Explanation
1. BACKGROUND: This ordinance authorizes the Director of Public Utilities to enter into a planned contract modification for general engineering services with T&M Associates for the DPU General Engineering Consultant Services (GEC) #5, CIP #650260-100400, in an amount up to $500,000.00.
General Engineering Consultant (GEC) Services are necessary to provide technical and engineering assistance to the Department of Public Utilities (DPU). Initial services are for Division of Sewerage and Drainage (DOSD) facilities. Additional DPU facilities may be added in the future. The GEC services may include the following tasks for small projects: investigations, inspections and evaluations of existing conditions, surveying, preparation of engineering or architectural drawings and specifications, review of contractors’ submittals including shop drawings, maintenance and operation (M&O) manuals, Standard Operating Procedures (SOPs). The GEC services may also include assistance with new equipment or systems start-up and commissioning, instrumentation & control (I&C) work such as Human Machine Interface (HMI) and Programmable Logic Controller (PLC) programming, uploading documents onto the City’s Project Management Information System (PMIS), computerized maintenance software, preparation of record plan drawings for small projects, technical assistance in the preparation of Facilities/Equipment Maintenance (FEM) documents, and other similar related tasks. Small projects that may, on occasion, require engineering services under this contract include small Capital Improvement Projects (formerly known as “Plant Improvement Projects” or “PIPs”) and FEM service contracts.
The small Capital Improvement Projects (CIP) will vary in nature and can include replacement and upgrade of equipment, materials, structural features, electrical, or instrumentation & control (I&C) work and their associated appurtenances that have served its useful life.
The actual construction and commissioning of upgrades in the several facilities will generally be accomplished by others.
Planning Area: 99 - Citywide
1.1 Amount of additional funds to be expended: $500,000.00
Original Contract Amount: $500,000.00 (Ord. 2939-2021 PO308113)
Modification #1 Amount: $500,000.00 (Current)
Modification #2 Amount: $500,000.00 (Future)
Total (Orig. + Modification): $1,500,000.00
1.2. Reason other procurement processes are not used:
This contract was put in place as a three-year contract. This is the first of two planned modifications to add funding to the contract.
1.3. How cost of modification was determined:
The cost of the modification was determined based upon rates and allowable expenses already established in the contract.
2. ECONOMIC IMPACT/ADVANTAGES; COMMUNITY OUTREACH; PROJECT DEVELOPMENT; ENVIRONMENTAL FACTORS/ADVANTAGES OF PROJECT:
The performance of this project’s activities to provide engineering and technical services for CIPs and FEMs at DPU facilities will help them maintain peak operational performance. If left unperformed, the required work could become larger and more expensive that could produce a major impact to the budget. No community outreach is considered for this project.
3. CONTRACT COMPLIANCE INFO:
T&M Associates’ contract compliance number is CC001614 and expires 5/24/24.
Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against T&M Associates
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. T&M Associates is classified as a majority company by the City’s Office of Diversity and Inclusion. T&M Associates anticipates performing the work on this contract modification with the use of sub-consultants, one of which is an MBE and one is a WBE. The MBE/WBE percentage cannot be determined until tasks are assigned to the contract.
As part of their proposal, T&M Associates has proposed the following three subcontractors to perform contract work:
Company Name City/State ODI Certification Status
Brown and Caldwell Columbus, Ohio MAJ
Andover Associates, Ltd. Columbus, Ohio WBE
Dynotec Columbus, Ohio MBE
The certification of T&M Associates and the above companies was in good standing at the time the bid was awarded.
5. FISCAL IMPACT
Funds are available and appropriated within the Sanitary Bond Fund, Fund 6109. An amendment to the 2023 Capital Improvement Budget is needed to align budget authority with the proper project. Amendments to the 2023 Capital Improvement Budget are contingent upon approval of the 2023 Capital Improvement Budget.
Title
To authorize the Director of the Department of Public Utilities to modify and increase the contract with T&M Associates for the DPU General Engineering Consultant Services #5 Project; to authorize an amendment to the 2023 Capital Improvement Budget; and to authorize an expenditure of up to $500,000.00 within the Sanitary Bond Fund to pay for the contract modification. ($500,000.00)
Body
WHEREAS, the Department of Public Utilities is engaged in the DPU General Engineering Consultant Services (GEC) #5 Project; and
WHEREAS, Contract No. PO308113 was authorized by Ordinance No. 2939-2021, for the DPU General Engineering Consultant Services (GEC) #5 Project; and
WHEREAS, a planned contract modification is needed for engineering services; and
WHEREAS, it is necessary for Council to authorize the Director of Public Utilities to modify the professional engineering services agreement with T&M Associates for the DPU General Engineering Consultant Services (GEC) #5 Project; and
WHEREAS, an amendment to the 2023 Capital Improvement Budget is needed to align budget authority with the proper project; and
WHEREAS, it is necessary to expend funds from the Sanitary Bond Fund 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 Improvement Budget authorized by Ordinance 1711-2022 be amended as follows to establish sufficient budget authority for this project:
Fund / Project Number / Project Name / Current / Change / Amended
6109 / 650260-102016 / JPWWTP Incinerator Building Rehabilitation (Voted Sanitary Carryover) / $853,867.00 / $353,867.00 / ($500,000.00)
6109 / 650260-100400 / DPU General Engineering Consultant Services (GEC) #5 (Voted Sanitary Carryover) / $0.00 / $500,000.00 / $500,000.00
SECTION 2. That the Director of Public Utilities is hereby authorized to modify and increase the general engineering services contract with T&M Associates, 4675 Lakehurst Ct Suite 250, Dublin, Ohio 43016; for the DPU General Engineering Consultant Services (GEC) #5 project, in an amount up to $500,000.00.
SECTION 3. That an expenditure of $500,000.00, or so much thereof as may be needed, is hereby authorized from the Sanitary Bond Fund, Fund 6109, to pay for this contract modification per the accounting codes in the attachment to this ordinance.
SECTION 4. Funds are hereby deemed appropriated and expenditures authorized to carry out the purposes of this ordinance and the City Auditor shall establish such accounting codes as necessary.
SECTION 5. 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 6. 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 7. That this Ordinance shall take effect and be in force from and after the earliest period allowed by law.