Explanation
1. BACKGROUND:
A. Need. This legislation authorizes the Director of Public Utilities to enter into a professional engineering services agreement with T & M Associates, Inc. for the General Engineering Consultant (GEC) Services #3 Project, in an amount up to $500,000.00, for the Division of Sewerage and Drainage.
The General Engineering Consultant Services (GEC) #3 Project is necessary to provide technical and engineering assistance to the Department of Public Utilities (DPU). Initial services are for Division of Sewerage and Drainage (DOSD) facilities. Additional DPU facilities may be added in the future. The GEC services may include the following tasks for small projects: investigations, inspections and evaluations of existing conditions, surveying, preparation of engineering or architectural drawings and specifications, review of contractors’ submittals including shop drawings, maintenance and operation (M&O) manuals, and Standard Operating Procedures (SOPs). The GEC services may also include assistance with new equipment or systems start-up and commissioning, instrumentation & control (I&C) work such as Human Machine Interface (HMI) and Programmable Logic Controller (PLC) programming, uploading documents onto the City’s Project Management Information System (PMIS), computerized maintenance software, preparation of record plan drawings for small projects, technical assistance in the preparation of Facilities/Equipment Maintenance (FEM) documents, and other similar related tasks. Small projects that may, on occasion, require engineering services under this contract include small Capital Improvement Projects (formerly known as “Plant Improvement Projects” or “PIPs”) and FEM service contracts. The small Capital Improvement Projects (CIP) will vary in nature and can include replacement and upgrade of equipment, materials, structural features, electrical, or instrumentation & control (I&C) work and their associated appurtenances that have served its useful life.
The actual construction and commissioning of upgrades in the several facilities will generally be accomplished by others.
The planning area is “N/A” since service is provided to several different projects.
B. Timeline: T&M Associates, Inc. will begin work after the notice to proceed is given on upon execution of this contract. The contract duration is for four (4) years, starting upon the date of Contract Execution. The professional services shall be funded by incremental appropriation, through the use of estimated annual modifications. There are three (3) planned modifications to this project, July 2018, July 2019, and July 2020.
C. Procurement Information: The Department of Public Utilities advertised a Request for Proposals (RFP) for this project in the City Bulletin in accordance with the overall provisions of Section 329 of Columbus City Codes. On May 5, 2017, five (5) firms submitted detailed proposals for this project to the Director of Public Utilities. The following companies submitted bids:
Name C.C. No./Exp. Date DAX # City/State Status
T & M Associates, Inc. 22-1806708 - 9/15/18 1614 Columbus/OH MAJ
Arcadis U.S., Inc. 57-0373224 - 5/18/19 9409 Columbus/OH MAJ
Hatch Chester (Ohio), Inc. 20-2401674 - 4/17/19 1157 Columbus/OH MBE
Hazen and Sawyer 13-2904652 - 3/14/18 0630 Columbus/OH MAJ
Ribway Engineering Group 31-1406579 - 5/17/18 5279 Columbus/OH MBE
These proposals were reviewed and ranked by a Professional Engineering Services Selection Committee in order to determine the consultant best qualified to provide the services for this project. The committee ranked the proposals on quality, feasibility and cost. After careful consideration, the committee recommended T & M Associates, Inc. be selected to provide the engineering services for this project, for which the Director of Public Utilities has concurred.
2. Contract Compliance No.: 22-1806708 | Exp. 9/15/18 | MAJ
Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against T & M Associates, Inc.
3. Economic and Environmental Impact: The performance of this project’s activities to provide engineering and technical services for CIPs and FEMs at DPU facilities will help them maintain peak operational performance. If left unperformed, the required work could become larger and more expensive that could produce a major impact to the budget. No community outreach is considered for this project.
4. Estimate full cost for this project:
Original Contract $ 500,000.00
Proposed Modification 1 $ 500,000.00
Proposed Modification 2 $ 500,000.00
Proposed Modification 3 $ 500,000.00
CONTRACT TOTAL $2,000,000.00
5. Fiscal Impact: This legislation includes a transfer of funds from the Sewerage System Reserve Fund to the Sewer G.O. Bonds Fund as a temporary measure until such time as the proceeds from the 2017 summer bond sale can be made available. There is sufficient authority available within this project.
Title
To authorize the Director of Public Utilities to enter into an agreement with T & M Associates, Inc. for the General Engineering Consultant (GEC) Services #3 Project; to authorize the appropriation and transfer of $500,000.00 from the Sewerage System Reserve Fund to the Sewer General Obligations Bond Fund; and to authorize an expenditure up to $500,000.00 within the Sewer General Obligations Bond Fund. ($500,000.00)
Body
WHEREAS, five (5) firms submitted detailed proposals based on the City's advertised Request for Proposals (RFP) on May 5, 2017 for the General Engineering Consultant (GEC) Services #3 Project and were opened, reviewed, and ranked; and
WHEREAS, a Proposal Evaluation Committee reviewed and ranked the RFPs in order based on quality and feasibility; the Committee recommended that T & M Associates, Inc. be selected to provide the engineering services for this project; and
WHEREAS, it is necessary for this Council to authorize the City Auditor to transfer funds from the Sewerage System Reserve Fund to the Sewer G.O. Bonds Fund; and
WHEREAS, the City will sell notes or bonds to fund this project and will reimburse the Sewerage System Reserve Fund; and
WHEREAS, this transfer should be considered as a temporary funding method; and
WHEREAS, the aggregated principal amount of obligations which the City will issue to finance this project is presently expected not to exceed $500,000.00; and
WHEREAS, the City anticipates incurring certain Original Expenditures (as defined in Section 1.150-2(C) of the Treasury Regulations (the "Treasury Regulations") promulgated pursuant to the Internal Revenue Code of 1986, as amended) with respect to the construction of the Project described in this Ordinance (collectively, the "Project"); and
WHEREAS, it is necessary to authorize the City Auditor to expend funds within the Sewer G.O. Bonds Fund; and
WHEREAS, it has become necessary in the usual daily operation of the Department of Public Utilities, Division of Sewerage and Drainage, to authorize the Director to enter into an agreement with T & M Associates, Inc. for the General Engineering Consultant (GEC) Services #3 Project, for the preservation of 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 Director of Public Utilities is hereby authorized to enter into an agreement with T & M Associates, Inc., 4675 Lakehurst Court, Suite 250, Dublin, OH 43016 (FID# 22-1806708); for the General Engineering Consultant (GEC) Services #3 Project, in accordance with the terms and conditions as shown in the contract on file in the office of the Division of Sewerage and Drainage.
SECTION 2. That said company, T & M Associates, Inc. shall conduct the work to the satisfaction of the Director of Public Utilities and the Administrator of the Division of Sewerage and Drainage.
SECTION 3. 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, 2017, the sum of $500,000.00 is appropriated in Fund 6102 - Sewerage System Reserve Fund, in Object Class, 06 Capital Outlay, per the account codes in the attachment to this ordinance.
SECTION 4. That the transfer of $500,000.00 or so much thereof as may be needed, is hereby authorized between Fund 6102 - Sewerage System Reserve and Fund 6109 - Sewer G.O. Bonds Fund, per the account codes in the attachment to this ordinance.
SECTION 5. That the expenditure of $500,000.00 or so much thereof as may be needed, is hereby authorized in Fund 6109 - Sewer G.O. Bonds Fund, in Object Class 06, Capital Outlay, per the accounting codes in the attachment to this ordinance.
SECTION 6. That upon obtaining other funds for the purpose of funding sewer system capital improvement work, the City Auditor is hereby authorized to repay the Sewerage System Reserve Fund the amount transferred under Section 4 above, and said funds are hereby deemed appropriated for such purpose.
SECTION 7. That the City intends that this Ordinance constitute an "official intent" for purposes of Section 1.150-2(e) of the Treasury Regulations, and that the City reasonably expects to reimburse itself for certain Original Expenditures incurred with respect to the Project from the proceeds of obligations to be issued by the City in a principal amount currently estimated to be $500,000.00 (the "Obligations").
The City intends to make a reimbursement allocation on its books for the Original Expenditures not later than eighteen months following the later to occur of the date of the Original Expenditure to be reimbursed or the date the Project for which such Original Expenditures were made is "placed in service" within the meaning of Treasury Regulations Section 1.150-2(c). Upon the issuance of the Obligations, the proceeds of such Obligations shall be used to reimburse Sewer System Reserve Fund 6102, which is the fund from which the advance for costs of the Project will be made.
SECTION 8. That the funds necessary to carry out the purpose of this Ordinance are hereby deemed appropriated, and the City Auditor shall establish such accounting codes as necessary.
SECTION 9. That the City Auditor is hereby authorized and directed to transfer any unencumbered balance in the project account to the unallocated balance 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 no longer required for said project; except that no transfer shall be made from a project account by monies from more than one source.
SECTION 10. That the City Auditor is authorized to establish proper project accounting numbers as appropriate.
SECTION 11. 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 12. That this Ordinance shall take effect and be in force from and after the earliest period allowed by law.