Explanation
1. BACKGROUND
This ordinance authorizes the Director of Public Utilities (DPU) to enter into a planned contract modification for professional engineering services with Dynotec, Inc. for the Morrison Booster Station Improvements, CIP #690473-100020, in an amount up to $158,792.93 for Division of Water Contract No. 2414.
An evaluation of the Morrison Booster Station determined the roof was at the end of its service life and needed a full replacement. It was also determined improvements could be made to the process piping and more energy efficient lighting should be installed to reduce the energy consumption of the facility. A request for proposals was issued for the design work. Ordinance 1937-2023 approved the awarding of a design contract to Dynotec, Inc. for this project, and approved initial funding to be used for preliminary design of the project. Preliminary design is nearing completion. A planned modification to add funding for detailed design is requested with this ordinance. A final planned contract modification is anticipated to be needed for engineering services during construction.
The project is located within the City of Columbus in the Far East planning area (58).
TIMELINE: The duration of the initial contract for Phase 1 - Preliminary Design Services is 7 months and is expected to begin in September, 2023. Phase 2 - Detailed Design Services (Modification No. 1) is expected to have a duration of approximately 9 months. Phase 3 - Engineering Services during Construction (Modification No. 2) is expected to have a duration of approximately 12 months.
1.1 Amount of additional funds to be expended: $158,792.93
The amount of the initial contract and the anticipated future contract modifications is listed below.
Cost summary:
Original Contract - Phase 1 Preliminary Design $ 132,906.27
Modification No. 1 - Detailed Design $ 158,792.93 (current)
Modification No. 2 - Services during Construction $ 50,000.00 (estimated)
CONTRACT TOTAL $ 341,699.20 (estimated)
1.2. Reason other procurement processes are not used:
This contract was awarded under the City RFP process and expected to use two planned contract modifications to add funding as needed. This is the first of the two planned contract funding modifications. Another procurement process is not required.
1.3. How cost of modification was determined:
The funding being added is an estimate of the amount needed over the upcoming year. Once tasks are assigned to this contract, the consultant is able to develop a work breakdown structure for each task. The fee for each task is then negotiated between Dynotec, Inc. and City project managers based upon the existing contract job titles, hourly rates of pay for each title, and allowable expenses.
2. ECONOMIC IMPACT/ADVANTAGES; COMMUNITY OUTREACH; PROJECT DEVELOPMENT; ENVIRONMENTAL FACTORS/ADVANTAGES OF PROJECT
By completing this project, the Morrison Booster Station will be upgraded with new roof to protect pumps and electrical equipment. This booster station is critical to meet demands of the east area of the water distribution system. The project will incorporate measures, such as energy efficient lighting, to reduce the energy demand of this facility.
3. CONTRACT COMPLIANCE INFORMATION
Dynotec, Inc.’s contract compliance number is CC005053 and expires 2/12/2026.
4. 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 15% as assigned by the City’s Office of Diversity and Inclusion (ODI). ODI has approved an MBE/WBE Program goal of 15% for this contract, including any contract modifications. Failure by the contractor to meet this goal subjects the contractor to the Penalties for Non-Compliance as described in the terms and conditions that were part of the bid documents for this contract.
As part of their proposal, Dynotec, Inc. anticipates the following subcontractors will perform contract work:
Company Name City/State ODI Certification Status
Advanced Engineering Consultants Columbus MBE
CDM Smith Columbus MAJ
Lawhon & Associates Columbus WBE
The certifications of Dynotec, Inc., and the above subcontractors were in good standing at the time the bid was awarded.
5. FISCAL IMPACT
Funds in the amount of $158,792.93 are available and appropriated within the Water Bond Fund, Fund 6006. An amendment to the 2023 Capital Improvement Budget is necessary to align budget authority with the proper projects.
Title
To authorize the Director of the Department of Public Utilities to enter into a planned professional services contract modification for the Morrison Booster Station Improvements contract with Dynotec, Inc.; to authorize an amendment to the 2023 Capital Improvement Budget; and to authorize an expenditure of $158,792.93 from the Water Bond Fund for the contract. ($158,792.93)
Body
WHEREAS, the Department of Public Utilities is engaged in the Morrison Booster Station Improvements Project; and
WHEREAS, Contract No. PO404104 was authorized by Ordinance 1937-2023, for the Morrison Booster Station Improvements Project; and
WHEREAS, a planned contract modification is needed to add funding for tasks anticipated to be added to the contract over the next year; and
WHEREAS, it is necessary for Council to authorize the Director of Public Utilities to modify the professional engineering services contract with Dynotec, Inc. for Morrison Booster Station Improvements; and
WHEREAS, the 2023 Capital Improvements Budget must be modified to align budget authority with the proper project; and
WHEREAS, it is necessary to expend funds from the Water Bond Fund, Fund 6006, 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 (Funding Source) / Current Authority / Revised Authority / Change
6006 / 690473-100018 / Indianola Booster Station Demolition (Voted Water Carryover) / $113,000.00 / $0.00 / ($113,000.00)
6006 / 690473-100014 / Smoky Row Booster Station Roof Improvements (Voted Water Carryover) / $48,210.00 / $2,417.00 / ($45,793.00)
6006 / 690473-100020 / Morrison Booster Station Improvements (Voted Water Carryover) / $132,906.00 / $291,699.00 / $158,793.00
SECTION 2. That the Director of the Department of Public Utilities is hereby authorized to enter into a contract modification with Dynotec, Inc., 2931 East Dublin-Granville Road, Suite 200, Columbus, OH 43231, for the Morrison Booster Station Improvements contract, in an amount up to $158,792.93, in accordance with the terms and conditions as shown in the contract on file with the Department of Public Utilities.
SECTION 3. That the expenditure of up to $158,792.93 is hereby authorized per the accounting codes in the attachment to this ordinance.
SECTION 4. 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 5. 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 6. 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 7. That this Ordinance shall take effect and be in force from and after the earliest period allowed by law.