Explanation
BACKGROUND: This Ordinance authorizes the Director of Public Utilities to renew the professional engineering / architectural services agreement with Abbot Studios architects + planners + designers, LLC (“Abbot Studios”) for the Watershed Facilities Improvements Project, Capital Improvements Project No. 690525-100000, Division of Water Contract No. 2177.
Work under the initial contract (Step 1) provided a study and needs assessment service to identify rehabilitation/upgrade/repair needs and assisted the City in prioritizing these improvements by developing a project phasing plan for the facility improvements.
Contract Renewal No. 1 provided Step 2 - Detailed Design and Construction Bidding Services.
This Contract Renewal (No. 2) will provide Step 3 - Engineering Services During Construction.
The Community Planning Area for this project is “99 - N/A” since the work services multiple community planning areas.
Amount of additional funds to be expended: $267,000.00
Original Contract Amount: $ 196,000.00 (PO077719)
Renewal #1 (PO189134): $ 317,000.00
Renewal #2 (current): $ 267,000.00
Total (Orig. + Renewal No’s 1-2): $ 780,000.00
Reason other procurement processes are not used:
Step 3 services were included in the RFP advertisement for which the Division received proposals in April 2017 from four interested firms. The current consultant has since gained detailed knowledge of the site and existing facilities, and has completed the detailed design / construction documents. Awarding this work to a new consultant would require duplication of some of the condition assessment and design work already performed, increasing project costs and extending the project schedule.
How cost of renewal was determined:
Abbott Studios and the City developed a scope of work for Step 3 services based on the nature of the construction, the City’s needs, and the construction contract duration. Abbott Studios then developed the estimated level of effort / fee to perform the agreed to scope. The scope and fee were reviewed by the City PM and Abbott Studios, refining the agreement until a satisfactory scope, schedule, and fee was identified for both parties.
ECONOMIC IMPACT/ADVANTAGES; COMMUNITY OUTREACH; PROJECT DEVELOPMENT; ENVIRONMENTAL FACTORS/ADVANTAGES OF PROJECT:
Occasional improvements are necessary to reduce excessive maintenance costs and extend the life of City buildings. Upgrades and best practices to the administrative and field office facilities for Watershed Management were evaluated and considered for improvement. These improvements have positive environmental impacts and potential energy savings by improving the building envelopes, improving reliability of building mechanical systems and bringing facilities up to code, and addressing secure access for Watershed facilities. The majority of the work will occur within areas that are not accessible to the public, so no community outreach is anticipated.
CONTRACT COMPLIANCE INFO: 31-1181520, expires 6/8/23, MAJ, DAX No. 4796.
Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against Abbot Studios.
FISCAL IMPACT: There are sufficient funds within the Water G.O. Bonds Fund - Fund No. 6006 for this expenditure.
Title
To authorize the Director of Public Utilities to renew the professional engineering / architectural services agreement with Abbot Studios for the Watershed Facilities Improvements Project for the Division of Water; and to authorize an expenditure up to $267,000.00 within the Water General Obligations Bond Fund. ($267,000.00)
Body
WHEREAS, Contract No. PO077719 was authorized by Ordinance No. 1641-2017, passed July 17, 2017, was executed on August 21, 2017, and approved by the City Attorney on August 24, 2017, for the Watershed Facilities Improvements Project; and
WHEREAS, Contract Renewal No. 1 to Contract No. PO077719, identified as Contract No. PO189134 was authorized by Ordinance No. 1685-2019, passed July 19, 2019, was executed August 29, 2019, and signed by the City Attorney on August 30, 2019; and
WHEREAS, Contract Renewal #2 (current) is needed to provide Step 3 - Engineering Services During Construction; and
WHEREAS, it is necessary to authorize the Director of Public Utilities to renew the professional engineering / architectural services agreement with Abbot Studios for the Watershed Facilities Improvements Project; and
WHEREAS, it is necessary to authorize an expenditure of funds within the Water G.O. Bonds Fund, for the Division of Water; 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 renew the professional engineering / architectural services agreement with Abbot Studios, for the Watershed Facilities Improvements 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 renew the professional engineering / architectural services agreement with Abbot Studios, (FID #31-1181520), 130 E. Chestnut St., Ste. 302, Columbus, OH 43215; for the Watershed Facilities Improvements Project, in an amount up to $267,000.00.
SECTION 2. That this Renewal is in compliance with Chapter 329 of Columbus City Codes.
SECTION 3. That the expenditure of $267,000.00, or so much thereof as may be needed, is hereby authorized in Fund 6006 - Water G.O. Bonds Fund, in Object Class 06 - Capital Outlay, per the accounting codes in the attachment to this ordinance.
SECTION 4. 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 5. 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 6. That the City Auditor is authorized to establish proper project accounting numbers as appropriate.
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 this Ordinance shall take effect and be in force from and after the earliest period allowed by law.