Explanation
1. BACKGROUND
This ordinance authorizes the Director of Public Utilities to enter into a contract modification to start detailed engineering design services with DLZ Ohio, Inc., for the Broadview Road 30-Inch Transmission Main project, CIP No. 690502-100002, in an amount up to $616,928.13.
This contract is for engineering consulting services for the design of a water distribution transmission main that will extend from a 48-Inch Transmission Main in the North pressure district along Cherry Bottom Road at the Broadview Road intersection to a connection point in the City’s existing water distribution system, specifically the Morse pressure district.
The initial contract, Phase 1, was for preliminary design services. During this phase, 3 different alignment options were evaluated for feasibility, constructability, cost and impacts to the environment and the adjacent communities. The alignments evaluated included one along an AEP Electrical Transmission Easement area located directly south of the Blendon Woods Metro Park property. Another alignment evaluated would go South on Cherry Bottom Road and then East along Morse Road to the Morse Tanks. The final alignment evaluated involved going along Broadview Rd to the Morse Tanks through a proposed easement located along the parcel currently occupied by Kohl’s near the Hamilton Road & Morse Road intersection. After an initial assessment, the Broadview Road alignment was found to have the lowest cost, best feasibility and constructability, and least environmental and social impacts. Phase 1 focused all Geotechnical and Subsurface Utility Exploration (SUE) efforts on this alignment.
This modification is the first of two planned contract modifications to add funding. This modification is for Phase 2, detailed design services. The second planned modification is for Phase 3, services during construction.
This contract modification will provide funds for the consultant to undertake detailed survey and design efforts of the Broadview Road 30-Inch Transmission Main alignment. It will also provide funds for 52 additional SUE pot-holes, an additional 8 Geotechnical bore holes and reports as well as survey and coordination efforts related to acquiring a new Easement.
All of the transmission main will be located inside the City of Columbus, specifically in the Rocky Fork-Blacklick - 33 Community.
1.1. Updated Timeline
Detailed Design Services (Modification 1) is expected to have a duration of approximately 24 months. Engineering Services during Construction (Modification 2) is expected to have a duration of approximately 36 months.
1.2. Estimated Contract Cost
Cost summary:
Amount of additional funds to be expended: $616,928.13
Original Contract - Preliminary Design $ 483,898.01 (PO405922, ORD 1932-2023)
Modification No. 1 - Detailed Design $ 616,928.13 (Current)
Modification No. 2 - Services during Construction $ 250,000.00 (Estimated)
CONTRACT TOTAL $1,350,826.14 (Estimated)
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:
DLZ Ohio, Inc. provided a cost proposal as requested by the City based on the current contract rates for job titles, allowable expenses, and overhead. The fee proposal was reviewed by the Division of Water and deemed to be acceptable.
2. ECONOMIC IMPACT/ADVANTAGES; COMMUNITY OUTREACH; PROJECT DEVELOPMENT; ENVIRONMENTAL FACTORS/ADVANTAGES OF PROJECT
This project will ensure a sufficient and resilient water supply for the future demands that are projected in the North-East portion of the distribution system.
3. CONTRACT COMPLIANCE INFORMATION
DLZ Ohio, inc.’s contract compliance number is CC004939 and expires 3/15/26.
Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against DLZ Ohio, Inc.
4. MINORITY AND WOMAN OWNED BUSINESS ENTERPRISE & SMALL LOCAL BUSINESS ENTERPRISE PROGRAM
This contract was put in place with an ODI determined MBE/WBE program goal of 15.0%. DLZ Ohio, Inc. is classified as a MBE company and anticipates performing the work on this contract modification with the use of subconsultants. The MBE/WBE percentage for this contract modification is expected to be 87.67%.
As part of their proposal, DLZ Ohio, inc. has proposed the following subconsultants to perform contract work:
Company Name City/State ODI Certification Status
Brown & Caldwell Columbus, Ohio MAJ
DHDC Columbus, Ohio MBE
Stone Environmental Columbus, Ohio WBE
The certification of DLZ Ohio, inc. and the above companies was in good standing at the time of the contract modification.
5. FISCAL IMPACT
This design modification is expected to be financed with a loan from the Water Supply Revolving Loan Account (WSRLA) through the Ohio Environmental Protection Agency and administered by the Ohio Water Development Authority (OWDA). City Council authorized the application and acceptance of funding through this program via Ordinance 0859-2024, passed by Council on 4/15/24. This was not one of the projects specifically listed in the ordinance as anticipated to be funded with this loan type. Section 2 of the Ordinance states projects can be added to the list without amending the original ordinance. This ordinance will request City Council’s approval to loan fund this specific project. The loan is expected to be approved in January, 2025. This project is contingent on the WSRLA loan being approved by the OWDA Board. The Department of Public Utilities will inform the Auditor's Office when this loan has been approved.
The 2024 Capital Improvement Budget must be amended to align budget authority with the amount of the loan. It is necessary to appropriate funds in the amount of $616,928.13 in Fund 6011 (Water Supply Revolving Loan Fund).
Title
To authorize the Director of the Department of Public Utilities to enter into a professional services contract modification with DLZ Ohio, inc. to add funding for the Broadview Road 30-Inch Transmission Main project; to make this ordinance contingent upon the Ohio Water Development Authority approving a loan for this project; to amend the 2024 Capital Improvement Budget; and to authorize the appropriation and expenditure of $616,928.13 from the Water Supply Revolving Loan Account Fund to pay for the contract modification. ($616,928.13)
Body
WHEREAS, the Department of Public Utilities is engaged in the Broadview Road 30-Inch Transmission Main project; and
WHEREAS, Contract No. PO405922 was authorized by Ordinance No. 1932-2023, for DLZ Ohio, inc. to provide design services for the Broadview Road 30-Inch Transmission Main project and to begin preliminary design services; and
WHEREAS, it is necessary to authorize the Director of the Department of Public Utilities to enter into a planned contract modification with DLZ Ohio, inc. to add funding for detailed design services for the project; and
WHEREAS, Ordinance 0859-2024, passed by City Council on 4/15/24, authorized Department of Public Utilities projects to be funded by loans obtained through the Water Supply Revolving Loan Account (WSRLA) program; and
WHEREAS, the Broadview Road 30-Inch Transmission Main project was not listed as a project anticipated to be loan funded through the WSRLA program in Ordinance 0859-2024; and
WHEREAS, Section 2 of Ordinance 0859-2024 authorized the Director of Public Utilities to make changes to the list of loan projects funded via the WSRLA loan program without seeking Council approval to modify the list; and
WHEREAS, this ordinance seeks Council approval to obtain a loan from the WSRLA loan program to finance this project; and
WHEREAS, this ordinance is contingent upon the loan being approved; and
WHEREAS, it is necessary to amend the 2024 Capital Improvement Budget to align budget authority with the loan amount; and
WHEREAS, it is necessary to appropriate funds in the WSRLA Fund, Fund 6011; and
WHEREAS, it is necessary to authorize an expenditure of up to $616,928.13 from the WSRLA Fund, Fund 6011, to pay for this contract modification; NOW, THEREFORE,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the 2024 Capital Improvement 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
6011 / P690502-100002 / Broadview Road 30-Inch Transmission Main (WSRLA Loan) / $0.00 / $616,928.00 / $616,928.00 (To match the loan amount)
SECTION 2. That from the unappropriated monies and from all monies estimated to come into said fund from any and all sources and unappropriated for any other purpose during the fiscal year ending December 31, 2024, the sum of $616,928.13 is appropriated in the Water Supply Revolving Loan Account Fund, Fund 6011, per the account codes in the attachment to this ordinance.
SECTION 3. That the Director of the Department of Public Utilities be and hereby is authorized to enter into a contract modification for professional engineering services for the Broadview Road 30-Inch Transmission Main project, CIP No. 690502-100002, with DLZ Ohio, Inc., 6121 Huntley Road, Columbus, OH 43229, in an amount not to exceed $616,928.13, in accordance with the terms and conditions of the contract modification on file in the Department of Public Utilities.
SECTION 4. That the Director of the Department of Public Utilities be and hereby is authorized to apply for a loan from the Ohio Water Development Authority (OWDA) Direct Loan program to finance a design contract modification for the Broadview Road 30-Inch Transmission Main project, CIP No. 690502-100002, to accept the loan funding if offered under terms agreeable to the City of Columbus, and to execute the documents needed to accept the loan.
SECTION 5. That this ordinance is contingent upon the Ohio Water Development Authority approving a Water Supply Revolving Loan Account loan for this project.
SECTION 6. That the expenditure of $616,928.13, 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 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 this ordinance shall take effect and be in force from and after the earliest period allowed by law.