Explanation
1. BACKGROUND
This ordinance authorizes the Director of Public Utilities to enter into a planned contract modification for professional engineering services with Arcadis US, Inc for the PAWP Wellfield Development project, CIP #690580-100000, in an amount up to $1,902,000.00.
The Parsons Avenue Water Plant (PAWP) is a critical component in the City’s potable water supply system. The PAWP currently has 6 collector wells. This project provides engineering design and construction improvements for the 7th radial collector well as an additional raw water source for the PAWP. This project is part of the City’s ongoing program to upgrade its treatment facilities to provide safe, efficient, reliable, cost-effective operations for its approximately 1.2 million customers.
The work performed to date included Preliminary Design Services for the proposed collector well (CW112).
The work to be performed during this contract modification includes designing and preparing detailed plans and specifications for the collector well and associated raw waterline recommended under the preliminary design phase. This includes approval of all permits, conducting design review meetings, providing construction cost estimates, developing construction schedules, assistance with bidding and review of bids received, and other detailed design service.
Future contract modifications are anticipated to provide Engineering Services During Construction as this is a multi-year project.
The Parsons Avenue Water Plant project is in the planning area 99 - Citywide.
UPDATED TIMELINE:
The original agreement allowed for a total term of 5 years.
Phase 1: (Preliminary Design) March 2022 to June 2023.
Phase 2: (Detailed Design) to begin August 2023 and end August 2024.
Phase 3: (Engineering Services During Construction) to begin 3rd quarter 2024 and completed in the 4th quarter of 2027.
1.1 Amount of additional funds to be expended: $1,902,000.00
The original contract amount was $1,534,500.00. This modification is for $1,902,000.00. There is an anticipated additional modification of $1,250,000.00 for a total project estimated cost of $4,686,500.00.
Cost summary:
Preliminary Design (PO316092, Ordinance 0176-2022) $1,534,500.00
Detailed Design Current) $1,902,000.00
Engineering Services During Construction (Future) $1,250,000.00 (Estimate)
ESTIMATED CONTRACT TOTAL $4,686,500.00 (Estimate)
1.2. Reason other procurement processes are not used:
The original professional services agreement was bid out and planned for a total of two contract modifications. This is the first modification. Also, the current consultant is familiar with the project and has completed all the preliminary design work to date. Bidding the work to another consultant will delay the project and will result in higher costs due to bringing the new consultant up to speed on the project and delay the timeline for construction of the collector well.
1.3. How cost of modification was determined:
The Consultant prepared an estimate based on the scope of work for the detail design modification and pricing provided under the original contract. The City Project Manager and associated staff reviewed and approved these cost summaries.
2. ECONOMIC IMPACT/ADVANTAGES; COMMUNITY OUTREACH; PROJECT DEVELOPMENT; ENVIRONMENTAL FACTORS/ADVANTAGES OF PROJECT:
This project will partially offset future anticipated loss of existing wells and/or well capacity at the Parsons Avenue Water Plant (PAWP). Having an adequate supply of water is important for the City growth and economic development.
This work will occur within the city’s property south of the plant PAWP and will not be accessible to the public, so public meetings are not anticipated
3. CONTRACT COMPLIANCE INFORMATION
Arcadis US, Inc.’s contract compliance number is CC006409 and expires 2/22/25.
Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against Arcadis US, Inc.
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. Arcadis US, Inc. is classified as a MAJ company by the City’s Office of Diversity and Inclusion. Arcadis US, Inc. anticipates performing the work on this contract modification with the use of subconsultants, two of which are MBE/WBE’s. The MBE/WBE percentage for this modification is anticipated to be approximately $203,000.00, or 10.7% of the contract modification amount.
As part of their proposal, Arcadis US, Inc has proposed the following subcontractors to perform contract work:
Company Name City/State ODI Certification Status
Eagon and Associates Worthington, Ohio MAJ
Coldwater Columbus, Ohio WBE
Moody Engineering, LLC Columbus, Ohio MBE
The certification of Arcadis US, Inc 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 Water Bond Fund, Fund 6006, for this expense. An amendment to the 2023 Capital Improvement Budget is needed to align budget authority with the proper project. Cash and appropriation also need to be transferred between projects within the Water Bond Fund, Fund 6006, to align cash and appropriation with the proper project.
6. EMERGENCY DESIGNATION
Emergency designation is requested for this ordinance. This project expands the City’s drinking water supply to meet the demand of the increasing population to avoid a public health crisis due to a shortage of potable water.
Title
To authorize the Director of the Department of Public Utilities to modify the contract with Arcadis US for design of the Parsons Avenue Water Plant Wellfield Development Project; to authorize an amendment to the 2023 Capital Improvement Budget; to authorize a transfer of funds and appropriation within the Water Bond Fund; to authorize an expenditure of up to $1,902,000.00 from the Water Bond Fund to pay for the contract modification; and to declare an emergency. ($1,902,000.00)
Body
WHEREAS, the Department of Public Utilities is engaged in the PAWP Wellfield Development Project; and
WHEREAS, Contract No. PO316092 was authorized by Ordinance No. 0176-2022, for the PAWP Wellfield Development 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 execute a modification with the professional engineering services agreement with Arcadis US, Inc for the PAWP Wellfield Development 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 transfer 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 to pay for the contract modification; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Utilities in that it is immediately necessary to execute the contract modification to allow an expansion of the City’s drinking water supply as soon as possible to meet the demand of the increasing population, avoiding a public health crisis due to a shortage of potable water, 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 2023 Capital Improvement 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 / 690411-100014 / Hoover Dam Imp's - Part 2 (Voted Water Carryover) / $937,300.00 / $268,800.00 / ($668,500.00)
6006 / 690389-100000 / HCWP Basin Concrete Rehab. (Voted Water Carryover) / $1,243,375.00 / $9,875.00 / ($1,233,500.00)
6006 / 690580-100000 / PAWP Wellfield Development (Voted Water Carryover) / $353,300.00 / $2,255,300.00 / $1,902,000.00
SECTION 2. That the transfer of $1,902,000.00, 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 the professional engineering services contract with Arcadis US, Inc, 2931 East Dublin-Granville Road, Suite 200, Columbus, Ohio 43231; for the PAWP Wellfield Development project, in an amount up to $1,902,000.00.
SECTION 4. That an expenditure of $1,902,000.00, 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 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 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.