...Explanation
1. BACKGROUND
This ordinance authorizes the Director of Public Utilities to enter into a contract modification with Burgess & Niple, Inc. for the Dam Engineering Services CT2 (DES2) project, CIP #690555-100002, in an amount not to exceed $200,000.00.
A variety of consulting services are required to meet planning, operational, capital improvement, and regulatory compliance needs of DOWs dam portfolio. To meet these needs an RFP was issued and awarded to Burgess & Niple, Inc. for the Dam Engineering Services CT2 (DES2) project. The contract was approved by City Council via Ordinance 1080-2024 on 5/13/24. This contract provides professional Dam Engineering Services (DES) to supplement existing engineering personnel within the Division of Water on an as-authorized, as-needed basis. This modification will continue funding the contract work of establishing task order based professional services to augment existing technical support personnel within the Division of Water on an as-authorized, as-needed basis in order to accomplish a wide range of work that may include but is not limited to planning, design, and construction phase architectural services.
The Community Area is “99 - Citywide” because the water facilities associated with this contract serve multiple planning areas.
1.1. UPDATED TIMELINE & FUTURE RENEWALS
There is no change in the timeline. This is the first of three planned contract modifications to add funding. The contract will expire when the last assigned task under contract modification 3 is completed and accepted by the City as stated in 1080-2024, the authorizing ordinance for this contract.
1.2. ESTIMATED COST OF PROJECT
This contract modification is expected to be $200,000.00. Modifications will be performed on an as needed basis for future funding needs. It is anticipated that total spending during the term of the project could total $800,000.00. The amount of the initial contract and anticipated future contract modifications is listed below.
Cost summary:
Initial Contract (ORD 1080-2024; PO459973) $ 200,000.00
Modification #1 (This modification - PO TBD) $ 200,000.00
Future Modification #2 (future) $ 200,000.00
Future Modification #3 (future) $ 200,000.00
CONTRACT TOTAL $ 800,000.00
1.3. Reason other procurement processes are not used:
This contract was awarded through the City’s RFP process with planned modifications to add funding. This is one of the planned funding modifications so another procurement process is not required.
1.4. How cost of modification was determined:
The City project team identified the services that would be needed for this contract over the modification period. The consultant developed a proposal for the hours/resources necessary to complete the services using existing contract job titles, hourly rates, and allowable expenses. The proposal was reviewed by the City’s project team and final pricing was negotiated with the consultant.
2. ECONOMIC IMPACT/ADVANTAGES; COMMUNITY OUTREACH; PROJECT DEVELOPMENT; ENVIRONMENTAL FACTORS/ADVANTAGES OF PROJECT
This Dam Engineering Services CT2 (DES2) contract will support various projects in the Division of Water capital program. These projects will maintain and upgrade drinking water supply and treatment facilities to provide a safe and reliable water supply to the Central Ohio area. All of these functions are tied to the economic vitality of the service area.
Most projects will be located within secure areas of the water supply system that are not accessible to the public and for these projects no community outreach activities are anticipated. Community outreach activities will be considered for projects that occur outside of secure areas.
The consultant team has identified a commitment to the Mayor’s Green Initiative in their business practices and will be involved in applying DPU’s environmental management system (EMS) to the construction projects.
3. CONTRACT COMPLIANCE INFORMATION
Burgess & Niple, Inc.’s contract compliance number is CC004425 and expires 1/10/2026.
4. FISCAL IMPACT
Funds in the amount of $200,000.00 are available within the Water Bond Fund, Fund 6006. An amendment to the 2025 Capital Improvement Budget is needed to align budget authority with the proper projects. A transfer of cash and appropriation between projects within Fund 6006 (Water Bond Fund) is also needed to align cash and appropriation with the proper projects.
Title
To authorize the Director of Public Utilities to enter into a contract modification to add funding for the Dam Engineering Services CT2 (DES2) project with Burgess & Niple, Inc.; to authorize an amendment to the 2025 Capital Improvement Budget; to authorize a transfer of cash and appropriation between projects within the Water Bond Fund; and to authorize an expenditure of up to $200,000.00 from the Water Bond Fund for the contract modification. ($200,000.00)
Body
WHEREAS, the Dam Engineering Services CT2 (DES2) project, CIP No. 690555-100002, was initiated to assist the Department with managing some of these capital improvement projects; and
WHEREAS, Burgess & Niple, Inc. was awarded the Dam Engineering Services CT2 (DES2) contract through the City’s Request for Proposal process; and
WHEREAS, City Council approved awarding this contract to Burgess & Niple, Inc. via Ordinance 1080-2024 passed on 5/13/24; and
WHEREAS, the Dam Engineering Services CT2 (DES2) contract was established with the intention of doing periodic contract modifications to add funding; and
WHEREAS, a contract modification to add funding is necessary to continue the services provided by this contract; and
WHEREAS, the 2025 Capital Improvement Budget must be modified to align budget authority with the proper project; and
WHEREAS, it is necessary to transfer cash and appropriation between projects within the Water Bond Fund, Fund 6006, to align cash and appropriation with the proper projects; and
WHEREAS, it is necessary to authorize the Director of the Department of Public Utilities to enter into a professional services contract modification with Burgess & Niple, Inc. for the Dam Engineering Services CT2 (DES2) contract to add funding to the contract for continued services; and
WHEREAS, funds must be expended to pay for the services Burgess & Niple, Inc. will provide under the Dam Engineering Services CT2 (DES2) contract modification; NOW THEREFORE,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the 2025 Capital Improvements 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
6006 / 690587-100000 / Professional Construction Management (PCM) - 2018 (Voted Water Carryover) /$40,815.00 / $14,445.00 / ($26,370.00)
6006 / 690520-100000 / DRWP Standby Power (Voted Water Carryover) / $173,630.00 / $0.00 / ($173,630.00)
6006 / 690555-100002 / Dam Engineering Services (DES) CT2 (Voted Water Carryover) / $0.00 / $200,000.00 / $200,000.00
SECTION 2. That the transfer of $200,000.00, or so much thereof as may be needed, is hereby authorized within the Water Bond Fund, Fund 6006, per the accounting codes in the attachment to this ordinance.
SECTION 3. That the Director of Public Utilities is authorized to enter into a contract modification with Burgess & Niple, Inc., 330 Rush Alley, Suite 700, Columbus, OH 43215, for the Dam Engineering Services CT2 (DES2) project, in an amount up to $200,000.00, in accordance with the terms and conditions of the contract on file with the Department of Public Utilities.
SECTION 4. That the expenditure of $200,000.00, or so much thereof as may be needed, is hereby authorized 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.