Explanation
1. BACKGROUND
This ordinance authorizes the Director of Public Utilities to enter into a planned contract modification for professional engineering services during construction with Arcadis U.S., Inc. for professional services and construction services for the Southerly Wastewater Treatment Plant (SWWTP) Variable Frequency Drives (VFD) & Harmonic Filter Upgrade project, CIP #650346-100002, in an amount up to $1,155,372.28.
The City of Columbus, Department of Public Utilities’ (DPU) Division of Sewerage & Drainage (DOSD) has identified numerous Variable Frequency Drives (VFDs) and Harmonic Filters at several Southerly Wastewater Treatment Plant (SWWTP) processes that are nearing the end of their useful service life and are becoming increasingly difficult to repair and maintain. These processes include the fine screens, the Return Activated Sludge (RAS) pumps, the thickening centrifuges, and the skimmings concentrators. This project will provide specialized professional engineering services to evaluate, replace, configure, and program the VFDs and harmonic filters, provide new controls that may be necessary to integrate the new equipment into the existing systems, and provide any other ancillary work to provide a fully functioning system. This work will also include recommendations for the standardization of equipment that can be used in the Division of Sewerage and Drainage (DOSD) Guide Specifications and programming of Programmable Logic Controllers (PLCs). The equipment specified will vary based on site conditions, building use, building permit requirements, and ease of maintenance issues. Consideration shall be given to increasing ease of maintenance, development of standardized operating systems, and specifying control systems access software. This work is part of the City’s continuing effort to upgrade its treatment facilities, provide efficient, reliable, cost-effective operations, and enhance personnel safety.
This contract provides professional engineering services necessary for the entire project including preliminary design, detailed design, services for construction procurement, and engineering services during construction. The original contract funding was for Step 1, Preliminary Design Services. Preliminary Design investigated the existing conditions, determined space limitations, and investigated and evaluated products that could be utilized.
This modification to the agreement will provide funding for the next phase, which is Step 2, Detailed Design and Bidding/Construction Procurement Services. During this phase, detailed construction contract documents will be developed to define the construction work. Construction contract documents will consist of drawings, specifications, and bidding documents based upon the City’s standards and preferences. Bidding services will follow detailed design and will occur during the advertisement, bid opening, and construction contract execution phase of the project.
The actual emplacement of the work will be by construction contract. Step 3, Engineering Services During Construction will be performed when the proposed improvements are being constructed. That phase of the engineering contract will provide construction-phase engineering, start-up and commissioning assistance, and record documentation preparation. It is anticipated that a future contract modification will be requested for this work.
Planning Area: 99 - Citywide
TIMELINE: Preliminary Design is anticipated to be complete in the second quarter of 2024. Step 2, Detailed Design Services will commence immediately after the Preliminary Design work is approved and after this modification (Mod. No. 1) is approved by City Council and executed. It is estimated that Detail Design will be completed during the third quarter of 2025. At the conclusion of the Detailed Design, it is estimated that the construction contract will be advertised and bid in third quarter of 2025 and awarded in late 2025 or early 2026.
The overall contract duration, from initiation of Preliminary Design Services to completion of Engineering Services During Construction, is estimated to be 48 months. The DP’s services will continue beyond completion of construction to provide “as-built” record drawings of the constructed facilities.
1. ESTIMATED COST OF PROJECT: The original engineering contract amount was $443,624.94.That amount was sufficient to complete Step 1, Preliminary Design Services. The amount of this modification (Modification No. 1) for Step 2, Detailed Design and Bidding Services is $1,155,372.28. One additional future contract modification for Step 3, Engineering Services During Construction is anticipated at this time.
The following is an estimate of costs for this contract:
Cost summary:
Original Engineering Agreement (ORD 1320-2023; PO 395152) $443,624.94
Modification No. 1 (current) $1,155,372.28
Future Anticipated Costs $1,620,000.00
$3,218,997.22
1.2. Reason other procurement processes are not used:
The majority of the work included in this modification was planned and anticipated within the original procurement, but due to the highly complex and technical nature of this wastewater treatment plant project, it is not reasonable or cost efficient to undertake a new procurement effort to acquire independent design services. The lengthy process for initiating a new procurement and for a new entity to gain understanding of the project would likely cause an unacceptable project delay and additional cost.
1.3. How cost of modification was determined:
A cost proposal was provided by Arcadis U.S., Inc. and reviewed by the Division of Sewerage and Drainage and was deemed acceptable.
2. ECONOMIC IMPACT/ADVANTAGES; COMMUNITY OUTREACH; PROJECT DEVELOPMENT; ENVIRONMENTAL FACTORS/ADVANTAGES OF PROJECT
The performance of this project’s activities to provide specialized professional engineering services to evaluate and replace VFDs and Harmonic Filters at SWWTP is needed to continue the City’s effort to upgrade its treatment facilities, provide efficient, reliable, cost-effective operations, and enhance personnel safety. If left unperformed, the required work could become larger in scope and more expensive and could produce a major impact to the City’s wastewater treatment system and the budget. No community outreach is considered for this project.
3. BID INFORMATION
Two proposals was received:
Name C.C. No. Exp. Date City/State Status
Arcadis U.S., Inc., LLC CC-009409 02/22/25 Columbus, OH MAJ
Hatch Associates Consultants Inc. CC-025646 03/08/24 Columbus, OH MAJ
All proposals were deemed responsive. The evaluation committee reviewed the proposals and recommended the contract for the SWWTP VFD & Harmonic Filter Upgrades project be awarded to Arcadis U.S., Inc.
Arcadis U.S., Inc.’s certification was in good standing at the time of the contract award.
4. CONTRACT COMPLIANCE INFORMATION
Arcadis U.S., Inc.’s contract compliance number is CC-009409 and expires 2/22/2025. Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against Arcadis U.S., Inc.
5. MINORITY AND WOMAN OWNED BUSINESS ENTERPRISE & SMALL LOCAL BUSINESS ENTERPRISE PROGRAM
This contract was initially awarded with a City of Columbus MBE/WBE Program goal of 10% as assigned by the City’s Office of Diversity and Inclusion (ODI). The consultant is required to meet this goal for the entire contract amount, including modifications. Failure by the 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 bid documents for this contract. For this modification the anticipated MBE/WBE usage is 17.6%.
As part of their proposal, Arcadis U.S., Inc. has proposed the following four subcontractors to perform contract work:
Company Name City/State ODI Certification Status
Brown and Caldwell Columbus, Ohio MAJ
Advanced Engineering Consultants Columbus, Ohio MBE
CCI Engineering Services Columbus, Ohio WBE
Regency Construction Services Columbus, Ohio WBE
6. FISCAL IMPACT
This design phase is anticipated to be financed with a loan from the Water Pollution Control Loan Fund (WPCLF), a program 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 2767-2023, passed by Council on 10/30/23. This loan is expected to be approved at the OWDA July Board meeting. This ordinance is contingent upon the loan being approved by OWDA. The Department of Public Utilities will inform the Auditor's Office when this loan has been approved.
Title
To authorize the Director of the Department of Public Utilities to enter into a professional engineering services contract modification with Arcadis U.S., Inc. for the SWWTP VFD & Harmonic Filter Upgrade project; to appropriate funds in the Sanitary 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 $1,155,372.28 from the Sanitary Revolving Loan Fund. ($1,155,372.28)
Body
WHEREAS, the Department of Public Utilities is engaged in the SWWTP VFD & Harmonic Filter Upgrade project; and
WHEREAS, Contract No. PO395152 was authorized by Ordinance No. 1320-2023, for the SWWTP VFD & Harmonic Filter Upgrade Project; and
WHEREAS, a planned contract modification is needed for engineering services during construction; and
WHEREAS, this ordinance is contingent upon the loan being approved; and
WHEREAS, funds will need to be appropriated in the Sanitary Revolving Loan Fund, Fund 6111; and
WHEREAS, it is necessary to authorize an expenditure of funds from the Sanitary Revolving Loan Fund, Fund 6111, to pay for services provided by this contract modification; NOW, THEREFORE,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That from the unappropriated monies and from all monies estimated to come into said fund from any and all sources and unappropriated for any other purpose during the fiscal year ended December 31, 2024, the sum of $1,155,372.28 is appropriated in Fund 6111 (Sanitary Revolving Loan Fund), per the account codes in the attachment to this ordinance.
SECTION 2. That the Director of the Department of Public Utilities is hereby authorized to enter into a contract modification of a professional engineering services agreement for the SWWTP VFD & Harmonic Filter Upgrade Project with Arcadis U.S., Inc., 7575 Huntington Park Drive, Suite 130 Columbus, OH 43235, for an expenditure up to $1,155,372.28, in accordance with the terms and conditions of the contract on file in the Office of the Division of Sewerage and Drainage.
SECTION 3. That the expenditure of $1,155,372.28, or so much thereof as may be needed, is hereby authorized in the Sanitary Revolving Loan Fund, Fund 6111, per the accounting codes in the attachment to this ordinance.
SECTION 4. That this ordinance is contingent upon the Ohio Water Development Authority's Board approving the loan for this project.
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.