Explanation
1. BACKGROUND
This ordinance authorizes the Director of Public Utilities to enter into a planned contract modification for professional engineering services with Arcadis U.S., Inc. for the Sewer System Capacity Model (SSCM) Update 2020 project, CIP #650460-100002, in an amount up to $2,000,742.92.
The sewer collection system model developed and enhanced by the SSCM Update 2020 project is the principle tool used to manage the planning and operations of the City’s sewer collection system. Enhancement of this tool is vital to minimizing sewer overflows and backups and thereby minimizing negative impacts to the environment caused by the City’s sewer system. The continual updating of this model is also necessary to ensure compliance with the City’s consent orders with the Ohio Environmental Protection Agency.
The SSCM 2020 project enhances the City’s existing system-wide sewer collection models to support the Blueprint Columbus Program, operation & maintenance (O&M) of the collection system, operation of two Wastewater Treatment Plants, Capital Improvement Projects (CIPs), real time control initiatives (RTC) and sewer capacity evaluations. The model must be updated as new data becomes available and new development occurs and to perform model runs and analyses as directed by the City.
This contract modification is needed to add funding to continue services.
Planning Area - “99 - Citywide”.
1.1 Amount of additional funds to be expended: $2,000,742.92
Original Contract $1,733,099.16 (ORD 2214-2019; PO205359)
Modification 1 $1,681,528.40 (ORD 1116-2021; PO281279)
Modification 2 $2,000,163.59 (ORD 3041-2022; PO363008)
Modification 3 $2,000,742.92 (This modification)
CONTRACT TOTAL $7,455,534.07
1.2. Reason other procurement processes are not used:
The original contract requires this project to serve the City for 6 years with four planned contract modifications to add funding to continue services. This is one of the planned contract modifications. Another procurement process is not required.
1.3. How cost of modification was determined:
A funding needs estimate was established based upon the expected contract tasks and an estimate of the cost of the tasks as determined by existing contract job titles, rates of pay, and allowable expenses.
2. ECONOMIC IMPACT/ADVANTAGES; COMMUNITY OUTREACH; PROJECT DEVELOPMENT; ENVIRONMENTAL FACTORS/ADVANTAGES OF PROJECT
The collection system model, enhanced by the Model Update 2020 Project, is the principle tool used to manage the planning and operations of the City’s sewer collection system. Enhancement of this tool is vital to minimizing sewer overflows and backups and thereby minimizing negative impacts to the environment caused by the City’s sewer system. This contract is also a major component of City’s Blueprint Columbus Integrated Plan program.
3. CONTRACT COMPLIANCE INFORMATION
Arcadis US, Inc.’s contract compliance number is CC009409 and expires 2/22/25.
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. Arcadis US, Inc. is classified as a majority company by the City’s Office of Diversity and Inclusion. Per the Utilization Plan submitted with this ordinance, Arcadis US, Inc. plans to use three City-certified MBE/WBE sub-consultants on this project for a total spend of $43,892.40, or about 2.2% of the work.
As part of their proposal, Arcadis US, Inc., has proposed the following subcontractors to perform contract work:
Company Name City/State ODI Certification Status
DLZ Ohio, Inc. Columbus, Ohio MBE
AECOM Technical Services, Inc. Columbus, Ohio MAJ
CDM Smith, Inc. Columbus, Ohio MAJ
HA-m Consultants Corp. Powell, Ohio MAJ
Burgess & Niple, Inc. Columbus, Ohio MAJ
The certification of Arcadis US, Inc. and the above companies was in good standing at the time the of this contract modification.
5. FISCAL IMPACT
Funds are available and appropriated for this expenditure within the Sanitary Bond Fund, Fund 6109. An amendment to the 2024 Capital Improvement Budget is needed to align budget authority with the proper project. A transfer of cash and appropriation within the Sanitary Bond Fund is also needed to align cash and appropriation with the proper project.
6. EMERGENCY DESIGNATION
Emergency designation is requested for this ordinance so funding does not run out requiring contract work to stop, which would increase the chances of private property damage caused by sewer overflows and backups.
Title
To authorize the Director of the Department of Public Utilities to modify and increase the contract with Arcadis US, Inc. for the Sewer System Capacity Model Update 2020 project; to authorize an amendment to the 2024 Capital Improvement Budget; to authorize a transfer of cash and appropriation within the Sanitary Bond Fund; to authorize an expenditure of up to $2,000,742.92 from the Sanitary Bond Fund to pay for the contract modification; and to declare an emergency. ($2,000,742.92)
Body
WHEREAS, the Department of Public Utilities is engaged in the SSCM Update 2020 project; and
WHEREAS, Contract No. PO205359 was authorized by Ordinance No. 2214-2019 for the SSCM Update 2020 Project; and
WHEREAS, a planned contract modification is needed to continue professional engineering services; and
WHEREAS, the 2024 Capital Improvement Budget must be modified to align budget authority with the proper project; and
WHEREAS, it is necessary to authorize a transfer of cash and appropriation within the Sanitary Bond Fund, Fund 6109, to align cash and appropriation with the proper project; and
WHEREAS, it is necessary for Council to authorize the Director of Public Utilities to modify the professional engineering services agreement with Arcadis US, Inc. for the SSCM Update 2020 Project; and
WHEREAS, it is necessary to expend funds from the Sanitary Bond Fund, Fund 6109, to pay for the contract modification;
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Utilities in that it is immediately necessary to execute the contract modification so funding does not run out requiring contract work to stop, which would increase the chances of private property damage caused by sewer overflows and backups, all for the immediate preservation of the public health, peace, property, safety, and welfar; and NOW, THEREFORE,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the 2024 Capital Improvement Budget authorized by Ordinance 1907-2024 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 / 650013-100000 / Upper Scioto Northwest-Sugar Farms and Renner South (Voted Sanitary Carryover) / $1,281,048.00 / $0.00 / ($1,281,048.00)
6109 / 650895-100007 / Sunbury Rd / Mock Rd HSTS Elimination Project (Voted Sanitary Carryover) / $809,852.00 / $90,157.00 / ($719,695.00)
6109 / 650460-100002 / Sewer System Capacity Model update 2020 (Voted Sanitary Carryover) / $0.00 / $2,000,743.00 / $2,000,743.00
SECTION 2. That the transfer of $2,000,742.92, or so much thereof as may be needed, is hereby authorized between projects within the Sanitary Bond Fund, Fund 6109, per the account codes in the attachment to this ordinance.
SECTION 3. That the Director of the Department of Public Utilities is hereby authorized to modify and increase the professional engineering contract with Arcadis U.S., Inc. for the SSCM Update 2020 project in an amount up to $2,000,742.92 in accordance with the terms and conditions of the contract on file in the Department of Public Utilities.
SECTION 4. That an expenditure of $2,000,742.92, 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 5. 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 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 for the reasons stated in the preamble hereto, which is made a part hereof, this Ordinance is declared to be an emergency measure and shall take effect and be in force from and after its passage and approval by the Mayor, or ten (10) days after passage if the Mayor neither approves nor vetoes the same.