Explanation
1. BACKGROUND
This ordinance authorizes the Director of Public Utilities (DPU) to enter into a professional services contract awarded through the City’s Request for Proposal process with Burgess & Niple for the Asset Management Program Development project, C.I.P. Numbers 650728-100001 and 690509-100001, in an amount up to $1,058,004.71.
DPU is a large, regional utility that provides water, wastewater, and power services to over one million residents in the central Ohio area. The city of Columbus continues to experience growth, both in outlying areas as well as redevelopment in the core parts of the city. In addition to the need to add facilities for growth, DPU faces unprecedented budget pressures due to increasing regulations and aging infrastructure. The Asset Management program will implement policies and procedures that will allow DPU to make optimized operational and funding decisions.
The initial project scope will include the development of an infrastructure Asset Management (AM) plan for all Divisions of the Department of Public Utilities, based on industry best practices. Plan elements will address DPU Levels of Service, Risk Management, and Life Cycle Costing to support Capital Improvement Plan (CIP) prioritization. The initial plan will also offer recommendations on resource needs, including dedicated AM staffing as well as funding needs for plan development and implementation.
It is anticipated that there will be three subsequent phases of work. These recommended scopes of work will be developed and included in the Asset Management Plan submitted in this initial phase.
The Community Planning Areas is “99 - Citywide” as the project will be utilized for the various Divisions of the Department of Public Utilities serving multiple planning areas in the city.
TIMELINE & FUTURE MODIFICATION(S):
The contract for this professional services agreement project is expected to be performed over a period of 48 months from the issuance of the Notice to Proceed or until the contract and any modifications are completed to the satisfaction of the City.
ESTIMATED COST OF PROJECT:
The negotiated professional services agreement amount is $1,058,004.71. There are planned contract modifications anticipated at this time for additional services as needs dictate.
Cost summary:
Original Contract (ORD 0600-2025; PO TBD) $1,058,004.71
Modification 1 (ORD TBD; PO TBD) $1,000,000.00
Modification 2 (ORD TBD; PO TBD) $1,000,000.00
Modification 3 (ORD TBD; PO TBD) $1,000,000.00
CONTRACT TOTAL $4,058,004.71
2. ECONOMIC IMPACT/ADVANTAGES; COMMUNITY OUTREACH; PROJECT DEVELOPMENT; ENVIRONMENTAL FACTORS/ADVANTAGES OF PROJECT
This project will implement and improve business practices at the Department of Public Utilities, resulting in a more resilient and reliable water, sewer, and power infrastructure. Examples include defined Levels of Service, a robust Risk Management strategy for physical assets, and CIP prioritization based on risk and available funding.
3. BID INFORMATION
This project was formally advertised on the Vendor Services and Bonfire websites and opened December 6, 2024. Two proposals were received:
Name C.C. No. Exp. Date City/State Status
Burgess & Niple CC004425 1/10/2026 Columbus, OH MAJ
Arcadis CC009409 2/22/2025 Columbus, OH MAJ
All proposals were deemed responsive at the time of submission and an evaluation committee reviewed the proposals and recommended that the Asset Management Program Development Project be awarded to Burgess & Niple.
Burgess & Niple was in good standing at the time of the contract award
4. CONTRACT COMPLIANCE INFORMATION
Burgess & Niple’s contract compliance number is CC004425 and expires 1/10/2026.
5. MINORITY AND WOMAN OWNED BUSINESS ENTERPRISE & SMALL LOCAL BUSINESS ENTERPRISE PROGRAM
This contract was bid with an anticipated City of Columbus MBE/WBE Program goal of 10%. The tasks are not specified but the consultant is required to meet the City of Columbus MBE/WBE Program goal of 10%. Failure by the contractor to meet this goal subjects the contractor to the Penalties for Non-Compliance as described in the terms and conditions of the bid documents.
As part of their proposal, Burgess & Niple has proposed the following subcontractor to perform contract work:
Company Name City/State ODI Certification Status
Hazen and Sawyer Columbus, OH MAJ
GHD Columbus. OH MAJ
Resource International, Inc. Columbus, OH WBE
GPD Group Columbus, OH MAJ
Donahue Ideas, LLC Columbus, OH WBE
The certification of the above listed companies were in good standing at the time the contract was awarded.
6. FISCAL IMPACT
Funding in the amount of $404,002.36 is available and appropriated within the Sanitary Bond Fund, Fund 6109. A transfer of cash and appropriation between projects within the Sanitary Bond Fund is needed to align cash and appropriation with the proper project.
Funding in the amount of $125,000.00 is available and appropriated within the Sanitary Operating Fund, Fund 6100.
Funding in the amount of $404,002.35 is available and appropriated within the Water Bond Fund, Fund 6006. A transfer of cash and appropriation between projects within the Water Bond Fund is needed to align cash and appropriation with the proper project.
Funding in the amount of $125,000.00 is available and appropriated within the Water Operating Fund, Fund 6000.
7. EMERGENCY DESIGNATION
Emergency action is requested so Department of Public Utilities assets (sewers, water lines, power lines, etc.) can be better managed via data collected concerning Levels of Service, Risk Management, and Life Cycle Costing. This will allow the Department to prioritize spending based on data that shows replacement/repairs on an as-needed basis, eliminating replacement of assets based upon limited data or on a rotational basis that may not need to be replaced, thereby reducing the cost of service to ratepayers.
Title
To authorize the Director of the Department of Public Utilities to enter into a professional services contract with Burgess & Niple for the Asset Management Program Development Project; to authorize a transfer of cash and appropriation between projects within the Sanitary Bond Fund and the Water Bond Fund; to authorize an amendment to the 2024 Capital Improvements Budget; to authorize an expenditure of up to $808,004.71 split between the Sanitary Bond Fund and the Water Bond Fund; to authorize the expenditure of up to $250,000.00 from the Sanitary Operating Fund and the Water Operating Fund; and to declare an emergency. ($1,058,004.71)
Body
WHEREAS, the Department of Public Utilities is engaged in the Asset Management Program Development project; and
WHEREAS, a Request for Proposals (RFP) was formally advertised on the Vendor Services and Bonfire websites and opened December 6, 2024; and
WHEREAS, two proposals for the Asset Management Program Development Project were received in response to the RFP; and
WHEREAS, the evaluation committee reviewed the proposals; and recommended the contract be awarded to Burgess & Niple; and
WHEREAS, it is necessary to authorize the Director of the Department of Public Utilities to enter into a professional services contract with Burgess & Niple for the Asset Management Program Development project; and
WHEREAS, it is necessary to transfer cash and appropriation between projects within the Sanitary Bond Fund, Fund 6109 and the Water Bond Fund, Fund 6006, to align cash and appropriation with the proper project; and
WHEREAS, it is necessary to authorize an amendment to the 2024 Capital Improvements Budget; and
WHEREAS, it is necessary to authorize an expenditure of funds from the Sanitary Bond Fund, Fund 6109, and the Water Bond Fund, Fund 6006, to pay for the contracted services for the project; and
WHEREAS, it is necessary to authorize an expenditure of funds from the Sanitary Operating Fund, Fund 6100, and the Water Operating Fund, Fund 6000, to pay for the contracted services for the project; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Utilities in that it is immediately necessary to authorize the Director to execute the Asset Management contract so Department of Public Utilities assets (sewers, water lines, power lines, etc.) can be better managed via data collected concerning Levels of Service, Risk Management, and Life Cycle Costing, allowing the Department to prioritize spending based on data that shows replacement/repairs on an as-needed basis, eliminating replacement of assets based upon limited data or on a rotational basis that may not need to be replaced, thereby reducing the cost of service to rate payers; thereby preserving the public health, peace, property, safety and welfare; 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 / P650870-100001 / Blenheim/Glencoe Integrated Solution (Voted Sanitary Carryover) / $613,770.00 / $202,768.00 / ($404,002.00)
6109 / P650728-100001 / Asset Management Program Development - DOSD (Voted Sanitary Carryover) / $0.00 / $404,002.00 / $404,002.00
6006 / P690026-100023 / 910 Dublin Road Office Renovations (Voted Water Carryover) / $1,000,000.00 / $595,998.00 / ($404,002.00)
6006 / P690509-100001 / Asset Management Program Development - DOW (Voted Water Carryover) / $0.00 / $404,002.00 / $404,002.00
SECTION 2. That the transfer of $404,002.36 or so much thereof as may be needed, is hereby authorized between projects within the Sanitary Bond Fund, Fund 6109, per the account codes in the attachment to this ordinance.
SECTION 3. That the transfer of $404,002.35 or so much thereof as may be needed, is hereby authorized between projects within the Water Bond Fund, Fund 6006, per the account codes in the attachment to this ordinance.
SECTION 4. That the Director of Public Utilities is hereby authorized to enter into a professional services agreement for the Asset Management Program Development Project with Burgess & Niple, 330 Rush Alley, Suite 700, Columbus, OH 43215, for an expenditure up to $1,058,004.71, in accordance with the terms and conditions of the contract on file in the Office of the Department of Public Utilities.
SECTION 5. That the expenditure of $808,004.71, or so much thereof as may be needed, is hereby authorized in the Sanitary Bond Fund, Fund 6109 and the Water Bond Fund, Fund 6006, per the accounting codes in the attachment to this ordinance.
SECTION 6. That the expenditure of $250,000.00, or so much thereof as may be needed, is hereby authorized in the Sanitary Operating Fund, Fund 6100, and the Water Operating Fund, Fund 6000, per the accounting codes in the attachment to this ordinance.
SECTION 7. That 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 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 10. That for the reasons stated in the preamble hereto, which is made a part hereof, this Ordinance is declared to be an emergency measure and shall take effect and be in force from and after its passage and approval by the Mayor, or ten (10) days after passage if the Mayor neither approves nor vetoes this Ordinance.