Explanation
1. BACKGROUND: This legislation authorizes the Director of Public Utilities to enter into an agreement with PRIME AE Group, Inc., in the amount of $300,000.00, for the 2018 General Architectural Services - Division of Water (DOW) Project, Division of Water Contract No. 2156.
This award will establish a task order based service agreement to augment existing engineering personnel within the Water Supply Group, on an as-authorized, as-needed basis. Services include maintaining, renovating, and upgrading various facilities, and may include study services, design and bidding services, and construction phase services.
The scope and fee for each authorized task order will be determined in consultation with City staff on a task-by-task basis.
TIMELINE & FUTURE RENEWAL(S): The initial agreement (current) will be in the amount of $300,000.00, funded for a minimum one year period (or until all funds are expended), with renewal options for two additional contract renewals. The agreement is anticipated to begin in December 2018.
ESTIMATED COST OF PROJECT:
Original Agreement (current) $300,000.00
Agreement Renewal #1: $300,000.00
Agreement Renewal #2: $300,000.00
Estimated Agreement Total: $900,000.00
Estimated amounts may need to be adjusted based on the number of construction projects to be assigned and their construction durations.
The planning area would be considered “99-Citywide” and therefore N/A.
2. ECONOMIC IMPACT/ADVANTAGES; COMMUNITY OUTREACH; PROJECT DEVELOPMENT; ENVIRONMENTAL FACTORS/ADVANTAGES OF PROJECT:
This project will help the Division of Water renovate/upgrade facilities that are essential components in the Columbus area water supply and treatment infrastructure. Adequate safe supply of water is essential to economic growth and development. Public outreach may occur for some of the projects to be managed under this agreement depending on the nature of the work and impacts to the public.
3. BID INFORMATION: The selection of the firm providing the professional engineering services has been performed in accordance with the procedures set forth in Columbus City Code, Section 329, "Awarding professional service contracts through requests for proposals." The evaluation criteria for this agreement included: 1. Understanding of Project, 2. Environmentally Preferable, 3. Past Performance, 4. and Local Workforce.
On July 27, 2018, the Department received four (4) Request for Proposals (RFP’s) from: PRIME AE Group, OHM (Orchard, Hiltz & McCliment), Abbot Studios, and Star Consultants.
An evaluation committee reviewed the proposals and scored them based on the criteria mentioned above. The Department of Public Utilities recommends the agreement be awarded to PRIME AE Group, Inc.
The Contract Compliance Number for PRIME AE Group, Inc. is 26-0546656 (expires 9/21/19, MBE, DAX 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.
4. FISCAL IMPACT: A transfer of cash within the Water G.O. Bonds Fund is necessary as well as an amendment to the 2018 Capital Improvements Budget.
Title
To authorize the Director of Public Utilities to enter into an agreement with PRIME AE Group, Inc. for the 2018 General Architectural Services - Division of Water Project; to authorize a transfer and expenditure up to $300,000.00 within the Water General Obligations Bonds fund; and to amend the 2018 Capital Improvements Budget.($300,000.00)
Body
WHEREAS, four (4) technical proposals the 2018 General Architectural Services - Division of Water Project were received on July 27, 2018; and
WHEREAS, the Department of Public Utilities recommends that the agreement be awarded to PRIME AE Group, Inc.; and
WHEREAS, it is necessary to authorize a transfer and expenditure of funds within the Water G.O. Bonds fund, for the Division of Water; 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 Division of Water, Department of Public Utilities, to authorize the Director of Public Utilities to enter into an agreement with PRIME AE Group, Inc. for the 2018 General Architectural Services - Division of Water Project, for the preservation of the public health, peace, property and safety; 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 enter into an agreement for the 2018 General Architectural Services - Division of Water Project, with PRIME AE Group, Inc. (FID# 26-0546656), 8415 Pulsar Pl., Ste. 300, Columbus, OH 43240; for an expenditure up to $300,000.00; in accordance with the terms and conditions of the agreement on file in the Office of the Division of Water.
SECTION 2. That the transfer of $300,000.00 or so much thereof as may be needed, is hereby authorized between projects within Fund 6006 - Water G.O. Bonds Fund, per the account codes in the attachment to this ordinance.
SECTION 3. That the 2018 Capital Improvements Budget is hereby in Fund 6006 - Water G.O. Bonds Fund, amended as follows:
Project ID | Project Name | Current Authority | Revised Authority | Change
P690554-100000 (carryover) | Lab Upgrades | $686,417 | $386,417 | -$300,000
P690542-100001 (carryover) | 2018 Gen’l Arch. Svcs. | $0 | $300,000 | +$300,000
SECTION 4. That an expenditure of $300,000.00 or so much thereof as may be needed, is hereby authorized 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.