Explanation
1. BACKGROUND: This ordinance authorizes the Director of Public Utilities to enter into a planned contract renewal for professional engineering services during construction with Hatch Associates Consultants, Inc. for the DOSD Stormwater Pump Stations Evaluation & Upgrade Program, CIP 611660-100000, in an amount up to $300,000.00 for Division of Sewerage and Drainage.
This project provides for a holistic evaluation of each pump station, assess their structural, mechanical, process, electrical, and I&C components, identify needs and improvements, and identify risks and safety issues. The evaluation and assessments for each pump station will be summarized into a Technical Memorandum (TM). The recommended improvements listed in the Technical Memorandums will be refined into Improvement Plans that will be used by the City to systematically upgrade the pump stations.
Hatch began their work after Notice to Proceed (NTP) was given on 1/24/22. The duration of the engineering agreement is expected to be three (3) years. The professional services shall be funded by incremental appropriation, through the use of approximately annual renewals. This is the first of two (2) planned renewals. The second renewal is planned for April 2024.
DOSD Stormwater Pump Stations Evaluation & Upgrade Program serves multiple planning areas so this project is coded as “99 - Citywide”.
1.1 Amount of additional funds to be expended: $300,000.00
Cost summary:
Original Engineering Agreement (ORD.3129-2021; PO308529) $300,000.00
Renewal No. 1 (current) $300,000.00
Renewal No. 2 (future) $300,000.00
CONTRACT TOTAL $900,000.00
1.2. Reason other procurement processes are not used:
The funding provided by this contract renewal is for the continuation of existing and planned work of the project. Due to the highly complex and technical nature of this project, it is not reasonable or cost effective to undertake a new procurement to acquire these services. The lengthy process for initiating a new procurement and for a new entity to gain understanding of the project would cause an unacceptable project delay and additional cost.
1.3. How cost of renewal was determined:
The cost of the renewal was determined through negotiations with Hatch Associates. The tasks for this Renewal are similar to the tasks of the Original Agreement; so, the costs of this Renewal are similar to the Original Agreement.
2. ECONOMIC IMPACT/ADVANTAGES; COMMUNITY OUTREACH; PROJECT DEVELOPMENT; ENVIRONMENTAL FACTORS/ADVANTAGES OF PROJECT:
The performance of this projects’ activities to provide specialized professional engineering services to evaluate and provide recommendations for the upgrade of DOSD’s Stormwater Pump Stations is needed to plan improvements to maintain peak operational performance. If left unperformed, the required work could become larger in scope and more expensive and could produce a major impact to the sewer collection systems and the budget. No community outreach is considered for this project.
3. CONTRACT COMPLIANCE INFO:
Hatch Associates Consultants, Inc.’s contract compliance number is CC025646 and expires 03/08/24.
Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against Hatch Associates Consultants, Inc.
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. Hatch Associates Consultants, Inc., Inc. is classified as a majority company by the City’s Office of Diversity and Inclusion. Hatch Associates Consultants, Inc. anticipates using three City certified MBE/WBE subconsultants on this contract renewal. The MBE/WBE percentage for the renewal will be determined as tasks are defined and assigned.
As part of their proposal, Hatch Associates Consultants, Inc. has proposed the following four subcontractors to perform contract work:
Company Name City/State ODI Certification Status
Burgess & Niple Columbus, Ohio MAJ
DLZ, Inc Columbus, Ohio MBE
Advanced Engineering Consultants Columbus, Ohio MBE
Lawhon Associates Columbus, Ohio WBE
The certification of Hatch Associates Consultants, Inc. and the above companies was in good standing at the time the bid was awarded.
5. FISCAL IMPACT
Funds are available and appropriated within the Storm Bond Fund, Fund 6204, for this expenditure.
Title
To authorize the Director of Public Utilities to renew and increase the contract with Hatch Associates Consultants, Inc. for the Stormwater Pump Stations Evaluation & Upgrade Program; and to authorize an expenditure of up to $300,000.00 within the Storm Bond Fund to pay for the contract renewal. ($300,000.00)
Body
WHEREAS, the Department of Public Utilities is engaged in the Stormwater Pump Stations Evaluation & Upgrade Program; and
WHEREAS, Ordinance No. 3129-2021 was authorized for the Department of Public Utilities to enter into a professional services agreement for the Stormwater Pump Stations Evaluation & Upgrade Program; and
WHEREAS, a planned contract renewal is needed for engineering services during construction for the project; and
WHEREAS, it is necessary for Council to authorize the Director of Public Utilities to renew the professional engineering services agreement with Hatch Associates Consultants, Inc., for the Stormwater Pump Stations Evaluation & Upgrade Program; and
WHEREAS, it is necessary to expend funds from the Storm Bond Fund to pay for the contract renewal; now, therefore,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of Public Utilities is hereby authorized to renew and increase the professional engineering services contract with Hatch Associates Consultants, Inc., 88 E. Broad Street, Suite 1980 Columbus, OH 43215; for the Stormwater Pump Stations Evaluation & Upgrade Program, in an amount up to $300,000.00.
SECTION 2. That an expenditure of $300,000.00, or so much thereof as may be needed, is hereby authorized from the Storm Bond Fund, Fund 6204, to pay for this contract renewal per the accounting codes in the attachment to this ordinance.
SECTION 3. 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 4. 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 5. 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 6. That this Ordinance shall take effect and be in force from and after the earliest period allowed by law.