Explanation
1. BACKGROUND
This legislation authorizes the Director of Public Service to enter into professional services contracts with E. P. Ferris and Associates in the amount of up to $500,000.00 for the Roadway - Sullivant Avenue - Hague to I70 contract.
The intent of this contract is to provide the City of Columbus, Department of Public Service, additional resources for the preliminary and detailed design services for improvements to Sullivant Avenue from Hague Avenue to I70 including but not limited to: the replacement of traffic signals between (and excluding) Hague and I70, improvements to street lighting, and the creation of curb extensions/bumpouts at select intersections.
The Department of Public Service, Office of Support Services, solicited Requests for Proposals for the Roadway - Sullivant Avenue - Hague to I70 contract. The project was formally advertised on the Vendor Services and Bonfire websites from February 14, 2020, to February 28, 2020. The
City received four responses. All proposals were deemed responsive and were fully evaluated when the Evaluation Committee met on March 6, 2020. The responding firms were:
Company Name City/State Majority/MBE/MBR/F1/AS1/PHC
E. P. Ferris and Associates, Inc. Columbus, OH MAJ
GPD Group Columbus, OH MAJ
Crawford, Murphy, & Tilly, Inc. Columbus, OH MAJ
Dynotec Columbus, OH MBE
E. P. Ferris and Associates received the highest score by the evaluation committee and will be awarded the Roadway - Sullivant Avenue - Hague to I70 contract.
Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against E. P. Ferris and Associates, Inc.
2. CONTRACT COMPLIANCE
E. P. Ferris and Associates contract compliance number is CC004823 and expires 05/08/2021.
3. FISCAL IMPACT
Funding for this contract is available within Fund 7704, the Streets and Highways Bond Fund. An amendment to the 2019 Capital Improvement Budget is required to establish sufficient budget authority for the project. It is also necessary to transfer cash and appropriation between projects within Fund 7704 to establish sufficient cash in the proper project.
4. EMERGENCY DESIGNATION
Emergency action is requested to expedite this contract to meet community commitments, thereby preserving the public health, peace, safety, and welfare of the travelling public.
Due to the critical nature of this project, the Department of Public Service requested an emergency waiver of the provisions of Columbus City Code Chapter 329 from the Director of the Division of Finance and Management following the procedures set forth under the Mayor's Executive Order 2020-01 "Declaration of State of Emergency". That waiver was approved on March 23, 2020, and PO221257 was established with E. P. Ferris and Associates with the provision that this ordinance would be drafted for the next council meeting.
Title
To amend the 2019 Capital Improvement Budget; to authorize the transfer of funds and appropriation within the Streets and Highways Bond Fund; to authorize the Director of Public Service to enter into a professional services contract with E. P. Ferris and Associates for the Roadway - Sullivant Avenue - Hague to I70 project; to authorize the expenditure of up to $500,000.00 from the Streets and Highways Bond Fund to pay for this contract; and to declare an emergency. ($500,000.00)
Body
WHEREAS, there is a need to enter into a professional services contract to provide for preliminary and detailed design services for improvements to Sullivant Avenue from Hague Avenue to I70; and
WHEREAS, the Department of Public Service, Office of Support Services, solicited Requests for Proposals for the Roadway - Sullivant Avenue - Hague to I70 design project; and
WHEREAS, E. P. Ferris and Associates submitted a proposal scored the highest by the evaluation committee, recommended for contract award by the evaluation committee, and approved for contract award by the Director of Public Service; and
WHEREAS, it is necessary to enter into a contract with E. P. Ferris and Associates for the provision of professional engineering consulting services described above in the amount of up to $500,000.00; and
WHEREAS, it is necessary to authorize an amendment to the 2019 Capital Improvement Budget for the purpose of providing sufficient budget authority for the aforementioned project expenditure; and
WHEREAS, it is necessary to authorize a transfer of funds and appropriation within Fund 7704, the Streets and Highways Bond Fund, to establish sufficient cash to pay for the project; and
WHEREAS, the Department of Public Service sought and received approval to waive the provisions of Columbus City Code Chapter 329 following the procedures set forth under the Mayor's Executive Order 2020-01 "Declaration of State of Emergency"; and
WHEREAS, PO221257 has been established for this purpose with the provision that this ordinance would be drafted to formally authorize this contract; 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 professional services contract with E. P. Ferris and Associates in order to meet community commitments to the travelling public, 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 2019 Capital Improvements Budget authorized by ordinance 1326-2019 be amended as follows to establish sufficient authority for this project:
Fund / Project / Project Name / C.I.B. / Change / C.I.B. as Amended
7704 / P530161-100148 / Roadway Improvements - Lazelle Road Phase C (Voted 2019 SIT Supported) / $677,204.00 / ($500,000.00) / $177,204.00
7704 / P531034-100000 / Roadway - Sullivant Avenue - Hague to I70 (Voted 2019 SIT Supported) / $0.00 / $500,000.00 / $500,000.00
SECTION 2. That the transfer of $500,000.00, or so much thereof as may be needed, is hereby authorized within Fund 7704 (Streets and Highways Bond Fund), from Dept-Div 5911 (Infrastructure Management), Project P530161-100148 (Roadway Improvements - Lazelle Road Phase C), Object Class 06 (Capital Outlay) to Dept-Div 5911 (Infrastructure Management), Project P531034-100000 (Roadway - Sullivant Avenue - Hague to I70), Object Class 06 (Capital Outlay) per the accounting codes in the attachment to this ordinance.
SECTION 3. That the Director of Public Service be, and hereby is, authorized to enter into professional services contracts with E. P. Ferris and Associates, 880 King Avenue, Columbus, Ohio, 43212, for the Roadway - Sullivant Avenue - Hague to I70 project in an amount up to $500,000.00.
SECTION 4. That the expenditure of $500,000.00, or so much thereof as may be needed, is hereby authorized in Fund 7704 (Streets and Highways Bond Fund), Dept-Div 5911 (Infrastructure Management), Project P531034-100000 (Roadway - Sullivant Avenue - Hague to I70), in Object Class 06 (Capital Outlay) per the accounting codes in the attachment to this ordinance.
SECTION 5. That the expenditure of $500,000.00, or as much thereof as may be needed, is hereby authorized from PO221257 to pay for the contract.
SECTION 6. 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 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. 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.