Explanation
1. BACKGROUND
This ordinance authorizes the Director of Public Utilities to modify an existing engineering agreement with Hazen & Sawyer for the Residuals Management Plan Update Project - Part 2, CIP 690540-100001, in an amount up to $500,000.00.
The City of Columbus Division of Water (DOW) recently completed a Residuals Management Plan Update (RMPU) that evaluated the current residuals handling and disposal methods for the water treatment residuals (WTR), recommending that the DOW pursue dewatering and beneficially using the WTR as part of a long-term residuals management plan. Given the limited time frame to implement these improvements and put in place the systems and staffing to manage the residuals dewatering/hauling/disposal operations, along with the uncertainties involved with developing a beneficial reuse market/user base to take the WTR, the RMPU recommended that DOW implement turnkey dewatering services as an initial step in the implementation of the management plan. Turnkey services will involve a Design-Build contract and an Operations contract. Turnkey selected vendor will provide all equipment / manpower / materials to dewater, store, haul, and beneficially reuse WTR produced from the DRWP and the HCWP. DOW does not have staffing to address the Professional Engineering Services during Construction required during the Design Build process. This contract will provide these Professional Engineering Services during Construction.
A Request for Proposals was issued for the design of these improvements and opened March 6, 2020. Hazen & Sawyer was awarded the contract. Work performed to date under the initial contract includes assistance with developing procurement documents for turnkey dewatering services, assistance with evaluating the resulting proposal, and assistance with developing contract documents for the turnkey services. The work to be performed under this modification involves continued assistance with developing turnkey service contract documents, assistance with contract negotiations with the turnkey vendor, and providing engineering services during construction of the dewatering facility. These turnkey services are necessary to dewater, store, haul, and beneficially reuse water treatment residuals (WTR) sourced from the Dublin Road Water Plant (DRWP) and Hap Cremean Water Plant (HCWP) and retained within the McKinley Avenue Quarry (MAQ). The Planning Area for the work is Citywide-99.
2. PLANNED CONTRACT MODIFICATION
As described in the original ordinance authorizing the contract (0966-2020), this is the first of three planned contract modifications to this project. The initial contract started in June 2020. This modification is anticipated to provide services through 1st quarter 2024. There are two future modifications planned with estimated beginning and end dates as follows: modification #2 - begin first quarter 2024 and ending second quarter 2025; modification #3 - begin first quarter 2025 and ending third quarter 2026.
Original Contract Amount (PO230073, ORD 0966-2020): $229,000.00
Modification #1 (this modification): $500,000.00
Total Contract Amount: $729,000.00
The two future planned modifications are each anticipated to increase the contract amount by $500,000.00, bringing the anticipated total contract amount to $1,729,000.00.
The contract modification work was not bid because the current consultant is familiar with the project and has completed all study and basis of design development to date. Bidding the work to another consultant will delay the project and will result in higher costs due to bringing a new consultant up to speed on the project and potentially increase the risk of not meeting anticipated water treatment residuals management deadlines. The services needed and level of effort were discussed with the consultant and an average monthly cost was determined for the anticipated services. This monthly cost was projected through the duration of this contract modification. The City Project Manager and associated staff reviewed and approved these cost summaries.
3. CONTRACT COMPLIANCE INFORMATION
Hazen & Sawyer’s contract compliance number is CC-000630 and expires 3/3/24.
4. FISCAL IMPACT
An amendment to the 2022 Capital Improvement Budget is needed to align budget authority with the proper project. It is necessary to transfer funds between projects within the Water General Obligations Bond Fund, Fund 6006, to align cash with the proper project. The funds are appropriated.
5. MINORITY AND WOMAN OWNED BUSINESS ENTERPRISE & SMALL LOCAL BUSINESS ENTERPRISE PROGRAM
This contract was established prior to the implementation of the City’s MBE/WBE Program and is not subject to the program requirements. Hazen & Sawyer, the prime consultant on this contract, is city-certified as a majority owned firm. Resource International, a city-certified WBE firm, is a named subcontractor on this contract modification anticipated to perform 9.0% of the work.
Title
To amend the 2022 Capital Improvement Budget; to authorize a transfer of funds and appropriation within the Water Bond Fund; to authorize the Director of Public Utilities to modify an existing engineering agreement with Hazen & Sawyer for the Residuals Management Plan Update Project - Part 2; and to authorize the expenditure of up to $500,000.00 from the Water Bond Fund to pay for the contract modification. ($500,000.00)
Body
WHEREAS, the Department of Public Utilities posted a Request for Proposals for the Residuals Management Plan Update Project - Part 2 Project; and
WHEREAS, City Council approved awarding the contract to Hazen & Sawyer via Ordinance 0966-2020 in the amount of $229,000.00; and
WHEREAS, the Request for Proposal stated three contract modifications were planned and this was noted in the original ordinance; and
WHEREAS, it is necessary to modify the 2022 Capital Improvement Budget to align budget authority with the proper project; and
WHEREAS, a transfer of funds within the Water General Obligation Bond Fund, Fund 6006, is required to align cash with the proper project; and
WHEREAS, it will be necessary to expend funds to pay for the contract modification,
WHEREAS, it has become necessary in the usual daily operation of the Department of Public Utilities to authorize the Director to execute the first of the planned contract modifications with Hazen & Sawyer to add up to $500,000.00 to the contract to continue the project work; now, therefore
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the 2022 Capital Improvements Budget authorized by Ordinance 1896-2022 is amended as follows to provide sufficient budget authority for the project expenditure:
Fund / Project Number / Project Name / Current / Change / Amended
6006 / 690584-100000 / Upground Reservoir Embankment Repairs - 2019 (Voted Water Carryover) / $117,820.00 / ($100,000.00) / $17,820.00
6006 / 690540-100001 / Residuals Management Plan Update - Pt. 2 (Voted Water Carryover) / $400,000.00 / $100,000.00 / $500,000.00
SECTION 2. That the transfer of $100,000.00, or so much thereof as may be needed, is hereby authorized in the Water General Obligations Bond Fund, Fund 6006, per the accounting codes attached to this ordinance.
SECTION 3. That the Director of Public Utilities is hereby authorized to modify an existing engineering agreement with Hazen & Sawyer, 150 East Campus View Blvd., Suite 200, Columbus, Ohio 43235, for the Residuals Management Plan Update Project - Part 2, CIP 690540-100001, in accordance with the terms and conditions as shown in the contract modification on file in the office of the Department of Public Utilities.
SECTION 4. That the expenditure of up to $500,000.00, or so much thereof as may be needed, is hereby authorized in the Water General Obligations Bond Fund, Fund 6006, to pay for the contract modification per the accounting codes attached to this ordinance.
SECTION 5. Funds are hereby deemed appropriated and expenditures and transfers authorized to carryout 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.