Explanation
1. BACKGROUND
This ordinance authorizes the Director of Public Utilities to enter into a contract modification for professional engineering services with AECOM Technical Services, Inc. for the DOSD Sanitary Pump Station SA-13 Evaluation & Upgrade Project, CIP #650660-100013, in an amount up to $417,248.79.
The initial phase of this contract provided Professional Engineering Services for Preliminary Design (Step 1). This phase, the second phase, will provide Professional Engineering Services for Detailed Design and Bidding Services (Step 2). The third phase will provide engineering services during construction (Step 3).
The scope of work for this project will generally include a complete assessment, evaluation, and refurbishment of Sanitary Pump Station SA-13 so that it can remain in service for the next 20 years with only routine maintenance. The building structure and the systems and equipment within may need refurbishment to some degree, including but not limited to pumps and motors, electrical and power generating equipment, security systems, instruments and controls, wet well structures, the sewer pipes within the boundaries of the site, electrical cabling and duct banks, parking lots, grounds and fences, and HVAC systems. This refurbishment must bring the pump station into compliance with all current building and safety codes.
Step 1 of this project, Preliminary Design, included the following tasks: 1. A review of the existing pump station, 2. A condition assessment and evaluation of the existing pump station, 3. Identification and evaluation of design alternatives, 4. Development of design criteria and basis of design, and 5. Preparation of a Detailed Design Memorandum / Preliminary Design Report (PDR) / Condition Assessment Report.
This phase will request a modification (Modification No. 1) to the Professional Engineering Services Agreement to provide funding for Step 2, Detailed Design. Detailed Design will prepare construction contract documents (including specifications and drawings) in accordance with City of Columbus Division of Sewerage and Drainage standards, guidelines, and direction for construction and implementation of the proposed facility. Detailed Design also includes plan and specification review meetings, assisting in negotiations, permitting, and other matters with the Ohio EPA and other government agencies as necessary, and bidding services (which includes assisting at the Pre-Bid Meeting, reviewing the bids, making an award recommendation to lowest and best bid, and preparing Conformed to Contract construction documents.)
Upon award of the construction contract, another modification will be requested to fund Step 3, engineering services during construction, which will include Technical Project Representation (TPR) duties, construction phase engineering, start-up and commissioning assistance, and record documentation.
The Community Area for this project is 59 - Southwest.
1.1. Amount of additional funds to be expended: $417,248.79
Cost summary:
Original Engineering Agreement (ORD 0498-2022; PO324991) $231,539.23
Modification No.1 (current) $417,248.79
Modification No. 2 (future) $406,000.00
CONTRACT TOTAL $1,054,788.02
1.2. Reason other procurement processes are not used:
This contract was initiated through the City’s RFP process and intended to take the project from preliminary design through construction with planned modifications to add funding. This is one of the planned funding modifications. Another procurement process is not required.
1.3. How cost of modification was determined:
A cost proposal was provided by AECOM Technical Services, Inc, based upon existing contract job titles, rates of pay, and allowable expenses. The proposal was 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 provide recommendations for the upgrade of DOSD’s Sanitary Pump Station SA-13 is needed to plan improvements to maintain peak operational performance. If left unperformed, the required work could become larger in scope and more expensive and could produce a major impact to the collection system and the budget. No community outreach is considered for this project.
3. CONTRACT COMPLIANCE INFORMATION
AECOM Technical Services, Inc.’s contract compliance number is CC010897 and expires 5/28/26.
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. AECOM Technical Services, Inc is classified as a majority owned company by the City’s Office of Diversity and Inclusion. As part of their proposal, AECOM Technical Services, Inc. has proposed four subcontractors to perform contract work. The MBE/WBE percentage for this modification is expected to be 35.01%.
Company Name City/State ODI Certification Status
Hazen and Sawyer Columbus, Ohio MAJ
Advanced Engineering Consultants, Ltd. Columbus, Ohio MBE
Dynotec, Inc. Columbus, Ohio MBE
CTL Engineering, Inc. Columbus, Ohio MBE
The certification of AECOM Technical Services, Inc. and the above companies was in good standing at the time of this contract modification.
5. 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 loan is expected to be approved at the OWDA January Board meeting. This ordinance is contingent upon the OWDA Board approving the loan application.
The 2024 Capital Improvements Budget will need to be modified to align budget authority with the proper project; and funds will need to be appropriated and expended in the Sanitary - Fresh Water Market Rate Fund, Fund 6124.
The Ohio Water Development Authority (OWDA) Direct Loan Program is a reimbursement program. Purchase orders will need to be established to AECOM Technical Services, Inc., for these contracts. Public Utilities will need to pay invoices directly to AECOM Technical Services, 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 Public Utilities to enter into a contract modification for professional engineering services with AECOM Technical Services, Inc., for the Department of Sewerage and Drainage Sanitary Pump Station 13 Evaluation and Upgrade Project; to authorize an amendment to the 2024 Capital Improvement Budget; to appropriate funds in the Sanitary - Fresh Water Market Rate Fund; to make this ordinance contingent upon the Ohio Water Development Authority approving a loan for this project; and to authorize an expenditure of up to $417,248.79 from the Sanitary - Fresh Water Market Rate Fund to pay for the contract modification. ($417,248.79)
Body
WHEREAS, the Department of Public Utilities is engaged in the DOSD Sanitary Pump Station SA-13 Evaluation & Upgrade Project; and
WHEREAS, Contract No. PO051397 was authorized by Ordinance No. 3332-2016, for the DOSD Sanitary Pump Station SA-13 Evaluation & Upgrade Project; and
WHEREAS, this project had planned contract modifications to add funding to pay for work to be performed for the DOSD Sanitary Pump Station SA-13 Evaluation & Upgrade Project; and
WHEREAS, it is necessary for Council to authorize the Director of Public Utilities to execute a contract modification to the professional engineering services agreement with AECOM Technical Services, Inc for the DOSD Sanitary Pump Station SA-13 Evaluation & Upgrade Project for funding for detailed design and bidding services; and
WHEREAS, City Council authorized this contract modification to be funded via a loan from the Ohio Water Development Authority Direct Loan Program via Ordinance 0652-2024, passed by Council on 3/25/24; and
WHEREAS, this ordinance is contingent upon the loan being approved; and
WHEREAS, the 2024 Capital Improvements Budget must be modified to align budget authority with the proper project; and
WHEREAS, funds will need to be appropriated in the Sanitary - Fresh Water Market Rate Fund, Fund 6124; and
WHEREAS, it is necessary to authorize an expenditure of funds from the Sanitary - Fresh Water Market Rate Fund, Fund 6124 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 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 / 650660-100013 / DOSD Sanitary Pump Stations SA13 Evaluation & Upgrade (Sanitary - Fresh Water Market Rate Fund) / $360,000.00 / $417,249.00 / $57,249.00 (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, 2024, the sum of $417,248.79 is appropriated in Fund 6124 (Sanitary - Fresh Water Market Rate Fund), per the account codes in the attachment to this ordinance.
SECTION 3. That the Director of Public Utilities is hereby authorized to modify and increase the professional engineering services contract with AECOM Technical Services, Inc, 2931 E. Dublin-Granville Rd. Suite 200, Columbus, OH 43231, for the DOSD Sanitary Pump Station SA-13 Evaluation & Upgrade Project, in an amount up to $417,248.79.
SECTION 4. That an expenditure of $417,248.79, or so much thereof as may be needed, is hereby authorized to pay for this contract per the accounting codes in the attachment to this ordinance.
SECTION 5. This ordinance is contingent upon the Ohio Water Development Authority's Board approving the loan for this project.
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 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 9. That this Ordinance shall take effect and be in force from and after the earliest period allowed by law.