Explanation
1. BACKGROUND
This ordinance authorizes the Director of Public Utilities to enter into a planned contract modification for additional preliminary engineering services with ms consultants, inc. for the Fourth Water Plant Transmission Main project, CIP #690502-100001, in an amount up to $1,487,278.00.
This contract is for additional engineering consulting services for the design of water transmission mains that will be constructed in conjunction with the construction of the City’s future fourth water plant. The transmission mains will extend from the fourth water plant located at 5992 Home Road, Delaware, OH 43015, to a strategic connection points in the City’s existing water distribution system, specifically the Cleveland/Henderson pressure district.
The initial contract, Phase 1, is for preliminary design services. This current modification is to add preliminary engineering services for new Scioto River/Griggs Reservoir crossing(s) into the Cleveland/Henderson pressure districts and associated transmission main alignment(s) to connect the Fourth Water Plant transmission mains. The existing waterlines crossing the Scioto River do not have the capacity to convey flows from the future Fourth Water Plant, based on projected plant capacity.
There are two additional planned contract modifications. One contract modification will be for Phase 2, detailed design services. The final planned contract modification will be for Phase 3, engineering services during construction.
The majority of the transmission main will be located outside the City of Columbus. The portion within the City of Columbus will be located within the Hayden Run Planning Area (30) and the Far Northwest Planning Area (31). The Citywide Planning Area (99) will be used for the accounting template due to the project covering multiple areas.
UPDATED TIMELINE: The duration of the initial contract for Phase 1 - Preliminary Design Services is 18 months and is expected to begin in January, 2023. The additional preliminary engineering services being added under the current modification will have the same schedule as the original contract for Phase 1 services. Phase 2 - Detailed Design Services (Modification No. 1) is expected to have a duration of approximately 24 months. Phase 3 - Engineering Services during Construction (Modification No. 2) is expected to have a duration of approximately 28 months.
1.1 Amount of additional funds to be expended: $1,487,278.77
Cost summary:
Original Contract (ORD 3235-2022; PO363148) $5,399,068.91
Modification No.1 (Current) $1,487,278.77
Modification No. 2 (Future estimate) $10,000,000.00
Modification No. 3 (Future estimate) $2,500,000.00
CONTRACT TOTAL $19,386,347.68
1.2. Reason other procurement processes are not used:
At the time of the original contract, the initial and ultimate capacities for the future Fourth Water Plant were unknown and it was assumed that the existing Scioto River/Griggs Reservoir water main crossings would be able to convey these flows throughout the 30 year planning horizon. Demand/growth projections were updated and the sizing of the Fourth Water Plant was determined, resulting in the need to add river crossing(s) sooner than previously anticipated to be able to convey an adequate volume of flow from the Fourth Water Plant in to the Cleveland/Henderson pressure district. As ms consultants inc. is familiar with the project it was deemed necessary to continue with the same consultant in order to ensure the expediency of the project
1.3. How cost of modification was determined:
ms consutlants, inc. provided a cost proposal as requested by the City based on the scope of adding the river crossing(s) and associated transmission main(s) to the preliminary design of the Fourth Water Plant Transmission Main project. The fee proposal was reviewed by the Division of Water deemed to be acceptable.
2. ECONOMIC IMPACT/ADVANTAGES; COMMUNITY OUTREACH; PROJECT DEVELOPMENT; ENVIRONMENTAL FACTORS/ADVANTAGES OF PROJECT
This project has been scoped with a significant public outreach program. This outreach program will include public meetings, advisory group briefings for stakeholders, development of a project website, fact sheets, pop-up engagement at neighborhood gatherings, e-newsletters, social media posts, and news releases.
3. CONTRACT COMPLIANCE INFORMATION:
ms consultants, inc.’s contract compliance number is CC006998 and expires 12/28/23.
Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against ms consultants, inc. or their subconsultants.
4. MINORITY AND WOMAN OWNED BUSINESS ENTERPRISE & SMALL LOCAL BUSINESS ENTERPRISE PROGRAM
This contract was put in place with an ODI determined MBE/WBE program goal of 25.0%. ms consultants, inc. is classified as a majority company. ms consultants, inc. anticipates performing the work on this contract modification with the use of subconsultants. The MBE/WBE percentage for this modification is expected to be 38.0%.
As part of their proposal, ms consultants, inc. has proposed the following subconsultants/subcontractors to perform contract work:
Company Name City/State ODI Certification Status
Gresham Smith Columbus, Ohio MAJ
Murphy Epson Columbus, Ohio WBE
Resource International Columbus, Ohio WBE
Aldea Services Inc. Columbus, Ohio MAJ
STONE Environmental Engineering Columbus, Ohio WBE
& Science
Moody Engineering LLC Columbus, Ohio MBE
Eagon & Associates, Inc. Columbus, Ohio MAJ
7NT Engineering Columbus, Ohio MBE
Regency Construction Services, Inc. Columbus, Ohio WBE
DHDC Inc. Columbus, Ohio MBE
CTL Engineering Inc. Columbus, Ohio MBE
KTA Tator Columbus, Ohio MAJ
ASC Group, Inc. Columbus, Ohio WBE
D&D Policy Works Columbus, Ohio MAJ
The certification of ms consultants, inc. and the above companies was in good standing at the time the bid was awarded.
5. FISCAL IMPACT
Funds are budgeted, appropriated, and available for this project within the Water Bond Fund, Fund 6006.
6. EMERGENCY DESIGNATION
Emergency designation is requested for this ordinance. This project will improve public health and safety by expanding the water distribution system. Funding is required to perform additional engineering consulting services for the design of water transmission mains that will be constructed in conjunction with the construction of the City’s future fourth water plant. This modification will ensure adequate funding for this project and that this public health improvement project will proceed on schedule and be completed as quickly as possible to ensure that the quality of the City’s drinking water is maintained.
Title
To authorize the Director of the Department of Public Utilities to modify and increase the contract with ms consultants, inc. for the Fourth Water Plant Transmission Main project; to authorize an expenditure of up to $1,487,278.77 within the Water Bond Fund to pay for the contract modification; and to declare an emergency. ($1,487,278.77) (REPEALED 2421-2023 PASSED SEPTEMBER 11, 2023) BA
Body
WHEREAS, the Department of Public Utilities is engaged in the Fourth Water Plant Transmission Main project; and
WHEREAS, Contract No. PO363148 was authorized by Ordinance No. 3235-2022, for the Fourth Water Plant Transmission Main project; and
WHEREAS, a planned contract modification is needed for additional engineering services; and
WHEREAS, it is necessary for Council to authorize the Director of Public Utilities to modify the professional engineering services agreement with ms consultants, inc. for the Fourth Water Plant Transmission Main project; and
WHEREAS, it is necessary to expend funds from the Water Bond Fund to pay for the contract renewal; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Utilities in that it is immediately necessary to authorize the Director to execute the contract to improve public health and safety by expanding the water distribution system to ensure that the quality of the City's drinking water is maintained, all for the immediate preservation of the public health, peace, property, safety, and welfare; and 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 modify and increase the professional engineering services contract with ms consultants, inc., 2221 Schrock Road, Columbus, OH 43229; for the Fourth Water Plant Transmission Main project in an amount up to $1,478,278.77.
SECTION 2. That an expenditure of $1,478,278.77, or so much thereof as may be needed, is hereby authorized from the Water Bond Fund, Fund 6006, to pay for this contract modification 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 for the reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is hereby 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 days after passage if the Mayor neither approves nor vetoes the same.