Explanation
1. BACKGROUND
This ordinance authorizes the Director of Public Utilities to enter into a planned contract modification for professional engineering services for detailed design and bidding services with Prime AE Group, Inc. for the Division of Sewerage and Drainage (DOSD) Stormwater Pump Station ST-29 Evaluation & Upgrade project, CIP #611660-100029, in an amount up to $596,628.73 for the Division of Sewerage and Drainage.
The scope of work for this contract will generally include a complete assessment, evaluation, and refurbishment of Stormwater Pump Station ST-29 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.
The initial phase of this contract provided Professional Engineering Services for Preliminary Design (Step 1), which included the following tasks: a review of the existing pump station; a condition assessment and evaluation of the existing pump station; identification and evaluation of design alternatives; development of design criteria and basis of design; and preparation of a Detailed Design Memorandum (Preliminary Design Report (PDR)).
For this second phase, a modification to the original Professional Engineering Services Agreement is requested for Step 2, Detailed Design Engineering and Bidding Services. 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 will also include 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 for lowest and best bid, and preparing Conformed to Contract documents.)
Upon award of the construction contract, another modification to the Professional Engineering Services Agreement will be requested for 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.
1.1. Amount of additional funds to be expended: $596,628.73
Cost summary:
Original Engineering Agreement (ORD 0577-2022; PO328769) $151,817.48
Modification No. 1 (current) $596,628.73
Proposed Modification No. 2 (for Engineering Services during Construction) $414,000.00
CONTRACT TOTAL $1,162,446.21
1.2. Reason other procurement processes are not used:
This contract was awarded through the City’s Request for Proposal process for engineering services through the completion of the construction of the project. Planned contract modifications were anticipated to add funds for stages of design. This is one of those planned contract modifications so a new procurement process is not required.
1.3. How cost of modification was determined:
A cost proposal was provided by Prime AE Group, 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 Stormwater Pump Station ST-29 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 stormwater collection system and the budget. No community outreach is considered for this project.
3. CONTRACT COMPLIANCE INFORMATION
Prime AE Group, Inc.’s contract compliance number is CC002102 and expires 2/24/25.
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. Prime AE Group, Inc. is classified as a majority company by the City’s Office of Diversity and Inclusion. Prime AE Group, Inc. anticipates performing the work on this contract modification with the use of subconsultants. The MBE/WBE percentage for this modification is expected to be 34.0%.
As part of their proposal, Prime AE Group, Inc. has proposed the following subcontractors to perform contract work:
Company Name City/State ODI Certification Status
Dynotec, Inc. Columbus, OH MBE
Arcadis U.S., Inc. Columbus, OH MAJ
Moody Engineering Columbus, OH MBE
Advanced Engineering Consultants Columbus, OH MBE
Donahue Ideas, LLC Columbus, OH WBE
DHDC Engineering Consulting Columbus, OH MBE
Wade Trim Cleveland, OH MAJ
The certification of Prime AE Group, Inc. and the above companies 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 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 July Board meeting. This ordinance is contingent upon the OWDA Board approving the loan application.
Funds will need to be appropriated in the Storm - Fresh Water Market Rate Fund, Fund 6224.
The Ohio Water Development Authority (OWDA) Direct Loan Program is a reimbursement program. Purchase orders will need to be established to Prime AE Group, Inc. for these contracts. Public Utilities will need to pay invoices directly to Prime AE Group, 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 Prime AE Group, Inc. for the DOSD Stormwater Pump Station ST-29 Evaluation & Upgrade project; to appropriate funds in the Storm - 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 $596,628.73 from the Storm - Fresh Water Market Rate Fund to pay for the contract modification. ($596,628.73)
Body
WHEREAS, the Department of Public Utilities is engaged in the DOSD Stormwater Pump Station ST-29 Evaluation & Upgrade Project; and
WHEREAS, Contract No. PO328769 was authorized by Ordinance No. 0577-2022, for the DOSD Stormwater Pump Station ST-29 Evaluation & Upgrade Project; and
WHEREAS, it is necessary for Council to authorize the Director of Public Utilities to execute a planned contract modification to the professional engineering services agreement with Prime AE Group, Inc. for the DOSD Stormwater Pump Station ST-29 Evaluation & Upgrade Project for detailed design and bidding services; and
WHEREAS, funds will need to be appropriated in the Storm - Fresh Water Market Rate Fund, Fund 6224; and
WHEREAS, this ordinance is contingent upon the loan being approved; and
WHEREAS, it is necessary to authorize an expenditure of funds from the Storm - Fresh Water Market Rate Fund, Fund 6224 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 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 $596,628.73 is appropriated in Fund 6224 (Storm - Fresh Water Market Rate Fund), per the account codes in the attachment to this ordinance.
SECTION 2. That the Director of Public Utilities is hereby authorized to modify and increase the professional engineering services contract with Prime AE Group, Inc., 8415 Pulsar Place, Suite 300, Columbus, OH 43240, for the DOSD Stormwater Pump Station ST-29 Evaluation & Upgrade project, in an amount up to $596,628.73.
SECTION 3. That an expenditure of $596,628.73, 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 4. This ordinance is contingent upon the Ohio Water Development Authority's Board approving the loan for this project.
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.