Explanation
1. BACKGROUND
This ordinance authorizes the Director of Public Utilities to enter into a contract with HDR Engineering, Inc. for professional services for the SWWTP Biofilter Cold Weather Reliability Improvements project, CIP #650352-100008, in an amount up to $712,102.10.
This project will provide preliminary design services for upgrades and improvements to the existing Odor Control Facility (OCF), the carbon Biotower and ventilation system serving the Sludge Loadout Building (SLB), and to the foul air fans at the Gravity Thickening Building (GTB) to improve odor control. These improvements will provide active ventilation, prevent corrosion, reduce foul air, and provide an Interconnector Junction Chamber (IJC) Odor Improvement Report on the IJC regarding the probability of success using existing OCF equipment to improve odor reduction or design a separate odor control facility for the IJC under a future contract.
Two future modifications to this contract are anticipated. The first modification will be for Step 2 - Detailed Design Services and will provide bidding and contract documents for the construction phase of this project. The second modification will be for Step 3 - Services during construction which includes technical field representation and other services throughout the construction phase of the project.
The planning area for this project is 64 - Far South.
TIMELINE: The total term for the original contract will be for 270 days from the Notice to Proceed until on or around May 31, 2024, at which time a modification for Step 2 - Detailed Design Services will be requested. Upon completion of Step 2 - Detailed Design Services, a second modification will be requested for Step 3 - Services during construction.
ESTIMATED COST OF PROJECT: The proposed award amount is $712,102.10, including a 10% contingency amount that will be utilized to fund needed and approved changes in the work. Two future contract modifications are anticipated for Step 2 - Detailed Design Services and Step 3 - Services during construction.
Cost summary:
Original Contract $712,102.10
Modification #1 (future) $1,221,000.00
Modification #2 (future) $1,221,000.00
CONTRACT TOTAL $3,154,120.10
2. ECONOMIC IMPACT/ADVANTAGES; COMMUNITY OUTREACH; PROJECT DEVELOPMENT; ENVIRONMENTAL FACTORS/ADVANTAGES OF PROJECT
The Odor Control Facility (OCF) has served the SWWTP for approximately 10 years; however recently SWWTP staff have expressed concerns about the increased maintenance of the facilities and questioned the overall system performance. An evaluation was performed and identified improvements to the OCF necessary to ensure continued performance and alleviate some of the increasing maintenance costs. The biofilters at the Influent Flow Structure have several areas with corrosion and cracking of concrete where the water is pooling. There is also deteriorating pipe due to UV exposure. The carbon biotower near the Sludge Loadout Building (SLB) is in a state of disrepair and in need of upgrade improvements. The foul air fans for the SLB are old and at the end of their useful life and need to be replaced. The Interconnector Junction Chamber (IJC) control gates are in a state of disrepair due to hydrogen sulfide gas corrosion of the metal, therefore improvements to the ventilation and hydrogen sulfide treatment are warranted. The repair and upgrade of each areas within this project will provide better, more reliable odor control and removal of environmentally hazardous gasses.
3. BID INFORMATION
This project was formally advertised on the Vendor Services and Bonfire websites and opened 1/9/23. Two proposals were received:
Name C.C. No. Exp. Date City/State Status
HDR Engineering, Inc. CC008851 5/19/24 Columbus, OH MAJ
MODIFI Design CC039764 9/28/23 Columbus, OH WBE
All proposals were deemed responsive. The evaluation committee reviewed the proposals and recommended the contract for the SWWTP Biofilter Cold Weather Reliability Improvements project be awarded to HDR Engineering, Inc.
HDR Engineering, Inc.’s certification was in good standing at the time of the contract award.
4. CONTRACT COMPLIANCE INFORMATION
HDR Engineering, Inc.’s contract compliance number is CC-008851 and expires 5/19/24. Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against HDR Engineering, Inc.
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 25% as assigned by the City’s Office of Diversity and Inclusion (ODI). After ODI’s review of the Utilization Plan and other related information the contractor submitted with their bid response, ODI has approved an MBE/WBE Program goal of 25% for this contract. Failure by the contractor to meet this goal subjects the contractor to the Penalties for Non-Compliance as described in the bid documents for this contract.
As part of their proposal, HDR Engineering, Inc. has proposed the following four subcontractors to perform contract work:
Company Name City/State ODI Certification Status
Advanced Engineering Consultants, Ltd. Columbus, Ohio MBE
CAD Concepts Inc. dba CCI Engineering Columbus, Ohio WBE
Dynotec Inc. Columbus, Ohio MBE
Webster Environmental Associates, Inc. Columbus, Ohio MAJ
All subcontractor’s certifications were in good standing at the time of the contract award.
6. FISCAL IMPACT
Funding in the amount of $712,102.10 is available and appropriated within the Sanitary Bond Fund, Fund 6109. An amendment to the 2023 Capital Improvement Budget is needed to align budget authority with the proper project. Amendments to the 2023 Capital Improvement Budget are contingent upon approval of the 2023 Capital Improvement Budget. A transfer of cash and appropriation between projects within the Sanitary Bond Fund is needed to align cash and appropriation with the proper project.
Title
To authorize an amendment to the 2023 Capital Improvement Budget; to authorize the transfer of cash and appropriation between projects within the Sanitary Bond Fund; to authorize the Director of Public Utilities to enter into a professional services contract with HDR Engineering, Inc. for the SWWTP Biofilter Cold Weather Reliability Improvements project; and to authorize an expenditure of up to $712,102.10 from the Sanitary Bond Fund. ($712,102.10)
Body
WHEREAS, the Department of Public Utilities is engaged in the SWWTP Biofilter Cold Weather Reliability Improvements project; and
WHEREAS, two proposals for the SWWTP Biofilter Cold Weather Reliability Improvements project were received and evaluated by the evaluation committee; and
WHEREAS, the evaluation committee recommended HDR Engineering, Inc. be awarded the contract for this project; and
WHEREAS, it is necessary to authorize the Director of the Department of Public Utilities to enter into a professional services contract with HDR Engineering, Inc. for the SWWTP Biofilter Cold Weather Reliability Improvements project; and
WHEREAS, the 2023 Capital Improvements Budget must be modified to align budget authority with the proper project; and
WHEREAS, it is necessary to transfer cash and appropriation between projects within the Sanitary Bond Fund, Fund 6109, to align cash and appropriation with the proper project; and
WHEREAS, it is necessary to authorize an expenditure of funds from the Sanitary Bond Fund, Fund 6109, to pay for the contracted services for the project; NOW, THEREFORE,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the 2023 Capital Improvements 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 / 650354-100000 / SWWTP Post Aeration Diffuser Replacement (Voted Sanitary Carryover) / $1,756,000.00 / $1,043,898.00 / ($712,102.00)
6109 / 650352-100008 / SWWTP Biofilter Cold Weather Reliability Improvements (Voted Sanitary Carryover) / $0.00 / $712,102.00 / $712,102.00
SECTION 2. That the transfer of $712,102.10, or so much thereof as may be needed, is hereby authorized within the Sanitary Bond Fund, Fund 6109, per the accounting codes in the attachment to this ordinance.
SECTION 3. That the Director of Public Utilities is hereby authorized to enter into a professional services and construction services contract for the SWWTP Biofilter Cold Weather Reliability Improvements project with HDR Engineering, Inc., 8890 Lyra Drive, Suite 100, Columbus, OH 43240, in an amount up to $712,102.10, in accordance with the terms and conditions of the contract on file in the Department of Public Utilities.
SECTION 4. That the expenditure of $712,102.10, or so much thereof as may be needed, is hereby authorized to pay for this contract 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.