Explanation
1. BACKGROUND
This ordinance authorizes the Director of Public Utilities to enter into professional services contract awards through the City’s Request for Proposal process with T&M Associates (NJ) (T&M Associates) for the General Engineering Services - Supply 2024A project, C.I.P. No. 691601-100100, and with Wade Trim, Inc., for the General Engineering Services - Supply 2024B project, C.I.P. No. 690601-100200, in an amount up to $450,000.00 each for the Division of Water.
These agreements will establish task order-based professional services to augment existing engineering 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/construction phase engineering services, surveying, property acquisition assistance, hazardous waste identification/remediation, materials testing, and other services required by the Division.
This ordinance will authorize a contract in the amount of $450,000.00 for each agreement for the estimated engineering needs of the Water Supply Group starting the second quarter of 2025 for approximately one year or until all funds are expended. Two additional future renewals to these engineering agreements are anticipated.
The Community Planning Area is “99-Citywide”
TIMELINE & FUTURE MODIFICATION(S):
General Engineering Services for the Water Supply Group will be provided under task order-based professional services agreements. These original agreements are anticipated to be executed in the second quarter of 2025 to provide funds for approximately one year or until all funds are expended. The expiration date of this agreement is approximately one year from the date of execution or until all funds are expended.
ESTIMATED COST OF PROJECT:
The initial contracts are $450,000 each for a one-year period or until the funds are expended. Two future Contract Renewals of $450,000 for each agreement are anticipated. No contract modifications are anticipated at this time.
Cost Summary:
Pending Initial Agreement (T&M Associates (NJ)(T&M Associates)): $ 450,000.00
Future Renewal #1 (T&M Associates, Inc.): $ 450,000.00
Future Renewal #2 (T&M Associates, Inc.): $ 450,000.00
ANTICIPATED CONTRACT TOTAL (combined) $1,350,000.00
Pending Initial Agreement (Wade Trim, Inc.) $ 450,000.00
Future Renewal #1 (Wade Trim, Inc.) $ 450,000.00
Future Renewal #2 (Wade Trim, Inc.) $ 450,000.00
ANTICIPATED CONTRACT TOTAL (combined) $1,350,000.00
ANTICIPATED COMBINED GES24A/B CONTRACT TOTAL $2,700,000.00
2. ECONOMIC IMPACT/ADVANTAGES; COMMUNITY OUTREACH; PROJECT DEVELOPMENT; ENVIRONMENTAL FACTORS/ADVANTAGES OF PROJECT
This contract will provide general engineering services for various tasks which may involve the water treatment process, the equipment, the facilities and/or the resources managed by the Water Supply Group. The tasks performed will assist the Water Supply Group to provide an adequate and safe supply of drinking water which is essential to economic growth and development.
At this time no community outreach or input is anticipated.
One requirement for the consultants awarded the General Engineering Services contract for the Water Supply Group is that the consultants must be able to provide environmental engineering services, if needed. Also, the consultant selected has indicated a corporate philosophy of environmental conservation and sustainable business practices. In addition, the selected team has committed to incorporate sustainability considerations into their projects.
3. BID INFORMATION
This project was formally advertised on the Vendor Services and Bonfire websites and opened 12/6/24. Four proposals were received:
Name C.C. No. Exp. Date City/State Status
Dynotec, Inc. CC005053 2/12/26 Columbus/OH MBE
Wade Trim, Inc. CC040053 11/29/25 Columbus/OH MAJ
Hatch Associates Consultant, Inc. CC025646 2/26/26 Columbus/OH MAJ
T&M Associates (NJ) (T&M Associates) CC001614 4/10/26 Columbus/OH MAJ
All proposals were deemed responsive. The Department had the option to award one contract or two contracts for this project. An evaluation committee reviewed the proposals and recommended the General Engineering Services - Supply 2024A contract be awarded to T&M Associates, Inc. and the General Engineering Services - Supply 2024B contract be awarded to Wade Trim, Inc.
T&M Associates, Inc.’s certification was in good standing at the time of the contract award.
Wade Trim, Inc.’s certification was in good standing at the time of the contract award.
4. CONTRACT COMPLIANCE INFORMATION
T&M Associates, Inc.’s contract compliance number is CC001614 and expires 4/10/2026.
Wade Trim, Inc.’s contract compliance number is CC040053 and expires 11/25/2025.
5. MINORITY AND WOMAN OWNED BUSINESS ENTERPRISE & SMALL LOCAL BUSINESS ENTERPRISE PROGRAM
This contract was bid with an anticipated City of Columbus MBE/WBE Program goal of 12%. After review of the Utilization Plan and other related information the contractor submitted with their bid response, an MBE/WBE Program goal of 12% is assigned to the General Engineering Services - Supply 2024A contract to be awarded to T&M Associates (NJ) (T&M Associates) and an MBE/WBE Program goal of 12% is assigned to the General Engineering Services - Supply 2024B contract to be awarded to Wade Trim, Inc. Failure by a contractor to meet this goal subjects the contractor to the Penalties for Non-Compliance as described in the “City’s Minority and Women-Owned Business Enterprise & Small Local Business Enterprise Program Manual” and in the “City of Columbus MBE/WBE Program Special Provision” that were part of the bid documents for this contract.
As part of their proposal, T&M Associates (NJ) (T&M Associates) has proposed the following subconsultants to perform contract work:
Company Name City/State ODI Certification Status
Andover Associates Columbus, OH WBE
GPD Group Columbus, OH MAJ
Coldwater Consulting Columbus, OH WBE
EP Ferris Columbus, OH MAJ
DHDC Engineering Columbus, OH MBE
The certification of the above listed companies was in good standing at the time the contract was awarded.
As part of their proposal, Wade Trim, Inc. has proposed the following subconsultants to perform contract work:
Company Name City/State ODI Certification Status
DLZ Columbus, OH MBE
Advanced Engineering Concepts Columbus, OH MAJ
Osborn Engineering Columbus, OH MAJ
The certification of the above listed companies was in good standing at the time the contract was awarded.
5. FISCAL IMPACT
Funding in the amount of $900,000.00 is available and appropriated within the Water Bond Fund, Fund 6006. A transfer of cash and appropriation between projects within the Water Bond Fund is needed to align cash and appropriation with the proper project.
Title
To authorize the Director of the Department of Public Utilities to enter into a professional engineering services contract with T&M Associates (NJ) (T&M Associates) for the General Engineering Services - Supply 2024A project and with Wade Trim, Inc. for the General Engineering Services - Supply 2024B project; to authorize an amendment to the 2024 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 $900,000.00 from the Water Bond Fund. ($900,000.00)
Body
WHEREAS, the Department of Public Utilities is engaged in the General Engineering Services - Supply 2024A and the General Engineering Services - Supply 2024B projects; and
WHEREAS, a Request for Proposals (RFP) was formally advertised on the Vendor Services and Bonfire websites and opened 12/6/24; and
WHEREAS, four proposals for the General Engineering Services - Supply 2024A the General Engineering Services - Supply 2024B projects Project were received in response to the RFP; and
WHEREAS, the evaluation committee reviewed the proposal and recommended contracts be awarded to T&M Associates (NJ) (T&M Associates) and Wade Trim, Inc.; and
WHEREAS, it is necessary to authorize the Director of the Department of Public Utilities to enter into professional services contracts with T&M Associates (NJ) (T&M Associates) for the General Engineering Services - Supply 2024A project and with Wade Trim, Inc., for the General Engineering Services - Supply 2024B project; and
WHEREAS, the 2024 Capital Improvements 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 project; and
WHEREAS, it is necessary to authorize an expenditure of funds from the Water Bond Fund, Fund 6006, to pay for the contracted services for the project; NOW, THEREFORE,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the 2024 Capital Improvement Budget authorized by Ordinance 1907-2024 be amended as follows to establish sufficient budget authority for this project:
Fund / Project Number / Project Name / Current Authority / Revised Authority / Change
6006 / 690291-100000 / PAWP Facility Misc. Improvements (Voted Water Carryover) / $317,000.00 / $169,000.00 / ($148,000.00)
6006 / 690574-100000 / Electrical Power System Studies (Voted Water Carryover) / $229,141.00 / $0.00 / ($229,141.00)
6006 / 690621-100000 / Water Reuse Study (Voted Water Carryover) / $255,000.00 / $0.00 / ($255,000.00)
6006 / 690026-100023 / 910 Dublin Road Office Renovations (Voted Water Carryover) / $595,998.00 / $328,139.00 / ($267,859.00)
6006 / 691601-100100 General Engineering Services - Supply 2024A (Voted Water Carryover) / $0.00 / $450,000.00 / $450,000.00
6006 / 691601-100200 General Engineering Services - Supply 2024B (Voted Water Carryover) / $0.00 / $450,000.00 / $450,000.00
SECTION 2. That the transfer of $900,000.00 or so much thereof as may be needed, is hereby authorized between projects within the Water Bond Fund, Fund 6006, per the account 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 engineering services agreement for the General Engineering Services - Supply 2024A project with T&M Associates (NJ) (T&M Associates) 4675 Lakehurst Ct, Suite 250, Columbus, OH 43016, and for the General Engineering Services - Supply 2024B project Wade Trim, Inc., 7965 N. High Street, Suite 240, Columbus, OH 43235 for a total expenditure of up to $900,000.00, in accordance with the terms and conditions of the contracts on file in the Office of the Division of Water.
SECTION 4. That the expenditure of $900,000.00, or so much thereof as may be needed, is hereby authorized in the Water Bond Fund, Fund 6006, per the accounting codes in the attachment to this ordinance.
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.