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File #: 1423-2020    Version: 1
Type: Ordinance Status: Passed
File created: 6/11/2020 In control: Public Utilities Committee
On agenda: 7/20/2020 Final action: 7/23/2020
Title: To authorize the Director of Public Utilities to modify and increase the professional engineering services agreement with Hill International, Inc. for the Professional Construction Management Services - 2018 Project; for the Division of Water; to authorize a transfer and expenditure up to $5,603,300.00 within the Water General Obligations Bond Fund; and to amend the 2019 Capital Improvements Budget. ($5,603,300.00)
Attachments: 1. ORD 1423-2020 Information, 2. ORD 1423-2020 Utilization, 3. ORD 1423-2020 Amend CIB, 4. ORD 1423-2020 Funding

Explanation

 

1. BACKGROUND:  This Ordinance authorizes the Director of Public Utilities to modify and increase the professional engineering services agreement with Hill International, Inc. for the Professional Construction Management Services (PCM) - 2018 Project.

 

The PCM assists the City with managing the capital improvements program consisting of multiple projects to ensure completion in accordance with design requirements and City’s needs, while serving as a liaison between the construction contractor, design professional (DP), and City personnel.  The PCM team furnishes all necessary competent personnel, equipment, and materials to perform the work, which will generally consist of program support services, design phase services, and construction management services.  Funds are authorized through annual contract renewals (or more frequent renewals if required by fiscal needs). 

 

Work performed to date includes program support services, design phase services, and construction management services.  Future phases of the contract will continue these same services.

 

Renewal #1 continued funding for several projects.

 

This request for additional funding is being treated as a Modification rather than a Renewal because the contract’s 24-month assignment window is being extended three months due to impacts from the Covid-19 pandemic, in order to maintain the construction projects that were originally anticipated to be assigned to this contract.   Modification No. 2 will fund PCM services from September 2020 through May 2021 (for projects assigned by December 18, 2020).

 

FUTURE RENEWAL:  Future contract renewals/modifications will be requested for projects assigned by December 18, 2020 and have a notice to proceed date by May 31, 2021.

 

Community planning is “99-N/A” because the water facilities associated with this contract serve multiple planning areas.

 

1.1 Amount of additional funds to be expended:  $5,603,300.00

Original Contract Amount:                    $  2,644,800.00

Renewal #1:                                        $  5,082,200.00

Modification #2 (current):                     $  5,603,300.00

Renewals/Mods. #3-4 (future):             $11,250,000.00

Total (Orig. + Ren/Mod No’s 3-4):       $24,580,300.00

 

1.2. Reason other procurement processes are not used: 

The current consultant has already provided both design phase and construction phase services on multiple projects.  Bidding this work out to a new consultant would require duplication of some of the work already performed and would interrupt construction phase services for projects currently under construction. 

 

1.3. How cost of renewal was determined:

The City identified the services that would be needed for each project over the renewal period.  The consultant developed a proposal for the hours/resources necessary to complete the services.  The proposal was reviewed by the City’s project manager and subsequently revised by consultant based on comments provided. 

 

2. ECONOMIC IMPACT/ADVANTAGES; COMMUNITY OUTREACH; PROJECT DEVELOPMENT; ENVIRONMENTAL FACTORS/ADVANTAGES OF PROJECT: 

This PCM contract will support various projects in the Division of Water capital program.  These projects will maintain and upgrade drinking water supply and treatment facilities to provide a safe and reliable water supply to the central Ohio area.  All of these functions are tied to the economic vitality of the service area. 

 

Most projects will be located within secure areas of the water supply system that are not accessible to the public and for these projects no community outreach activities are anticipated.  Community outreach activities will be considered for projects that impact the public. 

 

The consultant team has identified a commitment to the Mayor’s Green Initiative in their business practices and will be involved in applying DPU’s environmental management system (EMS) to the construction projects.

 

3. CONTRACT COMPLIANCE INFO:  20-0953973, expires 12/20/21, MAJ, DAX No. 0990

 

Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against Hill International, Inc.

 

4. FISCAL IMPACT: A transfer of funds within the Water G.O. Bonds Fund - Fund No. 6006 will be necessary as well as an amendment to the 2019 Capital Improvements Budget.

 

 

Title

 

To authorize the Director of Public Utilities to modify and increase the professional engineering services agreement with Hill International, Inc. for the Professional Construction Management Services - 2018 Project; for the Division of Water; to authorize a transfer and expenditure up to $5,603,300.00 within the Water General Obligations Bond Fund; and to amend the 2019 Capital Improvements Budget.  ($5,603,300.00)

 

Body

 

WHEREAS, Contract No’s PO135567, PO135569, PO135573, PO135602, PO135603, PO135611, PO135614, PO135616, PO135617, PO135618, PO135619, PO135621, PO135624, PO135627, PO135629, PO135631, PO135632, PO135633 were authorized by Ordinance No. 1962-2018, passed July 30, 2018, was executed on August 30, 2018, and approved by the City Attorney on September 13, 2018, for the Professional Construction Management Services - 2018 Project; and

 

WHEREAS, Contract Renewal No. 1 under Contract No’s PO188851, PO188853, PO188855, PO188856, PO188857, PO188858, PO188930, PO188938, PO188941, PO188945, PO188948, PO188950, PO188953, PO188958, PO188962, PO188966, PO188967, PO188970, PO188971, was authorized by Ordinance No. 1707-2019, passed July 22, 2019, was executed on August 22, 2019, and approved by the City Attorney on August 30, 2019 for the Professional Construction Management Services - 2018 Project; and

 

WHEREAS, Contract Modification No. 2 (current) is needed to continue funding for several projects as well as extend the contract assignment date from September 18, 2020 to December 18, 2020; and

 

WHEREAS,  the three month contract extension will allow PCM services for projects assigned by December 18, 2020 and have a notice to proceed date by May 31, 2021; and

 

WHEREAS, it is necessary to authorize the Director of Public Utilities to modify and increase the professional engineering services agreement with Hill International, Inc. for the Professional Construction Management Services - 2018 Project; and

 

WHEREAS, it is necessary to authorize a transfer and expenditure of funds within the Water G.O. Bonds Fund - Fund No. 6006, for the Division of Water; and 

 

WHEREAS, it is necessary to authorize an amendment to the 2019 Capital Improvements Budget for the purpose of providing sufficient spending authority for the aforementioned project expenditures; and

 

WHEREAS, it has become necessary in the usual daily operation of the Department of Public Utilities, Division of Water, to authorize the Director of Public Utilities to modify and increase the professional engineering services agreement with Hill International, Inc., for the Professional Construction Management Services - 2018 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 and directed to modify and increase the professional engineering services agreement with Hill International, Inc., FID #20-0953973, 2 Easton Oval, Suite 110, Columbus, Ohio 43219; for the Professional Construction Management Services - 2018 Project, in an amount up to $5,603,300.00.

 

SECTION 2.  That this Modification is in compliance with Chapter 329 of Columbus City Codes.

 

SECTION 3. That the transfer of $5,285,564.05  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.  (*There is already $317,735.95 available in various projects.)

 

SECTION 4.  That the 2019 Capital Improvements Budget is hereby amended in Fund 6006 - Water G.O. Bonds Fund, per the account codes in the attachment to this ordinance.

 

SECTION 5. That an expenditure of $5,603,300.00, 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 6.  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 7.  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 8.  That the City Auditor is authorized to establish proper project accounting numbers as appropriate.

 

SECTION 9.  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 10.  That this Ordinance shall take effect and be in force from and after the earliest period allowed by law.