Explanation
1. BACKGROUND
This ordinance authorizes the Director of Public Utilities to enter into a contract modification with H. R. Gray & Associates, Inc., for construction administration/inspection services as part of the Construction Administration/Construction Inspection Services 2020-2022 contract.
H. R. Gray & Associates, Inc. was awarded a contract to perform construction administration/inspection (CA/CI) services for Department of Public Utilities Capital Improvement Projects (CIP) that bid during the years 2020, 2021, and 2022. The contract was modified as needed throughout the three-year contract period to include projects as they went to construction. The Blueprint Sump Pump Volunteer 2022 project, CIP #650876-122991, already a part of this contract, needs $150,000.00 in additional funding for CA/CI services. While the contract does not allow modifications to add new construction projects after 12/31/22, it does allow modifications to add funding to perform CA/CI services for projects that were already a part of the contract.
This work will primarily be performed in Community Planning Area 99 - Citywide.
1.1. Amount of additional funds to be expended: $150,000.00
Original Agreement Amount: $ 167,845.34 ORD 0787-2020 PO228237, PO228238, & PO228239
Modification No. 1 $ 979,361.67 ORD 1215-2020 PO235282
Modification No. 2 $ 711,543.64 ORD 1516-2020 PO238195 & PO238199
Modification No. 3 $ 255,437.69 ORD 1911-2020 PO248167
Modification No. 4 $1,523,581.11 ORD 0038-2021 PO265076
Modification No. 5 $ 110,010.07 ORD 1646-2021 PO287159, PO287161
Modification No. 6 $ 864,726.79 ORD 2194-2021 PO296077, PO296083
Modification No. 7 $ 700,766.27 ORD 3323-2021 PO314887, PO314895, PO314901
Modification No. 8 $ 703,124.48 ORD 0442-2022 PO322659
Modification No. 9 $ 569,553.54 ORD 0533-2022 PO323344
Modification No. 10 $ 540,289.67 ORD 0803-2022 PO330629
Modification No. 11 $ 365,462.53 ORD 1212-2022 PO351604
Modification No. 12 $ 784,940.69 ORD 2435-2022 PO358056
Modification No. 13 $ 180,161.21 ORD 3030-2022 PO369482
Modification No. 14 (current) $ 150,000.00
Grand Total $8,606,804.70
1.2. Reasons additional goods/services could not be foreseen:
The need for modifications were anticipated and explained in the original legislation under Ordinance 0787-2020.
1.3. Reason other procurement processes are not used:
This contract was bid and awarded as a multi-year contract that will be modified as required to provide construction administration/inspection services for construction projects that bid during the three year (2020-2022) timeframe. There is no need to do another procurement process.
1.4. How cost of modification was determined:
The cost of the modification was determined per the contract rates and titles established in the original contract and an estimate of the number of hours needed for each title for the tasks to be assigned to the contract modification.
2. ECONOMIC IMPACT/ADVANTAGES; COMMUNITY OUTREACH; PROJECT DEVELOPMENT; ENVIRONMENTAL FACTORS/ADVANTAGES OF PROJECT
This project will install sump pumps in homes and redirect foundation drain away from the sanitary lateral to the sump pit. This project will cover 500 properties that represent the 25% target participation rate in the following areas: Clintonville 1; Phase 4 Clintonville 3; Phase 1 Hilltop 1; Phase 3 Hilltop 4; and Phase 1 in Miller/Kelton, Linden, James Livingston and Old Beechwold.
3. CONTRACT COMPLIANCE INFORMATION
H. R. Gray & Associates, Inc.’s contract compliance number is CC004640 and expires 6/26/2025.
4. MINORITY AND WOMAN OWNED BUSINESS ENTERPRISE & SMALL LOCAL BUSINESS ENTERPRISE PROGRAM
This contract was established prior to the implementation of the City’s MBE/WBE Program and is not subject to the program requirements. Per the Utilization Reporting Form attached to this ordinance, all work associated with this contract modification is to be performed by H. R. Gray & Associates, Inc. MNE/WBE utilization for this contract modification is anticipate to be 0%.
H. R. Gray & Associates, Inc.’s certification was in good standing at the time of this contract modification.
5. FISCAL IMPACT
Funds are appropriated and available within the Sanitary Bond Fund, Fund 6109, for this expenditure. An amendment to the 2023 Capital Improvement Budget is needed to align budget authority with the proper project.
Title
To authorize the Director of Public Utilities to enter into a contract modification with H. R. Gray & Associates, Inc. for the Construction Administration/Construction Inspection Services 2020-2022 contract; to authorize an amendment to the 2023 Capital Improvement Budget; and to expend up to $150,000.00 from the Sanitary Bond Fund for the contract modification. ($150,000.00)
Body
WHEREAS, the Department of Public Utilities advertised a Request for Proposals for Construction Administration/Construction Inspection Services; and
WHEREAS, H. R. Gray & Associates, Inc. was one of six firms selected by the evaluation committee to provide these services; and
WHEREAS, Ordinance 0787-2020 authorized the contract with H. R. Gray & Associates, Inc. for these services and assigned the first tasks to be performed; and
WHEREAS, additional construction inspection/administration tasks need to be performed; and
WHEREAS, the contract with H. R. Gray & Associates, Inc. will need to be modified to add these tasks to the contract and to add funding to pay for the tasks; and
WHEREAS, an amendment to the 2023 Capital Improvement Budget is needed to align budget authority with the proper project; and
WHEREAS, funds must be expended to pay for the construction administration and inspection services H. R. Gray & Associates, Inc. provides under the Construction Administration/Construction Inspection Services 2020-2022 contract; now, therefore
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the 2023 Capital Improvement Budget authorized by Ordinance 1711-2023 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 / 650876-157001 / Volunteer Sump Pump Program - Blueprint James Livingston 5, Phase 1 (Voted Sanitary Carryover) / $205,422.00 / $55,422.00 / ($150,000.00)
6109 / 650876-122991 / Volunteer Sump Pump Program "2022" (Voted Sanitary Carryover) / $0.00 / $150,000.00 / $150,000.00
SECTION 2. That the Director of Public Utilities is authorized to enter into a contract modification for the Construction Administration/Construction Inspection Services 2020-2022 contract with H. R. Gray & Associates, Inc., 355 E Campus View Blvd. Ste. 120, Columbus, Ohio, 43235, for construction administration and inspection services, in accordance with the terms and conditions as shown in the contract on file with the Department of Public Utilities, in an amount not to exceed $150,000.00.
SECTION 3. That an expenditure not to exceed $150,000.00 from the Sanitary Bond Fund, Fund 6109, is authorized per the accounting codes in the attachment to this Ordinance.
SECTION 4. 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 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 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 this Ordinance shall take effect and be in force from and after the earliest period allowed by law.