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State of Ohio - Controlling Board Request
STATE OF OHIO
CONTROLLING BOARD
30 East Broad Street, 34th Floor
Columbus, Ohio 43215-3457
(614) 466-5721 FAX:(614) 466-3813
OPERATING REQUEST Controlling Board No.
DOT0100675
Status:  Approved
Meeting Date:  2/26/2018

GENERAL INFORMATION
Agency
Transportation


Division/Institution
Research and Development
Waiver of Competitive Selection  (Revised Code Section 127.16B)
      No Competitive Opportunity
      Agency Released Competitive Opportunity
Agency Released Competitive Opportunity (Revised Code Section 127.162)
Other Statutory Authority/Bill Section:
Operating Transfer Request  (Revised Code Section 127.14)
      Appropriation
      Cash
      Other Statutory Authority/Bill Section:
Fiscal Year(s)
2018-2019
Bill No.
HB 26
Eligible for OBM
Director Approval?
No

VENDOR INFORMATION
For FYAmountNameAddressCityStateCountyZip Code
DOT01 2018 $150,000.00 EL ROBINSON ENGINEERING OF OHIO CO 1801 WATERMARK DR STE 310 COLUMBUS OH Franklin 43215
DOT01 2019 $150,000.00 EL ROBINSON ENGINEERING OF OHIO CO 1801 WATERMARK DR STE 310 COLUMBUS OH Franklin 43215

FUNDING INFORMATION
Fund GroupFund CodeAppropriation Line ItemAppropriation Line Item NameFYAmountFYAmount
HOF 7002 771411 PLANNING AND RESEARCH-STATE 2018 $30,000.00 $.00
HOF 7002 771412 PLANNING AND RESEARCH-FEDERAL 2018 $120,000.00 $.00
HOF 7002 771411 PLANNING AND RESEARCH-STATE 2019 $30,000.00 $.00
HOF 7002 771412 PLANNING AND RESEARCH-FEDERAL 2019 $120,000.00 $.00

SIGNATURES
     
Jerry Wray 02/26/2018
   
Agency Director or Authorized Agent On The Date Of
   
02/02/2018 Christine Morrison
   
Date Controlling Board President/OBM Director
   
AGENCY CONTACT
Name:  Meghan Wadsworth Title:  Legislative Liaison
Phone:  (614) 387 - 5186 Fax:  E-Mail:  Meghan.Wadsworth@dot.ohio.gov
REQUIRED EXPLANATION OF REQUEST
  Transportation respectfully requests Controlling Board approval for an agency released competitive opportunity in the amount of $300,000.00, from fund 7002, ALI 771412 and 771411 (Planning and Research - Federal and State, respectively), in fiscal year 2018 through fiscal year 2019, to contract with EL Robinson Engineering, Columbus, Ohio, to be one of two researchers for the Engineering Research on Call (ROC) project.  
  The ROC is a research project that is designed to speed up the delivery of research into the implementation phase. These are partnerships between ODOT and researchers to assist with short term projects on an as-needed basis. This ROC will cover needs for ODOT's Division of Engineering including Hydraulics, Geotechnical, Roadway, Pavement and Structural Engineering.

The Ohio Department of Transportation (ODOT) is charged with management and maintenance of a vast transportation system in Ohio. ODOT strives to execute its charge in the most effective and efficient manner possible. Frequently, ODOT encounters situations where low cost, short term research services are needed to meet immediate needs for system management and maintenance improvements. Some of the short term research needs may go unmet due to the immediacy of the need. To address this problem, ODOT secures research services for low cost, short term research in advance of identifying specific research needs.

During the selection and scoring of the applications received, there were two applications that were selected, EL Robinson and Ohio University. Research services will be procured for a three-year term via a contract with ODOT's Office of Statewide Planning & Research. For both researchers, the initial contract will be written for a total cost of $150,000 for fiscal year 2018, with another $150,000 in fiscal year 2019 for a maximum total of $300,000. ODOT will return to the Controlling Board to request approval of the authority for fiscal year 2020.

Since this is "on call" research, the only guaranteed payment is for the initial project startup meeting if no research services are requested by ODOT, then no further payments will be issued. Under the contract, multiple and separate requests for research services may be made by ODOT's Division of Engineering until the maximum time or funding limits are reached. The following restrictions exist for individual requests for research services: requests will be initiated by ODOT, not at the request of the contracted research team, requests and authorization to begin work may only come from ODOT's Research Section and not from any other office or division within ODOT, individual task requests will have an ideal completion time of six months or less, at an ideal cost of $50,000 or less and requests will be primarily related to specific technical fields.
 
   
Attachments Controlling Board Request No.: DOT0100675
Attachment TypeAttachment Description
Request for Proposal (RFP) Request for Proposal
Other Selected Proposal - EL Robinson
Other Selected Proposal - Ohio University
Other Non Selected Proposal
Other Proposal Selection Process
Other Proposal Scoring
Contract Partially Signed Agreement
 
Release and Permit Information
NameFYAmountR & P #R & P DateIssued ByComments
EL ROBINSON ENGINEERING OF OHIO CO 2018 $150,000.00
EL ROBINSON ENGINEERING OF OHIO CO 2019 $150,000.00

Operating Request Required Information
New Contract - EL ROBINSON ENGINEERING OF OHIO CO
Controlling Board Request No.: DOT0100675
1. Selection Process: Was this contract subject to selection by a Request for Proposal (RFP),
Request for Qualification (RFQ), Request for Information (RFI) process? Yes
 a. Explain how the RFP, RFQ or RFI was publicized or advertised.
     Using ODOT's Consultant Services contact list, the Research Mailing list, the NCHRP mailing list, and posted on the Research and Ohio's Initiative for Locals (ORIL) websites.
 
 b. Number of proposals distributed.  1
 c. Number of days in which interested parties had to respond to the RFP, RFQ or RFI. 36
 d. Number of proposals received. 3
 e. Information for each proposal received (or see attachment).
Name Proposal AmountAddressCityStateCounty
EL Robinson Engineering of Ohio Co. $.00 1801 Watermark Dr. Ste 310 Columbus OH Franklin
Ohio University $.00 104 Research and Technology Center Athens OH Athens
Resource International, Inc. $.00 6350 Presidential Gateway Columbus OH Franklin
 
 f. Explain why this contractor was selected.
    This contractor was one of two applications selected based on scoring. This researcher was able to form a team with a good balance of consultants and universities. All members of the team are well qualified and there are sufficient available facilities and equipment in order to assist ODOT with these quick research needs. A major plus for this researcher was that they were able to secure the United States Geological Survey (USGS) as a part of their team.
 g. Indicate who rated the responses and was involved in the selection of the contractor.
     The technical panel and selection committee for this ROC consists of Office Administrators from each area in the Division of Engineering along with the Deputy Director of the Division of Engineering and ODOT Office of Statewide Planning and Research.
 
2. Provide the following selected contractor information:
EL ROBINSON ENGINEERING OF OHIO CO
1801 WATERMARK DR STE 310
COLUMBUS ,   OH  43215
County: Franklin
 
3. Contractor's location from which all or most of the contract work will be performed, if different from the
location of principal place of business. (For institutional agencies, cite the location of the institution,
including the city and county, where services are to be performed.)
EL Robinson Engineering of Ohio
1801 Watermark Dr. Ste 310
Columbus,     43215
4. Institutional agencies only: Is the contractor currently performing services at the institution listed above?No
5. Specify the deliverables of this contract or describe the scope of service(s) to be performed by this contractor.
Each task will have individual deliverables that will be determined as the tasks are needed. Each task will require a technical brief once the research is completed.
6. Cite the account category of expense being used for this purchase of service(s).
Account CategorySubobjectAmountNon-Exempt Amount
73y $300,000.00 $300,000.00

 
Total Amounts $300,000.00 $300,000.00
7.
Duration of this contract (beginning and ending dates) within the fiscal biennium.
Beginning Date Ending Date
02/26/2018 06/30/2019
8. Is the contractor already performing work under this contract? No
   
9. Identify all state contracts which the selected contractor has had approved by the Controlling Board
since the beginning of the last fiscal year through this fiscal year to date. Also include contracts approved
for this agency or institutions of higher education.
a. Total number of contracts. 0
b. For each contract list the state agency and the contract amount.
AgencyContract/Agreement AmountFY
10. Contractor Procurement Compliance:
a. Is this contractor in compliance with Buy America? N/A
  Explain: Buy America and Buy Ohio requirements do not apply. Federal Highway Administration standards were adhered to along with Federal requirements (49 CFR 18.36c2), which prohibit the use of state mandated geographic preferences when using federal funds to procure goods, materials, or services.
   
b. Is this contractor in compliance with Buy Ohio? N/A
Explain: Buy America and Buy Ohio requirements do not apply. Federal Highway Administration standards were adhered to along with Federal requirements (49 CFR 18.36c2), which prohibit the use of state mandated geographic preferences when using federal funds to procure goods, materials, or services.
11.
Provide the following employee information: Nationwide Ohio
Total Number of Employees 136    66   
Percentage of Women 10.3% 12%
Percentage of Minorities 1.5% 3%
12. What percent of the work will be done by subcontractors?  30
  If more than 50%, provide the same information for each subcontractor as requested in number 11 above for the contractor.
SubcontractorNationwide
# of Employees
Nationwide
% of Women
Nationwide
% of Minorities
Ohio
# of Employees
Ohio
% of Women
Ohio
% of Minorities
13.  Provide all subsequent renewal schedules (beginning and ending dates) and amounts associated with this contract.

A contract renewal is the exercise of an option to enter into a subsequent contract with a vendor in accordance with renewal provisions specified in a preceding contract.
Beginning DateEnding DateTotal Lease Amount
Explain contract provisions.