Explanation
1. BACKGROUND
This ordinance authorizes the Director of Public Utilities to enter into a contract with Hatch Associates Consultants (Hatch) for professional engineering services for the Jackson Pike WWTP Control System Improvements project, CIP #650278-100001, in an amount up to $1,420,000.00.
The Division of Sewerage and Drainage completed an evaluation of programmable logic controllers and monitoring equipment at both the Jackson Pike and Southerly Waste Water Treatment Plants (WWTP) between March 2019 and May 2021. The evaluation identified control systems and components that are no longer supported by the original manufacturer and repair parts are difficult to acquire. This project will evaluate and replace antiquated control and monitoring systems and equipment throughout Jackson Pike WWTP.
The first phase of the contract will perform preliminary engineering and will analyze several alternatives for correcting the deficiencies identified. The next contract phase will be for the detailed design of a bid package to construct the chosen alternatives. The final phase of the contract is expected to be for engineering services during construction to ensure the design intents are met.
Community Planning Areas: 99 - Citywide
TIMELINE & FUTURE RENEWAL(S): This contract authorizes the preliminary design work which is expected to begin in the second quarter of 2023. A contract renewal for detailed design work is expected to be legislated in the first quarter of 2024, and a second contract renewal is expected first quarter of 2025 for services during construction. The projected end date for this contract is fourth quarter of 2026, however, this timeframe could be extended depending on the complexities encountered during design and construction.
ESTIMATED COST OF PROJECT: The contract amount is to be $1,420,000.00, including a 10% contingency that will be utilized to fund needed and approved changes in the work. The anticipated renewals for services to complete design and for construction services are listed below. The purchase of equipment and construction will be funded through other contracts once those needs are known and are not included below.
Cost summary:
Original Contract, Preliminary Design (current) $ 1,420,000.00
Estimated Renewal 1 (future) $ 2,058,000.00
Estimated Renewal 2 (future) $ 2,469,600.00
Estimated CONTRACT TOTAL $ 5,947,600.00
2. ECONOMIC IMPACT/ADVANTAGES; COMMUNITY OUTREACH; PROJECT DEVELOPMENT; ENVIRONMENTAL FACTORS/ADVANTAGES OF PROJECT
This project improves security of our wastewater treatment plant that ultimately protects the Scioto River. This project will improve employee safety and reduce risk of environmental impacts from malevolent acts against City facilities.
3. BID INFORMATION
A single RFP was issued for two projects: the Jackson Pike WWTP Control System Improvements project, CIP #650278-100001; and the Southerly WWTP Control System Improvements, CIP#650378-100001. This RFP was formally advertised on the Vendor Services and Bonfire websites from 11/7/22 through 12/2/22. The intention was to select two companies and award one contract to each of them. Proposals were received from the following companies:
Name C.C. No. Exp. Date City/State Status
CDM Smith Inc. CC000180 10/7/24 Columbus/OH MAJ
Brown and Caldwell CC010815 10/12/23 Columbus/OH MAJ
Hatch CC025646 3/8/24 Columbus/OH MAJ
S&S Engineers Not on File N/A Athens/OH None
All proposals were deemed responsive. The evaluation committee reviewed the proposals and recommended the contract for the Jackson Pike WWTP Control System Improvements project be awarded to Hatch Associate Consultants.
4. CONTRACT COMPLIANCE INFORMATION
Hatch’s contract compliance number is CC025646 and expires 3/8/24.
Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) were not required as there is no Federal or State funding being used for this contract.
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 15.0% as assigned by the City’s Office of Diversity and Inclusion (ODI). After review of the Utilization Plan and other related information the proposer submitted with their response, a goal of 7.0% has been established for this contract. Failure by the contractor to meet this goal subjects the contractor to the Penalties for Non-Compliance as described in the “City’s Minority and Women-Owned Business Enterprise & Small Local Business Enterprise Program Manual” and bid documents for this contract.
6. FISCAL IMPACT
Funds for this expenditure are available and appropriated within the Sanitary Bond Fund, Fund 6109. An amendment to the 2022 Capital Improvements Budget is necessary to align budget authority with the proper project. It is also necessary to transfer cash and appropriation between projects within the Sanitary Bond Fund to align cash and appropriation with the proper project.
Title
To authorize an amendment to the 2022 Capital Improvement Budget; to authorize a transfer of cash and appropriation between projects within the Sanitary Bond Fund; to authorize the Director of Public Utilities to enter into a contract with Hatch Associates Consultants for the Jackson Pike WWTP Control System Improvements project; and to authorize the expenditure of up to $1,420,000.00 from the Sanitary Bond Fund to pay for the project. ($1,420,000.00)
Body
WHEREAS, the Department of Public Utilities is engaged in the Jackson Pike WWTP Control System Improvements project; and
WHEREAS, an RFP was issued seeking a firm to design the improvements; and
WHEREAS, Hatch Associates Consultants was selected to perform the design work through the RFP process; and
WHEREAS, an amendment to the 2022 Capital Improvement Budget is needed for purposes of providing sufficient budget authority for the aforementioned project expenditure; and
WHEREAS, a transfer of cash and appropriation within the Sanitary Bond Fund, Fund 6109, is needed to align cash and appropriation with the proper project; and
WHEREAS, it is necessary to authorize an expenditure of up to $1,420,000.00 from the Sanitary Bond Fund, Fund 6109, to pay for the contract;
WHEREAS, it has become necessary to authorize the Director of Public Utilities to enter into a contract for professional engineering services with Hatch Associates Consultants for the Jackson Pike WWTP Control System Improvements project; now, therefore,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the 2022 Capital Improvement Budget authorized by Ordinance 1896-2022 be amended as follows to establish sufficient budget authority for this project:
Fund / Project Number / Project Name / Current / Change / Amended
6109 / 650346-100003 / DOSD Electrical Upgrades Program (Voted Sanitary Carryover) / $12,194,405.00 / ($1,420,000.00) / $10,774,405.00
6109 / 650278-100001 / JPWWTP Plant Wide Control System Improvements (Voted Sanitary Carryover) / $0.00 / $1,420,000.00 / $1,420,000.00
SECTION 2. That the transfer of cash and appropriation between projects within the Sanitary Bond Fund, Fund 6109, is authorized per the accounting codes in the attachment to this ordinance.
SECTION 3. That the Director of Public Utilities be and hereby is authorized to enter into a contract for the Jackson Pike WWTP Control System Improvements project with Hatch Associates Consultants, 88 East Broad St. Suite 1980, Columbus, Ohio, 43215, in accordance with the terms and conditions of the contract on file in the Department of Public Utilities.
SECTION 4. That the expenditure of $1,420,000.00, or so much thereof as may be needed, is hereby authorized within the Sanitary Bond Fund, Fund 6109, per the account 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.