Explanation
1. BACKGROUND: This legislation authorizes the Director of Public Utilities to enter into a professional engineering services agreement with HNTB Corporation, for the Smart Streetlighting Project, in an amount up to $1,081,488.05, for the Division of Power.
The project will convert the entire City of Columbus’s existing streetlight system to a Smart Lighting System. The majority of the city’s existing streetlight fixtures will be replaced with LED equivalents over several years. Upgrades would occur throughout the City’s arterial roadways, neighborhood streets, downtown central district, and bridge underpasses.
The project will be conducted in several phase with Phase 1 being started in the Linden neighborhood. Phase 1 includes all survey and engineering and consulting services required for the design of the project by installing new LED luminaires and connecting them to the control system.
FUTURE CONTRACT RENEWAL(S): At this time the Division is unsure if the agreement with HNTB will be modified, or, if a new Request for Proposal process will be initiated for the next Phase.
PROJECT TIMELINE: The Division of Power estimates approximately 6-9 months for the implementation plan and approximately 9 months for design of Phase 1. It is anticipated that there will be some overlap between the implementation plan and the design of Phase 1.
Phase 1 of the project is being kicked off in the Linden area, which is the “11-North Linden” Community Planning Area.
2. ECONOMIC IMPACT/ADVANTAGES; COMMUNITY OUTREACH; PROJECT DEVELOPMENT; ENVIRONMENTAL FACTORS/ADVANTAGES OF PROJECT:
Smart Lighting will allow the Division will be able to monitor the lighting system to ensure that it is operating correctly. Power outages will be immediately captured rather than being informed via complaint. Additionally, the existing high pressure sodium lights will be replaced with LED technology, which will generate savings in electricity and long-term maintenance which will be a significant economic impact and reduce greenhouse gases to the environment.
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 contract included: 1. understanding of project/project approach, 2. past performance, 3. environmentally preferable consultant, 4. local workforce, and 5. anticipated project team.
Requests for Proposals (RFP's) were received on September 7, 2018 from: HNTB Ohio, Advanced Engineering Consultants, Patrick Engineering, and IBI Group.
An evaluation committee reviewed the proposals and scored them based on the criteria mentioned above. The Department of Public Utilities recommends that the Smart Streetlighting Project be awarded to HNTB Corporation
The Contract Compliance Number for HNTB Corporation is 43-1628397 (expires 4/11/20, MAJ) and their DAX Vendor Number is 8025. Additional information regarding all bidders, description of work, contract time frame and detailed amounts can be found on the attached Information form.
Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against HNTB Corporation
4. FISCAL IMPACT: There are sufficient funds within the Electricity G.O. Bonds Fund for this expenditure.
Title
To authorize the Director of Public Utilities to enter into a professional engineering services agreement with HNTB Corporation, for the Smart Streetlighting Project; and to authorize an expenditure up to $1,081,488.05 within the Electricity General Obligations Bonds Fund for the Division of Power. ($1,081,488.05)
Body
WHEREAS, four (4) technical proposals for professional engineering services for the Smart Streetlighting Project were received on September 7, 2018; and
WHEREAS, the Department of Public Utilities recommends that the agreement be awarded to HNTB Corporation; and
WHEREAS, it is necessary to authorize an expenditure of funds within the Electricity G.O. Bonds Fund, for the Division of Power; and
WHEREAS, it has become necessary in the usual daily operation of the Division of Power, Department of Public Utilities, to authorize the Director of Public Utilities to enter into a professional engineering services agreement for the Smart Streetlighting 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 a professional engineering services agreement for the Smart Streetlighting Project with HNTB Corporation (FID # 43-1628397), 88 E. Broad St., Ste. 1600, Columbus, Ohio 43215; for an expenditure up to $1,081,488.05; in accordance with the terms and conditions of the contract on file in the Office of the Division of Power.
SECTION 2. That the expenditure of $1,081,488.05 or so much thereof as may be needed, is hereby authorized in Fund 6303 - Electricity G.O. Bond Fund, per the accounting codes in the attachment to this ordinance.
SECTION 3. 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 4. 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 5. That the City Auditor is authorized to establish proper project accounting numbers as appropriate.
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 this Ordinance shall take effect and be in force from and after the earliest period allowed by law.