Explanation
1. BACKGROUND: This project provides engineering services for short circuit, coordination, and arc flash mitigation. This work includes field collection of all device and component ratings, settings, sizes, lengths, etc.; development of a model and providing the coordination settings to reduce incident arc flash energy. This includes affixing arc flash hazard labels to all equipment as required by OSHA.
During this renewal period the project will provide continuing support in these areas for all capital projects at the wastewater treatment plants, compost, and the pump stations. This will include reviewing short circuit analysis from other Design Professionals and integrating these models into the overall plant models. The engineer will also provide services to recommend changes to electrical gear to improve short circuit coordination and arc flash behavior, including making setting changes on equipment.
Community Planning Area: 99
1.1 Amount of additional funds to be expended: $ 425,000.00
Original Contract (PO152940) $1,000,000.00
Renewal 1 (current) $ 425,000.00
Renewal 2 (anticipated 2021) $ 350,000.00
Renewal 3 (anticipated 2022) $ 350,000.00
CONTRACT TOTAL $2,125,000.00
1.2. Reasons additional goods/services could not be foreseen:
This is a planned contract renewal and the additional services were identified in the original contract ordinance, Ord. 2777-2018.
1.3. Reason other procurement processes are not used:
This work was originally planned as a four year effort funded by annual renewals because it includes tasks which stretch across several funding years, and because the nature of the work requires the firm to develop a deep and detailed understanding of our plants and how we operate them. Bidding out this work would risk funding this substantial start up effort again and would require the multi-year work to start again.
1.4. How cost of modification was determined:
The costs were negotiated with Hatch Associates Consultants Inc., reviewed by the Division of Sewerage, and Drainage and was deemed acceptable.
2. PROJECT TIMELINE: This is the first planned renewal of a multi-year contract. This is anticipated to be a 4 year contract with annual renewals. Adjustments to fees and scope will be made by contract renewal based on annual (or semiannual) proposals as requested by the City. The expected end date of the contract is fourth quarter 2022, but the duration of the contract may extend into subsequent years based on the complexity and progress of the assigned work.
3. EMERGENCY DESIGNATION: An emergency designation is not requested at this time.
4. CONTRACT COMPLIANCE NUMBER: 13-6094431 | MAJ | Exp. 5/12/2022 | Vendor # 025646
5. ENVIRONMENTAL IMPACT: This project will provide a safer working environment for plant personnel by updating arc flash rating nameplates required by OSHA and will reduce nuisance tripping of electrical equipment.
6. FISCAL IMPACT: This ordinance authorizes the expenditure of up to of $425,000.00 from the Sanitary Sewer General Obligation Bond Fund 6109.
Title
To authorize the Director of Public Utilities to renew an existing contract with Hatch Associates Consultants, Inc. for the Short Circuit Coordination, and Arc Flash Project; to authorize the expenditure of up to $425,000.00 from the Sanitary Sewer General Obligation (G.O.) Bond Fund.($425,000.00)
Body
WHEREAS, Ordinance 2777-2018, passed November 19, 2018, authorized the contract for Short Circuit Coordination, and Arc Flash Project with Hatch Associates Consultants, Inc.; and
WHEREAS, it is necessary to authorize a renewal of the existing contract; and
WHEREAS, it is necessary to authorize the expenditure of up to $425,000.00 from the Sanitary Sewer General Obligation Bond Fund 6109; and
WHEREAS, it has become necessary in the usual daily operation of the Department of Public Utilities to authorize the Director to renew an existing agreement with Hatch Associates Consultants, Inc. for the Short Circuit Coordination, and Arc Flash Project, CIP# 650260-100008, 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 renew an existing agreement with Hatch Associates Consultants, Inc. 88 E. Broad Street; Suite 1980, Columbus, OH 43215 for the Short Circuit Coordination, and Arc Flash Project, CIP# 650260-100008 in accordance with the terms and conditions as shown in the agreement on file in the Department of Public Utilities.
SECTION 2. That the expenditure of up to $425,000.00 is hereby authorized from the Sanitary General Obligation Bond Fund 6109 per the accounting codes attached to this ordinance.
SECTION 3. That the said firm, Hatch Associates Consultants, Inc., shall conduct the work to the satisfaction of the Director of Public Utilities and the Administrators of the Division of Sewerage and Drainage.
SECTION 4. That the City Auditor is hereby authorized 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 are no longer required for said project; except that no transfer shall be made from a project by monies from more than one source.
SECTION 5. That the City Auditor is authorized to establish proper project accounting numbers as appropriate.
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 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 8. That this ordinance shall take effect and be in force from and after the earliest period allowed by law.