Explanation
BACKGROUND: This legislation authorizes the Director of Public Utilities to modify (Modification #1) an existing engineering agreement with Hatch Associates Consultants, Inc. (formerly Hatch Chester Engineers (Ohio), Inc.) for the Southwesterly Composting Facility Odor Control Improvements project, CIP 650375-100002. This contract provides professional engineering services for preliminary design, detailed design services during bidding and services during construction for the Southwesterly Composting Facility Odor Control Improvements. These services shall include, but are not limited to, inspections and evaluations of existing conditions, surveying, preparation of engineering or architectural drawings, preparation of documents/drawings for permit approval, preparation of specifications and bidding documents, preparation of record plan drawings and technical assistance in the preparation of documents.
This modification is for a redesign that will replace infrastructure that is at imminent risk of failure which could result in noncompliance with regulations or loss of function of the facility. Improvements will be made under this project to address the short term critical needs and accommodate design of a three pad composting arrangement under the future Phase 2 - Odor Reduction Improvements project.
A future renewal will be requested for Step 3, Engineering Services During Construction, which will include technical project representation (TPR) duties, construction-phase engineering, start-up and commissioning assistance, and record documentation.
Construction, Construction Management Services and commissioning of the improvements will be performed by others.
Planning Area: 99 - City wide
PROJECT RENEWAL INFORMATION: $ 680,000.00
1.1 Original Contract $ 864,820.00
Renewal #1 $ 2,250,500.00
Modification #1 (current) $ 680,000.00
Renewal #2 (future) $ 1,000,000.00
Total $ 4,795,320.00
1.2 Reasons additional goods/services could not be foreseen:
A previous renewal for over $2,000,000.00 did not proceed. However, there are several facility components that require immediate replacement to ensure the ongoing regulatory compliance of the Compost Facility. This project will replace and repair critical infrastructure that had been planned to be addressed but cannot wait for the future Odor Reduction Improvements project. Due to the highly complex and technical nature of this wastewater treatment plant infrastructure, it is not reasonable or cost effective to undertake a new procurement to acquire these services. The lengthy process for initiating a new procurement and for a new entity to gain understanding of the project would cause an unacceptable project delay and additional cost.
1.3 Reason other procurement processes are not used:
Due to the highly complex and technical nature of this project, it is not reasonable or cost effective to undertake a new procurement to acquire these services. The lengthy process for initiating a new procurement and for a new entity to gain understanding of the project would cause an unacceptable project delay and additional cost.
1.4 How cost of renewal was determined:
A cost proposal was provided by Hatch Associates Consultants, Inc. and was reviewed by the Division of Sewerage and Drainage and was deemed acceptable.
2. PROJECT TIMELINE: This modification is anticipated to be executed in December of 2020 with a completion date of 560 days after notice to proceed is given for design.
3. CONTRACT COMPLIANCE No.: 13-6094431 | MAJ | Exp. 5/12/2022 | Vendor # 025646
4. ECONOMIC IMPACT: Southwest Compost Facility Phase 1 Improvements will replace infrastructure that is at imminent risk of failure which could result in noncompliance with regulations or loss of function of the facility. Improvements will be made under this project to address the short term critical needs and accommodate design of a three pad composting arrangement under the future Phase 2 - Odor Reduction Improvements project.
5. FISCAL IMPACT: This legislation authorizes the transfer of up to $633,251.00 within, and expenditure of 680,000.00 from the Sanitary General Obligation Bond Fund. An amendment to the 2020 Capital Improvement Budget is necessary to align the authority.
Title
To authorize the Director of Public Utilities to modify (Modification #1) an existing engineering agreement with Hatch Associates Consultants, Inc. for the Southwesterly Composting Facility Odor Control Improvements project; to authorize the transfer of up to $633,251.00 within and expenditure of up to $680,000.00 from the Sanitary Sewer General Obligation Bond Fund; and to amend the 2020 Capital Improvement Budget. ($680,000.00)
Body
WHEREAS, Contract No. PO046866 for $864,820.00 was authorized by Ord. No. 3053-2016, passed January 9, 2017; and
WHEREAS, Renewal #1 for the project was authorized by Ord. No. 1932-2018, passed July 30, 2018; and
WHEREAS, a modification to the agreement is necessary for redesign work that will replace infrastructure that is at imminent risk of failure which could result in noncompliance with regulations or loss of function of the facility; and
WHEREAS, it is necessary to authorize the transfer within of up to $633,251.00, and expenditure of up to $680,000.00 from the Sanitary General Obligation Bond Fund 6109; and
WHEREAS, it is necessary to amend the 2020 Capital Improvement Budget; and
WHEREAS, it has become necessary in the usual daily operation of the Division of Sewerage and Drainage, Department of Public Utilities, to authorize the Director of Public Utilities to modify an existing professional engineering service agreement with Hatch Associates Consultants, Inc. for the Southwesterly Composting Facility Odor Control Improvements project, CIP 650375-100002 for the preservation of the public health and safety; 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 modify (Mod #1) an existing professional engineering service agreement with Hatch Associates Consultants, Inc., 88 East Broad Street, Suite 1980, Columbus, OH 43215, for the Southwesterly Composting Facility Odor Control Improvements, 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 the transfer of up to $633,251.00 within the Sanitary General Obligation Fund 6109 is authorized per the accounting codes attached to this ordinance.
SECTION 3. That the expenditure of up to $680,000.00 from the Sanitary General Obligation Bond Fund 6109 is authorized per the accounting codes attached to this ordinance.
SECTION 4. That the 2020 Capital Improvement Budget is amended as follows:
Fund No. | Project No. | Project Name | Current | Revised | (Change)
6109 | P650252-100010 | JPWWTP Screening Improvements (Carryover) | $654,500 | $ 21,249| -$633,251
6109| P650375-100002 | Compost Facility Odor Control Improvements (Carryover) | $ 708,603 | $ 1,341,854 | +$633,251
SECTION 5. That said company, Hatch Associates Consultants, 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 6. 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 7. That the City Auditor is authorized to establish proper project accounting numbers as appropriate.
SECTION 8. 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 9. 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 10. That this ordinance shall take effect and be in force from and after the earliest period allowed by law.