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 in an amount up to $3,693,100.00.
This Professional Construction Management (PCM) contract provides assistance to the Division of Water with managing its capital improvement program that consists of multiple capital improvement projects. The PCM team will help ensure completion of projects in accordance with design requirements and City’s needs, while serving as a liaison between the construction contractor, design professional, and City personnel. The PCM team shall furnish all necessary personnel, equipment, and materials to perform the work, which will generally consist of program support services, design phase services, and construction management services. Projects will be assigned to this contract based on a two year assignment window. Funds will be authorized through annual contract renewals, or more frequent renewals if required by fiscal need.
The original contract began in September 18, 2018 and was legislated to provide construction phase services to projects having a construction notice to proceed date within a two year assignment window running from September 18, 2018 to September 18, 2020. Several projects that were expected to fall within the two year assignment window for this contract were impacted by the COVID-19 pandemic. To maintain these projects under this PCM contract as planned, the assignment window was extended to April 17, 2021, by Modification #3 of this contract.
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 will fund PCM services from June 2023 through May 2024.
The Community Planning Area is “99 - Citywide” because the water facilities associated with this contract serve multiple planning areas.
1.1 Future Renewals: The PCM contract will provide construction services through completion of all previously 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.
1.2 Amount of additional funds to be expended: $3,693,100.00
Original Contract Amount: $ 2,644,800.00
Renewal #1: $ 5,082,200.00
Modification #2: $ 5,603,300.00
Modification #3 (contract extension): $ 0.00
Renewal #4: $ 5,429,700.00
Renewal #5: $ 3,931,400.00
Renewal #6: $ 3,693,100.00
Renewal #7 (future): $ 1,300,000.00
Contract Total: $27,684,500.00
1.3. 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.
1.4. How the 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 personnel and subsequently revised by the consultant based on the 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 Department of Public Utilities environmental management system (EMS) to the construction projects.
3. CONTRACT COMPLIANCE INFORMATION
Hill International’s contract compliance number is CC-000990 and expires 12/8/23.
Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) are not required for this contract as no Federal or State funds will be expended on the contract.
4. MINORITY AND WOMAN OWNED BUSINESS ENTERPRISE & SMALL LOCAL BUSINESS ENTERPRISE PROGRAM
This contract was put in place prior to the implementation of the City of Columbus MBE/WBE Program and is not subject to the requirements of that program. Hill International is classified as a majority company by the City’s Office of Diversity and Inclusion. Per the Utilization Plan submitted with this ordinance, Hill International plans to utilize City-certified MBE/WBE firms to perform 38.9% of the dollar amount of the work of this contract renewal, amounting to $1,436,603.61 of the $3,693,100.00 renewal amount.
5. FISCAL IMPACT
Funds are available and appropriated for this expenditure within the Water Bond Fund, Fund 6006. An amendment to the 2022 Capital Improvement Budget is needed to align budget authority with the proper projects. A transfer of funds and appropriation within the Water Bond Fund is necessary to align cash and appropriation with the proper projects.
Title
To authorize an amendment to the 2022 Capital Improvement Budget; to authorize a transfer of cash and appropriation within the Water Bond Fund; to authorize the Director of Public Utilities to renew and increase a professional engineering services agreement with Hill International for the Professional Construction Management Services - 2018 Project; and to authorize an expenditure of up to $3,693,100.00 from the Water Bond Fund to pay for the renewal. ($3,693,100.00)
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 by City Council on July 30, 2018; 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, and PO188971 was authorized by Ordinance No. 1707-2019 passed by City Council on July 22, 2019; and
WHEREAS, Contract Modification No. 2 under Contract No’s PO238223, PO238224, PO238225, PO238226, PO238229, PO238230, PO238231, PO238232, PO238233, PO238234, PO238235, and PO238236 was authorized by Ordinance No. 1423-2020 passed by City Council on July 20, 2020; and
WHEREAS, Contract Modification No. 3 was authorized by Ordinance No. 2380-2020 passed by City Council on November 16, 2020; and
WHEREAS, Contract Renewal No. 4 (reclassified from Contract Modification No 4) under Contract No’s PO276340, PO276342, PO276344, PO276348, PO276349, PO276350, and PO276354 was authorized by Ordinance No. 0872-2021 passed by City Council on May 10, 2021; and
WHEREAS, Contract Modification No. 5 under Contract No’s PO329893, PO329894, PO329896, PO329899, PO329900, and PO329903 was authorized by Ordinance No. 0975-2022 passed by City Council on May 2, 2022; and
WHEREAS, it is necessary to fund PCM services from June 2023 through May 2024; and
WHEREAS, to fund these services it will be necessary to execute Contract Renewal No. 6 to renew and increase funding for the professional engineering services agreement with Hill International for the Professional Construction Management Services - 2018 Project; and
WHEREAS, it is necessary to authorize an amendment to the 2022 Capital Improvement Budget for the purpose of aligning budget authority with the proper projects; and
WHEREAS, it is necessary to authorize a transfer and of cash and appropriation between projects within the Water Bond Fund, Fund 6006, to align cash and appropriation with the proper projects; and
WHEREAS, funds must be expended from the Water Bond Fund, Fund 6006, to pay for the contract renewal; 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
6006 / 690587-100000 / Professional Construction Management (PCM) - 2018 (Voted Water Carryover) / $1,695,000.00 / ($1,492,900.00) / $202,100.00
6006 / 690587-100001 / Professional Construction Management (PCM) - 2020 (Voted Water Carryover) / $794,604.00 / ($794,604.00) / $0.00
6006 / 690278-100000 / DRWP Misc. Improvements (Voted Water Carryover) / $175,000.00 / ($175,000.00) / $0.00
6006 / 690446-100005 / Gen'l Eng Svcs - Supply Group 2018A (Voted Water Carryover) / $400,000.00 / ($400,000.00) / $0.00
6006 / 690446-100006 / Gen'l Eng Svcs - Supply Group 2018B (Voted Water Carryover) / $400,000.00 / ($400,000.00) / $0.00
6006 / 690553-100000 / Professional Construction Management (PCM) - Part II (Voted Water Carryover) / $250,000.00 / ($228,496.00) / $21,504.00
6006 / 690444-100000 / O’Shaughnessy Hydroelectric Imps (Voted Water Carryover) / $0.00 / $1,100,900.00 / $1,100,900.00
6006 / 690525-100000 / Watershed Facilities Imps (Voted Water Carryover) / $0.00 / $59,600.00 / $59,600.00
6006 / 690278-100005 / DRWP Misc. Imp's - Basin Clarifier Rehab (Voted Water Carryover) / $0.00 / $1,718,000.00 / $1,718,000.00
6006 / 690533-100002 / PAWP Well Pump Replacement - CWs #101, #104, and #115 (Voted Water Carryover) / $0.00 / $612,500.00 / $612,500.00
SECTION 2. That the transfer of $3,316,000.00, or so much thereof as may be needed, is hereby authorized between projects within the Water Bond Fund, Fund 6006, per the account codes in the attachment to this ordinance.
SECTION 3. That the Director of Public Utilities is hereby authorized to renew and increase the professional engineering services agreement with Hill International, Inc., 2 Easton Oval, Suite 110, Columbus, Ohio, 43219; for the Professional Construction Management Services - 2018 Project, in an amount up to $3,693,100.00.
SECTION 4. That an expenditure of $3,693,100.00, or so much thereof as may be needed, is hereby authorized from the Water Bond fund, Fund 6006, to pay for this contract renewal, per the accounting codes in the attachment to this ordinance.
SECTION 5. 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 6. 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 7. 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 8. That this Ordinance shall take effect and be in force from and after the earliest period allowed by law.