Explanation
1. BACKGROUND
This ordinance authorizes the Director of Public Utilities to enter into a planned contract modification for professional engineering services with Advanced Engineering Consultants, Ltd. for the DOSD HVAC & Air Purification System Replacements, No.2, contract, CIP #650265-100200, in an amount up to $483,728.65.
This contract addresses various Division of Sewerage and Drainage (DOSD) Facilities. Many of the HVAC & Air Purification Units are approaching the end of their useful life and are becoming increasingly difficult to repair, to maintain, and to update controller software programs. The basis of design for this program is based on the HVAC & Air Purification Unit survey report prepared during the HVAC Program #1 for the Division's various buildings, including both Waste Water Treatment Plants, the Compost Facility, and the Sewer Maintenance and Operations Center (SMOC) that determine the age and condition of the current equipment. This report will continue to be the guiding document to schedule and replace the failing units on a priority basis. This contract work includes preliminary engineering, detailed design, and services during construction for the units selected for each year of construction.
This ordinance is a planned modification to an existing contract. It adds funds to perform additional task order work. Tasks planned for this modification include additional preliminary engineering, planning and prioritization of HVAC replacements, detailed design bid packages, and services during construction.
Planning Area - “99 - Citywide”.
1.1 Amount of additional funds to be expended: $483,728.65
Original Contract $563,000.00 (ORD 0143-2023; PO368965)
Modification 1 (Current) $483,728.65
Modification 2 (Future) $577,000.00
CONTRACT TOTAL $1,623,728.65
1.2. Reason other procurement processes are not used:
This is a planned modification to add funds to a contract that was awarded through the City’s Request for Approval process. Another procurement process is not required to do this.
1.3. How cost of modification was determined:
A funding needs estimate was established based upon the expected contract tasks and an estimate of the cost of the tasks as determined by existing contract job titles, rates of pay, and allowable expenses.
2. ECONOMIC IMPACT/ADVANTAGES; COMMUNITY OUTREACH; PROJECT DEVELOPMENT; ENVIRONMENTAL FACTORS/ADVANTAGES OF PROJECT
This project is necessary for replacement of failing HVAC systems at our facilities. Environmental benefits will likely be inherent in the project, because newly designed units will be likely be more energy efficient. No community outreach or input is believed to be necessary.
3. CONTRACT COMPLIANCE INFORMATION
Advanced Engineering Consultants, Ltd.’s contract compliance number is CC005665 and expires 4/12/26.
4. MINORITY AND WOMAN OWNED BUSINESS ENTERPRISE & SMALL LOCAL BUSINESS ENTERPRISE PROGRAM
This contract was awarded with a City of Columbus MBE/WBE Program goal of 10% as assigned by the City’s Office of Diversity and Inclusion (ODI). This 10% goal applies to all contract spending, including the original contract dollar amount and all modifications to change contract funding. Failure by the consultant to meet this goal subjects the consultant 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. The projected MBE/WBE percentage for this contract modification is 8.3%.
As part of their proposal, Advanced Engineering Consultants, Ltd., a City certified MBE company, has proposed the following two subcontractors to perform contract work:
Company Name City/State ODI Certification Status
Brown and Caldwell Columbus, Ohio MAJ
Dynotec, Inc. Columbus, Ohio MBE
The certification of Advanced Engineering Consultants, Ltd. and the above companies was in good standing at the time the bid was awarded.
5. FISCAL IMPACT
Funds are available and appropriated for this expenditure within the Sanitary Bond Fund, Fund 6109.
Title
To authorize the Director of the Department of Public Utilities to modify and increase the contract with Advanced Engineering Consultants, Ltd. for the HVAC & Air Purification System Replacements project; and to authorize an expenditure of $483,728.65 from the Sanitary Bond Fund to pay for the contract modification. ($483,728.65)
Body
WHEREAS, the Department of Public Utilities is engaged in the DOSD HVAC & Air Purification System Replacements, No.2 project; and
WHEREAS, Contract No. PO368965 was authorized by Ordinance No. 0143-2023 for the DOSD HVAC & Air Purification System Replacements, No.2 Project; and
WHEREAS, a planned contract modification is needed to continue professional engineering services; and
WHEREAS, it is necessary for Council to authorize the Director of Public Utilities to modify the professional engineering services agreement with Advanced Engineering Consultants, Ltd. for the DOSD HVAC & Air Purification System Replacements, No.2 Project; and
WHEREAS, it is necessary to expend funds from the Sanitary Bond Fund, Fund 6109, to pay for the contract modification; NOW, THEREFORE,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of the Department of Public Utilities is hereby authorized to modify and increase the professional engineering contract with Advanced Engineering Consultants, Ltd. for the DOSD HVAC & Air Purification System Replacements No.2 project in an amount up to $483,728.65 in accordance with the terms and conditions of the contract on file in the Department of Public Utilities.
SECTION 2. That an expenditure of $483,728.65, or so much thereof as may be needed, is hereby authorized from the Sanitary Bond Fund, Fund 6109, to pay for this contract modification per the accounting codes in the attachment to this ordinance.
SECTION 3. 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 4. 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 5. 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 6. That this Ordinance shall take effect and be in force from and after the earliest period allowed by law.