Explanation
1. BACKGROUND
This Ordinance authorizes the Director of Public Utilities to execute a planned contract modification to increase funding for the professional engineering services contract with Hatch Associates Consultants, Inc., for the Jackson Pike Waste Water Treatment Plant Wide Control project, CIP #650278-100001, in an amount up to $4,182,200.00.
An RFP was formally advertised on the Vendor Services and Bonfire websites from 11/7/22 through 12/2/22 to select a company to design replacements for the antiquated control and monitoring systems and equipment identified throughout the Jackson Pike Waste Water Treatment Plant (WWTP). Funding was provided to analyze alternatives and perform preliminary engineering for the replacements. This phase has been completed.
The second phase (this modification) of the contract will perform detailed design engineering and develop biddable plans based on the decisions made in the first phase of the contract.
Community Planning Areas: 99 - Citywide
1.1 Future Modifications: The future anticipated needs below are for engineering services during construction. The purchase of equipment and construction will be funded through a separate contract and are not included below.
1.2 Amount of additional funds to be expended: $4,182,200.00.
Cost summary:
Original Contract, Preliminary Design $ 1,420,000.00
Modification 1 (current) $ 4,182,200.00
Modification 2 (future) $ 4,200,000.00
Estimated Contract Total $ 9,802,200.00
1.3. Reason other procurement processes are not used: This contract was awarded through the City’s Request for Proposal 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 the cost of modification was determined: The cost proposal was provided by Hatch Associates Consultants, Inc., reviewed by the Division of Sewerage, and Drainage and was deemed acceptable. The fees in the proposal are based upon contract pricing already established for job titles, tasks, and allowable expenses for the contract.
2. ECONOMIC IMPACT/ADVANTAGES; COMMUNITY OUTREACH; PROJECT DEVELOPMENT; ENVIRONMENTAL FACTORS/ADVANTAGES OF PROJECT
This project improves security of our wastewater treatment plant that ultimately protects the Scioto River. This project will improve employee safety and reduce risk of environmental impacts from malevolent acts against City facilities.
3. CONTRACT COMPLIANCE INFORMATION
Hatch Associates Consultants, Inc.’s contract compliance number is CC-025646 and expires 2/26/26.
4. MINORITY AND WOMAN OWNED BUSINESS ENTERPRISE & SMALL LOCAL BUSINESS ENTERPRISE PROGRAM
This contract was awarded with a 15.0% diversity goal that was approved by the City’s Office of Diversity and Inclusion (ODI). Failure by the contractor to meet this goal subjects the contractor to the Penalties for Non-Compliance as described in the “City’s Minority and Women-Owned Business Enterprise & Small Local Business Enterprise Program Manual” and bid documents for this contract. As part of their proposal, Hatch Associates Consultants, Inc. has proposed using the following sub-consultants to perform contract work:
Company Name City/State ODI Cert. Status
Jacobs Engineering Group, Inc. Columbus, Ohio MAJ
Advanced Engineering Consultants Columbus, Ohio MBE
CAD Concepts, Inc. Columbus, Ohio WBE
Resource International, Inc. Columbus, Ohio WBE
The certification of Hatch Associates Consultants, Inc. and the above companies was in good standing at the time of the contract modification.
5. FISCAL IMPACT
Funding for this contract will be obtained through a loan from the Water Pollution Control Loan Fund (WPCLF), a program jointly administered by the Ohio EPA's Division of Environmental and Financial Assistance and the Ohio Water Development Authority (OWDA). City Council authorized this loan application and acceptance of funding via Ordinance 2767-2023, passed by Council on 10/30/23. This loan was approved at the OWDA September Board meeting. An amendment to the 2024 Capital Improvement Budget is needed to align budget authority with the proper project. Funds will need to be appropriated in the Sanitary Revolving Loan Fund, Fund 6111.
Title
To authorize the Director of Public Utilities to modify and increase a professional engineering services contract with Hatch Associates Consultants, Inc., for the Jackson Pike Waste Water Treatment Plant Wide Control project; to amend the 2024 Capital Improvement Budget; to appropriate funds in the Sanitary Revolving Loan Fund; and to authorize an expenditure of up to $4,182,200.00 from the Sanitary Revolving Loan Fund to pay for the contract modification. ($4,182,200.00)
Body
WHEREAS, there is an existing professional engineering services contract with Hatch Associates Consultants, Inc. for the Jackson Pike Waste Water Treatment Plant Wide Control Mod 1 project; and
WHEREAS, it is necessary to authorize a modification to the contract to increase the dollar amount of the contract to fund detailed design of the project; and
WHEREAS, Ordinance 2767-2023 authorized this modification to be funded by a loan to be obtained through the Water Pollution Control Loan Fund (WPCLF) Loan Account; and
WHEREAS, that loan was approved in September; and
WHEREAS, it is necessary to amend the 2024 Capital Improvement Budget to align budget authority with the proper project; and
WHEREAS, it is necessary to appropriate funds in the Sanitary Revolving Loan Fund; and
WHEREAS, funds must be expended to pay for services provided under this contract modification; 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
6111 / 650278-100001 / JPWWTP Plant Wide Control System Improvements (WPCLF Loan) / $2,058,000.00 / $4,182,200.00 / $2,124,200.00 (To match 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 ended December 31, 2024, the sum of $4,182,200.00 is appropriated in the Sanitary Revolving Loan Fund, Fund 6111, per the account codes in the attachment to this ordinance.
SECTION 3. That the Director of Public Utilities is hereby authorized to modify and in 88 E. Broad Street; Suite 1980 create the professional engineering services contract with Hatch Associates Consultants, Inc., 445 Hutchinson Ave, Suite 820, Columbus, Ohio, 43215, for the Jackson Pike Waste Water Treatment Plant Wide Control project, in an amount up to $4,182,200.00.
SECTION 4. That the expenditure of $4,182,200.00, 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. 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 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.