Explanation
1. BACKGROUND
This ordinance authorizes the Director of Public Utilities (DPU) to enter into a planned contract modification for professional engineering services with Hazen & Sawyer for the Residuals Management Plan Update, CIP #690540-100001, in an amount up to $500,000.00 for Division of Water Contract No. 2414.
Residuals are materials removed from water during the water treatment process. Water treatment facilities produce large volumes of residuals on a daily basis that must be continuously disposed of or reused. Any disruption to the residuals handling operation can result in a shutdown to the water treatment system; thus, residuals handling is a critical component of the City’s water supply system. This contract is necessary to provide assistance to obtain turnkey beneficial use services of these water treatment residuals so the Division of Water (DOW) can continue to provide a long-term and reliable water supply to the Central Ohio area.
Work performed to date under the contract included assistance with developing procurement documents for turnkey dewatering services; evaluating the resulting proposals; developing contract documents for the turnkey services; contract negotiations with the turnkey vendor; and providing engineering services during construction of the dewatering facility. The work to be performed under this contract modification includes surveying and associated services to continue engineering services during construction; performing services for property splitting and assemblage for the McKinley Avenue Quarry (MAQ) dewatering facility; and obtaining a beneficial use permit for the water treatment residuals. These services are necessary to dewater, store, haul, and beneficially reuse water treatment residuals (WTR).
Planning Area is Citywide - 99.
TIMELINE: The initial contract started in June 2020. This is the second of three planned contract modifications. This modification is anticipated to provide services through the second quarter of 2025. There is one future modification planned, with the contract projected to run through the end of 2027.
1.1 Amount of additional funds to be expended: $500,000.00
Cost summary:
Initial Contract (Study) (PO230073; ORD 0966-2020) $229,000.00
Engineering Services During Construction - First contract modification (PO372951; ORD 0056-2023) $500,000.00
Engineering Services During Construction (Current Modification #2) $500,000.00
Engineering Services During Construction (Future Modification #3) $500,000.00
ESTIMATED CONTRACT TOTAL $1,729,000.00
1.2. Reason other procurement processes are not used:
This contract was awarded through the City’s RFP process with planned modifications to add funds for future phases of the project. This modification is one of the planned contract modifications. A new procurement process is not required to add these funds to continue the contract.
1.3. How cost of modification was determined:
The services needed and the level of effort were discussed with the consultant and an estimated cost was determined for the anticipated services. This estimated cost was projected through the duration of this contract modification using existing contract job tiles, rates of pay, and allowable expenses. The City Project Manager and associated staff negotiated the final cost.
2. ECONOMIC IMPACT/ADVANTAGES; COMMUNITY OUTREACH; PROJECT DEVELOPMENT; ENVIRONMENTAL FACTORS/ADVANTAGES OF PROJECT
Disruption to the residuals handling operation can result in a shutdown to the water treatment system; thus, residuals handling is a critical component of the City’s water supply system. This project is necessary to continue to provide a long-term and reliable water supply to the Central Ohio area.
3. CONTRACT COMPLIANCE INFORMATION
Hazen & Sawyer’s contract compliance number is CC000630 and expires 2/27/2026.
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. Hazen & Sawyer is classified as a majority company by the City’s Office of Diversity and Inclusion. Hazen & Sawyer anticipates performing the work on this contract modification with the use of subconsultants. The MBE/WBE percentage for this modification is expected to be 9.0%.
As part of their proposal, Hazen & Sawyer anticipates the following subcontractors will perform contract work:
Company Name City/State ODI Certification Status
Stantec Consulting Services Columbus MAJ
Material Matters Columbus MAJ
Resource International Inc. Columbus WBE
The certifications of Hazen & Sawyer and the above subcontractors were in good standing at the time the bid was awarded.
5. FISCAL IMPACT
Funds in the amount of $500,000.00 are available and appropriated within the Water Bond Fund, Fund 6006. A transfer of cash and appropriation between projects within the Water Bond Fund is needed to align cash and appropriation with the proper project.
Title
To authorize the Director of the Department of Public Utilities to enter into a planned professional services contract modification for the Residuals Management Plan Update contract with Hazen & Sawyer; to transfer cash and appropriation between projects within the Water Bond Fund; and to authorize an expenditure of up to $500,000.00 from the Water Bond Fund for the contract modification. ($500,000.00)
Body
WHEREAS, the Department of Public Utilities is engaged in the Residuals Management Plan Update Project; and
WHEREAS, Hazen & Sawyer was awarded Contract No. PO230073, authorized by Ordinance 1937-2023, for the Residuals Management Plan Update Project; and
WHEREAS, Contract No. PO372951 was authorized by Ordinance 0056-2023, for the Residuals Management Plan Update Project Modification 1; and
WHEREAS, a planned contract modification is needed to add funding for tasks anticipated to be added to the contract over the next year; and
WHEREAS, it is necessary for Council to authorize the Director of Public Utilities to modify the professional engineering services contract with Hazen & Sawyer for the Residuals Management Plan Update contract; and
WHEREAS, it is necessary to transfer cash and appropriation between projects within the Water Bond Fund to align cash and appropriation with the proper project; and
WHEREAS, it is necessary to expend funds from the Water Bond Fund, Fund 6006, to pay for the contract modification; NOW, THEREFORE,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the transfer of $500,000.00, or so much thereof as may be needed, is hereby authorized between projects within the Water Bond Fund, Fund 6006, per the account codes in the attachment to this ordinance.
SECTION 2. That the Director of the Department of Public Utilities is hereby authorized to enter into a contract modification with Hazen & Sawyer, 150 East Campus View Blvd. Suite 200, Columbus, OH 43235, for the Residuals Management Plan Update contract, in an amount up to $500,000.00, in accordance with the terms and conditions as shown in the contract on file with the Department of Public Utilities.
SECTION 3. That the expenditure of up to $500,000.00 is hereby authorized per the accounting codes in the attachment to this ordinance.
SECTION 4. That 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.