Explanation
1. BACKGROUND: This Ordinance authorizes the Director of Public Utilities to modify and increase the professional engineering services agreement with Stantec Consulting Services, Inc. for the Hap Cremean Water Plant (HCWP) UV Disinfection Project, Capital Improvements Project No. 690536, Division of Water Contract No. 2025.
This is a contract for Professional Engineering Services for the Hap Cremean Water Plant UV Disinfection project (CIP No.: 690536-100000). This project will provide UV disinfection at the HCWP which will allow it to operate with a multi-barrier disinfection process (both chemical and physical disinfection).
The original contract provided funds for Preliminary Design Services (Phase I).
Modification No. 1 provided funds for Detailed Design (Phase II) and Bidding Services (Phase III).
Modification No. 2 (current) is needed to provide funds for Engineering Services During Construction (SDC) (Phase IV). SDC will include technical project representation (TPR) duties, construction phase engineering, shop drawing review, responding to RFIs, developing RFPS, start-up and commissioning assistance, training, and record documentation.
The Community Planning Area for the HCWP is “N/A” since it provides service to several communities.
1.1 Amount of additional funds to be expended: $2,043,200.00
Original Contract Amount: $ 936,618.63 (EL016478)
Modification No. 1: $1,392,500.00 (PO000136 / PO087932)
Modification No. 2 (current): $2,043,200.00
Modification No. 3 (future): $1,000,000.00
Total (Orig. + Mods. 1-3) $5,372,318.63
1.2. Reasons additional goods/services could not be foreseen:
This modification was fully anticipated and explained in the original legislation under Ordinance No. 2094-2014, as well as in Modification No. 1 under Ordinance No. 2707-2015.
Additionally, the Division of Water has elected to amend the original contract by splitting the responsibilities of the SDC obligations into two separate contract modifications (Mod #2 and future Mod #3). The current modification (No. 2) shall provide for SDC through March 2020 and a future contract modification (No. 3) shall fulfill the SDC obligations through final completion.
This modification (No. 2) shall provide for SDC through October 2019 and Modification No. 3 shall fulfill the SDC obligations through final completion.
1.3. Reason other procurement processes are not used:
The current consultant is familiar with the project and has completed all preliminary and detailed design work 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 future water quality regulation deadlines.
1.4. How cost of modification was determined:
The Consultant prepared an estimate based on the scope of work for the remainder of services during construction. City Project Manager and associated staff reviewed and approved these cost summaries.
2. ECONOMIC IMPACT/ADVANTAGES; COMMUNITY OUTREACH; PROJECT DEVELOPMENT; ENVIRONMENTAL FACTORS/ADVANTAGES OF PROJECT: This project will install UV Disinfection technology at the HCWP. UV disinfection provides a multi-barrier treatment operation by inactivating chlorine resistant microorganisms and other harmful pathogens, thereby improving public health protection. Providing a safe and reliable water supply is essential to human health and economic growth and development. There were no public meetings held regarding this work because all work will be conducted within the HCWP, which is a secure facility and is not a publically accessible facility. LEED certification is not applicable for this project. Sustainable principles are employed where applicable.
3. CONTRACT COMPLIANCE INFO: 11-2167170, expires 9/7/19, Majority, DAX No. 000462.
Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against Stantec Consulting Services, Inc.
4. FUTURE CONTRACT MODIFICATION: A future contract renewal is anticipated 3rd Quarter 2020 (still Phase IV) to fulfill SDC obligations through final completion.
5. FISCAL IMPACT: A transfer of funds within the Water G.O. Bonds Fund will be necessary as well as an amendment to the 2018 Capital Improvements Budget.
Title
To authorize the Director of Public Utilities to enter into a planned modification of the professional engineering services agreement with Stantec Consulting Services, Inc. for the Hap Cremean Water Plant UV Disinfection Project; for the Division of Water; to authorize a transfer and expenditure up to $2,043,200.00 within the Water General Obligations Bond Fund; and to authorize an amendment to the 2018 Capital Improvements Budget. ($2,043,200.00)
Body
WHEREAS, Contract No. EL016477 was authorized by Ordinance No. 2094-2014, passed November 3, 2014, was executed on December 3, 2014, and approved by the City Attorney on December 19, 2014 for the Hap Cremean Water Plant (HCWP) UV Disinfection Project; and
WHEREAS, Modification No. 1, identified as Contract No PO000180 (replaced by PO087932) was authorized by Ordinance No. 2772-2015, passed December 7, 2015, was executed February 3, 2016, and signed by the City Attorney on February 17, 2016; and
WHEREAS, Contract Modification No. 2 (current) will establish funding for Engineering Services During Construction (SDC); and
WHEREAS, a future Contract Modification (No. 3) is anticipated to fulfill SDC obligations through final completion; and
WHEREAS, it is necessary to authorize the Director of Public Utilities to modify and increase the professional engineering services agreement with Stantec Consulting Services, Inc. for the Hap Cremean Water Plant (HCWP) UV Disinfection Project; and
WHEREAS, it is necessary to authorize a transfer and expenditure of funds within the Water G.O. Bonds Fund, for the Division of Water; and
WHEREAS, it is necessary to authorize an amendment to the 2018 Capital Improvements Budget for purposes of providing sufficient funding and expenditure authority for the aforementioned project expenditure; and
WHEREAS, it has become necessary in the usual daily operation of the Department of Public Utilities, Division of Water, to authorize the Director of Public Utilities to modify and increase the professional engineering services agreement with Stantec Consulting Services, Inc., for the Hap Cremean Water Plant (HCWP) UV Disinfection 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 and directed to modify and increase the professional engineering services agreement with Stantec Consulting Services, Inc. (FID# 11-2167170) for the Hap Cremean Water Plant (HCWP) UV Disinfection Project, in an amount up to $2,043,200.00.
SECTION 2. That this contract modification is in compliance with Chapter 329 of Columbus City Code.
SECTION 3. That the transfer of $443,200.00 or so much thereof as may be needed, is hereby authorized between projects within Fund 6006 - Water G.O. Bonds Fund, per the account codes in the attachment to this ordinance. (There is already cash balance of $1.6M (carryover) in the project).
SECTION 4. That the 2018 Capital Improvements Budget is hereby authorized between projects within Fund 6006 - Water G.O. Bonds Fund, as follows:
Project No. | Project Name | Current Authority | Revised Authority | Change
P690441-100002 (carryover) | Alum Creek P.S. - Misc. Imp's | $1,604,914 | $1,184,500 | -$420,414
P690506-100000 (carryover) | Watershed Impervious Surface | $0 | $165,220 | +$165,220 (establish funding for entire cash balance)
P690506-100000 (carryover) | Watershed Impervious Surface | $165,220 | $142,434 | -$22,786
P690536-100000 (carryover) | HCWP UV Disinfection | $1,600,000 | $2,464,500 | $2,043,200 | +$443,200
*There is already 1.6M in carryover funding in Project P690536-1000000.
SECTION 5. That the expenditure of $2,043,200.00 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 6. 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 7. 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 8. That the City Auditor is authorized to establish proper project accounting numbers as appropriate.
SECTION 9. 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 10. That this Ordinance shall take effect and be in force from and after the earliest period allowed by law.