Explanation
BACKGROUND: This legislation authorizes the Director of Public Utilities to enter into an engineering agreement with HNTB Ohio, Inc. for the SMART Lighting Phase Two, Task One Design project, CIP 670878-100002 in the amount up to $400,000.00, and the SMART Lighting, Task Two Ohio State University Design project, CIP 670878-100021 in the amount up to $276,000.00, with a total amount up to $676,000.00 for the Division of Power.
The City of Columbus, Division of Power has initiated a smart street lighting project to convert existing HPS luminaires to LED lighting, and to connect them to a central control system. The first task assigned is design of the Phase 2 project area from the Columbus Citywide Smart Street Lighting Strategic Deployment Plan which includes parts of the Southside and Livingston Avenue area commissions. The second task assigned is smart lighting design for the areas located near the Ohio State University. The work will include all survey, engineering and consulting services associated with the design to replace the existing HPS streetlights with LED lights and to install communication facilities necessary for smart lighting.
Two additional contract renewals, subject to City Council approval, will include additional LED replacement and smart lighting design tasks.
670878-100002 - SMART Lighting Phase Two, Task One Design project is smart lighting design of the Phase 2 project area from the Columbus Citywide Smart Street Lighting Strategic Deployment Plan. This includes parts of the Southside and Livingston Avenue area commissions.
670878-100021 - SMART Lighting, Task Two Ohio State University Design project is smart lighting design for the areas located near the Ohio State University campus. This includes parts of the Near North/University Area, South Linden and West Olentangy planning areas.
The planning area for this project is “Citywide” (Planning Area 99).
ECONOMIC IMPACT/ADVANTAGES; COMMUNITY OUTREACH; PROJECT DEVELOPMENT; ENVIRONMENTAL FACTORS/ADVANTAGES OF PROJECT:
Implementing Smart Lighting will allow the Division to not only control the streetlights from a central operating system, it will also notify staff immediately when an outage occurs, which will improve response times to outages. Replacing old HPS fixtures with LED technology will generate savings in electric energy, reduce greenhouse gases and long-term maintenance. Additionally, the replacement of aging HPS luminaires with new LED fixtures will provide greater light output and better color rendering. This will help pedestrians and motorists better identify objects at night. This has many benefits including improving traffic and pedestrian safety, and providing residents a better sense of safety and security. This may also deter criminal activity, which would lessen the financial impact on city resources such as the Police and Fire departments.
PROCUREMENT: The Department of Public Utilities advertised a Request for Proposals (RFP’s) for SMART Lighting Phase Two on the Vendor Services and Bonfire websites that closed on December 3, 2021. The city received four (4) proposals from the following firms: HNTB Ohio, Inc., Mannik and Smith Group, TEC Engineering, and Qualcomm. Three of the four proposals were evaluated in accordance with Columbus City Code Title 3, Chapter 329. The Qualcomm proposal was deemed non-responsive.
HNTB Ohio’s Contract Compliance Number is 43-1628397 (expires 4/1/22, MAJ); DAX Vendor Account No. is 8025.
FISCAL IMPACT: This legislation authorizes an expenditure for the SMART Lighting Phase Two, Task One Design in the amount up to $400,000.00, and an expenditure for SMART Lighting, Task Two Ohio State University Design project in the amount up to $276,000.00, with a total amount of up to $676,000.00 from the Electricity Bond Fund 6303; a transfer within the Electricity G.O. Bond Fund 6303 of up to $676,000.00, and an amendment to the 2021 Capital Improvement Budget is necessary.
TIMELINE: All work shall be substantially completed within 270 calendar days of the notice to proceed with final completion to occur within 365 days.
EMERGENCY DESIGNATION: Emergency action is not requested at this time.
Title
To authorize the Director of Public Utilities to enter into an engineering contract with HNTB Ohio, Inc. for the SMART Lighting Phase Two, Task One Design project in the amount up to $400,000.00; and the SMART Lighting Task Two Ohio State University Design project in the amount up to $276,000.00, with a total amount up to $676,000.00; and to authorize a transfer within and an expenditure of up to $676,000.00 from the Electricity G.O. (General Obligation) Bonds Fund; and to authorize an amendment to the 2021 Capital Improvement Budget. ($676,000.00)
Body
WHEREAS, four (4) proposals for the SMART Lighting Phase Two, Task One Design project and the SMART Lighting Task Two Ohio State University Design project were received by the Director of Public Utilities on December 3, 2021; and
WHEREAS, the proposals were evaluated and HNTB Ohio, Inc. was determined to best meet the needs of the Department; and; and
WHEREAS, it is necessary to authorize the Director of the Department of Public Utilities to award and execute an engineering contract with HNTB Ohio, Inc. and to encumber and expend funds to provide for payment of engineering services for the Division of Power’s SMART Lighting Phase Two, Task One Design project and the SMART Lighting Task Two Ohio State University Design project; and
WHEREAS, it is necessary to authorize a transfer of up to $676,000.00 within and an expenditure of up to $676,000.00 from the Electricity G.O. (General Obligation) Bonds Fund 6303, for the Division of Power; and
WHEREAS, it is necessary to authorize an amendment to the 2021 Capital Improvements Budget for purposes of providing sufficient authority for the aforementioned project expenditures; and
WHEREAS, it has become necessary in the usual daily operation of the Division of Power, Department of Public Utilities, to authorize the Director of Public Utilities to enter into an agreement for engineering services for the SMART Lighting Phase Two, Task One Design project and the SMART Lighting Task Two Ohio State University Design project, for the preservation the public health, peace, property, and safety; and
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of Public Utilities is authorized to award and execute a contract for the SMART Lighting Phase Two, Task One Design project and the SMART Lighting Task Two Ohio State University Design project with HNTB Ohio Inc., 88 E. Broad Street, Suite 1600, Columbus, Ohio 43215; in an amount up to $676,000.00; in accordance with the terms and conditions of the contract on file in the Office of the Division of Power.
SECTION 2. That the expenditure in the amount of up to $400,000.00 for the SMART Lighting Phase Two, Task One Design project, and an expenditure in the amount of up to $276,000.00 for the SMART Lighting Task Two Ohio State University Design project, totaling in the amount of $676,000.00, or so much thereof as may be needed, is hereby authorized per the accounting codes in the attachment to this ordinance.
SECTION 3. That the Director of Public Utilities is hereby authorized to transfer within up to $676,000.00 and expend up to $676,000.00 from the Electricity G.O. Bond Fund 6303 per the accounting codes in the attachment to this ordinance.
SECTION 4. That the 2021 Capital Improvement Budget is hereby amended, as authorized per the accounting codes in the attachment to this ordinance.
SECTION 5. That the said contractor shall conduct the work to the satisfaction of the Director of Public Utilities and the Administrator of the Division of Power.
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 date allowed by law.