Explanation
1. BACKGROUND
This ordinance authorizes the Director of Public Utilities to enter into a planned contract renewal for professional engineering services during construction with Ch2M Hill Engineers, Inc. for the Laboratory Upgrades project, CIP #690554-100000, in an amount up to $809,250.00.
The current laboratory spaces at the 910 Water Quality Assurance Lab (WQAL), the Dublin Road Water Plant (DRWP), and the Parsons Avenue Water Plant (PAWP) are more than 20 years old and are in need of upgrades to meet current laboratory, ergonomic, and architectural guidelines and standards. The work under the original contract completed the evaluation and preliminary design report for the upgrades to the Water Quality Assurance Lab, Dublin Road Water Plant Lab and Parsons Ave. Water Plant Lab.
The first planned contract renewal provided funding for the detailed design and permitting for construction of the Water Quality Assurance Lab renovations including: new countertops and casework; sinks and fixtures; lighting; and laboratory systems such as fume hoods, refrigeration and DI water systems and design of a Lab Information Management System (LIMS).
The second planned contract renewal provided funding for the engineering services during construction of the Water Quality Assurance Lab renovations as well as the detailed design of the Dublin Road Water Plant lab upgrade including new flooring; lighting; countertops and casework; sinks and fixtures; and laboratory systems.
This planned contract renewal #3 will provide funding for the detailed design of the Parsons Avenue Water Plant (PAWP) lab upgrades and the engineering services during construction for the Dublin Road Water Plant (DRWP) lab upgrades.
Planned future renewals for this project include:
Renewal #4 Engineering Services During Construction for PAWP Lab upgrades
The planning area is 68 Dublin Road Corridor.
UPDATED TIMELINE:
The original agreement did not establish a total term for all planned renewals. The start of each planned renewal was/is contingent upon the progress and anticipated completion of the previous phase and contract. The original agreement established the first phase of the project for the evaluation of the facilities and preparation of the Preliminary Design Report.
This renewal is the third of four planned renewals of the contract. The planned term for each renewal thus far has been approximately 12-18 months.
The expiration date is estimated to occur June 2026, but will be contingent upon the construction duration of the PAWP Laboratory Improvements project.
1.1 Amount of additional funds to be expended: $809,250.00
Original (PO 078201; ORD 1802-2017): $668,000.00
Renewal #1 (PO188775; ORD 1760-2019): $1,560,000.00
Renewal #2 (PO284056 & PO284058, ORD 1500-2021): $2,064,500.00
Renewal #3 (Current): $809,250.00
Renewal #4 (future): $600,000.00
Total $5,701,750.00
1.2. Reason other procurement processes are not used:
This work is based on the Preliminary Design Report prepared as the first phase, original agreement, of this project. The scope was divided into a preliminary design phase and a detailed design phase to have better understanding of the design and construction costs upon completion of the preliminary design phase. The Engineering Services During Construction is to perform technical engineering review and support during the construction phase by the consultant that prepared the design. This will supplement the services provided by the Professional Construction Manager for the DRWP Lab Upgrade project. Bidding out these services would delay the construction phase of the project and increase costs to City.
1.3. How cost of renewal was determined:
The Consultant prepared a detailed estimate of cost per task for detailed scope of work, broken down by project task. City Project management staff reviewed and approved these cost summaries.
2. ECONOMIC IMPACT/ADVANTAGES; COMMUNITY OUTREACH; PROJECT DEVELOPMENT; ENVIRONMENTAL FACTORS/ADVANTAGES OF PROJECT:
This project is necessary to bring the facilities up to current code compliance standards for the Water Quality Assurance Lab, the Dublin Road Water Plant Lab and the Parsons Ave. Water Plant Lab. These facilities are all essential and integral components in the Columbus area water supply and treatment infrastructure. Adequate safe supply of water is essential to economic growth and development.
Public informational meetings are not anticipated for this project, all proposed work is within the secure boundaries of the water quality assurance lab or the water treatment facilities.
3. CONTRACT COMPLIANCE INFO:
CH2M’s contract compliance number is CC006247 and expires 2/22/25.
Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against CH2M HILL Engineers, 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. Ch2M Hill Engineers, Inc. is classified as a majority company by the City’s Office of Diversity and Inclusion. Ch2M Hill Engineers, Inc. anticipates performing the work on this contract renewal with the use of subconsultants. The MBE/WBE percentage for this renewal is expected to be 25.8%.
As part of their proposal, Ch2M Hill Engineers has proposed the following subcontractors to perform contract work:
Company Name City/State ODI Certification Status
Advanced Engineering Consultants Columbus, Ohio MBE
PRIME AE Group, Inc. Columbus, Ohio MBE*
Resource International Columbus, Ohio WBE
* PRIME AE Group is currently certified as an MAJ by the City’s Office of Diversity and Inclusion (ODI). They were certified by ODI as an MBE at the time this contract was implemented and is to be counted as MBE spend throughout the term of the contract.
The certification of Ch2M Hill Engineers and the above companies was in good standing at the time the bid was awarded.
5. FISCAL IMPACT
Funds are available and appropriated within the Water Bond Fund, Fund 6006. An amendment to the 2023 Capital Improvement Budget is needed to align budget authority with the proper project. Amendments to the 2023 Capital Improvement Budget are contingent upon approval of the 2023 Capital Improvement Budget. Cash and appropriation also need to be transferred between projects within the Water Bond Fund, Fund 6006, to align cash and appropriation with the proper project.
6. EMERGENCY DESIGNATION
Emergency designation is requested for this ordinance. The facilities in question are about 20 years old and are in need of upgrading. This renewal will provide detailed design of the Parsons Avenue Water Plant (PAWP) lab upgrades and the engineering services during construction for the Dublin Road Water Plant (DRWP) lab upgrades, that are required in order to complete the upgrade projects on schedule in order to ensure that these public health improvement projects will proceed on schedule and be completed as quickly as possible to ensure that the quality of the City’s drinking water is maintained.
Title
To authorize an amendment to the 2023 Capital Improvement Budget; to authorize the transfer of cash and appropriation within the Water Bond Fund; to authorize the Director of the Department of Public Utilities to renew the contract with CH2M Hill Engineers for the Laboratory Upgrades Project; to authorize an expenditure of up to $809,250.00 within the Water Bond Fund to pay for the contract renewal; and to declare an emergency. ($809,250.00)
Body
WHEREAS, the Department of Public Utilities is engaged in the Parsons Avenue Water Plant Hypochlorite Disinfection Improvements Project; and
WHEREAS, Contract No. PO078201 was authorized by Ordinance No. 1802-2017, for the Laboratory Upgrades Project; and
WHEREAS, Contract Renewal #1 PO188775 was authorized by Ordinance No. 1760-2019, was needed for detailed design phase for the Water Quality Assurance Lab (WQAL).; and
WHEREAS, Contract Renewal #2 PO284056 and PO284058, was authorized by Ordinance No. 1500-2021 for the Detailed Design phase of the Dublin Road Water Plant (DRWP) Lab and the engineering services during construction of the WQAL; and
WHEREAS, a planned contract renewal is needed for engineering services during construction; and
WHEREAS, it is necessary for Council to authorize the Director of Public Utilities to renew the professional engineering services agreement with CH2M Hill Engineers, Inc. for the Laboratory Upgrades 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 Water Bond Fund, Fund 6006, to align cash and appropriation with the proper project; and
WHEREAS, it is necessary to expend funds from the Water Bond Fund to pay for the contract renewal; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Utilities in that it is immediately necessary to execute the contract renewal which will provide detailed design of the Parsons Avenue Water Plant (PAWP) lab upgrades and the engineering services during construction for the Dublin Road Water Plant (DRWP) lab upgrades, that are required in order to complete the upgrade projects on schedule so the quality of the City’s drinking water can be maintained, thereby preserving the public health, peace, property, safety, and welfare; 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 / Current / Change / Amended
6006 / 690552-100000 / Plant Drain and Water System Improvements (Voted Water Carryover) / $1,198,900.00 / $449,979.00 / ($748,921.00)
6006 / 690554-100000 / Laboratory Upgrades (Voted Water Carryover) / $60,329.00 / $809,250.00 / $748,921.00
SECTION 2. That the transfer of $748,921.87, or so much thereof as may be needed, is hereby authorized between projects between within the Water Bond Fund, Fund 6006, per the account codes in the attachment to this ordinance.
SECTION 3. That the Director of Public Utilities is hereby authorized to renew the professional engineering services contract with CH2M Hill Engineers, Inc., 2 Easton Oval, Suite 500, Columbus, Ohio 43219; for the Laboratory Upgrades project, in an amount up to $809,250.00.
SECTION 4. That an expenditure of $809,250.00, or so much thereof as may be needed, is hereby authorized from the Water Bond Fund, Fund 6006, to pay for this contract renewal 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 renewals 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 for the reasons stated in the preamble hereto, which is made a part hereof, this Ordinance is declared to be an emergency measure and shall take effect and be in force from and after its passage and approval by the Mayor, or ten (10) days after passage if the Mayor neither approves nor vetoes this Ordinance.