Explanation
1. BACKGROUND
This ordinance authorizes the Director of Public Utilities to enter into a contract with CDM Smith Inc. for professional engineering services for the Stormwater Remote Site Communication Network Upgrades project, C.I.P. Number 611661-100000, in an amount up to $97,757.00; and the Sanitary Remote Site Communication Network Upgrades project, C.I.P. Number 650661-100000, in an amount up to $320,881.00, for a total of $418,638.00.
The City of Columbus, Department of Public Utilities (DPU), Division of Sewerage and Drainage (DOSD) has 95 sites that require monitoring and in some cases, control. DOSD utilizes a network system of radios and repeaters for communication and control of stormwater and sanitary sites. These systems also inform maintenance staff of any problems at these sites. Interrupted control or communication could potentially cause operational challenges which could contribute to Water-In-Basement (WIB) events or overflows to area streams and rivers. These sites include five stormwater remote sites and 23 sanitary remote sites. Some remote sites are large enough to have PLC-based monitoring and control which includes biofilters, stream gauges, gate structures, and floodwall structures. Smaller remote sites such as flow meters and level sensors utilize battery powered sensors, solar power, or above grade antennas.
The existing radio hardware at many of DOSD’s stormwater and sanitary sites is approaching the end of their useful life or have become obsolete and replacement parts are no longer available. Many of these sites also have a need for electrical improvements, PLC upgrades, component lifecycle replacement, and radio quality improvements.
The purpose of these projects is to evaluate and plan the needed upgrades for the DOSD radio network systems; to evaluate, identify, and address the necessary communication needs specific to DOSD's remote sites; and ensure that each of the remote sites continue to be an integral part of DOSD's stormwater and sanitary collection systems.
Planning Area: 99 - Citywide.
TIMELINE & FUTURE RENEWAL(S):
CDM Smith will begin work after the Notice to Proceed (NTP) is given upon execution of their Professional Engineering Services Agreement. NTP is anticipated to be in early 2024. The engineering agreement will provide Step 1, Preliminary Design Services. The completion of Preliminary Design and approval of a Preliminary Design Report (PDR) is currently scheduled for the second quarter of 2025. A modification request for Detailed Design is currently scheduled for the first quarter of 2025 so that the modification can be finalized and Detailed Design can begin upon completion of Preliminary Design. Detailed Design will continue until advertisement for bids, then bidding services will commence. It is anticipated that plans and specs will be finalized and ready for advertisement by the second quarter of 2026, bids will be received in the second quarter of 2026, and Notice to Proceed of the construction contract will be in the third quarter of 2026. The anticipated end of the construction contract is the first quarter of 2028. The Professional Engineering Services contract will continue beyond completion of construction to provide record drawings of the constructed facilities and to provide assistance during the warranty period. The term of the engineering agreement is estimated to be five years or when the contract tasks are completed to the satisfaction of the City.
ESTIMATED COST OF PROJECT:
The amount of the original engineering agreement for Preliminary Design will be as follows:
CIP 611661-100000, Stormwater Remote Site Communication Network Upgrades: $97,757.00
CIP 650661-100000, Sanitary Remote Site Communication Network Upgrades: $320,881.00
PRELIMINARY DESIGN TOTAL: $418,638.00
Two additional contract modifications are anticipated at this time; one for Detailed Design and one for Engineering Services During Construction.
Cost Summary for CIP 611661-100000
Original Engineering Agreement (for Preliminary Design) $97,757.00
Proposed Modification No. 1 (for Detailed Design and Bidding Services) $130,000.00
Proposed Modification No. 2 (for Engineering Services during Construction) $152,000.00
CONTRACT TOTAL $379,757.00
Cost Summary for CIP 650661-100000
Original Engineering Agreement (for Preliminary Design) $320,881.00
Proposed Modification No. 1 (for Detailed Design and Bidding Services) $420,000.00
Proposed Modification No. 2 (for Engineering Services during Construction) $490,000.00
CONTRACT TOTAL $1,230,881.00
Combined Cost Summary for CIPs 611661-100000 and 650661-100000
Original Engineering Agreement (for Preliminary Design) $418,638.00
Proposed Modification No. 1 (for Detailed Design and Bidding Services) $550,000.00
Proposed Modification No. 2 (for Engineering Services during Construction) $642,000.00
CONTRACT TOTAL $1,610,638.00
2. ECONOMIC IMPACT/ADVANTAGES; COMMUNITY OUTREACH; PROJECT DEVELOPMENT; ENVIRONMENTAL FACTORS/ADVANTAGES OF PROJECT
The performance of these projects’ activities to provide specialized professional engineering services to evaluate, identify, and address the necessary communication needs at DOSD's 95 sites is needed to ensure that each of the sites continue to be an integral part of DOSD's stormwater and sanitary collection systems. If left unperformed, interrupted control or communication could potentially cause operational challenges which could contribute to Water-In-Basement (WIB) events or overflows to area streams and rivers.
No community outreach is considered for this project.
3. BID INFORMATION
A Request for Proposals (RFP) was published on Bonfire and Vendor Services on June 30, 2023 through July 28, 2023. One proposal was received.
Name C.C. No./Exp. Date City/State Status
CDM Smith CC000180 / 10/7/24 Columbus, Ohio MAJ
4. CONTRACT COMPLIANCE INFORMATION
CDM Smith Inc.’s contract compliance number is CC000180 and expires 10/7/24. Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against CDM Smith Inc. CDM Smith Inc. is a Foreign Corporation registered with the Secretary of the State of Ohio.
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 15% 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.
As part of their proposal, CDM Smith has proposed the following subconsultants to perform contract work:
Company Name City/State ODI Certification Status
Brown and Caldwell Columbus, Ohio MAJ
CAD Concepts dba CCI Columbus, Ohio WBE
Advanced Engineering Consultants Columbus, Ohio MBE
The certification of CDM Smith and the above listed companies were in good standing at the time the contract was awarded.
6. FISCAL IMPACT
Funds for this expenditure are available and appropriated within the Storm Bond Fund, Fund 6204 and within the Sanitary Bond Fund, Fund 6109. An amendment to the 2023 Capital Improvements Budget is necessary to align budget authority with the proper project. A transfer of funds and appropriation between projects within the Stormwater Bond Fund, Fund 6204, and between projects within the Sanitary Bond Fund, Fund 6109, will be necessary to align cash and appropriation with the proper projects.
Title
To authorize the Director of Public Utilities to enter into a contract with CDM Smith Inc. for the Stormwater and Sanitary Remote Site Communication Network Upgrades projects; to authorize an amendment to the 2023 Capital Improvements Budget; to authorize a transfer of cash and appropriation within the Stormwater Bond Fund and within the Sanitary Bond Fund; and to authorize the expenditure of up to $97,757.00 from the Stormwater Bond Fund and the expenditure of up to $320,881.00 from the Sanitary Bond Fund to pay for the project. ($418,638.00)
Body
WHEREAS, the Department of Public Utilities is engaged in the Stormwater Remote Site Communication Network Upgrades project, C.I.P. Number 611661-100000, and the Sanitary Remote Site Communication Network Upgrades project, C.I.P. Number 650661-100000; and
WHEREAS, a Request for Proposals was issued seeking a professional engineering services company to design the project; and
WHEREAS, the proposal from CDM Smith Inc. was recommended by the evaluation committee for contract award; and
WHEREAS, it is necessary to authorize the Director of Public Utilities to enter into a contract for professional engineering services with CDM Smith Inc. for the Stormwater and Sanitary Remote Site Communication Network Upgrades project; and
WHEREAS, an amendment to the 2023 Capital Improvements Budget is needed for purposes of providing sufficient budget authority for the aforementioned project expenditure; and
WHEREAS, a transfer of cash and appropriation between projects within the Stormwater Bond Fund, Fund 6204, and within the Sanitary Bond Fund, Fund 6109, is needed to align cash and appropriation with the proper projects; and
WHEREAS, it is necessary to authorize an expenditure of funds from the Stormwater Bond Fund, Fund 6204, and the Sanitary Bond Fund, Fund 6109, to pay for the contract; now, therefore,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the 2023 Capital Improvements Budget authorized by Ordinance 1171-2023 be amended as follows to establish sufficient authority for this project:
Fund / Project Number / Project Name (Funding Source) / Current Authority/ Revised Authority / Change
6204 / 611709-100000 / Floodwall Closure Evaluations (Voted Storm Carryover) / $1,639,084.00 / $1,586,327.00 / ($52,757.00)
6204 / 611661-100000 / Stormwater Remote Site Communication Network Upgrades (Voted Storm Carryover) / $45,000.00 / $97,757.00 / $52,757.00
6109 / 650260-103015 / SWWTP CFS Bridge and RSP Cooling Upgrade (Voted Sanitary Carryover) / $433,000.00 / $262,119.00 / ($170,881.00)
6109 / 650661-100000 / Sanitary Remote Site Communication Network Upgrades (Voted Sanitary Carryover) / $150,000.00 / $320,881.00 / $170,881.00
SECTION 2. That the transfer of $52,757.00 or so much thereof as may be needed, is hereby authorized between projects within the Stormwater Bond Fund, Fund 6204, per the account codes in the attachment to this ordinance.
SECTION 3. That the transfer of $170,881.00 or so much thereof as may be needed, is hereby authorized between projects within the Water Bond Fund, Fund 6109, per the account codes in the attachment to this ordinance.
SECTION 4. That the Director of Public Utilities be and hereby is authorized to enter into a contract for the Stormwater Remote Site Communication Network Upgrades project, C.I.P. Number 611661-100000, and the Sanitary Remote Site Communication Network Upgrades project, C.I.P. Number 650661-100000, for a total amount of up to $418,638.00, with CDM Smith Inc., 445 Hutchinson Avenue, Suite 820, Columbus, Ohio, 43235, in accordance with the terms and conditions of the contract on file in the Office of the Division of Water.
SECTION 5. That the expenditure of $418,638.00, or so much thereof as may be needed, is hereby authorized within the Sanitary Bond Fund, Fund 6109, and the Storm Bond Fund, Fund 6204, per the account codes in the attachment to this ordinance.
SECTION 6. 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 7. 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 8. 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 9. That this ordinance shall take effect and be in force from and after the earliest period allowed by law.