no transfer shall be made from a project account by monies from more than one source.
SECTION 7. That the City Auditor is authorized to establish proper project accounting numbers as appropriate.
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 this Ordinance shall take effect and be in force from and after the earliest period allowed by law.