Explanation
1. BACKGROUND
This ordinance authorizes the Director of Public Utilities to enter into a planned contract modification for professional engineering services with Glaus, Pyle, Schomer, Burns & Dehaven, Inc. for the Sanitary Pump Station Evaluation & Upgrade Program, CIP #650660-100000, in an amount up to $300,000.00.
DOSD operates sixteen Stormwater Pump Stations and sixteen Sanitary Pump Stations. A Request for Proposals was issued in 2021 and the Sanitary Pump Stations contract was awarded to Glaus, Pyle, Schomer, Burns & Dehaven, Inc. The contract work is to perform a holistic evaluation of each pump station; assess their structural, mechanical, process, electrical, and I&C components; identify needs and improvements; and identify risks and safety issues. The evaluation and assessments for each pump station will be summarized into a Technical Memorandum (TM). The recommended improvements listed in the Technical Memorandums will be refined into Improvement Plans that will be used by the City to systematically upgrade the pump stations.
These Sanitary Pump Stations serve multiple planning areas so this project is coded as “99 - Citywide”.
1.1 Amount of additional funds to be expended: $300,000.00
Original Contract Amount: $300,000.00 (Ord. 3108-2021; PO308140)
Modification #1: $300,000.00 (Ord. 1606-2023; PO402543)
Modification #2 (current) $300,000.00
Total (Orig. + Modifications): $900,000.00
1.2 Reason other procurement processes are not used:
The funding provided by this contract modification is for the continuation of existing and planned work of the project. Due to the highly complex and technical nature of this project, it is not reasonable or cost effective to undertake a new procurement to acquire these services. The lengthy process for initiating a new procurement and for a new entity to gain understanding of the project would cause an unacceptable project delay and additional cost.
1.3 How cost of modification was determined:
The tasks for this modification are similar to the tasks of the Original Agreement; so, the costs of this Modification are similar to the Original Agreement.
1.4 Timeline:
Glaus, Pyle, Schomer, Burns & Dehaven, Inc. began their work after the Notice to Proceed (NTP) was given on 1/27/22. The duration of the engineering agreement was expected to last at least three years with services funded by incremental appropriation.
2. ECONOMIC IMPACT/ADVANTAGES; COMMUNITY OUTREACH; PROJECT DEVELOPMENT; ENVIRONMENTAL FACTORS/ADVANTAGES OF PROJECT:
The performance of this projects’ activities to provide specialized professional engineering services to evaluate and provide recommendations for the upgrade of DOSD’s Sanitary Pump Stations is needed to plan improvements to maintain peak operational performance. If left unperformed, the required work could become larger in scope and more expensive and could produce a major impact to the sewer collection systems and the budget. No community outreach is considered for this project.
3. CONTRACT COMPLIANCE INFORMATION
Glaus, Pyle, Schomer, Burns & Dehaven, Inc.’s contract compliance number is CC006560 and expires 10/2/26.
Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against Glaus, Pyle, Schomer, Burns and Dehaven, 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. Glaus, Pyle, Schomer, Burns and Dehaven, Inc. is classified as a majority company by the City’s Office of Diversity and Inclusion. Glaus, Pyle, Schomer, Burns and Dehaven, Inc. anticipates performing the work on this contract modification with the use of sub consultants. The MBE/WBE percentage for this modification is expected to be 15.13%.
As part of their proposal, Glaus, Pyle, Schomer, Burns and Dehaven, Inc.has proposed the following two subcontractors to perform contract work:
Company Name City/State ODI Certification Status
Resource International Columbus, Ohio WBE
Dynotec, Inc. Columbus, Ohio MBE
The certification of Glaus, Pyle, Schomer, Burns, and Dehaven, 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. The loan award in the amount of $300,000.00 is anticipated for April 2025. Funds will need to be appropriated and expended in the Sanitary - Fresh Water Market Rate Program Fund, Fund 6124.
The Ohio Water Development Authority Direct Loan Program is a reimbursement program. Public Utilities will establish a purchase order to Glaus, Pyle, Schomer, Burns & Dehaven, Inc., pay invoices from Glaus, Pyle, Schomer, Burns & Dehaven, Inc., and then submit a reimbursement request to OWDA.
Title
To authorize the Director of Public Utilities to modify the contract with Glaus, Pyle, Schomer, Burns, and Dehaven, Inc, for the Sanitary Pump Station Evaluation and Upgrade Program Project; to authorize the appropriation of funds within the Sanitary - Fresh Water Market Rate Program Fund; to make this ordinance contingent upon the approval of a loan from the Ohio Water development Authority; and to authorize the expenditure of up to $300,000.00 from the Sanitary - Fresh Water Market Rate Program Fund for the contract modification. ($300,000.00)
Body
WHEREAS, the Department of Public Utilities is engaged in the Sanitary Pump Station Evaluation & Upgrade Program Project; and
WHEREAS, Contract No. PO308140 was authorized by Ordinance No. 3108-2021, for the Sanitary Pump Station Evaluation & Upgrade Program Project; and
WHEREAS, Ordinance 1606-2023 authorized a planned contract modification via PO402543 to modify the contract to add funding; and
WHEREAS, a planned contract modification is needed for funding to continue engineering services; and
WHEREAS, it is necessary to appropriate funds in the Sanitary - Fresh Water Market Rate Program Fund, Fund 6124, to align appropriation with the proper project; and
WHEREAS, it is necessary for Council to authorize the Director of Public Utilities to renew the professional engineering services agreement with Glaus, Pyle, Schomer, Burns and Dehaven, Inc. for the Sanitary Pump Station Evaluation & Upgrade Program, Modification #2 Project; and
WHEREAS, the Ohio Water Development Authority must approve a loan for this project before the contract modification can be executed; and
WHEREAS, it is necessary expend funds from the Sanitary - Fresh Water Market Rate Program Fund, Fund 6124, to pay for the 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 ending December 31, 2025, the sum of $300,000.00 is appropriated in the Sanitary - Fresh Water Market Rate Program Fund, Fund 6124, per the account codes in the attachment to this ordinance.
SECTION 2. That the Director of Public Utilities is hereby authorized to modify the professional engineering services contract with Glaus, Pyle, Schomer, Burns and Dehaven, Inc., 1801 Watermark Dr. Ste. 210, Columbus, Ohio 43215; for the Sanitary Pump Station Evaluation & Upgrade Program Project, in an amount up to $300,000.00.
SECTION 3. That this ordinance is contingent upon obtaining a loan from the Ohio Water Development Authority to fund the construction administration/inspection services for the Sanitary Pump Station Evaluation & Upgrade Program project.
SECTION 4. That the expenditure of $300,000.00, 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 5. 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.