Explanation
1. BACKGROUND: General Engineering Consultant (GEC) Services are necessary to provide technical and engineering assistance to the Department of Public Utilities (DPU). Initial services are for Division of Sewerage and Drainage (DOSD) facilities. Additional DPU facilities may be added in the future. The GEC services may include the following tasks for small projects: investigations, inspections and evaluations of existing conditions, surveying, preparation of engineering or architectural drawings and specifications, review of contractors’ submittals including shop drawings, maintenance and operation (M&O) manuals, Standard Operating Procedures (SOPs). The GEC services may also include assistance with new equipment or systems start-up and commissioning, instrumentation & control (I&C) work such as Human Machine Interface (HMI) and Programmable Logic Controller (PLC) programming, uploading documents onto the City’s Project Management Information System (PMIS), computerized maintenance software, preparation of record plan drawings for small projects, technical assistance in the preparation of Facilities/Equipment Maintenance (FEM) documents, and other similar related tasks. Small projects that may, on occasion, require engineering services under this contract include small Capital Improvement Projects (formerly known as “Plant Improvement Projects” or “PIPs”) and FEM service contracts.
The small Capital Improvement Projects (CIP) will vary in nature and can include replacement and upgrade of equipment, materials, structural features, electrical, or instrumentation & control (I&C) work and their associated appurtenances that have served its useful life.
The actual construction and commissioning of upgrades in the several facilities will generally be accomplished by others.
Planning Area: 99 (Citywide)
2. PROCUREMENT: The Division advertised for a Request for Proposals (RFP’s) for the subject services on the City’s Vendor Services website and the Bonfire website in accordance with the overall provisions of Section 329 of the Columbus City Code. The Division of Sewerage and Drainage received two (2) proposals on October 1, 2021 from Hatch Associates Consultants, and T & M Associates. An evaluation committee reviewed the proposals and scored them based on the criteria within Columbus City Code Section 329. The Department of Public Utilities recommends the agreement be awarded to T & M Associates.
3. CONTRACT COMPLIANCE: 22-1806708 | MAJ | EXP 06/04/2022 | Vendor # 001614
4. TIMELINE: T&M Associates will begin work after the notice to proceed is given upon execution of this contract. The contract duration is for three (3) years, starting upon the date of Contract Execution (listed on front page of the Engineering Agreement). The professional services shall be funded by incremental appropriation, through the use of approximately annual modifications. There are two (2) planned renewals to this project, December 2022 and December 2023.
5. EMERGENCY DESIGNATION: Emergency designation is not requested.
6. ECONOMIC IMPACT: The performance of this project’s activities to provide engineering and technical services for CIPs and FEMs at DPU facilities will help them maintain peak operational performance. If left unperformed, the required work could become larger and more expensive that could produce a major impact to the budget. No community outreach is considered for this project.
7. FISCAL IMPACT: This ordinance authorizes the appropriation, transfer within, and the expenditure of up to $500,000.00 from the Sanitary Sewer PayGo Fund 6116.
Title
To authorize the Director of Public Utilities to enter into a multi-year professional engineering services agreement with T & M Associates for the DPU General Engineering Consultant Services #5 Project; to authorize the appropriation, transfer, and expenditure of up to $500,000.00 from the Sanitary Sewer PayGo Fund 6116; and to amend the 2021 Capital Improvements Budget. ($500,000.00)
Body
WHEREAS, Requests for Proposals were opened on October 1, 2021 pursuant to the overall requirements within Columbus City Code 329 and T & M Associates was selected based upon the City’s Request for Proposal evaluation process; and
WHEREAS, it is necessary to authorize the Director of Public Utilities to enter into a professional engineering services agreement with T & M Associates for the DPU General Engineering Consultant Services #5 Project, CIP 650260-100400; and
WHEREAS, the work for this project will provide technical engineering assistance to the Department of Public Utilities; and
WHEREAS, it is necessary to authorize the amendment to the 2021 Capital Improvements Budget to provide sufficient budget authority; and
WHEREAS, it has become necessary in the usual daily operation of the Department of Public Utilities, Division of Sewerage and Drainage, to authorize the Director of Public Utilities to enter into a professional engineering services agreement with T & M Associates for the DPU General Engineering Consultant Services #5 Project, CIP 650260-100400 for the preservation of the public health, peace, property, safety and welfare; now, therefore
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of Public Utilities is hereby authorized to enter into a multi-year professional engineering services agreement with T & M Associates, 4675 Lakehurst Ct. Suite 250, Dublin OH 43016, for General Engineering Consultant Services #5 Project, CIP 650260-100400 in accordance with the terms and conditions as shown in the agreement on file in the office of the Division of Sewerage and Drainage.
SECTION 2. That the appropriation, transfer within, and expenditure of $500,000.00 or so much thereof as may be needed, is hereby authorized per the accounting codes in the attachment to this ordinance.
SECTION 3. That the 2021 Capital Improvements Budget is hereby amended per the accounting codes attached to this ordinance.
SECTION 4. That the said firm, T & M Associates, shall perform the work to the satisfaction of the Director of Public Utilities and the Administrator of the Division of Sewerage and Drainage.
SECTION 5. That the City Auditor is hereby authorized to transfer any unencumbered balance in the project account to the unallocated balance 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; except that no transfer shall be made from a project by monies from more than one source.
SECTION 6. That the City Auditor is authorized to establish proper project accounting numbers as appropriate.
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 funds necessary to carry out the purpose of this Ordinance are hereby deemed appropriated, and the City Auditor shall establish such accounting codes as necessary.
SECTION 9. That this ordinance shall take effect and be in force from and after the earliest period allowed by law.