...Explanation
1. BACKGROUND
This ordinance authorizes the Director of Public Utilities to enter into a contract modification with Hazen and Sawyer for the Residuals Management Plan Update Project - Part 2, CIP #690540-100001, in an amount not to exceed $500,000.00.
Work performed to date under the initial contract included assistance with developing procurement documents for turnkey dewatering services, assistance with evaluating the resulting proposal, and assistance with developing contract documents for the turnkey services. The work to be performed under modification 1 involved continued assistance with developing turnkey service contract documents, assistance with contract negotiations with the turnkey vendor, and providing engineering services during construction of the dewatering facility. The work performed under modification 2, included surveying and associated services to continue engineering services during construction, perform services for property splitting and assemblage at the MAQ for the dewatering facility, obtaining a beneficial use permit for the water treatment residuals, and other associated services for this MAQ turnkey project. The work to be performed under this modification, modification 3, includes services to continue engineering services during construction, perform assistance in submittal reviews, responses to RFIs, and review of commissioning services for the MAQ dewatering facility, contractor guarantee and warranty support, and other associated services for this MAQ turnkey project. These services are necessary to dewater, store, haul, and beneficially reuse water treatment residuals (WTR) sourced from the Dublin Road Water Plant (DRWP), Hap Cremean Water Plant (HCWP), and Parsons Avenue Water Plant (PAWP) and retained within the McKinley Avenue Quarry (MAQ).
Planning Area is Citywide - 99, because the water facilities associated with this contract serve multiple planning areas.
1.1. UPDATED TIMELINE & FUTURE RENEWALS
The initial contract started in June 2020. This is the third of three planned contract modifications. This modification is anticipated to provide services through 2027. This is the final modification planned with estimated beginning and end dates as follows: modification number 3 - begins the 1st quarter of 2026 and ends in 2027.
1.2. ESTIMATED COST OF PROJECT
This contract modification is expected to be $500,000.00. No additional modifications are anticipated. It is anticipated that total spending during the term of the project could total $1,729,000.00. The amount of the initial contract and contract modifications is listed below.
Cost summary:
Original Contract (Study) (PO230073, Ordinance 1080-2024) $ 229,000.00
Modification Number 1 (PO372951, Ordinance 0056-2023) $ 500,000.00
Modification Number 2 (PO479146, Ordinance 1809-2024) $ 500,000.00
Modification Number 3 (current) (PO TBD, Ordinance 2483-2025) $ 500,000.00
ESTIMATED CONTRACT TOTAL $ 1,729,000.00
1.3. Reason other procurement processes are not used:
This contract was awarded through the City’s RFP process with planned modifications to add funding. This is one of the planned funding modifications so another procurement process is not required.
1.4. How cost of modification was determined:
The City project team identified the services that would be needed for this contract over the modification period. The consultant developed a proposal for the hours/resources necessary to complete the services using existing contract job titles, hourly rates, and allowable expenses. The proposal was reviewed by the City’s project team and final pricing was negotiated with the consultant.
2. ECONOMIC IMPACT/ADVANTAGES; COMMUNITY OUTREACH; PROJECT DEVELOPMENT; ENVIRONMENTAL FACTORS/ADVANTAGES OF PROJECT
Water treatment facilities produce large volumes of residuals on a daily basis that must be continuously disposed of or reused. Any disruption to the residuals handling operation can result in a shutdown to the water treatment system; thus, residuals handling is a critical component of the City’s water supply system. This project is necessary to provide assistance to obtain turnkey beneficial use services of these water treatment residuals for the Division’s HCWP, DRWP, and PAWP so that DOW can continue to provide a long-term and reliable water supply to the central Ohio area.
3. CONTRACT COMPLIANCE INFORMATION
Hazen and Sawyer’s contract compliance number is CC000630 and expires 2/27/2026.
4. FISCAL IMPACT
Funds in the amount of $500,000.00 are available within the Water Bond Fund, Fund 6006. An amendment to the 2025 Capital Improvement Budget is needed to align budget authority with the proper projects. A transfer of cash and appropriation between projects within Fund 6006 (Water Bond Fund) is also needed to align cash and appropriation with the proper projects.
Title
To authorize the Director of Public Utilities to enter into a contract modification to add funding for the Residuals Management Plan Update Project - Part 2 with Hazen and Sawyer; to authorize an amendment to the 2025 Capital Improvement Budget; to authorize a transfer of cash and appropriation between projects within the Water Bond Fund; and to authorize an expenditure of up to $500,000.00 from the Water Bond Fund for the contract modification. ($500,000.00)
Body
WHEREAS, the Residuals Management Plan Update Project - Part 2; and
WHEREAS, Hazen and Sawyer was awarded the Residuals Management Plan Update Project - Part 2 contract through the City’s Request for Proposal process; and
WHEREAS, City Council approved awarding this contract to Hazen and Sawyer via Ordinance 1080-2024; and
WHEREAS, Contract No. PO372951 was authorized by Ordinance 0056-2023, for the Residuals Management Plan Update Project - Part 2 Modification 1; and
WHEREAS, Contract No. PO479146 was authorized by Ordinance 1809-2024, for the Residuals Management Plan Update Project - Part 2 Modification 2; and
WHEREAS, a planned contract modification is needed to add funding for tasks anticipated to be added to the contract over the next year; and
WHEREAS, it is necessary for Council to authorize the Director of Public Utilities to modify the professional engineering services contract with Hazen & Sawyer for the Residuals Management Plan Update contract; and
WHEREAS, the 2025 Capital Improvement Budget must be modified to align budget authority with the proper project; and
WHEREAS, it is necessary to transfer cash and appropriation between projects within the Water Bond Fund, Fund 6006, to align cash and appropriation with the proper projects; and
WHEREAS, it is necessary to authorize the Director of the Department of Public Utilities to enter into a professional services contract modification with Hazen and Sawyer for the Residuals Management Plan Update Project - Part 2 contract to add funding to the contract for continued services; and
WHEREAS, it is necessary to expend funds from the Water Bond Fund, Fund 6006, to pay for the contract modification; NOW, THEREFORE,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the 2025 Capital Improvements Budget authorized by Ordinance 1790-2025 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 / 690510-100002 / HCWP Sludge Disposal Line - Field (Voted Water Carryover) /$0.00 / $778,355.00 / $778,355.00 (to match cash)
6006 / 690510-100000 / HCWP Sludge Disposal Line Replacement (Voted Water Carryover) / $778,355.00 / $278,355.00 / ($500,000.00)
6006 / 690540-100001 / Residuals Management Plan Update Project - Part 2 (Voted Water Carryover) / $0.00/ $500,000.00 / $500,000.00
SECTION 2. That the transfer of $500,000.00, or so much thereof as may be needed, is hereby authorized within the Water Bond Fund, Fund 6006, per the accounting codes in the attachment to this ordinance.
SECTION 3. That the Director of Public Utilities is authorized to enter into a contract modification with Hazen and Sawyer, 150 East Campus View Blvd., Suite 100, Columbus, OH 43235, for the Residuals Management Plan Update Project - Part 2 project, in an amount up to $500,000.00, in accordance with the terms and conditions of the contract on file with the Department of Public Utilities.
SECTION 4. That the expenditure of $500,000.00, or so much thereof as may be needed, is hereby authorized to pay for this contract modification 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.