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File #: 3230-2022    Version: 1
Type: Ordinance Status: Passed
File created: 11/14/2022 In control: Public Service & Transportation Committee
On agenda: 12/5/2022 Final action: 12/7/2022
Title: To amend the 2022 Capital Improvement 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 professional services contract with PRIME AE Group, Inc. for the Roadway - General Engineering 2023 project; to authorize the expenditure of up to $650,000.00 from the Streets and Highways Bond Fund to pay for this contract; and to declare an emergency. ($650,000.00)
Attachments: 1. Ord 3230-2022 Accounting Template.pdf

Explanation

1.  BACKGROUND

This ordinance authorizes the Director of Public Service to enter into professional services contract with PRIME AE Group, Inc. in the amount of up to $650,000.00 for the Roadway - General Engineering 2023 project.

 

The intent of this project is to provide the City of Columbus, Department of Public Service, with contractual access to additional resources that are necessary to perform professional engineering and survey services as well as provide technical expertise for the Department to complete its capital budget commitments.

 

The Department of Public Service, Office of Support Services, solicited Requests for Proposals for the Roadway - General Engineering 2023 contract.  The project was formally advertised on the Vendor Services and Bonfire web sites from October 5, 2022, to November 3, 2022.  The city received nine (9) responses.  All proposals were deemed responsive and were fully evaluated when the Evaluation Committee met on November 10, 2022.  The responding firms were: 

 

Company Name                                                      City/State            Majority/MBE/MBR/F1/AS1/PHC

PRIME AE Group, Inc.                                                                                    Columbus, OH                                                               MBE

OHM Advisors                                                                                                         Columbus, OH                                                               Majority

Dynotec                                                                                                         Columbus, OH                                                               MBE

EMH&T                                                                                                         Columbus, OH                                                               Majority

E.L. Robinson Engineering                                                               Grandview, OH                                                               Majority

Ribway Engineering Group, Inc.                                                               Columbus, OH                                                               MBE

DLZ Ohio                                                                                                         Columbus, OH                                                               MBE

Resource International, Inc.                                                               Columbus, OH                                                               WBE

GPD Group                                                                                                         Columbus, OH                                                               Majority

 

PRIME AE Group, Inc.                     received the highest score by the evaluation committee and will be awarded the Roadway - General Engineering 2023 contract. 

 

Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against PRIME AE Group, Inc.

 

2.  CONTRACT COMPLIANCE

The contract compliance number for PRIME AE Group, Inc. is CC002102 and expires 03/01/2023. 

 

3.  FISCAL IMPACT

Funding for this contract is available and appropriated within Fund 7704, the Streets and Highways Bond FundAn amendment to the 2022 Capital Improvement Budget and a transfer of cash and appropriation is required to establish sufficient budget authority for the project. 

 

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 15% 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 24% 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 additional resources needed to complete capital projects be available as soon as possible, to ensure the safety of the travelling public.

 

Title

To amend the 2022 Capital Improvement 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 professional services contract with PRIME AE Group, Inc. for the Roadway - General Engineering 2023 project; to authorize the expenditure of up to $650,000.00 from the Streets and Highways Bond Fund to pay for this contract; and to declare an emergency. ($650,000.00)

 

Body

WHEREAS, there is a need to enter into a professional services contract to provide for additional resources to perform professional engineering and survey services as well as provide technical expertise for the Department to complete its capital budget commitments; and

 

WHEREAS, the Department of Public Service, Office of Support Services, solicited Requests for Proposals for the Roadway - General Engineering 2023 project; and

 

WHEREAS, PRIME AE Group, Inc. submitted the best overall proposal for this project; and

 

WHEREAS, it is necessary to enter into a contract with PRIME AE Group, Inc. for the provision of professional engineering consulting services described above in the amount of up to $650,000.00; 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 for Council 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 15% 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 24% 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 PRIME AE Group, Inc. in order to provide funding for the Roadway - General Engineering 2023 so additional resources needed to complete capital projects be available as soon as possible, to ensure the safety of the travelling 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 / P531034-100000 / Roadway - Sullivant Avenue - Hague to I70 (Voted Carryover) / $2,587,551.00 / ($300,000.00) / $2,287,551.00

7704 / P530282-100051/ Resurfacing - Resurfacing Projects (Voted Carryover) / $1,731,994.00 / ($350,000.00) / $1,381,994.00

 

7704 / P531054-100000 / Roadway - General Engineering 2023 (Voted Carryover) / $0.00 / $650,000.00 / $650,000.00

 

SECTION 2.  That the transfer of $300,000.00, 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 P531034-100000 (Roadway - Sullivant Avenue - Hague to I70), Object Class 06 (Capital Outlay) to Dept-Div 5912 (Design and Construction), Project P531054-100000 (Roadway - General Engineering 2023), Object Class 06 (Capital Outlay) per the account codes in the attachment to this ordinance.

 

SECTION 3.  That the transfer of $350,000.00, or so much thereof as may be needed, is hereby authorized within Fund 7704 (Streets and Highways Bond Fund), from Dept-Div 5911 (Infrastructure Management), P530282-100051 (Resurfacing - Resurfacing Projects), Object Class 06 (Capital Outlay) to Dept-Div 5912 (Design and Construction), Project P531054-100000 (Roadway - General Engineering 2023), Object Class 06 (Capital Outlay) per the account codes in the attachment to this ordinance.

 

SECTION 4.  That the Director of Public Service be, and hereby is, authorized to enter into a professional services contract with PRIME AE Group, Inc. at 8415 Pulsar Place, Suite 300, Columbus, OH  43240, for the Roadway - General Engineering 2023 project in an amount up to $650,000.00.

 

SECTION 5.  That the expenditure of $650,000.00, 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 P531054-100000 (Roadway - General Engineering 2023), 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.