Explanation
1. BACKGROUND: This Ordinance authorizes the Director of Public Utilities to renew 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 improvement 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. Projects are assigned to this contract based on a two year assignment window. 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 contact will continue program support services and construction management services.
This Renewal #5 will fund PCM services from June 2022 through May 2023.
Community planning is “99 - Citywide” because the water facilities associated with this contract serve multiple planning areas.
FUTURE RENEWALS: The PCM contract will provide construction services through completion of all assigned construction projects. The estimated contract end date is August 1, 2025, but the actual end date will depend on the construction duration of the 690278-100005, DRWP Misc. Imp's - Basin Clarifier Rehab project.
1.1 Amount of additional funds to be expended: $3,931,400.00
Original Contract Amount: $ 2,644,800.00
Renewal #1: $ 5,082,200.00
Modification #2: $ 5,603,300.00
Modification #3: $ 0.00 (time extension only)
Renewal #4: $ 5,429,700.00
Renewal #5 (current): $ 3,931,400.00
Renewals #6-7 (future): $ 4,000,000.00
Total (Orig. + Rens/Mods): $26,691,400.00
*Funding for request #4, etc. changed from a Modification to Renewal based on clarification from the City Attorney’s Office.
1.2. Reason other procurement processes are not used:
The current consultant has already provided both design phase and construction phase services for all the projects assigned to this contract. 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 and subsequently revised by consultant based on City’s comments.
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 12/8/23, 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 2021 Capital Improvements Budget.
Title
To authorize the Director of Public Utilities to renew 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 $3,931,400.00 within the Water General Obligations Bond Fund; and to amend the 2021 Capital Improvements Budget. ($3,931,400.00)
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, under Contract No’s PO238223, PO238224, PO238225, PO238226, PO238229, PO238230, PO238231, PO238232, PO238233, PO238234, PO238235, PO238236, was authorized by Ordinance No. 1423-2020, passed July 20, 2020, was executed August 21, 2020, signed by the City Attorney on August 24, 2020, and continued funding for several projects and extended the contract assignment date from September 18, 2020 to December 18, 2020; and
WHEREAS, Contract Modification No. 3 was authorized by Ordinance No. 2380-2020, passed November 16, 2020, was executed December 16, 2020, and extended the contract assignment date from December 18, 2020 to April 17, 2021; and
*Funding for request #4, etc. changed from a Modification to Renewal based on clarification from the City Attorney’s Office.
WHEREAS, Contract Renewal No. 4, under Contract No’s PO276340, PO276342, PO276344, PO276348, PO276349, PO276350, PO276354, was authorized by Ordinance No. 0872-2021, passed May 10, 2021, was executed June 9, 2021, signed by the City Attorney on June 10, 2021, and continued funding for several projects and extended the contract assignment date from June 2021 through May 2022; and
WHEREAS, Contract Renewal No. 5 (current) will fund PCM services from June 2022 through May 2023; and
WHEREAS, it is necessary to authorize the Director of Public Utilities to renew 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 2021 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 renew 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 renew 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 $3,931,400.00.
SECTION 2. That this Renewal is in compliance with Chapter 329 of Columbus City Codes. Future renewals are expected through August 1, 2025 but are dependent on construction duration of the CIP 690278-100005, DRWP Misc. Imp's - Basin Clarifier Rehab project; and
SECTION 3. That the transfer of $3,803,700.00 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 $127,700.00 available in CIP 690587.)
SECTION 4. That the 2021 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 $3,931,400.00, 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.