Explanation
1. BACKGROUND
This ordinance authorizes the Director of Public Service to modify a professional services contract with E.L. Robinson Engineering of Ohio to add additional funds for design of the Bridge Rehabilitation - General Engineering (2016) project.
Ordinance 1426-2016 authorized the Director of Public Service to enter into a professional services contract with E.L. Robinson Engineering of Ohio for the Bridge Rehabilitation - General Engineering (2016) project. The intent of this contract is to provide the Department of Public Service with continuing contractual access to additional resources that are necessary to perform various professional engineering tasks and surveying tasks, and to provide technical expertise, for the Department to complete its bridge rehabilitation projects.
A Mayor’s Emergency letter was issued on June 19, 2020, to modify the Bridge Rehabilitation - General Engineering (2016) contract in the amount of $100,000.00, which was approved by Council via Ordinance 1482-2020 passed on July 20, 2020. This was an unplanned modification due to storm water flooding that damaged Hines Road north of Refugee Road, causing the closure of that section of the road, and storm water flooding on Dublin Road (US-33) east of Grandview Avenue that caused erosion along Dublin Road and forced the closure of the southern eastbound lane.
2. UNPLANNED MODIFICATION
This is an unplanned modification that is necessary to finish the design work so repairs can begin on Hines Road and Dublin Road (US-33). The $100,000.00 approved for modification 1 to the contract was an estimate developed quickly due to the emergency nature of the needed work and is short of the amount needed to complete the design work. This modification will add $25,000.00 so the design work can be completed. It was deemed to be more cost efficient to modify the existing contract than to bid this part of the work.
The original contract amount: $300,000.00 (PO013912, Ord. 1426-2016)
The total of Modification No. 1: $100,000.00 (PO234508, Ord. 1482-2020)
The total of Modification No. 2: $ 25,000.00 (This Ordinance)
The contract amount including all modifications: $425,000.00
Searches in the System for Award Management (Federal) and the Findings for Recovery list (State) produced no findings against E.L. Robinson Engineering of Ohio.
3. CONTRACT COMPLIANCE
The contract compliance number for E.L. Robinson Engineering of Ohio is CC005858 and expires 3/2/2022.
4. FISCAL IMPACT
Funding in the amount of $25,000.00 is available and appropriated within Fund 7704, the Streets and Highways Bond Fund, Project P530161-100000 (Roadway Improvements). An amendment to the 2019 Capital Improvements Budget is necessary to align budget authority with the proper project. A transfer of funds and appropriation between projects with Fund 7704 are necessary to align funding with 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 to Dublin Road to protect public infrastructure and ensure public safety.
Title
To amend the 2019 Capital Improvements 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 contract modification with E.L. Robinson Engineering of Ohio in connection with the Bridge Rehabilitation - General Engineering (2016) project; to authorize the expenditure of up to $25,000.00 from the Streets and Highways Bond Fund for the project; and to declare an emergency. ($25,000.00)
Body
WHEREAS, contract PO013912 with E.L. Robinson Engineering of Ohio for the Bridge Rehabilitation - General Engineering (2016) project in the amount of $300,000.00 was authorized by Ordinance 1426-2016; and
WHEREAS, contract modification 1 to the Bridge Rehabilitation - General Engineering (2016) contract in the amount of $100,000.00 was authorized by a Mayor’s Emergency letter signed June 19, 2020, and approved by Council with Ordinance 1482-2020 passed on July 20, 2020; and
WHEREAS, it has become necessary to modify the contract in an amount up to $25,000.00 to provide additional funds for the Bridge Rehabilitation - General Engineering (2016) project to complete design of the emergency repairs; and
WHEREAS, it is necessary to amend the 2019 Capital Improvement Budget and transfer cash and appropriation to provide funding for project expenditures; and
WHEREAS, it is necessary to expend funds relative to the project; 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 contract modification with E.L. Robinson Engineering of Ohio to finish design work so the needed repairs can be made to Hines Road and to Dublin Road to protect public infrastructure and ensure public safety, thereby preserving the public health, peace, 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:
Fund / Project / Project Name / C.I.B. / Change / C.I.B. as Amended
7704 / P530161-100000 / Roadway Improvements (Voted Carryover) / $43,672.00 / ($25,000.00) / $18,672.00
7704 / P530301-982016 / Bridge Rehabilitation - General Engineering (2016) (Voted Carryover) / $0.00 / $25,000.00 / $25,000.00
SECTION 2. That the transfer of $25,000.00, or so much thereof as may be needed, is hereby authorized within Fund 7704 (Streets and Highways Bond Fund), from Dept-Div 5912 (Design and Construction), Project P530161-100000 (Roadway Improvements), Object Class 06 (Capital Outlay) to Dept-Div 5912 (Design and Construction), Project P530301-982016 (Bridge Rehabilitation - General Engineering 2016), 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 a contract modification with E.L. Robinson Engineering of Ohio, 950 Goodale Blvd, Suite 180, Grandview Heights, Ohio, 43212, for the Bridge Rehabilitation - General Engineering (2016) project in the amount of $25,000.00, or so much thereof as may be needed, in accordance with the plans and specifications on file in the Department of Public Service, which are hereby approved.
SECTION 4. That the expenditure of $25,000.00, or so much thereof as may be needed, is hereby authorized in Fund 7704 (Streets and Highways Bond Fund), Dept-Div 5912 (Design and Construction), 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.