Explanation
1. BACKGROUND
This ordinance authorizes the Director of Public Utilities to enter into a contract with Advanced Engineering Consultants for professional engineering services for the DOSD HVAC & Air Purification System Replacements No. 2 project, CIP #650265-100200.
This project will be address various Depart of Public Utilities, Division of Sewerage and Drainage (DOSD), facilities. Many of the HVAC & Air Purification Units are approaching the end of their useful life and are becoming increasingly difficult to repair and maintain. The basis of design for this project is based on the HVAC & Air Purification Unit survey report prepared during the HVAC Program #1 for the Division's various buildings, including both of the Waste Water Treatment Plants, the Compost facility, and the Sewer Maintenance and Operations Center. That report will continue to be the guiding document to schedule and replace the failing units on a priority basis. This project will include preliminary engineering, detailed design, and services during construction for the units selected for each year of construction.
Planning Area: 99 Citywide
TIMELINE & FUTURE RENEWAL(S): This will be a one-year contract with an option for the City to renew annually for two additional years. Adjustments to fees and scope will be made by contract renewal based on annual proposals or as requested by the City. It is anticipated that work under this contract will commence in 2023. The expected duration of this contract is through the final completion of work authorized through the contract renewal in 2025.
ESTIMATED COST OF PROJECT: The original contract amount will be for $563,000. Two contract renewals are anticipated at this time.
Cost summary:
Original Contract (2023) $ 563,000.00
Renewal 1 (2024) $ 570,000.00
Renewal 2 (2025) $ 577,000.00
CONTRACT TOTAL $1,710,000.00
2. ECONOMIC IMPACT/ADVANTAGES; COMMUNITY OUTREACH; PROJECT DEVELOPMENT; ENVIRONMENTAL FACTORS/ADVANTAGES OF PROJECT
This project is necessary for replacement of failing HVAC systems at DOSD facilities. Environmental benefits will likely be inherent in the project as newly designed units are expected to be more energy efficient. No community outreach or input is believed to be necessary.
3. BID INFORMATION
This project was formally advertised on the Vendor Services and Bonfire websites from 9/23/22 through 10/28/22. A proposal was received from the following company:
Name C.C. No. Exp. Date City/State Status
Advanced Engineering Consultants CC005665 4/28/24 Columbus, OH MAJ
The proposal was deemed responsive. The evaluation committee reviewed the proposal and recommended the contract be awarded to Advanced Engineering Consultants.
4. CONTRACT COMPLIANCE INFORMATION
Advanced Engineering Consultants contract compliance number is CC-005665 and expires 4/28/24. Advanced Engineering Consultants is a City-certified WBE with a WBE certification expiration date of 5/31/24. Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against Advanced Engineering Consultants.
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 10.0% 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 Sanitary Bond Fund, Fund 6109. An amendment to the 2022 Capital Improvements Budget is necessary to align budget authority with the proper project. It will also be necessary to transfer cash and appropriation between projects within the Sanitary Bond Fund to align cash and appropriation with the proper project.
7. EMERGENCY DESIGNATION
Emergency designation is requested to implement this contract as soon as possible to minimize the cost of repairing equipment that is scheduled to be replaced. Many of the HVAC & Air Purification Units are approaching the end of their useful life and are becoming increasingly difficult to repair and maintain
Title
To authorize an amendment to the 2022 Capital Improvement Budget; to authorize the transfer of cash and appropriation within the Sanitary Bond Fund; to authorize the Director of Public Utilities to enter into a contract with Advanced Engineering Consultants for the DOSD HVAC & Air Purification System Replacements No. 2 project; to authorize the expenditure of up to $563,000.00 from the Sanitary Bond Fund to pay for the project; and to declare an emergency. ($563,000.00)
Body
WHEREAS it is necessary to authorize the Director of Public Utilities to enter into a contract for professional engineering services with Advanced Engineering Consultants for the DOSD HVAC & Air Purification System Replacements No. 2 project; and
WHEREAS, an amendment to the 2022 Capital Improvement Budget is needed for purposes of providing sufficient budget authority for the aforementioned project expenditure; and
WHEREAS, a transfer of cash and appropriation between projects within the Sanitary Bond Fund, Fund 6109, is needed to align cash and appropriation with the proper project; and
WHEREAS, it is necessary to authorize an expenditure of up to $563,000.00 within the Sanitary Bond Fund, Fund 6109, 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 implement this contract to minimize the cost of repairing equipment that is scheduled to be replaced because many of the HVAC & Air Purification Units are approaching the end of their useful life and are becoming increasingly difficult to repair and maintain; now, therefore,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the 2022 Capital Improvement Budget authorized by Ordinance 1896-2022 be amended as follows to establish sufficient budget authority for this project:
Fund / Project Number / Project Name / Current / Change / Amended
6109 / 650234-100007 / SWWTP Center Aeration Control (CAC) Roof Replacement (Voted Sanitary Carryover) / $142,004.00 / ($142,004.00) / $0.00
6109 / 650234-100008 / JPWWTP GEN Roof Replacement, Contract SCP 11JP (Voted Sanitary Carryover) / $12,573.00 / ($12,573.00) / $0.00
6109 / 650234-100009 / SMOC Roof Replacement, Phase 2, Contract SCP 03FW (Voted Sanitary Carryover) / $146,098.00 / ($146,098.00) / $0.00
6109 / 650372-100000 / SWWTP EAC HVAC and Air Purification (Voted Sanitary Carryover) / $846,998.00 / ($262,325.00) / $584,673.00
6109 / 650265-100200 / DOSD HVAC & Air Purification System Replacements No. 2 (Voted Sanitary Carryover) / $0.00 / $563,000.00 / $563,000.00
SECTION 2. That the transfer of cash and appropriation within the Sanitary Bond Fund, Fund 6109, is authorized 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 DOSD HVAC & Air Purification System Replacements No. 2 project, CIP #650265-100200, with Advanced Engineering Consultants, 1405 Dublin Road, Columbus, Ohio, 43215, in accordance with the terms and conditions of the contract on file in the Division of Sewerage and Drainage.
SECTION 4. That the expenditure of $563,000.00, or so much thereof as may be needed, is hereby authorized within the Sanitary Bond Fund, Fund 6109, 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.