Explanation
1. BACKGROUND
This ordinance authorizes the Director of Public Utilities to enter into a planned contract modification for professional engineering services with Jacobs Engineering Group, Inc. for the Electrical Power System Studies project, C.I.P. Number 690574-100000, in an amount up to $350,000.00.
The City of Columbus, Division of Water (DOW) operates a variety of facilities to obtain, treat, and distribute water to the central Ohio area, including but not limited to dams, collector wells, a raw water pump station, treatment plants, finished water booster stations, and related support/management/administrative facilities. Under this project, the Consultant shall provide electrical power system study services to enhance worker safety, comply with code requirements, protect equipment, and improve reliability of the electrical distribution system.
This ordinance will authorize a modification in the amount of $350,000.00 for the following major activities: reviewing existing system information; updating or creating one line diagrams and detailed computerized models of the power systems; collecting field data to support model verification and/or development; performing short circuit studies, device coordination studies, and arc flash risk assessments; developing protective device setting recommendations; and providing arc flash labels for installation on electrical devices.
Work performed to date for the Electrical Power System Studies project includes the following major activities: reviewing existing system information; updating or creating one line diagrams and detailed computerized models of the power systems; collecting field data to support model verification and/or developments; performing short circuit studies, device coordination studies, and arc flash risk assessments; developing protective device setting recommendations; and providing arc flash labels for installations on electrical devices.
The Planning Area is “99-Citywide” as tasks will be performed on City projects all over the City.
UPDATED TIMELINE
The original contract was anticipated to run from 1st QTR 2020 to 1st QTR 2022, but it lasted longer than anticipated because bidding of several of the projects to be served by the contract was delayed. This modification number 1 is anticipated to fund the contract for an approximately two year period from late 2023 to late 2025. The authorizing legislation called for two additional/future modifications (#2 and #3).
1.1 Amount of additional funds to be expended: $350,000.00
The original contract amount was $500,000.00. There are three programmed modifications of $350,000.00 each.
Cost summary:
Original Contract (PO208708, Ord. No. 2908-2019) $500,000.00
Modification #1 (current ordinance) $350,000.00
Modification #2 (future) $350,000.00
Modification #3 (future) $350,000.00
CONTRACT TOTAL $1,550,000.00
1.2. Reason other procurement processes are not used:
The original professional services agreement was bid out and planned for a total of two contract modifications. The original agreement was executed in January 2022 to provide funds for approximately a one year period or until all funds are expended. This is the first modification to add funds.
1.3. How cost of modification was determined:
The cost of the modification was determined by City staff based on the already established contract rates, the cost of task orders issued under the original contract, and the anticipated number/type of tasks to be authorized under modification number 1.
2. ECONOMIC IMPACT/ADVANTAGES; COMMUNITY OUTREACH; PROJECT DEVELOPMENT; ENVIRONMENTAL FACTORS/ADVANTAGES OF PROJECT:
This project will help the Division of Water renovate/upgrade facilities that are essential components in the Columbus area water supply and treatment infrastructure. Adequate safe supply of water is essential to economic growth and development.
Public outreach may occur for some of the projects to be managed under this contract depending on the nature of the work and impacts to the public.
3. CONTRACT COMPLIANCE INFORMATION
Jacobs Engineering Group, Inc.’s contract compliance number is CC024514 and expires 11/17/23.
Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against Jacobs Engineer Group, Inc.
4. MINORITY AND WOMAN OWNED BUSINESS ENTERPRISE & SMALL LOCAL BUSINESS ENTERPRISE PROGRAM
This contract was put in place prior to the implementation of the City of Columbus MBE/WBE Program and is not subject to the requirements of that program. Jacobs Engineering Group, Inc. is classified as a Majority company by the City’s Office of Diversity and Inclusion. Jacobs Engineering Group, Inc. anticipates performing the work on this contract modification with the use of subconsultants. The MBE/WBE percentage for this modification is not possible to calculate at this time since it is unknown which tasks the subconsultants will work on for the upcoming contract period.
As part of their proposal, Jacobs Engineer Group, Inc. has proposed the following subcontractors to perform contract work:
Company Name City/State ODI Certification Status
Arcadis Columbus, Ohio MAJ
Advanced Engineering Consultants, Inc. Columbus, Ohio MBE
The certification of Jacobs Engineering Group, Inc. and the above companies was in good standing at the time the bid was awarded.
5. FISCAL IMPACT
Funds are available and appropriated within the Water Bond Fund, Fund 6006, for this expense. An amendment to the 2023 Capital Improvement Budget is needed to align budget authority with the proper project. Cash and appropriation also need to be transferred between projects within the Water Bond Fund, Fund 6006, to align cash and appropriation with the proper project.
Title
To authorize the Director of the Department of Public Utilities to modify the contract with Jacobs Engineering Group for the Electrical Power System Studies Project; to authorize an amendment to the 2023 Capital Improvement Budget; to authorize a transfer of funds and appropriation within the Water Bond Fund; and to authorize an expenditure of up to $350,000.00 within the Water Bond Fund to pay for the contract modification. ($350,000.00)
Body
WHEREAS, the Department of Public Utilities is engaged in the Electrical Power System Studies Project; and
WHEREAS, Contract No. PO208708 was authorized by Ordinance No. 2908-2019, for the Electrical Power System Studies Project; and
WHEREAS, a planned contract modification is needed for Electrical Power System Studies services; and
WHEREAS, it is necessary for Council to authorize the Director of Public Utilities to execute a modification with the professional engineering services agreement with Jacobs Engineering Group, Inc. for the Electrical Power System Studies Project; and
WHEREAS, an amendment to the 2023 Capital Improvement Budget is needed to align budget authority with the proper project; and
WHEREAS, it is necessary to transfer cash and appropriation within the Water Bond Fund, Fund 6006, to align cash and appropriation with the proper project; and
WHEREAS, it is necessary to expend funds from the Water Bond Fund 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 / 690607-100000 / Merchant Road Property Destruction (Voted Water Carryover) / $678,100.00 / $491,942.00 / ($186,158.00)
6006 / 690574-100000 / Electrical Power System Studies (Voted Water Carryover) / $163,842.00 / $350,000.00 / $186,158.00
SECTION 2. That the transfer of $186,158.00, or so much thereof as may be needed, is hereby authorized between projects between within the Water Bond Fund, Fund 6006, per the account codes in the attachment to this ordinance.
SECTION 3. That the Director of Public Utilities is hereby authorized to modify the professional engineering services contract with Jacobs Engineering Group, Inc., 525 West Monroe, Suite 1600, Chicago, IL 60661; for the Electrical Power System Studies project, in an amount up to $350,000.00.
SECTION 4. That an expenditure of $350,000.00, or so much thereof as may be needed, is hereby authorized from the Water Bond Fund, Fund 6006, 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.