Explanation
1. BACKGROUND
This ordinance authorizes the Director of Public Utilities to enter into a professional services contract through the City’s RFP process with T&M Associates for the Eakin Road Area Water Line Improvements project, CIP No. 690236-100172, in an amount up to $506,579.57.
The purpose of this project is to construct necessary improvements to the water distribution system in the Eakin Road Area. The improvements identified in the scope of work will replace or rehabilitate water lines that have high break histories and require frequent maintenance. This project includes replacing or rehabilitating approximately 11,085 linear feet of 6-inch, 8-inch, and 12-inch water lines, transferring existing services, and replacing private lead service lines. The streets include Eakin Road, Doulton Court, Wedgewood Drive, Josephine Avenue, Vanderburg Avenue, Joyful Street, Derrer Road, and Glorius Road.
This project is located within the following Community Planning Area: Hilltop (15)
TIMELINE: The duration of the design phase for this project is 15 months. It is estimated that the end of this agreement will occur in October, 2027
ESTIMATED COST OF PROJECT: The negotiated amount and proposed award amount is $506,579.57, including a 15% construction contingency amount that will be utilized to fund needed and approved changes in the work. No contract modifications are anticipated at this time; however, design exigency might later compel modification of this contract, if unforeseen difficulties are encountered.
Cost summary:
Original Contract $506,579.57
Future Anticipated Needs $ 0.00
CONTRACT TOTAL $506,579.57
2. ECONOMIC IMPACT/ADVANTAGES; COMMUNITY OUTREACH; PROJECT DEVELOPMENT; ENVIRONMENTAL FACTORS/ADVANTAGES OF PROJECT
The goal of this project is to replace or rehabilitate the existing water lines that have a high break frequency. Replacement of these water lines will improve water service, decrease burden on water maintenance operations, and reduce water loss. The Neighborhood Liaison(s) will be contacted and informed of this project during the design phase. Further community outreach may result through the Neighborhood Liaison Program.
3. BID INFORMATION
This project was formally advertised on the Vendor Services and Bonfire websites from January 9, 2026, through February 6, 2026. Five proposals were received:
Name Contract Compliance. No. Exp. Date City/State Status
E.P. Ferris and Associates, Inc. CC004823 5/1/27 Columbus, OH MAJ
Gresham Smith CC009789 1/23/26 Columbus, OH MAJ
T&M Associates CC001614 3/10/28 Columbus, OH MAJ
DLZ Ohio, Inc. CC004939 1/21/28 Columbus, OH MBE
Moody Engineering CC012301 5/30/26 Columbus, OH MBE
Note: This RFP included 3 projects, and the top 3 ranked firms were selected for these projects. All proposals were deemed responsive. The evaluation committee reviewed the proposals and recommended the contract for the Argus Road Area Water Line Improvements project be awarded to T&M Associates.
4. CONTRACT COMPLIANCE INFORMATION
T&M Associates’ contract compliance number is CC001614 and expires 3/10/28.
As part of their proposal, T&M Associates, has proposed the following subconsultant to perform contract work:
Name Contract Compliance. No. Exp. Date City/State Status
E.P. Ferris and Associates, Inc. CC004823 3/10/28 Columbus, OH MAJ
Coldwater Consulting, LLC CC003198 1/13/27 Columbus, OH WBE
Moody Engineering CC012301 5/30/26 Columbus, OH MBE
The certification of T&M Associates and all subconsultants, was in good standing at the time the bid was awarded.
5. FISCAL IMPACT
Funding for this contract will be obtained through the Ohio Water Development Authority (OWDA) Direct Loan Program. City Council authorized this loan application and acceptance of loan funding via Ordinance 0700-2025, passed by Council on 3/31/25, and this ordinance is contingent upon OWDA loan approval. The OWDA Board is expected to approve the loan at their June Board meeting.
This project was not listed in Ordinance 0700-2025 as one of the projects anticipated to be funded through the OWDA program at the time that ordinance was passed. However, Section 2 of Ordinance 0700-2025 states:
“City Council understands and agrees that the list of projects and phases in the ORD 0700-2025 Anticipated OWDA Direct Loan Funded Projects attachment to this ordinance are the anticipated projects and phases; that projects and phases may be added to or subtracted from the list due to schedule changes or department need; and City Council authorizes the Director of Public Utilities to make changes to the list through 4/30/26 as the Director of Public Utilities deems necessary without seeking City Council approval for the changes and without amending this ordinance.”
The OWDA Direct Loan Program is a reimbursement program. Purchase orders will need to be established to T&M Associates, for this contract. Public Utilities will need to pay invoices directly to T&M Associates, and then submit reimbursement requests based upon these paid invoices to OWDA for OWDA to reimburse Public Utilities.
The 2025 Capital Improvement Budget will need to be amended to align budget authority with the proper project. Funds will need to be appropriated in the Water - Fresh Water Market Rate Fund, Fund 6014.
Title
To authorize the Director of the Department of Public Utilities to enter into a professional services contract with T&M Associates, Inc. for the Eakin Road Area Water Line Improvements project; to authorize an amendment to the 2025 Capital Improvement Budget; to appropriate funds within the Water - Fresh Water Market Rate Fund; to make this ordinance contingent upon approval of a loan from the Ohio Water Development Authority; and to authorize the expenditure of up to $506,579.57 from the Water - Fresh Water Market Rate Fund. ($506,579.57)
Body
WHEREAS, the Department of Public Utilities is engaged in the Eakin Road Area Water Line Improvements project; and
WHEREAS, five proposals for the Eakin Road Area Water Line Improvements project were received and opened on February 6, 2026; and
WHEREAS, the evaluation committee recommended T&M Associates be awarded the contract for this project; and
WHEREAS, Ordinance 0700-2025 authorized this contract to be funded by a loan to be obtained through the Ohio Water Development Authority Direct Loan Program; and
WHEREAS, this project was not listed in the projected projects to be funded with an OWDA loan in Ordinance 0700-2025; and
WHEREAS, Ordinance 0700-2025 authorized the Director of Public Utilities to add and subtract projects to be funded with an OWDA loan as needed; and
WHEREAS, OWDA prefers to have an ordinance specifically mentioning each project that City Council approves for an OWDA loan; and
WHEREAS, the loan is scheduled to be approved by the Ohio Water Development Authority Board at their May Board meeting; and
WHEREAS, it is necessary to amend the 2025 Capital Improvement Budget to align budget authority for the project; and
WHEREAS, it is necessary to appropriate funds in the Water - Fresh Water Market Rate Fund, Fund 6014; and
WHEREAS, it is necessary to authorize the Director of the Department of Public Utilities to enter into a professional services contract with T&M Associates for the Eakin Road Area Water Line Improvements project; and
WHEREAS, it is necessary to expend funds to pay for the services T&M Associates provides under this contract; NOW THEREFORE,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the 2025 Capital Improvements Budget authorized by Ordinance 1790-2025 be amended as follows to establish sufficient budget authority for this project:
Fund / Project Number / Project Name (Funding Source) / Current Authority / Revised Authority / Change
6014 / 690236-100172 / Eakin Road Area Water Line Improvements project (OWDA Direct Loan) / $300,000.00 / $506,580.00 / $206,580.00 (To match loan amount)
SECTION 2. That the appropriation of $506,579.57, or so much thereof as may be needed, is hereby authorized in the Water - Fresh Water Market Rate Fund, Fund 6014, per the accounting codes in the attachment to this ordinance.
SECTION 3. That the Director of Public Utilities be and hereby is authorized to enter into a contract for professional engineering services for the Eakin Road Area Water Line Improvements project, CIP No. 690236-100172, with T&M Associates, 4675 Lakehurst Court, Suite 350, Columbus, Ohio 43016; in accordance with the terms and conditions of the contract on file in the Department of Public Utilities.
SECTION 4. That City Council approves the design of the Eakin Road Area Water Line Improvements project to be financed by a loan from the OWDA Direct Loan (Fresh Water) program.
SECTION 5. That this ordinance is contingent upon the OWDA Board approving a loan for the design of the Madison Avenue Road Area Water Line Improvements project.
SECTION 6. That the expenditure of $506,579.57, 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 7. 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 8. 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 9. 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 10. That this ordinance shall take effect and be in force from and after the earliest period allowed by law.