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 JPWWTP Power Systems Upgrade and Safety Improvements project, CIP #650257-100101, in an amount up to $716,000.00.
The original contract was for preliminary design services relating to arc flash hazards and coordination issues with electrical equipment at the Jackson Pike Wastewater Treatment Plant (JPWWTP). The first portion of the project evaluated electrical equipment that will need to be replace and provided recommendations for replacement or rehabilitation.
After preliminary design it was discovered more electrical issues needed to be addressed and construction cost estimates were doubled.
This contract modification will provide detailed design documents for the construction portion of the project, which will replace and rehabilitate the equipment. This design is based on the recommendations provided in the Detailed Design Memorandum (DDM) deliverable from Step 1 - Preliminary Design Services, of the original contract.
A second contract modification will be requested for engineering services during construction.
Community Planning Area: 99-Citywide
1.1 Amount of additional funds to be expended: $716,000.00
Original Contract Amount: $363,100.00 (Ord. 2953-2021 PO308101)
Modification #1 (current): $716,000.00
Future Modification (estimate) $540,000.00
Total (Orig. + Modification + Future): $1,619,100.00
1.2. Reason other procurement processes are not used:
The contract was awarded with the intention of one design company performing all phases of the design work. The preliminary design services were completed by Arcadis in the original contract, with contract modifications planned to add funding for detailed design and for services during construction. Arcadis has intimate knowledge of the project scope and how the detailed design should proceed to address all the needs to go from preliminary design to detailed design. Re-bidding the contract would create a 4-6 month delay in the project and we would lose the institutional knowledge gained by Arcadis through the preliminary design process.
1.3. How cost of modification was determined:
The Consultant prepared an estimate based upon the scope of work for the detail design modification and based upon the existing job titles and contract rates for those job titles. The City Project Manager and associated staff reviewed and approved the estimate.
2. ECONOMIC IMPACT/ADVANTAGES; COMMUNITY OUTREACH; PROJECT DEVELOPMENT; ENVIRONMENTAL FACTORS/ADVANTAGES OF PROJECT
This project will replace equipment that is past its useful life or that no longer meets the electrical loads required by the plant. Replacing this equipment will reduce the amount of maintenance needed to keep the plant operational as well as reducing the number of electrical safety issues.
3. CONTRACT COMPLIANCE INFORMATION
Arcadis U.S. Inc.’s contract compliance number is CC009409 and expires 2/22/25.
Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against Arcadis U.S. 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. 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 2.4%.
As part of their proposal, Arcadis U.S. Inc. has proposed the following two subcontractors to perform contract work:
Company Name City/State ODI Certification Status
Brown and Caldwell Columbus, Ohio MAJ
Regency Construction Services, Inc. Columbus, Ohio WBE
The certification of Arcadis U.S. Inc. and the above companies were in good standing at the time of this contract modification.
5. FISCAL IMPACT
An amendment to the 2023 Capital Improvement Budget is needed to align budget authority with the proper project. A transfer of cash and appropriation between projects within the Sanitary Bond Fund, Fund 6109, is needed to align cash and appropriation with the proper project.
Title
To authorize the Director of the Department of Public Utilities to modify and increase the professional engineering services contract with Arcadis U.S. for the Jackson Pike Waste Water Treatment Plant Power Systems Upgrade and Safety Improvements Project; to authorize an amendment to the 2023 Capital Improvement Budget; to authorize the transfer of cash and appropriation within the Sanitary Bond Fund; and to authorize an expenditure of up to $716,000.00 from the Sanitary Bond Fund to pay for the contract modification. ($716,000.00)
Body
WHEREAS, the Department of Public Utilities is engaged in the JPWWTP Power Systems Upgrade and Safety Improvements Project; and
WHEREAS, Contract No. PO308101 was authorized by Ordinance No. 2953-2021 for Arcadis U.S. Inc. to provide professional engineering services for the JPWWTP Power Systems Upgrade and Safety Improvements Project; and
WHEREAS, a planned contract modification is needed for engineering services to do detailed design for the project; and
WHEREAS, an amendment to the 2023 Capital Improvement Budget is needed to align budget authority with the proper project; and
WHEREAS, it is necessary to transfer cash and appropriation within the Sanitary Bond Fund, Fund 6109, to align cash and appropriation with the proper project; and
WHEREAS, it is necessary to expend funds from the Sanitary Bond Fund, Fund 6109, to pay for the contract Modification; NOW, THEREFORE,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the 2023 Capital Improvement Budget authorized by Ordinance 1711-2023 be amended as follows to establish sufficient budget authority for this project:
Fund / Project Number / Project Name / Current / Change / Amended
6109 / 650260-102000 / JPWWTP Small Capital Projects (Voted Sanitary Carryover) / $1,101,523.00 / $425,245.00 / ($676,278.00)
6109 / 650257-100101 / JPWWTP Power Systems Upgrade and Safety Improvements (Voted Sanitary Carryover) / $39,722.00 / $716,000.00 / $676,278.00
SECTION 2. That the transfer of $676,278.40, or so much thereof as may be needed, is hereby authorized between projects between within the Sanitary Bond Fund, Fund 6109, per the account codes in the attachment to this ordinance.
SECTION 3. That the Director of Public Utilities is hereby authorized to modify and increase the professional engineering services contract with Arcadis U.S. Inc., 100 E. Campus View Blvd., Suite 230, Columbus, Ohio 43235; for the JPWWTP Power Systems Upgrade and Safety Improvements project, in an amount up to $716,000.00.
SECTION 4. That an expenditure of $716,000.00, 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. 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.