Explanation
1. BACKGROUND
This ordinance authorizes the Director of Public Utilities to enter into a contract with AECOM Technical Services for professional engineering services for the Water Distribution System SCADA Improvements project, CIP #690522-100001. This project will involve having a consultant evaluate the Supervisory Control and Data Acquisition (SCADA) system upgrade options and design state of the art improvements for the City of Columbus water distribution system. SCADA system upgrades are needed on an approximate six year cycle to keep hardware and software updated and ensure that the system functions reliably.
The initial contract, Phase 1, will be for preliminary design services. Phase 1 will include a cybersecurity study, radio evaluation, SCADA system hardware evaluation, SCADA operating system evaluation, and graphics package upgrade evaluation
There are two planned contract modifications. The first contract modification will be for Phase 2, detailed design services. The second contract modification will be for Phase 3, engineering services during construction.
Planning area = “99-Citywide”
TIMELINE & FUTURE RENEWAL(S): The duration of the initial contract for Phase 1 - Preliminary Design Services is 11 months and is expected to begin in February, 2023. Phase 2 - Detailed Design Services (Modification No. 1) is expected to have a duration of approximately 12 months. Phase 3 - Engineering Services during Construction (Modification No. 2) is expected to have a duration of approximately 12 months. December, 2025, is the estimated ending date of the contract based on the total term.
ESTIMATED COST OF PROJECT:
Initial contract - Preliminary Design (current) - $485,538.62
Modification #1 - Detailed Design (future) - $600,000.00 (estimated)
Modification #2- Engineering Services During Construction (future) - $250,000.00 (estimated)
Estimated Contract Total: $1,335,538.62 (all phases)
2. ECONOMIC IMPACT/ADVANTAGES; COMMUNITY OUTREACH; PROJECT DEVELOPMENT; ENVIRONMENTAL FACTORS/ADVANTAGES OF PROJECT
This project will determine the most economic approach to upgrading current SCADA system components.
3. BID INFORMATION
This project was formally advertised on the Vendor Services and Bonfire websites from 9/30/22 through 10/28/22. AECOM Technical Services was the only company that submitted a proposal. The evaluation committee reviewed the proposal and recommended that a contract be awarded to AECOM Technical Services.
4. CONTRACT COMPLIANCE INFO:
AECOM’s contract compliance number is CC-010897 and expires 6/22/24. Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against AECOM.
5. MINORITY AND WOMAN OWNED BUSINESS ENTERPRISE & SMALL LOCAL BUSINESS ENTERPRISE PROGRAM
This contract was bid with an anticipated City of Columbus MBE/WBE Program goal of 10.0% as assigned by the City’s Office of Diversity and Inclusion (ODI). After review of the Utilization Plan and other related information the proposer submitted with their response, a goal of 10% has been established for this contract. Failure by the contractor to meet this goal subjects the contractor to the Penalties for Non-Compliance as described in the “City’s Minority and Women-Owned Business Enterprise & Small Local Business Enterprise Program Manual” and bid documents for this contract.
6. FISCAL IMPACT
Funds for this expenditure are available and appropriated within the Water Bond Fund, Fund 6006. An amendment to the 2022 Capital Improvements Budget is necessary to align budget authority with the proper project. A transfer of funds and appropriation within the Water Bond Fund will be necessary to align cash and appropriation with the proper project.
7. EMERGENCY DESIGNATION
Emergency designation is requested so preliminary design can begin in February as scheduled, preventing delays in the project timeline caused by the contracting process.
Title
To authorize an amendment to the 2022 Capital Improvements Budget; to authorize a transfer of cash and appropriation within the Water Bond Fund; to authorize the Director of Public Utilities to enter into a contract with AECOM Technical Services for the Water Distribution System SCADA Improvements project; to authorize the expenditure of up to $485,538.62 from the Water Bond Fund to pay for the project; and to declare an emergency. ($485,538.62)
Body
WHEREAS it is necessary to authorize the Director of Public Utilities to enter into a contract for professional engineering services with AECOM Technical Services for the Water Distribution System SCADA Improvements project; and
WHEREAS, an amendment to the 2022 Capital Improvements Budget is needed for purposes of providing sufficient budget authority for the aforementioned project expenditure; and
WHEREAS, a transfer of cash and appropriation of up to $485,538.62 within the Water Bond Fund, Fund 6006, is needed to align cash and appropriation for the proper project; and
WHEREAS, it is necessary to authorize an expenditure of up to $485,538.62 within the Water Bond Fund, Fund 6006, to pay for the contract; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Utilities in that it is immediately necessary to authorize the Director to execute the contract so preliminary design can begin in February as scheduled, preventing delays in the project timeline caused by the contracting process, thereby preserving 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 2022 Capital Improvements Budget authorized by Ordinance 1896-2022 be amended as follows to establish sufficient authority for this project:
Fund / Project Number / Project Name / Current / Change / Amended
6006 / 690521-100000 / Water Main Repair (Voted Water Carryover) / $1,250,000.00 / ($485,539.00) / $764,461.00
6006 / 690522-100001 / Water Distribution System SCADA Improvements (Voted Water Carryover) / $0.00 / $485,539.00 / $485,539.00
SECTION 2. That the transfer of $485,538.62 or so much thereof as may be needed, is hereby authorized between projects within the Water Bond Fund, Fund 6006, per the account codes in the attachment to this ordinance.
SECTION 3. That the Director of Public Utilities be and hereby is authorized to enter into a contract for the Water Distribution System SCADA Improvements project, CIP #690522-100001, with AECOM Technical Services, 277 W. Nationwide Blvd, Columbus, Ohio, 43215, in accordance with the terms and conditions of the contract on file in the Office of the Division of Water.
SECTION 4. That the expenditure of $485,538.62, or so much thereof as may be needed, is hereby authorized within the Water Bond Fund, Fund 6006, per the account codes in the attachment to this ordinance.
SECTION 5. Funds are hereby deemed appropriated and expenditures and transfers authorized to carry out 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 for the reasons stated in the preamble hereto, which is made a part hereof, this Ordinance is declared to be an emergency measure and shall take effect and be in force from and after its passage and approval by the Mayor, or ten (10) days after passage if the Mayor neither approves nor vetoes this Ordinance.