Explanation
1. BACKGROUND
This ordinance authorizes the Director of Public Utilities to enter into a contract through the City’s RFP process with Wade Trim, Inc. for professional engineering services for the Hap Cremean Water Plant (HCWP) Screening and Sludge Removal Improvements project, CIP 691200-100001, in an amount up to $1,572,351.00.
The Division of Water has identified a need for design development of alternatives to construct improvements at HCWP to replace the existing raw water mechanical screens and its associated components, and replace sludge collection mechanisms in softening basins 3, 4, 5, and 6 including flights, chains, wear strips, wear shoes, bearings, sprockets, gear reducers, and shafts. The current systems are nearing the end of their useful life and require replacement.
Two planned contract modifications to add funding are anticipated. One modification is planned at the completion of design development and a second is planned for services during construction.
The Columbus Community is 99 - Citywide.
TIMELINE: The Notice to Proceed is anticipated to occur in the first quarter of 2026. The Draft Study Report is due ten months after the Notice to Proceed. Additional phases of the project will include Detailed Design and Engineering Services During construction that will extend the contract duration. The contract term is from the date of the Notice To Proceed until construction of the project is completed and accepted by the Department of Public Utilities.
ESTIMATED COST OF CONTRACT: The proposed award amount is $1,572,351.00, including a 15% contingency amount that will be utilized to fund needed and approved changes in the work. Future contract modifications are anticipated.
Original Contract (current) $1,572,351.00
Modification #1 (future) $2,500,000.00
Modification #2 (future) $1,700,000.00
CONTRACT TOTAL $5,772,351.00
2. ECONOMIC IMPACT/ADVANTAGES; COMMUNITY OUTREACH; PROJECT DEVELOPMENT; ENVIRONMENTAL FACTORS/ADVANTAGES OF PROJECT
This project is essential for the continued successful operation of the HCWP. The raw water mechanical screens are an important component of the treatment process. The existing screens are original to the plant (1950s construction) and have been rehabilitated several times. They are now past their useful life and in need of replacement. The leaf pit needs to be modified to improve access so that cleaning operations can be performed efficiently and safely. When the work occurs, the sludge collection mechanisms will be approximately 20 years old and in need of replacement due to age, wear, and corrosion.
3. BID INFORMATION
This project was formally advertised on the Vendor Services and Bonfire websites from September 26, 2025, through October 31,2025. Four proposals were received:
Name C.C. No. Exp. Date City/State Status
Black & Veatch Corporation 008038 8/11/2027 Columbus, OH MAJ
GDP Group 006560 6/23/2027 Columbus, OH MAJ
Ribway Engineering Group, Inc. 005279 11/21/2026 Columbus, OH MBE
Wade Trim, Inc. 040053 11/13/2027 Columbus, OH MAJ
All proposals were deemed responsive. The evaluation committee reviewed the proposals and recommended the contract for the HCWP Screening and Sludge Removal Improvements project be awarded to Wade Trim, Inc.
4. CONTRACT COMPLIANCE INFORMATION
Wade Trim, Inc.’s contract compliance number is CC-040053 and expires 11/13/2027. Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against Wade Trim, Inc.
As part of their proposal, Wade Trim, Inc. has proposed using the following sub-consultants to perform contract work:
Company Name City/State ODI Cert. Status
Burgess and Niple Columbus, OH MAJ
DLZ Columbus, OH MBE
Brown and Caldwell Columbus, OH MAJ
The certifications of the above companies are in good standing at the time of this ordinance.
5. FISCAL IMPACT
Funding for the HCWP Screening and Sludge Removal Improvements project will be obtained through a loan from the Water Supply Revolving Loan Account (WSRLA), jointly administered by the Ohio EPA's Division of Environmental and Financial Assistance and the Ohio Water Development Authority (OWDA). City Council authorized this loan application and acceptance of funding via Ordinance 0348-2025 passed by Council on 4/28/25. The loans are expected to be approved at the OWDA March Board meeting. This ordinance is contingent upon the loan being approved by the OWDA Board. Public Utilities will inform the Auditor’s Office when the loans are approved.
The WSRLA program is now a reimbursement program. Public Utilities will need to pay Wade Trim, Inc.’s invoices and then submit them to OWDA for reimbursement.
The 2025 Capital Improvement Budget will need to be amended to align budget authority with the amount of the needed loan. Funds will need to be appropriated and expended in the Water Supply Revolving Loan Fund, Fund 6011.
Title
To authorize the Director of the Department of Public Utilities to enter into a professional engineering services contract with Wade Trim, Inc. for the Hap Cremean Water Plant Screening and Sludge Removal Improvements project; to authorize an amendment to the 2025 Capital Improvement Budget; to authorize the appropriation of funds within the Water Supply Revolving Loan Fund; to make this ordinance contingent upon the Ohio Water Development Authority approving a loan for this project; and to authorize the expenditure of up to $1,572,351.00 from the Water Supply Revolving Loan Fund for the contract. ($1,572,351.00)
Body
WHEREAS, the Department of Public Utilities is engaged in the Hap Cremean Water Plant (HCWP) Screening and Sludge Removal Improvements project; and
WHEREAS, four proposals for the HCWP Screening and Sludge Removal Improvements project were received and evaluated by the evaluation committee; and
WHEREAS, the evaluation committee recommended Wade Trim, Inc. be awarded the contract for this project; and
WHEREAS, the 2025 Capital Improvement Budget must be amended to align budget authority with the amount of the loan; and
WHEREAS, Ordinance 0348-2025 authorized this project to be funded by a loan to be obtained through the Water Supply Revolving Loan Account; and
WHEREAS, this ordinance is contingent upon that loan being approved; and
WHEREAS, funds must be appropriated within the Water Supply Revolving Loan Fund, Fund 6011; and
WHEREAS, it is necessary to authorize an expenditure of funds from the Water Supply Revolving Loan Fund, Fund 6011, to pay for the contracted services for the project; and
WHEREAS, it has become necessary in the usual daily operation to authorize the Director of the Department of Public Utilities to enter into a professional engineering services contract with Wade Trim, Inc., for the HCWP Screening and Sludge Removal Improvements project; NOW, THEREFORE,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the 2025 Capital Improvement Budget authorized by Ordinance 1790-2025 be amended as follows to establish sufficient budget authority for this project:
Fund / Project Number / Project Name (Funding Source) / Current Authority / Revised Authority / Change
6011 / 691200-100001 / HCWP Screening and Sludge Removal Improvements (Water Supply Revolving Loan Fund) / $0.00 / $1,572,351.00 / $1,572,351.00 (to match loan)
SECTION 2. That the appropriation of $1,572,351.00, or so much thereof as may be needed, is hereby authorized in the Water Supply Revolving Loan Fund, Fund 6011, per the accounting codes in the attachment to this ordinance.
SECTION 3. That the Director of the Department of Public Utilities is hereby authorized to enter into a professional services and construction services contract for the HCWP Screening and Sludge Removal Improvements project with Wade Trim, Inc., 7965 North High Street, Suite 240, Columbus, OH 43235, in an amount up to $1,572,351.00, in accordance with the terms and conditions of the contract on file in the Department of Public Utilities.
SECTION 4. That Ordinance 0348-2025 authorized this project to be funded by a loan to be obtained through the Water Supply Revolving Loan Account and this ordinance is contingent upon that loan being approved.
SECTION 5. That the expenditure of $1,572,351.00, 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 6. 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 7. 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 8. 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 9. That this Ordinance shall take effect and be in force from and after the earliest period allowed by law.