Explanation
1. BACKGROUND
This ordinance authorizes the Director of Public Service to execute a professional services contract modification with E.L. Robinson Engineering of Ohio for the Bridge Rehabilitation - General Engineering (2016) contract. The contract modification is being done as a Mayor’s emergency.
The intent of the Bridge Rehabilitation - General Engineering (2016) contract is to provide the Department of Public Service with continuing contractual access to additional resources that are necessary to perform various professional engineering, survey, and technical expertise for the Department to complete its capital and operating budget commitments. This contract was awarded through the City’s RFP process to E.L. Robinson. The amount of the contract modification will be $100,000.00.
The original contract amount: $300,000.00 (PO013912, Ord. 1426-2016)
The total of Modification No. 1: $100,000.00 (This Ordinance)
The contract amount including all modifications: $400,000.00
Searches in the System for Award Management (Federal) and the Findings for Recovery list (State) produced no findings against E.L. Robinson.
2. UNPLANNED MODIFICATION
The Department of Public Service is responsible for the maintenance of Hines Road north of Refugee Road and for the maintenance of Dublin Road (US-33) east of Grandview Avenue. The slope along Hines Road was damaged during storm water flooding and the road has been closed due to roadway instability. Storm water flooding has also caused erosion along Dublin Road and forced the closure of the southern eastbound lane.
Repairs need to be completed as soon as possible to protect public infrastructure and ensure public safety. It is necessary to design the repairs that will need to be made to these roads before construction to make the repairs can begin. The Department of Public Service has an active engineering services contract, the Bridge Rehabilitation - General Engineering (2016) contract, that performs the type of engineering services required for the needed repairs. The contract does not have funds available to do this work and will have to be modified to increase funding. It is the Department of Public Service’s recommendation to modify this contract with E.L. Robinson Engineering for the procurement of the engineering services necessary to complete the Hines Road and Dublin Road repairs.
3. CONTRACT COMPLIANCE
The contract compliance number for E.L. Robinson Engineering of Ohio is CC005858 and expires 3/2/22.
4. FISCAL IMPACT
Funds have already been encumbered for this expenditure via PO231373 issued for an approved Mayor’s emergency. The Auditor’s Office also approved the financial information contained within the Mayor’s emergency letter so that PO231373 could be issued. An auditor’s certificate is not needed for this expenditure.
The funds used for PO231373 were available and appropriated within the Streets and Highways Bond Fund, Fund 7704, for this expenditure. It is necessary to amend the 2019 Capital Improvement Budget to establish budget authority for the proper budget. It is also necessary to transfer cash and appropriation within the Streets and Highways Bond Fund to provide cash for the proper project.
5. EMERGENCY DESIGNATION
Emergency action is requested to finish design work so the needed repairs can be made to Hines Road and Dublin Road to protect public infrastructure and ensure public safety.
Due to the critical nature of these repairs, the Department of Public Service requested a Mayor’s emergency waiver of the provisions of Columbus City Code Chapter 329 so design work can be completed for the needed repairs as soon as possible. That waiver was approved on 6/19/20 and PO231373 will be issued to E.L. Robinson for the needed design work.
Title
To amend the 2019 Capital Improvements Budget; to transfer cash and appropriation within the Streets and Highways Bond Fund; to authorize the Director of Public Service to enter into a contract modification with E.L. Robinson Engineering of Ohio for the Bridge Rehabilitation - General Engineering 2016 contract; to authorize the expenditure of up to $100,000.00 from the Streets and Highways Bond Fund to pay for the contract modification; and to declare an emergency. ($100,000.00)
Body
WHEREAS, the City of Columbus, Department of Public Service, has a Bridge Rehabilitation - General Engineering (2016) contract; and
WHEREAS, the intent of the Bridge Rehabilitation - General Engineering (2016) contract is to provide the Department of Public Service with continuing contractual access to additional resources that are necessary to perform various professional engineering, survey, and technical expertise for the Department to complete its capital and operating budget commitments; and
WHEREAS, parts of Hines Road and Dublin Road were damaged and closed due to storm water flooding; and
WHEREAS, the Department of Public Service is responsible for maintenance of the damaged sections of Hines Road Dublin Road; and
WHEREAS, it is necessary to design the repairs that will need to be made to these roads before construction to make the repairs can begin; and
WHEREAS, the Bridge Rehabilitation - General Engineering (2016) contract performs the type of design services required for the needed repairs; and
WHEREAS, a Mayor’s emergency waiver of the provisions of Columbus City Code Chapter 329 was declared so design work can be completed for the needed repairs as soon as possible; and
WHEREAS, it is necessary to modify the Bridge Rehabilitation - General Engineering (2016) contract to add additional funds to pay for the needed design services; and
WHEREAS, it is necessary to amend the 2019 Capital Improvements Budget to establish budget authority for the proper project and to transfer cash and appropriation within the Streets and Highways Bond Fund to provide cash for the proper project; and
WHEREAS, it is necessary to expend funds to pay for the design work needed for the repairs; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public in that it is immediately necessary to authorize the Director to modify the contract with E.L. Robinson Engineering in order to finish design work so the needed repairs can be made to Hines Road and Dublin Road to protect public infrastructure and ensure public safety, 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 to establish sufficient authority for this project as follows:
Fund / Project / Project Name / Current C.I.B. / Amendment Amount / C.I.B. as Amended
7704 / P530161-100148 / Roadway Improvements - Lazelle Road Phase C (Voted 2019 Debt SIT Supported) / $101,905.00 / ($100,000.00) / $1,905.00
7704 / P530301-982016 / Bridge Rehabilitation - General Engineering (2016) (Voted 2019 Debt SIT Supported) / $0.00 / $100,000.00 / $100,000.00
SECTION 2. That the transfer of $100,000.00, or so much thereof as may be needed, is hereby authorized within Fund 7704 (Streets and Highways Bond Fund), from Dept-Div 5913 (Traffic Management), Project P530161-100148 (Roadway Improvements - Lazelle Road Phase C), Object Class 06 (Capital Outlay) to Dept-Div 5913 (Traffic Management), Project P530301-982016 (Bridge Rehabilitation - General Engineering (2016)), Object Class 06 (Capital Outlay) per the account codes in the attachment to this ordinance.
SECTION 3. That the Director of Public Service be and hereby is authorized to enter into a contract modification with E.L. Robinson Engineering of Ohio, 950 Goodale Boulevard, Suite 180, Grandview Heights, Ohio, 43212, in the amount of $100,000.00, or so much thereof as may be needed, for the Bridge Rehabilitation - General Engineering (2016) contract.
SECTION 4. That the expenditure of $100,000.00 or so much thereof as may be needed, is hereby authorized in Fund 7704 (Streets and Highways Bond Fund), Dept-Div 5913 (Traffic Management), Project P530301-982016 (Bridge Rehabilitation - General Engineering 2016), in Object Class 06 (Capital Outlay) per the accounting codes in the attachment to this ordinance.
SECTION 5. 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 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 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 8. 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.