Explanation
1. BACKGROUND
This ordinance authorizes the Director of the Department of Public Utilities to enter into a contract modification with Prime AE Group, Inc., for the Intermodal Sanitary Subtrunk Extension project, CIP #650491-100007, in an amount not to exceed $1,065,568.19.
This will provide engineering services during the extension of the Intermodal Sanitary Subtrunk along Rickenbacker Parkway and Airbase Road from 3329 Thoroughbred Court to County Road 237. Phase 1 will construct approximately 7,500 feet and the majority of the installation will be a 54-inch diameter sewer constructed by tunneling methods. Phase 2 will extend sanitary sewer service further into the Rickenbacker service area by constructing a new 24" sanitary subtrunk sewer from the planned terminus of phase 1 easterly along Wright Road and adjacent fields to the eastern service boundary near Walnut Creek. To date the consultant has provided the master planning, detailed design, specifications, contract documents and other reports required for the construction of the Intermodal Sanitary Subtrunk Extension.
The Community Planning Area is 99 - Citywide.
1.1 Amount of additional funds to be expended: $1,065,568.19
Original Contract $ 2,477,083.44 (ORD 1312-2017; PO072924)
Current Modification $ 1,065,568.19
CONTRACT TOTAL $ 3,542,651.63
1.2. Reason other procurement processes are not used:
Re-bidding of the project would likely result in a higher costs since much of the project’s history would have been be lost and would need to be rediscovered by another consultant unless the new RFP were won by the same consultant. In such a case, we would have missed significant time in acquiring and evaluating the new proposals without significant benefit.
1.3. How the cost of modification was determined:
The cost estimate for the proposed scope of work was prepared by Prime AE Group, Inc., and reviewed by DOSD. The total modification includes total labor cost (direct labor multiplied by the hourly cost multiplier).
2. ECONOMIC IMPACT/ADVANTAGES; COMMUNITY OUTREACH; PROJECT DEVELOPMENT; ENVIRONMENTAL FACTORS/ADVANTAGES OF PROJECT
This project will provide City sanitary sewer service to a quickly developing service area. Also, it will increase the water quality by eliminating potential ground water pollution by preventing the installation of package treatment systems. In addition, the project has economic benefits by increasing the sewer revenues, creating additional industrial/commercial development and new jobs.
3. CONTRACT COMPLIANCE INFORMATION
Prime AE Group, Inc. contract compliance number is CC-002102 and expires 2/24/2025.
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. Prime AE Group, Inc. is classified as a majority company by the City’s Office of Diversity and Inclusion. Per the Utilization Plan submitted with this ordinance, Prime AE Group, Inc. plans to utilize City-certified MBE/WBE firms to perform 1.4% of the dollar amount of the work of this contract renewal, amounting to $15,040.46 of the $1,065,568.19 renewal amount.
As part of their proposal Prime AE Group, Inc. has proposed the following four subcontractors to perform contract work:
Company Name City/State ODI Certification Status
Aldea Services, LLC Columbus, Ohio MAJ
ms consultants, inc. Columbus, Ohio MAJ
ASC Group, Inc. Columbus, Ohio WBE
Eagon & Associates, Inc. Worthington, Ohio MAJ
Prime AE and the above listed subcontractors were in good standing with the City at the time of this contract modification.
5. FISCAL IMPACT:
Funds are appropriated and available within the Sanitary G.O. Fund, Fund 6109, for this expenditure. An amendment to the 2022 Capital Improvement Budget is needed to align budget authority with the proper project. A transfer of cash between projects within the Sanitary G.O. Fund is needed to align cash and appropriation with the proper project.
6. EMERGENCY DESIGNATION
Emergency designation is requested for this ordinance. Funds on the original contract are depleting and a lot of engineering services will be needed early in the construction phase that is about to start for submittal reviews and coordination. Work will need to be stopped on this needed public health improvement if the funds are depleted before the contract modification can be implemented, delaying its implementation
Title
To authorize an amendment to the 2022 Capital Improvement Budget; to authorize a transfer of cash within the Sanitary General Obligation Bond Fund; to authorize the Director of Public Utilities to enter into a contract modification with Prime AE Group for the Intermodal Sanitary Subtrunk Extension Project; to expend up to $1,065,568.19 from the Sanitary General Obligation Fund to pay for the project; and to declare an emergency. ($1,065,568.19)
Body
WHEREAS, the Department of Public Utilities is engaged in the Intermodal Sanitary Subtrunk Extension project; and
WHEREAS, Contract PO072924 to Prime AE Group, Inc., was authorized by Ordinance No. 1312-2017 for the Intermodal Sanitary Subtrunk Extension project; and
WHEREAS, a planned contract modification with Prime AE Group, Inc., is needed to provide funding for the upgrade work that will be performed this year; and
WHEREAS, this modification will provide engineering services during the extension of the Intermodal Sanitary Subtrunk along Rickenbacker Parkway and Airbase Road from 3329 Thoroughbred Court to County Road 237. Phase 1 will construct approximately 7,500 feet and the majority of the installation will be a 54-inch diameter sewer constructed by tunneling methods. Phase 2 will extend sanitary sewer service further into the Rickenbacker service area by constructing a new 24" sanitary subtrunk sewer from the planned terminus of phase 1 easterly along Wright Road and adjacent fields to the eastern service boundary near Walnut Creek. To date Prime AE has provided the master planning, detailed design, specifications, contract documents and other reports required for the construction of the Intermodal Sanitary Subtrunk Extension.
WHEREAS, it is necessary to authorize an amendment to the 2022 Capital Improvements Budget for the purpose of providing sufficient budget authority for the proper project; and
WHEREAS, a transfer of funds between projects within the Sanitary G.O. Fund is needed; and
WHEREAS, it is necessary to expend funds to pay for the contract modification work; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Utilities in that it is immediately necessary to execute the contract renewal so as not to cause work stoppages in the construction phase of this project that would delay the implementation of a needed public health improvement, 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 Improvement Budget authorized by Ordinance No. 1896-2022 be amended as follows to establish sufficient budget authority for this project:
Fund / Project Number / Project Name (Funding Source) / Current Authority / Revised Authority / Change
6109 / 650871-100000 / Blueprint Downspout Redirection (Voted Sanitary Carryover) / $938,136.00 / $0.00 / ($938,136.00)
6109 / 650870-100000 / Blueprint Integrated Approach (Voted Sanitary Carryover) / $139,157.00 / $11,727.00 / ($127,430.00)
6109 / 650491-100007 / Intermodal Sanitary Subtrunk Extension (Voted Sanitary Carryover) / $2,000.00 / $1,067,568.00 / $1,065,568.00
SECTION 2. That a transfer of funds between projects within the Sanitary G.O. Fund, Fund 6109, is authorized per the accounting codes in the attachment to this ordinance.
SECTION 3. That the Director of the Department of Public Utilities be and hereby is authorized to enter into a contract modification not to exceed $1,065,568.19 for the Intermodal Sanitary Subtrunk Extension project with Prime AE Group, Inc., 8415 Pulsar Place Suite 300, Columbus, OH 43240; in accordance with the terms and conditions as shown in the agreement on file in the office of the Department of Public Utilities.
SECTION 4. That the expenditure in an amount not to exceed $1,065,568.19, or so much thereof as may be needed, is authorized per the accounting codes in the attachment to this ordinance.
SECTION 5. Funds are 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 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 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.