Explanation
1. BACKGROUND
This ordinance authorizes the Director of Public Utilities to enter into a planned contract modification for professional engineering services with Hatch Associates Consultants Inc. for the SWWTP Power System Upgrade and Safety Improvements contract, CIP #650357-100101, in an amount up to $720,000.00.
The original contract was for preliminary design services relating to arc flash hazards and coordination issues with electrical equipment at the Southerly Wastewater Treatment Plant (SWWTP). That portion of the project evaluated electrical equipment that needs replaced or rehabilitated and provided recommendations for replacement or rehabilitation.
This contract modification is the first of two planned modifications. This modification is for detailed design services to provide detailed design documents for the construction portion of the project. It will also include bidding assistance services. A future contract modification is planned to provide engineering services during construction.
Community Planning Area: 99-Citywide
1.1 Amount of additional funds to be expended: $720,000.00
Original Contract Amount: $442,745.00 (Ord. 2938-2021 PO308106)
Modification #1: $720,000.00 (Current)
Future Modification #2: $540,000.00
Total: $1,702,745.00
1.2. Reason other procurement processes are not used:
This contract was bid with the intention of one company completing the entire project. A modification is needed now because the initial funding established for the contract was just the amount needed to fund the preliminary contract work. The preliminary design services were completed by Hatch Associates Consultants, Inc. Hatch has intimate knowledge of the project scope and how the detailed design should proceed to address all the needs identified in the original contract. Re-bidding the contract for the next phase of services would create a 4-6 month delay in the project, and be more expensive, as a new company would have to spend time, and charge the City, to review and recertify all work Hatch has completed to date.
1.3. How cost of modification was determined:
The cost of this modification was determined by negotiations between Hatch Associates Consultants, Inc., and Department of Public Utilities project staff based upon the existing contract labor titles, maximum labor rates, allowable contract expenses, and the time estimated to be needed to perform contract tasks.
2. ECONOMIC IMPACT/ADVANTAGES; COMMUNITY OUTREACH; PROJECT DEVELOPMENT; ENVIRONMENTAL FACTORS/ADVANTAGES OF PROJECT
This project will replace equipment that is past its useful life or that no longer meets the electrical loads required by the plant. Replacing this equipment will reduce the amount of maintenance required to keep the plant operational as well as reducing the number of electrical safety issues.
3. CONTRACT COMPLIANCE INFORMATION
Hatch Associates Consultants Inc.’s contract compliance number is CC0025646 and expires 3/8/24.
Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against Hatch Associates Consultants 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. Hatch Associates Consultants Inc. is classified as a majority company by the City’s Office of Diversity and Inclusion. Hatch Associates Consultants Inc. anticipates performing the work on this contract modification with the use of two sub-consultants. The MBE/WBE percentage for this modification is expected to be 40%.
As part of their proposal, Hatch Associates Consultants Inc. has proposed the following subcontractors to perform contract work:
Company Name City/State ODI Certification Status
CCI Engineering Services Columbus, Ohio WBE
Advanced Engineering Consultants Columbus, Ohio MBE
The certification of Hatch Associates Consultants Inc. and the above companies was in good standing at the time of this contract modification.
5. FISCAL IMPACT
Funds are available for this expenditure 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. Cash and appropriation needs to be transferred between projects within the Sanitary Bond Fund, Fund 6109, to align cash and appropriation with the proper project.
Title
To authorize the Director of the Department of Public Utilities to modify and increase the contract with Hatch Associates Consultants Inc. for the SWWTP Power System Upgrade and Safety Improvements project; to authorize an amendment to the 2023 Capital Improvement Budget; to authorize a transfer of cash and appropriation within the Sanitary Bond Fund; and to authorize an expenditure of up to $720,000.00 within the Sanitary Bond Fund to pay for the contract modification. ($720,000.00)
Body
WHEREAS, the Department of Public Utilities is engaged in the SWWTP Power System Upgrade and Safety Improvements Project; and
WHEREAS, Contract No. PO308106 was authorized by Ordinance No. 2938-2021, for the SWWTP Power System Upgrade and Safety Improvements; and
WHEREAS, a planned contract modification is needed for continued support and analysis; and
WHEREAS, it is necessary for Council to authorize the Director of Public Utilities to modify the professional engineering services agreement with Hatch Associates Consultants Inc. for the SWWTP Power System Upgrade and Safety Improvements 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 Sanitary Bond Fund, Fund 6109, to align cash and appropriation with the proper project; and
WHEREAS, it is necessary to expend funds from the Sanitary Bond Fund to pay for the contract modification; 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
6019 / 650260-103000 / SWWTP Small Capital Projects (Voted Sanitary Carryover) / $841,916.00 / $249,050.00 / ($592,866.00)
6019 / 650357-100101 / SWWTP Power System Upgrade and Safety Improvements (Voted Sanitary Carryover) / $127,134.00 / $720,000.00 / $592,866.00
SECTION 2. That the transfer of $592,866.32, or so much thereof as may be needed, is hereby authorized between projects between within the Sanitary Bond Fund, Fund 6109, per the account codes in the attachment to this ordinance.
SECTION 3. That the Director of Public Utilities is hereby authorized to modify and increase the professional engineering services contract with Hatch Associates Consultants Inc., 88 E Broad Street Suite 1980, Columbus, Ohio 43215; for the SWWTP Power System Upgrade and Safety Improvements project, in an amount up to $720,000.00.
SECTION 4. That an expenditure of $720,000.00, 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 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.