Explanation
1. BACKGROUND
This ordinance authorizes the Director of Public Utilities to enter into a contract modification for the professional engineering services with Advanced Engineering Consultants, LTD., for the Parsons Avenue Water Plant (PAWP) Miscellaneous Improvements - Control Room Renovations Project, CIP #690291-100003, in an amount up to $263,700.00.
The PAWP control room is the primary location where plant staff monitor and control the water treatment process. The room houses hardware and equipment related to the plant’s Supervisory Control and Data Acquisition (SCADA) system. The room does not meet functional or ergonomic needs and does not leverage the advantages of modern operator interface equipment. The PAWP Miscellaneous Improvements - Control Room Renovations, will reconfigure and renovate the Control Room to meet functional, lighting and ergonomic needs.
This contract modification provides funding for Engineering Services During Construction, including performing site visits to determine if work is proceeding in accordance with the contract documents, submittal reviews, responding to Contractor’s request for information, preparing RFPs, and other construction phase engineering services.
The Parsons Avenue Water Plant serves multiple planning areas so this project is coded as “99”, City-wide.
1.1. UPDATED TIMELINE & FUTURE RENEWALS
The Phase 2 Engineering Services During Construction is scheduled to start the 3rd quarter 2025 and be completed the 1st quarter 2026.
1.2. ESTIMATED COST OF PROJECT
This contract modification is to be $263,700.00. Modifications will be performed on an as needed basis for future funding needs. It is anticipated that total spending during the term of the project could total $561,900.00 as shown below:
Cost summary:
Preliminary and Detailed Design (Original Contract) $298,200.00 (ORD. 0274-2020; PO221551)
Services During Construction (Current Mod) $263,700.00
ESTIMATED CONTRACT TOTAL $561,900.00
1.3. Reason other procurement processes are not used:
This contract was awarded through the City’s RFP process and included two phases: a preliminary and detailed design phase; and an engineering services during construction phase. This modification is providing the funding for the engineering services during construction phase so another procurement process is not needed.
1.4. How the cost of modification was determined:
The Consultant prepared an estimate based on the scope of work for the remainder of services during construction based upon current contract job titles, pay rates, and allowable expenses. The City Project Manager and associated staff reviewed and approved the estimate.
2. ECONOMIC IMPACT/ADVANTAGES; COMMUNITY OUTREACH; PROJECT DEVELOPMENT; ENVIRONMENTAL FACTORS/ADVANTAGES OF PROJECT:
This project is necessary to renovate the control room systems and infrastructure at the Parsons Avenue Water Plant (PAWP). The PAWP is an essential and integral component in the Columbus area water supply and treatment infrastructure. Adequate safe supply of water is essential to economic growth and development.
This work will occur within the secure area of the PAWP that is not accessible to the public, so public meetings are not anticipated.
The consultant team has identified a commitment to the Mayor’s Green Initiative in their business practices. Upgrades to the electrical systems at the plant will be evaluated for increased efficiency and reduced energy consumption. A construction waste management program may be employed to ensure that certain amounts of construction waste are recycled and diverted from landfills.
3. CONTRACT COMPLIANCE INFORMATION
Advanced Engineering Consultants contract compliance number is CC-005665 and expires 4/12/26.
Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) were not required for this contract as no State or Federal money will be used to pay for contracted services.
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. Advanced Engineering Consultants, Inc. is classified as a Majority Business Enterprise company by the City’s Office of Diversity and Inclusion. Advanced Engineering Consultants, Inc. is using the following subconsultants for this contract renewal:
Company Name City/State ODI Certification Status
Arcadis Columbus, OH MAJ
The MBE/WBE percentage for this contract renewal will be 0.00%.
Both companies were in good standing at the time of this contract modification.
5. FISCAL IMPACT:
An amendment to the 2024 Capital Improvement Budget is needed to align budget authority with the proper project. A transfer of cash and appropriation between projects within the Water Bond Fund, Fund 6006, is needed to align cash and appropriation with the proper project.
Title
To authorize the Director of Public Utilities to enter into a professional engineering services contract modification with Advanced Engineering Consultants for the Parsons Avenue Water Plant Miscellaneous Improvements - Control Room Renovations Project; to authorize an amendment to the 2024 Capital Improvement Budget; to authorize the transfer of cash and appropriation within the Water Bond Fund; and to authorize an expenditure up to $263,700.00 from the Water Bond Fund for the contract modification. ($263,700.00)
Body
WHEREAS, the Department of Public Utilities is engaged in the Parsons Avenue Water Plant Miscellaneous Improvements - Control Room Renovations Project; and
WHEREAS, Purchase Order No. PO201551 was authorized by Ordinance No. 0274-2020, passed March 2, 2020, for the Parsons Avenue Water Plant Miscellaneous Improvements - Control Room Renovations Project; and
WHEREAS, it is necessary to authorize the Director of Public Utilities to modify the professional engineering services contract with Advanced Engineering Consultants, to add funds for Phase 2 Engineering Services During Construction for the Parsons Avenue Water Plant Miscellaneous Improvements - Control Room Renovations Project; and
WHEREAS, an amendment to the 2024 Capital Improvement Budget is needed to align budget authority with the proper project; and
WHEREAS, it is necessary to authorize a transfer of cash and appropriation within the Water Bond Fund, Fund 6006, to align cash and appropriation with the proper project; and
WHEREAS, funds must be expended to pay for the 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
6006 / 690026-100000 / Miscellaneous Water Facilities (Voted Water Carryover) / $45,000.00 / $0.00 / ($45,000.00)
6006 / 690026-100023 / 910 Dublin Road Office Renovations (Voted Water Carryover) / $328,139.00 / $0.00 / ($164,839.00)
6006 / 690006-100004 / Misc. Erosion Control - Hoover Sunbury Road (Voted Water Carryover) / $83,341.00 / $29,480.00 / ($53,861.00)
6006 / 690291-100003 / Parsons Avenue Water Plant Miscellaneous Improvements - Control Room Renovations (Voted Water Carryover) / $0.00 / $263,700.00 / $263,700.00
SECTION 2. That the transfer of $263,700.00 or so much thereof as may be needed, is hereby authorized between projects within Fund 6006 - Water G O Bond Fund, per the account codes in the attachment to this ordinance.
SECTION 3. That the Director of Public Utilities is hereby authorized to enter into a professional engineering services modification agreement for the Parsons Avenue Water Plant Miscellaneous Improvements - Control Room Renovations Project with Advanced Engineering Consultants, LTD., 1405 Dublin Road, Columbus, OH 43215; for an expenditure up to $263,700.00; in accordance with the terms and conditions of the contract on file in the Office of the Division of Water.
SECTION 4. That the expenditure of $263,700.00, or so much thereof as may be needed, is hereby authorized in Fund 6006 - Water G.O. Bonds Fund, in Object Class 06, Capital Outlay, 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 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 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 this Ordinance shall take effect and be in force from and after the earliest period allowed by law.