Explanation
1. BACKGROUND
This ordinance authorizes the Director of Public Utilities to enter into a planned contract renewal for professional engineering services with Hatch Associates Consultants, Inc., for the Stormwater Pump Stations Evaluation & Upgrade Program project, CIP #611660-100000, in an amount up to $300,000.00.
This project provides for a holistic evaluation of each pump station, assessing their structural, mechanical, process, electrical, and other components, identifying needs and improvements, and identifying 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 years. The professional services shall be funded by incremental appropriation, through the use of annual renewals. This is the second of two (2) planned renewals.
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
Original Contract Amount: $300,000.00 (ORD 3129-2021; PO308529)
Renewal #1 $300,000.00 (ORD 1611-2023; PO407896)
Renewal #2 $300,000.00 (Current)
Total: $900,000.00
1.2. Reason other procurement processes are not used:
This contract was put in place through the City’s RFP process as a three-year contract with annual renewals to add funding. This is the second of those annual renewals.
1.3. How cost of modification was determined:
The consultant prepared a scope and cost per task based upon current contract job titles, pay rates, and allowable expenses. The cost was then negotiated by the City Project Manager.
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 INFORMATION
Hatch Associates Consultants, Inc.’s contract compliance number is CC025646 and expires 2/26/26.
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 sub-consultants 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 sub-consultants to perform contract work:
Company Name City/State ODI Certification Status
Burgess & Niple, Inc. Columbus, Ohio MAJ
DLZ Ohio, Inc. Columbus, Ohio MBE
Advanced Engineering Consultants, Ltd. Columbus, Ohio MBE
Lawhon & Associates, Inc. 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
Funding for this contract will be obtained through the Ohio Water Development Authority Direct Loan Program. City Council authorized this loan application and acceptance of loan funding via Ordinance 0652-2024, passed by Council on 3/25/24. This loan is expected to be approved at the OWDA January Board meeting. This ordinance is contingent upon the OWDA Board approving the loan application.
Funds will need to be appropriated and expended in the Storm - Fresh Water Market Rate Fund, Fund 6224.
The Ohio Water Development Authority (OWDA) Direct Loan Program is a reimbursement program. Purchase orders will need to be established to Hatch Associates Consultants, Inc., for these contracts. Public Utilities will need to pay invoices directly to Hatch Associates Consultants, Inc., and then submit reimbursement requests based upon these paid invoices to OWDA for OWDA to reimburse Public Utilities.
Title
To authorize the Director of Public Utilities to enter into a contract renewal for professional engineering services with Hatch Associates Consultants, Inc., for the Department of Sewerage and Drainage Stormwater Pump Stations Evaluation and Upgrade Program Project; to appropriate funds in the Storm - Fresh Water Market Rate Fund; to make this ordinance contingent upon the Ohio Water Development Authority approving a loan for this project; and to authorize an expenditure of up to $300,000.00 from the Storm - Fresh Water Market Rate 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 Project; and
WHEREAS, Contract No. PO308529 was authorized by Ordinance No. 3129-2021 for the Stormwater Pump Stations Evaluation & Upgrade Program Project; and
WHEREAS, a planned contract renewal is needed for engineering services for the project; and
WHEREAS, it is necessary for Council to authorize the Director of Public Utilities to modify and renew the professional engineering services agreement with Hatch Associates Consultants, Inc. for the Stormwater Pump Stations Evaluation & Upgrade Program Project to add funds to the contract; and
WHEREAS, City Council authorized this contract renewal to be funded via a loan from the Ohio Water Development Authority Direct Loan Program via Ordinance 0652-2024, passed by Council on 3/25/24; and
WHEREAS, this ordinance is contingent upon the loan being approved; and
WHEREAS, funds will need to be appropriated in the Storm - Fresh Water Market Rate Fund, Fund 6224; and
WHEREAS, it is necessary to authorize an expenditure of funds from the Storm - Fresh Water Market Rate Fund, Fund 6224 to pay for services provided by this 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 project, in an amount up to $300,000.00.
SECTION 2. That the appropriation of $300,000.00, or so much thereof as may be needed, is hereby authorized in the Storm - Fresh Water Market Rate Fund, Fund 6224, per the accounting codes in the attachment to this ordinance.
SECTION 3. That an expenditure of $300,000.00, or so much thereof as may be needed, is hereby authorized from the Storm - Fresh Water Market Rate Fund, Fund 6224, to pay for this contract modification per the accounting codes in the attachment to this ordinance.
SECTION 4. 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 5. 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 6. 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 7. That this ordinance shall take effect and be in force from and after the earliest period allowed by law.