Explanation
1. BACKGROUND
This ordinance authorizes the Director of Public Utilities to enter into a planned contract modification for professional engineering services with AECOM Technical Services, Inc. for the Water Distribution System SCADA Improvements, Mod. #1, CIP #690522-100001, in an amount up to $1,699,708.93 for Division of Water.
This contract involves having a consultant evaluate SCADA (Supervisory Control and Data Acquisition) system upgrade options and design state of the art improvements for the City of Columbus water distribution system. SCADA system upgrades are needed on an approximate six-year cycle to keep hardware and software updated and ensure that the system functions reliably.
The initial funding for the contract was for preliminary design services. This included a cyber security study, radio evaluation, SCADA system hardware evaluation, SCADA operating system evaluation, and graphics package upgrade evaluation. This is the first of two planned contract modifications. This contract modification will fund detailed design services. The second planned contract modification will be for engineering services during construction.
Water Distribution System SCADA Improvements project serves multiple planning areas so this project is coded as “99 - Citywide”.
1.1 Amount of additional funds to be expended: $1,699,708.93
Original Contract - Preliminary Design $485,538.62 (ORD 0093-2023; PO369398)
Modification No. 1 - Detailed Design $1,699,708.93 (current)
Modification No. 2 - Services during Construction $250,000.00 (estimated)
CONTRACT TOTAL $2,435,247.55 (estimated)
1.2. Reason other procurement processes are not used:
This is a planned contract modification as stated in the original authorizing legislation under Ordinance No. 0093-2023.
1.3. How cost of modification was determined:
AECOM Technical Services, Inc. provided a proposal as requested by the City based on the scope identified in the preliminary design work of the contract. The cost was determined using existing contract job tiles, pay rates, and allowable expenses. The final cost was negotiated between the City and AECOM Technical Services, Inc.
2. ECONOMIC IMPACT/ADVANTAGES; COMMUNITY OUTREACH; PROJECT DEVELOPMENT; ENVIRONMENTAL FACTORS/ADVANTAGES OF PROJECT
This project will determine the most economic approach to upgrading current SCADA system components.
3. CONTRACT COMPLIANCE INFORMATION
AECOM’s contract compliance number is CC-010897 and expires 6/22/24.
4. MINORITY AND WOMAN OWNED BUSINESS ENTERPRISE & SMALL LOCAL BUSINESS ENTERPRISE PROGRAM
This contract was assigned a City of Columbus MBE/WBE Program goal of 10.0% by the City’s Office of Diversity and Inclusion (ODI). The 10% goal is required to be met for the overall contract spend, including contract modifications. Failure by the contractor to meet this goal subjects the contractor 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 bid documents for this contract.
As part of their proposal, AECOM Technical Services, Inc. Engineers has proposed the following two subcontractors to perform contract work:
Company Name City/State ODI Certification Status
CDM Smith Columbus, Ohio MAJ
Advanced Engineering Consultant Columbus, Ohio WBE
The certification of AECOM Technical Services, Inc. and the above companies was in good standing at the time the bid was awarded.
5. FISCAL IMPACT
Funds for this expenditure are available and appropriated within the Water Bond Fund, Fund 6006. An amendment to the 2023 Capital Improvements Budget is necessary to align budget authority with the proper project. A transfer of funds and appropriation within the Water Bond Fund will be necessary to align cash and appropriation with the proper project.
Title
To authorize the Director of the Department of Public Utilities to modify and increase the contract with AECOM Technical Services, Inc. Engineers for the Water Distribution System SCADA Improvements Project; to authorize an amendment to the 2023 Capital Improvement Budget; to authorize the transfer of funds between projects within the Water Bond Fund; and to authorize an expenditure of up to $1,699,708.93 from the Water Bond Fund to pay for the contract modification. ($1,699,708.93)
Body
WHEREAS, the Department of Public Utilities is engaged in the Water Distribution System SCADA Improvements project; and
WHEREAS, Contract No. PO369398 was authorized by Ordinance No. 0093-2023, for the SCADA Improvements Project; and
WHEREAS, a planned contract modification is needed for detailed design services; and
WHEREAS, it is necessary for Council to authorize the Director of Public Utilities to modify the professional engineering services contract with AECOM Technical Services, Inc. for the SCADA Improvements Project; and
WHEREAS, the 2023 Capital Improvements Budget must be modified to align budget authority with the proper project; and
WHEREAS, it is necessary to transfer and cash and appropriation within the Water Bond Fund, Fund 6006, to align cash and appropriation with the proper project; and
WHEREAS, it is necessary to expend funds from the Water Bond Fund, fund 6006, to pay for the contract renewal; NOW, THEREFORE,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the 2023 Capital Improvements Budget authorized by Ordinance 1711-2023 be amended as follows to establish sufficient budget authority for this project:
Fund / Project Number / Project Name (Funding Source) / Current Authority / Revised Authority / Change
6006 / 690394-100000 / Water Meter Renewal (Voted Water Carryover) / $200,878.00 / $0.00 / ($200,878.00)
6006 / 690411-100000 / Watershed Misc. Improv. Facilities (Voted Water Carryover) / $352,275.00 / $104,800.00 / ($247,475.00)
6006 / 690236-100125 / Riverview Drive Area Water Line Imp’s (Voted Water Carryover) / $450,000.00 / $2,000.00 / ($448,000.00)
6006 / 690502-100000 / Dublin Road 30” Water Line (Voted Water Carryover) / $123,005.00 / $69,649.00 / ($53,356.00)
6006 / 690522 -100001 / Water Distribution System SCADA Improvements (Voted Water Carryover) / $1,235,539.00 / $2,185,248.00 / $949,709.00
SECTION 2. That the transfer of $949,708.93, or so much thereof as may be needed, is hereby authorized between projects between within the Water Bond Fund, Fund 6006, 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., 277 W. Nationwide Blvd. Columbus, OH 43215; for the Water Distribution System SCADA Improvements project, in an amount up to $1,699,708.93.
SECTION 5. That an expenditure of $1,699,708.93, or so much thereof as may be needed, is hereby authorized from the Water Bond Fund, Fund 6006, to pay for this contract modification per the accounting codes in the attachment to this ordinance.
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.