Explanation
1. BACKGROUND
This ordinance authorizes the Director of Public Utilities to enter into a planned contract modification for professional engineering services with CDM Smith, Inc., for professional engineering services for the WWTFS Instrumentation and Control (I&C) Integration and Programming #3 project, CIP #650348-100005, in an amount up to $500,000.00.
This project will provide needed upgrades to the existing Plant Wide Process Control System (PWPCS) at each Division of Sewerage and Drainage (DOSD) facility. It will provide integration for the newly constructed capital improvement projects into the existing PWPCS at the DOSD facilities and provide DOSD staff training, with the goal that the City staff will become self-reliant to handle all PWPCS issues. New projects must be integrated into the PWPCS to best maintain the operational performance of the treatment facilities. This project also assists City staff in maintaining and upgrading the PWPCS at the Southerly plant, Jackson Pike plant, Sewer Maintenance Operation Center, Compost Facility, and remote telemetry sites including (14) Sanitary Pump Stations, (16) Storm Pump Stations, (8) Biofilter sites, (4) Stream gauge sites, (6) Floodwall Gate Houses, and (30) Flow meter sites.
The community planning area for this project is 99 - Citywide.
1.1 Amount of additional funds to be expended: $500,000.00
Original Contract Amount: $500,000.00 (ORD 3370-2022; PO368205)
Modification #1: $500,000.00 (ORD 0571-2024; PO449155)
Modification #2: $500,000.00 (Current)
Total: $1,500,000.00
1.2. Reason other procurement processes are not used:
This contract was awarded through the City’s RFP process to provide engineering services through the completion of construction of this project. This contract modification is being executed solely to provide funding to continue the next phase of engineering services needed for this project. A new procurement process is not required.
1.3. How cost of modification was determined:
The cost of the modification was determined per the contract rates and job titles established in the original contract and an estimate of the number of hours needed for each job title for the tasks to be assigned to the contract modification.
2. ECONOMIC IMPACT/ADVANTAGES; COMMUNITY OUTREACH; PROJECT DEVELOPMENT; ENVIRONMENTAL FACTORS/ADVANTAGES OF PROJECT
This contract is essential for maintenance and troubleshooting of the Plant Wide Process Control System (PWPCS) as well as integration of new equipment with the control system. The project provides emergency response for troubleshooting of the PWPCS which will allow more reliable service from the DOSD facilities and help ensure that the facilities meet environmental permits.
3. CONTRACT COMPLIANCE INFORMATION:
CDM Smith, Inc.’s contract compliance number is CC000180 and expires 10/2/26.
CDM Smith, Inc., plans to perform the contract work with the following three subcontractors:
Company Name City/State ODI Certification Status
Brown and Caldwell Columbus, Ohio MAJ
CAD Concepts Inc. Columbus, Ohio WBE
Emerging Technology Integrators, Inc. Columbus, Ohio MBE
Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against CDM Smith, Inc.
The certification of CDM Smith, Inc., and all subcontractors was in good standing at the time the bid was awarded.
4. FISCAL IMPACT
Funding for this contract will be obtained through the Ohio Water Development Authority Direct Loan Program. City Council authorized this loan application and acceptance of loan funding via Ordinance 0652-2024, passed by Council on 3/25/24. This ordinance is contingent upon the approval of the OWDA loan, which is anticipated to be approved in July of 2025. An amendment to the 2024 Capital Improvement Budget is needed to align budget authority with the proper project. Funds will need to be appropriated in the Sanitary - Water Fresh Market Rate Fund, Fund 6124.
The Ohio Water Development Authority (OWDA) Direct Loan Program is a reimbursement program. A purchase order will need to be established to CDM Smith, Inc. for this contract modification. Public Utilities will need to pay charges directly to CDM Smith, Inc. and then submit reimbursement requests based upon these paid invoices to OWDA for OWDA to reimburse Public Utilities.
Title
To authorize the Director of the Department of Public Utilities to modify and increase the contract with CDM Smith, Inc., for the Waste Water Treatment Facilities System Instrumentation and Control Integration and Programming project; to amend the 2024 Capital Improvement Budget; to authorize the appropriation of funds in the Sanitary - Fresh Water Market Rate Fund; to make this ordinance contingent upon the approval of a loan from the Ohio Water Development Authority; and to expend up to $500,000.00 from the Sanitary - Fresh Water Market Rate Fund. ($500,000.00)
Body
WHEREAS, the Department of Public Utilities is engaged in the WWTFS Instrumentation and Control (I&C) Integration and Programming #3 project; and
WHEREAS, it is necessary to authorize the Director of the Department of Public Utilities to modify and increase the contract with CDM Smith, Inc. for the WWTFS Instrumentation and Control (I&C) Integration and Programming #3 project; and
WHEREAS, the 2024 Capital Improvement Budget must be modified to align budget authority with the proper project; and
WHEREAS, it is necessary to appropriate funds in the Sanitary - Water Fresh Market Rate Fund, Fund 6124, for this expenditure; and
WHEREAS, the WWTFS Instrumentation and Control (I&C) Integration and Programming #3 project is anticipated to be funded with a loan from the Ohio Water Development Authority; and
WHEREAS, this ordinance is contingent upon loan approval for the WWTFS Instrumentation and Control (I&C) Integration and Programming #3 project by the Ohio Water Development Authority which is anticipated to occur in July of 2025; and
WHEREAS, funds must be expended to pay for the WWTFS Instrumentation and Control (I&C) Integration and Programming #3 project modification; NOW, THEREFORE,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the 2024 Capital Improvements Budget authorized by Ordinance 1907-2024 be amended as follows to establish sufficient budget authority for this project:
Fund / Project Number / Project Name (Funding Source) / Current Authority/ Revised Authority / Change
6124 / 650348-100005 / WWTFS Instrumentation and Control (I&C) Integration and Programming #3 (OWDA Direct Loan) / $0.00 / $500,000.00 / $500,000.00 (To match loan amount)
SECTION 2. 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, 2025, the sum of $500,000.00 is appropriated in Fund 6124 (OWDA Direct Loan) per the account codes in the attachment to this ordinance.
SECTION 3. That this ordinance is contingent upon obtaining a loan from the Ohio Water Development Authority to fund the WWTFS Instrumentation and Control (I&C) Integration and Programming #3 project.
SECTION 4. That the Director of Public Utilities is hereby authorized to modify and increase the contract for the WWTFS Instrumentation and Control (I&C) Integration and Programming #3 project with CDM Smith, Inc., 445 Hutchinson Ave Ste. 820, Columbus, OH 43235, in an amount up to $500,000.00, in accordance with the terms and conditions of the contract on file in the Department of Public Utilities.
SECTION 5. That the expenditure of up to $500,000.00 is authorized per the accounting codes in the attachment to this Ordinance.
SECTION 6. 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 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 City Auditor is 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 9. That this Ordinance shall take effect and be in force from and after the earliest period allowed by law.