Explanation
1. BACKGROUND
This ordinance authorizes the Director of Public Utilities to enter into a professional engineering services contract awarded through the City’s Request for Proposal process with Hatch Associates Consultants, Inc., for the Short Circuit Coordination and Arc Flash Studies #2 Project, CIP #650260-100009, in an amount up to $700,000.00.
This project will reduce nuisance tripping of electrical equipment, update arc flash rating nameplates required by OSHA, and provide a safer working environment for plant personnel. This contract will provide engineering services for short circuit, coordination, and arc flash studies. This work includes field collection of all device and component ratings, settings, sizes, lengths, etc.; development of a model and providing the coordination settings to reduce incident arc flash energy. This includes affixing arc flash hazard labels to all equipment as required by OSHA.
The community area is “99 - City-Wide”.
TIMELINE & FUTURE MODIFICATION(S):
This is anticipated to be a 4-year contract with annual funding renewals. Adjustments to fees and scope will be made by contract renewal based on annual (or semiannual) proposals as requested by the City. The expected end date of the contract is fourth quarter 2028, but the duration of the contract may extend into subsequent years based on the complexity and progress of the assigned work.
ESTIMATED COST OF PROJECT:
The original contract amount will be for $700,000.00. Three additional contract modifications are anticipated at this time.
Cost summary:
Original Contract (current) $700,000.00
Renewal 1 (anticipated Feb 2026) $700,000.00
Renewal 2 (anticipated Feb 2027) $700,000.00
Renewal 3 (anticipated Feb 2028) $700,000.00
CONTRACT TOTAL $2,800,000.00
2. ECONOMIC IMPACT/ADVANTAGES; COMMUNITY OUTREACH; PROJECT DEVELOPMENT; ENVIRONMENTAL FACTORS/ADVANTAGES OF PROJECT
This project will provide a safer working environment for plant personnel by updating arc flash rating nameplates required by OSHA and will reduce nuisance tripping of electrical equipment.
3. BID INFORMATION
This project was formally advertised on the Vendor Services and Bonfire websites and opened 10/1/24. Five proposals were received:
Name C.C. No. Exp. Date City/State Status
Hatch Associates Consultants, Inc. CC025646 2/26/26 Columbus, OH MAJ
Elliot Engineering None N/A Florence, KY MAJ
LND Technical Services None N/A Houston, TX MAJ
Patrick Engineering, Inc. CC007237 4/16/26 Columbus, OH MAJ
SEL Engineering Services, Inc. CC031369 5/03/25 Columbus, OH MAJ
An evaluation committee reviewed the proposals and recommended that the Short Circuit Coordination and Arc Flash Studies #2 Project be awarded to Hatch Associates Consultants, Inc.
Hatch Associates Consultants, Inc.’s certification was in good standing at the time of the contract award.
4. CONTRACT COMPLIANCE INFORMATION
Hatch Associates Consultants, Inc.’s contract compliance number is CC025646 and expires 5/03/25.
5. MINORITY AND WOMAN OWNED BUSINESS ENTERPRISE & SMALL LOCAL BUSINESS ENTERPRISE PROGRAM
This contract opportunity was submitted to the City’s Office of Diversity and Inclusion (ODI) for review and assignment of an MBE/WBE goal prior to bidding. ODI determined there was not an opportunity for MBE/WBE participation in this contract and did not assign a goal. This contract was not bid with a City of Columbus MBE/WBE Program goal and the requirements of the City’s MBE/WBE Program are not applicable to this contract.
Hatch Associates Consultants, Inc. is classified as a majority company by ODI. Four subcontractors will be used on this contract. It is anticipated that 10% of the spend on this contract will go to MBE/WBE companies.
As part of their proposal, Hatch Associates Consultants, Inc. has proposed the following four subcontractors to perform contract work:
Company Name City/State ODI Certification Status
CAD Concepts, Inc. Columbus, Ohio WBE
High Voltage Maintenance Columbus, Ohio MAJ
Power Solutions Group Columbus, Ohio MAJ
Osborn Engineering Columbus, Ohio MAJ
The certification of the above listed companies was in good standing at the time the contract was awarded.
6. FISCAL IMPACT
An amendment to the 2024 Capital Improvement Budget is needed to align budget authority with the proper project. A cash transfer of $700,000.00 is needed within the Sanitary Bond Fund, Fund 6109, to align cash with the proper project. An expenditure of up to $700,000.00 from the Sanitary Bond Fund, Fund 6109, is needed to pay for the project.
Title
To authorize the Director of the Department of Public Utilities to enter into a professional engineering services contract with Hatch Associates Consultants, Inc., for the Short Circuit Coordination and Arc Flash Studies #2 Project; to authorize an amendment to the 2024 Capital Improvement Budget; to authorize a transfer of cash and appropriation within the Sanitary Bond Fund; and to authorize an expenditure up to $700,000.00 from the Sanitary Bond Fund. ($700,000.00)
Body
WHEREAS, the Department of Public Utilities is engaged in the Short Circuit Coordination and Arc Flash Studies #2 project; and
WHEREAS, a Request for Proposals (RFP) was formally advertised on the Vendor Services and Bonfire websites and opened 10/1/24; and
WHEREAS, five proposals for the Short Circuit Coordination and Arc Flash Studies #2 Project were received in response to the RFP; and
WHEREAS, the evaluation committee reviewed the proposals and recommended the contract be awarded to Hatch Associates Consultants, Inc.; and
WHEREAS, it is necessary to authorize the Director of the Department of Public Utilities to enter into a professional services contract with Hatch Associates Consultants, Inc. for the Short Circuit Coordination and Arc Flash Studies #2 project; and
WHEREAS, it is necessary to amend the 2024 Capital Improvement Budget to align budget authority with the proper project; and
WHEREAS, a transfer of cash and appropriations is necessary within the Sanitary Bond Fund, Fund 6109 of up to $700.000.00 to align cash with the proper project; and
WHEREAS, it is necessary to authorize an expenditure of funds from the Sanitary Bond Fund, Fund 6109, to pay for the contracted services for the project; 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
6109 / P650346-100002 / SWWTP VFD and Harmonic Filter Upgrades (Voted Sanitary Carryover) / $764,400.00 / $64,400.00 / ($700,000.00)
6109 / P650260-100009 / Short Circuit Coordination and Arc Flash Studies #2 (Voted Sanitary Carryover) / $0.00 / $700,000.00 / $700,000.00
SECTION 2. That the Director of Public Utilities is hereby authorized to enter into a professional engineering services agreement for the Short Circuit Coordination and Arc Flash Studies #2 Project with Hatch Associates Consultants, Inc., 88 East Broad Street, Columbus, OH 43215, for an expenditure up to $700,000.00, in accordance with the terms and conditions of the contract on file in the Department of Public Utilities.
SECTION 3. That a transfer of $700,000.00, or so much thereof as may be needed, is hereby authorized in the Sanitary Bond Fund, Fund 6109, per the accounting codes in the attachment to this ordinance.
SECTION 4. That the expenditure of $700,000.00, or so much thereof as may be needed, is hereby authorized in the Sanitary Bond Fund, Fund 6109, per the accounting codes in the attachment to this ordinance.
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.