Explanation
1. BACKGROUND
This ordinance authorizes the Director of Public Utilities to enter into a planned contract modification for professional engineering services with HDR Engineering Inc., for the Southerly Waste Water Treatment Plant (SWWTP) Biofilter Cold Weather Reliability Improvements project CIP # 650352-100008, in an amount up to $2,137,238.13.
This original contract for this project provided preliminary design services for upgrades and improvements to the existing Odor Control Facility (OCF), the carbon Biotower and ventilation system serving the Sludge Loadout Building (SLB), and to the foul air fans at the Gravity Thickening Building (GTB) to improve odor control. These improvements will provide active ventilation, prevent corrosion, reduce foul air, and provide an Interconnector Junction Chamber (IJC) Odor Improvement Report on the IJC regarding the probability of success using existing OCF equipment to improve odor reduction or design a separate odor control facility for the IJC under a future contract.
This modification (modification number 1) will be for Step 2 - Detailed Design Services and will provide bidding and contract documents for the construction phase of this project. A future, second modification will be for Step 3 - Services during construction which includes technical field representation and other services throughout the construction phase of the project may be requested at the completion of Step 2 Services.
This work will primarily be performed in Columbus Community Areas 99- Citywide.
1.1. Amount of additional funds to be expended: $2,137,238.13
Original Contra $712,102.10 (ORD 1934-2023; PO406231)
Modification #1: $2,137,238.13 (current)
Modification #2: $3,030,000.00 (future)
Total $5,879,340.23
1.2. Reasons additional goods/services could not be foreseen:
Modifications were anticipated and explained in the original legislation under Ordinance 1934-2023.
1.3. Reason other procurement processes are not used:
This contract was bid using the City RFP process. It was planned for multiple years with funding modifications. This is one of the planned funding modifications.
1.4. How cost of modification was determined:
The cost of this modification was determined by negotiations between HDR Engineering, Inc. and the Department based upon the contract rates and titles established in the original contract and an estimate of the number of hours needed for each title for the tasks to be assigned to the contract modification.
2. ECONOMIC IMPACT/ADVANTAGES; COMMUNITY OUTREACH; PROJECT DEVELOPMENT; ENVIRONMENTAL FACTORS/ADVANTAGES OF PROJECT
The Odor Control Facility (OCF) has served the SWWTP for approximately 10 years; however recently SWWTP staff have expressed concerns about the increased maintenance of the facilities and questioned the overall system performance. An evaluation was performed and identified improvements to the OCF necessary to ensure continued performance and alleviate some of the increasing maintenance costs. The biofilters at the Influent Flow Structure have several areas with corrosion and cracking of concrete where the water is pooling. There is also deteriorating pipe due to UV exposure. The carbon biotower near the Sludge Loadout Building (SLB) is in a state of disrepair and in need of upgrade improvements. The foul air fans for the SLB are old and at the end of their useful life and need to be replaced. The Interconnector Junction Chamber (IJC) control gates are in a state of disrepair due to hydrogen sulfide gas corrosion of the metal, therefore improvements to the ventilation and hydrogen sulfide treatment are warranted. The repair and upgrade of each areas within this project will provide better, more reliable odor control and removal of environmentally hazardous gasses.
3. CONTRACT COMPLIANCE INFORMATION
HDR Engineering Inc.’s contract compliance number is CC008851 and expires 3/11/2026.
As part of their proposal, HDR Engineering Inc. has proposed the following four subcontractors to perform contract work:
Company Name City/State ODI Certification Status
Advanced Engineering Consultants, Ltd. Columbus, Ohio WBE
Dynotec Inc. Columbus, Ohio MBE
CAD Concepts Inc. dba CCI Engineering Dublin, Ohio WBE
DHDC Engineering Consulting Services Inc. Columbus, Ohio MBE
HDR Engineering Inc.’s certification and all of the above companies was in good standing at the time of this contract modification.
Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against HDR Engineering, Inc.
5. FISCAL IMPACT
This project is anticipated to be financed with 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 2720-2024, passed by Council on 10/30/24. This loan is expected to be approved at the OWDA September 2025 Board meeting. This ordinance is contingent upon the loan being approved by OWDA. The Department of Public Utilities will inform the Auditor's Office when this loan has been approved.
Funds will need to be appropriated for this project in the Water Pollution Control Loan Fund, Fund 6111. This is a reimbursement loan. Invoices will need to be paid to HDR Engineering and then submitted to OWDA to reimburse Public Utilities.
Title
To authorize the Director of the Department of Public Utilities to enter into a contract modification with HDR Engineering, Inc. for the Southerly Waste Water Treatment Plant Biofilter Cold Weather Reliability Improvements project; to appropriate funds within the Water Pollution Control Loan Fund; to make this ordinance contingent upon the Ohio Water Development Authority approving a loan for this project; and to authorize the expenditure of up to $2,137,238.13 from the Water Pollution Control Loan Fund to pay for the project. ($2,137,238.13)
Body
WHEREAS, the Department of Public Utilities is engaged in the SWWTP Biofilter Cold Weather Reliability Improvements project; and
WHEREAS, Contract No. PO406231 was authorized by Ordinance No. 1934-2023; and
WHEREAS, a planned contract modification is needed to add funding for continued engineering services during construction; and
WHEREAS, it is necessary for Council to authorize the Director of Public Utilities to modify the professional engineering services agreement with HDR Engineering Inc. for the SWWTP Biofilter Cold Weather Reliability Improvements project; and
WHEREAS, Ordinance 2720-2024 authorized this project to be funded by a loan to be obtained through the Water Pollution Control Loan Fund (WPCLF) Loan Account; and
WHEREAS, this ordinance is contingent upon that loan being approved; and
WHEREAS, it is necessary to appropriate and to expend funds from the from the Water Pollution Control Fund, Fund 6111 to pay for the contract modification; now, therefore,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of the Department of Public Utilities is authorized to enter into a contract modification for the SWWTP Biofilter Cold Weather Reliability Improvements project with HDR Engineering Inc. 8890 Lyra Drive, Suite 100, Columbus, OH 43240, for professional engineering services for the SWWTP Biofilter Cold Weather Reliability Improvements project, CIP No. 650352-100008, in accordance with the terms and conditions as shown in the contract on file with the Department of Public Utilities, in an amount not to exceed $2,137,238.13.
SECTION 2. That the appropriation of $2,137,238.13, or so much thereof as may be needed, is hereby authorized in the Water Pollution Control Loan Fund, Fund 6111, per the accounting codes in the attachment to this ordinance.
SECTION 3. That Ordinance 2720-2024 authorized this project to be funded by a loan to be obtained through the Water Pollution Control Loan Fund (WPCLF) Loan Account;
SECTION 4. That this ordinance is contingent upon that loan being approved.
SECTION 5. That an expenditure not to exceed $2,137,238.13 is authorized per the accounting codes in the attachment to this Ordinance.
SECTION 6. That funds are 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 7. 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 8. That the City Auditor is 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 9. That this Ordinance shall take effect and be in force from and after the earliest period allowed by law.