Explanation
1. BACKGROUND
This ordinance authorizes the Director of Public Utilities to enter into a planned contract modification for professional engineering services with Hatch Associates Consultants Inc. for the Short Circuit Coordination and Arc Flash Studies #1 contract, CIP #650260-100008, in an amount up to $350,000.00.
This project provides engineering services for short circuit, coordination, and arc flash studies. This work includes field collection of all device and component ratings, settings, sizes, lengths, etc.; development of a model; providing the coordination settings to reduce incident arc flash energy; and affixing arc flash hazard labels to all equipment as required by OSHA.
During this renewal period the project will provide continuing support in these areas for all capital projects at the wastewater treatment plants, compost, and the pump stations. This will include reviewing short circuit analysis from other firms and integrating these models into the overall plant models. The engineer will also provide services to recommend changes to electrical gear to improve short circuit coordination and arc flash behavior, including making setting changes on equipment.
Community Planning Area: 99 City Wide
1.1 Amount of additional funds to be expended: $350,000.00
Original Contract Amount: $1,000,000.00 (Ord. 2777-2018 PO152940)
Renewal #1: $425,000.00 (Ord. 2313-2020 PO257092)
Renewal #2: $350,000.00 (Ord. 1716-2022 PO342531)
Modification #3: $350,000.00 (Current)
Total (Orig. + Renewal/Modification): $2,125,000.00
1.2. Reason other procurement processes are not used:
This work was originally planned and established as a multi-year effort funded by periodic renewals because it includes tasks which stretch across several funding years, and because the nature of the work requires the firm to develop a deep and detailed understanding of our plants and how we operate them. Bidding out this work would risk funding this substantial start-up effort again and would require the multi-year work to start again.
1.3. How cost of modification was determined:
The cost of this modification was determined by negotiations between Hatch Associates and Department of Public Utilities project staff based upon the existing contract labor titles, maximum labor rates, allowable contract expenses, and the time estimated to be needed to perform contract tasks.
2. ECONOMIC IMPACT/ADVANTAGES; COMMUNITY OUTREACH; PROJECT DEVELOPMENT; ENVIRONMENTAL FACTORS/ADVANTAGES OF PROJECT
This project will provide a safer working environment for plant personnel by updating arc flash rating nameplates required by OSHA and will reduce nuisance tripping of electrical equipment.
3. CONTRACT COMPLIANCE INFORMATION
Hatch Associates Consultants Inc.’s contract compliance number is CC0025646 and expires 3/8/24.
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. is classified as a majority company by the City’s Office of Diversity and Inclusion. Hatch Associates Consultants Inc. anticipates performing the work on this contract modification with the use of one sub-consultant. The MBE/WBE percentage for this modification is expected to be 17.14%.
As part of their proposal, Hatch Associates Consultants Inc. has proposed the following subcontractor to perform contract work:
Company Name City/State ODI Certification Status
CCI Engineering Services Columbus, Ohio WBE
The certification of Hatch Associates Consultants Inc. and the above company was in good standing at the time of this contract modification.
5. FISCAL IMPACT
Funding for this expenditure is available in the Sanitary Bond Fund, Fund 6109. An amendment to the 2023 Capital Improvement Budget is needed to align budget authority with the proper project. The funds are appropriated.
Title
To authorize the Director of the Department of Public Utilities to modify and increase the contract with Hatch Associates Consultants Inc. for the Short Circuit Coordination and Arc Flash Studies #1 project; to authorize an amendment to the 2023 Capital Improvement Budget; and to authorize an expenditure of up to $350,000.00 from the Sanitary Bond Fund to pay for the contract modification. ($350,000.00)
Body
WHEREAS, the Department of Public Utilities is engaged in the Short Circuit Coordination and Arc Flash Studies #1 Project; and
WHEREAS, Contract No. PO152940 was authorized by Ordinance No. 2777-2018, for the Short Circuit Coordination and Arc Flash Studies #1 Project; and
WHEREAS, a planned contract modification is needed for continued support and analysis; and
WHEREAS, it is necessary for Council to authorize the Director of Public Utilities to modify the professional engineering services agreement with Hatch Associates Consultants Inc. for the Short Circuit Coordination and Arc Flash Studies #1; and
WHEREAS, an amendment to the 2023 Capital Improvement Budget is needed to align budget authority with the proper project; and
WHEREAS, it is necessary to expend funds from the Sanitary Bond Fund to pay for the contract modification; Now, Therefore,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the 2023 Capital Improvement Budget authorized by Ordinance 1711-2023 be amended as follows to establish sufficient budget authority for this project:
Fund / Project Number / Project Name (Funding Source) / Current Authority / Revised Authority / Change
6109 / 650260-102000 / JPWWTP Small Capital Projects (Voted Sanitary Carryover) / $425,245.00 / $75,245.00 / ($350,000.00)
6109 / 650260-100008 / Short Circuit Coordination and Arc Flash Studies #1 (Voted Sanitary Carryover) / $0.00 / $350,000.00 / $350,000.00
SECTION 2. That the Director of Public Utilities is hereby authorized to modify and increase the professional engineering services contract with Hatch Associates Consultants Inc., 88 E Broad Street Suite 1980, Columbus, Ohio 43215; for the Short Circuit Coordination and Arc Flash Studies #1 project, in an amount up to $350,000.00.
SECTION 3. That an expenditure of $350,000.00, or so much thereof as may be needed, is hereby authorized from the Sanitary Bond Fund, Fund 6109, 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.