Explanation
1. BACKGROUND
This ordinance authorizes the Director of Public Utilities to enter into a contract with Andover Associates for professional engineering services for the DOSD Roof Replacements No. 3 project, CIP #650234-100200.
The Department of Public Utilities (DPU) Division of Sewerage and Drainage (DOSD) has identified numerous deteriorated roofs on its facilities that require replacement. Professional engineering services are needed for the design of the various roof replacements, assistance during the bidding process, and also for technical services during construction. This work for DOSD is part of the City’s continuing program to upgrade its treatment facilities, provide efficient, reliable, cost-effective operations, and enhance personnel safety.
Columbus Communities = “99-Citywide”.
TIMELINE & FUTURE RENEWAL(S): This contract authorizes task order work starting in 2023 with annual renewals in 2024 and 2025. Work may extend into 2026 depending on construction complexity.
ESTIMATED COST OF PROJECT: This contract will be funded incrementally with renewals on approximately an annual basis. Two contract renewals are anticipated at this time. If unforeseen issues or difficulties are encountered that would require additional funding, a contract modification would be requested. The expected cost for this project is as follows.
Original Contract (current) $ 250,000.00
Renewal 1 (2024) $ 800,000.00
Renewal 2 (2025) $ 550,000.00
Estimated CONTRACT TOTAL $ 1,600,000.00
2. ECONOMIC IMPACT/ADVANTAGES; COMMUNITY OUTREACH; PROJECT DEVELOPMENT; ENVIRONMENTAL FACTORS/ADVANTAGES OF PROJECT
The contract addresses replacement and repair of DPU roofs and roofing components to prevent moisture damage to equipment, electrical components, and other interior furnishings and equipment, avoiding replacement costs of items due to failed roofing systems that could become a major impact to the budget. No community outreach or environmental factors are considered for this project.
3. BID INFORMATION
This project was formally advertised on the Vendor Services and Bonfire websites from 9/23/22 through 10/28/22. Proposals were received from the following companies:
Name C.C. No. Exp. Date City/State Status
Andover Associates Ltd CC008980 5/20/23 Columbus, OH WBE
Hatch CC025646 3/8/24 Columbus, OH MAJ
Star Consultants Inc. CC005568 8/5/24 Columbus, OH MBE
Triad Architects LLC CC005893 2/17/24 Columbus, OH MAJ
All proposals were deemed responsive. The evaluation committee reviewed the proposals and recommended the contract be awarded to Andover Associates.
4. CONTRACT COMPLIANCE INFO
Andover Associates contract compliance number is CC-008980 and expires 5/20/23. Andover is a City-certified WBE with a WBE certification expiration date of 7/31/23. Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against Andover Associates.
5. 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 16.0% as assigned by the City’s Office of Diversity and Inclusion (ODI). After review of the Utilization Plan and other related information the proposer submitted with their response, a goal of 16.0% has been established 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 bid documents for this contract.
6. FISCAL IMPACT
Funds for this expenditure are available and appropriated within the Sanitary Bond Fund, Fund 6109. An amendment to the 2022 Capital Improvements Budget is necessary to align budget authority with the proper project.
7. EMERGENCY DESIGNATION
Emergency designation is requested so design work can begin in February as scheduled, preventing delays in the project timeline caused by the contracting process.
Title
To authorize an amendment to the 2022 Capital Improvement Budget; to authorize the Director of Public Utilities to enter into a contract with Andover Associates for the DOSD Roof Replacements No. 3 project; to authorize the expenditure of up to $250,000.00 from the Sanitary Bond Fund to pay for the project; and to declare an emergency. ($250,000.00)
Body
WHEREAS it is necessary to authorize the Director of Public Utilities to enter into a contract for professional engineering services with Andover Associates for the DOSD Roof Replacements No. 3 project; and
WHEREAS, an amendment to the 2022 Capital Improvement Budget is needed for purposes of providing sufficient budget authority for the aforementioned project expenditure; and
WHEREAS, it is necessary to authorize an expenditure of up to $250,000.00 within the Sanitary Bond Fund, Fund 6109, to pay for the contract; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Utilities in that it is immediately necessary to authorize the Director to execute the contract so design work can begin in February as scheduled, preventing delays in the project timeline caused by the contracting process; now, therefore,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the 2022 Capital Improvement Budget authorized by Ordinance 1896-2022 be amended as follows to establish sufficient budget authority for this project:
Fund / Project Number / Project Name / Current / Change / Amended
6109 / 650234-100100 / DOSD Roof Replacements No. 2 (Voted Sanitary Carryover) / $2,315,796.00 / ($250,000.00) / $2,065,796.00
6109 / 650234-100200 / DOSD Roof Replacements, No. 3 (Voted Sanitary Carryover) / $0.00 / $250,000.00 / $250,000.00
SECTION 2. That the Director of Public Utilities be and hereby is authorized to enter into a contract for the DOSD Roof Replacements No. 3 project, CIP #650234-100200, with Andover Associates, 1335 Dublin Rd, Suite 223A, Columbus, Ohio, 43215, in accordance with the terms and conditions of the contract on file in the Division of Sewerage and Drainage.
SECTION 3. That the expenditure of $250,000.00, or so much thereof as may be needed, is hereby authorized within the Sanitary Bond Fund, Fund 6109, per the account codes in the attachment to this ordinance.
SECTION 4. 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 5. 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 6. 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 7. That for the reasons stated in the preamble hereto, which is made a part hereof, this Ordinance is 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 (10) days after passage if the Mayor neither approves nor vetoes this Ordinance.