Explanation
1. BACKGROUND
This ordinance authorizes the Director of Public Utilities to enter into a planned contract modification for professional engineering services during construction with ARCADIS U.S., Inc. for the HCWP Hypochlorite Disinfection Improvements project, CIP #690486-100000, in an amount up to $2,999,688.00 for the Division of Water.
This contract provides for design of improvements to the disinfection storage and feed facilities at the Hap Cremean Water Plant. The plant currently utilizes a chlorine gas based process and this project will convert the plant to a liquid sodium hypochlorite based process. Retrofitting existing facilities for storage and feed of an alternate disinfectant will provide for safer storage and handling.
Work performed to date under this contract includes preliminary design services, detailed design and bidding services. This modification provides for engineering services during construction. This is the final planned contract modification.
The Hap Cremean Water Plant serves multiple community planning areas so this project is coded as “99”, city-wide.
1.1 Amount of additional funds to be expended: $2,999,688.00
Preliminary Design (Original Contract) $587,000.00 (ORD 2817-2016; PO053678)
Detailed Design (Renewal 1) $ 2,159,645.00 (ORD 1754-2019; PO190205)
Services During Construction (Modification 2) $ 1,950,000.00 (ORD 2987-2021; PO308061)
Final Services During Construction (Modification 3- current) $ 2,999,688.00
ESTIMATED CONTRACT TOTAL $ 7,696,333.00
1.2. Reason other procurement processes are not used:
This contract was bid through the City’s RFP process with the intention of doing planned modifications to add funding for each stage of the design process. This is one of those planned funding modifications so another procurement process is not required.
1.3. How cost of modification was determined:
The Consultant prepared an estimate based on the scope of work and existing contract job titles, pay rates, and allowable expenses. The City Project Manager and associated staff reviewed the proposal and negotiated the final cost.
2. ECONOMIC IMPACT/ADVANTAGES; COMMUNITY OUTREACH; PROJECT DEVELOPMENT; ENVIRONMENTAL FACTORS/ADVANTAGES OF PROJECT
The potential threat of an accidental or intentional release of chlorine gas will be eliminated with this project
This work will occur within the secure area of the HCWP that is not accessible to the public, so public meetings are not anticipated.
3. CONTRACT COMPLIANCE INFORMATION
ARCADIS U.S., 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 U.S., Inc. is classified as a majority company by the City’s Office of Diversity and Inclusion. ARCADIS U.S., Inc. anticipates performing the work on this contract modification with the use of subconsultants. The MBE/WBE percentage for this modification is expected to be 5.16%.
As part of their proposal, ARCADIS U.S., Inc. has proposed the following three subcontractors to perform contract work:
Company Name City/State ODI Certification Status
HDR Engineering, Inc. Columbus, Ohio MAJ
Hatch Associates Consultants Columbus, Ohio MAJ
360water, Inc. Columbus, Ohio WBE
The certification of ARCADIS U.S., 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 July Board meeting. This ordinance is contingent upon the OWDA Board approving the loan application.
Funds will need to be appropriated in the Water - Fresh Water Market Rate Fund, Fund 6014.
The Ohio Water Development Authority (OWDA) Direct Loan Program is a reimbursement program. Purchase orders will need to be established to ARCADIS U.S., Inc. for these contracts. Public Utilities will need to pay invoices directly to ARCADIS U.S., 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 the Department of Public Utilities to enter into a contract modification for professional engineering services with ARCADIS U.S., Inc. for the HCWP Hypochlorite Disinfection Improvements project; to appropriate funds in the Water - 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 $2,999,688.00 from the Water - Fresh Water Market Rate Fund to pay for the contract modification. ($2,999,688.00)
Body
WHEREAS, the Department of Public Utilities is engaged in the HCWP Hypochlorite Disinfection Improvements Project; and
WHEREAS, Contract No. PO053678 was authorized by Ordinance No. 2817-2016, for the HCWP Hypochlorite Disinfection Improvements Project; and
WHEREAS, Contract Renewal #1 PO190205 was authorized by Ordinance No. 1754-2019, was needed for detailed design and bidding services; and
WHEREAS, Contract Modification #2 PO308061 was authorized by Ordinance No. 2956-2019, was needed for detailed construction and bidding services; and
WHEREAS, Ordinance 0652-2024 authorized this modification to be funded by a loan to be obtained through the Ohio Water Development Authority (OWDA) Direct Loan Program; and
WHEREAS, it is necessary for Council to authorize the Director of Public Utilities to execute a planned contract modification to the professional engineering services agreement with ARCADIS U.S., Inc. for the HCWP Hypochlorite Disinfection Improvements Project for services during construction; and
WHEREAS, funds will need to be appropriated in the Water - Fresh Water Market Rate Fund, Fund 6014; and
WHEREAS, this ordinance is contingent upon the loan being approved; and
WHEREAS, it is necessary to authorize an expenditure of funds within the Water - Fresh Water Market Rate Fund, Fund 6014, to pay for services provided by this contract modification, NOW, THEREFORE,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That from the unappropriated monies and from all monies estimated to come into said fund from any and all sources and unappropriated for any other purpose during the fiscal year ended December 31, 2024, the sum of $2,999,688.00 is appropriated in Fund 6014 (Water - Fresh Water Market Rate Fund), 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 modify and increase the professional engineering services contract with ARCADIS U.S., Inc., 2 Easton Oval, Suite 500, Columbus, Ohio 43219; for the HCWP Hypochlorite Disinfection Improvements project, in an amount up to $2,999,688.00.
SECTION 3. That an expenditure of $2,999,688.00, or so much thereof as may be needed, is hereby authorized to pay for this contract per the accounting codes in the attachment to this ordinance.
SECTION 4. This ordinance is contingent upon the Ohio Water Development Authority's Board approving the loan for this project.
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 this Ordinance shall take effect and be in force from and after the earliest period allowed by law.