Explanation
1. BACKGROUND
This ordinance authorizes the Director of Public Service to enter into a professional services contract with Evans, Mechwart, Hambleton & Tilton, Inc. (EMH&T) in the amount of up to $476,331.00 for the Signals - Flashing Yellow Arrow Implementation Pilot project.
The intent of this project is to provide the City of Columbus, Department of Public Service, the design of the replacement and upgrade of traffic signals and associated infrastructure for a pilot project in the implementation of flashing yellow arrow vehicular signal heads. This contract also includes public involvement and education for the flashing yellow arrow implementation. The traffic signals composing the project are at the Hilliard-Rome Road intersections with Westpoint Plaza, Westchester Woods Boulevard, Tanglewood Plaza, Tanglewood Park Boulevard, Nike Drive, Roberts Crossing Place, and Roberts Road and the Roberts Road intersections with Walcutt Road, International Street, Westbelt Drive, and Wilson Road.
The Department of Public Service solicited Requests for Proposals for the Signals - Flashing Yellow Arrow Implementation Pilot contract. The project was formally advertised on the Vendor Services and Bonfire web sites from July 27, 2022, to August 24, 2022. The city received four (4) responses. All proposals were deemed responsive and were fully evaluated when the Evaluation Committee met on September 6, 2022. The responding firms were:
Company Name City/State Majority/MBE/MBR/F1/AS1/PHC
2LMN Columbus, OH MBE
AECOM Technical Columbus, OH Majority
EMH&T Columbus, OH Majority
TEC Engineering Columbus, OH WBE
EMH&T received the highest score by the evaluation committee and will be awarded the Signals - Flashing Yellow Arrow Implementation Pilot contract.
Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against EMH&T
2. CONTRACT COMPLIANCE
The contract compliance number for EMH&T is CC004214 and expires 11/17/2023.
3. FISCAL IMPACT
Funding, in the amount of $425,000.00, is budgeted, available, and appropriated within Fund 2265, the Street Construction Maintenance and Repair Fund.
The remaining amount of $51,331.00 is available within Fund 7704, Streets and Highways Bond Funds. An amendment to the 2022 Capital Improvement Budget and a transfer of cash and appropriation is required to establish sufficient budget authority for the project. Funds are appropriated.
4. MINORITY AND WOMAN OWNED BUSINESS ENTERPRISE & SMALL LOCAL BUSINESS ENTERPRISE PROGRAM
This contract was bid with an anticipated City of Columbus MBE/WBE Program goal of 20% as assigned by the City’s Office of Diversity and Inclusion (ODI). After ODI’s review of the Utilization Plan and other related information the contractor submitted with their bid response, ODI has approved an MBE/WBE Program goal of 22% for this contract. Failure by the contractor to meet this goal subjects the contractor to the Penalties for Non-Compliance as described in the “City’s Minority and Women-Owned Business Enterprise & Small Local Business Enterprise Program Manual” and in the “City of Columbus MBE/WBE Program Special Provision” that were part of the bid documents for this contract.
5. EMERGENCY DESIGNATION
Emergency action is requested to expedite this contract so that upcoming signal projects may be governed by updated standards, policies, and practices, enhancing the safety of the traveling public.
Title
To amend the 2022 Capital Improvement Budget; to authorize the transfer of funds within the Streets and Highways Bond Fund; to authorize the Director of Public Service to enter into a professional services contract with EMH&T for the Signals - Flashing Yellow Arrow Implementation Pilot project; to authorize the expenditure of up to $476,331.00 from the Street Construction Maintenance and Repair Fund and the Streets and Highways Bond Fund to pay for this contract; and to declare an emergency. ($476,331.00)
Body
WHEREAS, there is a need to enter into a professional services contract for the design of the replacement and upgrade of traffic signal and associated infrastructure for a pilot project in the implementation of flashing yellow arrow vehicular signal heads; and
WHEREAS, the Department of Public Service solicited Requests for Proposals for the Signals - Flashing Yellow Arrow Implementation Pilot project; and
WHEREAS, EMH&T submitted the best overall proposal for this project; and
WHEREAS, it is necessary to enter into a contract with EMH&T for the provision of professional engineering consulting services described above in the amount of up to $476,331.00; and
WHEREAS, it is necessary to authorize an amendment to the 2022 Capital Improvement Budget for the purpose of providing sufficient spending authority for the aforementioned project expenditure; and
WHEREAS, it is necessary to authorize a transfer of funds and appropriation within Fund 7704, the Streets and Highways Bond Fund, to establish sufficient cash to pay for the project; and
WHEREAS, this contract opportunity was submitted to the City’s Office of Diversity and Inclusion (ODI) for review and assignment of an MBE/WBE goal prior to bidding; and
WHEREAS, this contract was bid with an anticipated City of Columbus MBE/WBE Program goal of 20% as assigned by the City’s Office of Diversity and Inclusion (ODI); and
WHEREAS, after ODI’s review of the Utilization Plan and other related information the contractor submitted with their bid response, ODI has approved an MBE/WBE Program goal of 22% for this contract; and
WHEREAS, failure by the contractor to meet this goal subjects the contractor to the Penalties for Non-Compliance; 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 of Public Service to enter into contract with EMH&T so that upcoming signal projects may be governed by updated standards, policies, enhancing the safety of the traveling public, 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 2022 Capital Improvements Budget authorized by ordinance 1896-2022 be amended as follows to establish sufficient authority for this project:
Fund / Project / Project Name / C.I.B. / Change / C.I.B. as Amended
7704 / P530086-100044 / Intersection Improvements - Safety Improvements Local Match (Voted Carryover) / $351,331.00 / ($51,331.00) / $300,000.00
7704 / P545018-100000 / Signals - Flashing Yellow Arrow Implementation Pilot (Voted Carryover) / $0.00 / $51,331.00 / $51,331.00
SECTION 2. That the transfer of $51,331.00, 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 P530086-100044 (Intersection Improvements - Safety Improvements Local Match), Object Class 06 (Capital Outlay) to Dept-Div 5913 (Traffic Maintenance), Project P545018-100000 (Signals - Flashing Yellow Arrow Implementation Pilot), 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 professional services contract with EMH&T at 5500 New Albany Road, Columbus, OH 43054, for the Signals - Flashing Yellow Arrow Implementation Pilot project in an amount up to $476,331.00.
SECTION 4. That the expenditure of $425,000.00, or so much thereof as may be needed, is hereby authorized in Fund 2265 (Street Construction Maintenance and Repair Funds), Dept-Div 5913 (Traffic Management), in Object Class 06 (Capital Outlay) per the accounting codes in the attachment to this ordinance.
SECTION 5. That the expenditure of $51,331.00, or so much thereof as may be needed, is hereby authorized in Fund 7704 (Streets and Highways Bond Fund), Dept-Div 5913 (Traffic Maintenance), Project P545018-100000 (Signals - Flashing Yellow Arrow Implementation Pilot), in Object Class 06 (Capital Outlay) per the accounting codes in the attachment to this ordinance.
SECTION 6. 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 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 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 9. 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.