Explanation
1. BACKGROUND
This ordinance authorizes the Director of Public Utilities to enter into a contract with Arcadis U.S., Inc. for professional services and construction services for the SWWTP VFD & Harmonic Filter Upgrades project, CIP #650346-100002, in an amount up to $443,624.94.
The Department of Public Utilities’ (DPU) Division of Sewerage & Drainage (DOSD) has identified numerous Variable Frequency Drives (VFDs) and Harmonic Filters at several Southerly Wastewater Treatment Plant (SWWTP) processes that are nearing the end of their useful service life and are becoming increasingly difficult to repair and maintain. These processes include the fine screens, the Return Activated Sludge (RAS) pumps, the thickening centrifuges, and the skimmings’ concentrators. This project will provide specialized professional engineering services to evaluate, replace, configure, and program the VFDs and harmonic filters, provide new controls that may be necessary to integrate the new equipment into the existing systems, and provide any other ancillary work to provide a fully functioning system. This work will also include recommendations for the standardization of equipment that can be used in the DOSD Guide Specifications and programming of Programmable Logic Controllers (PLCs). The equipment specified will vary based on site conditions, building use, building permit requirements, and ease of maintenance issues. Consideration shall be given to increasing ease of maintenance, development of standardized operating systems, and specifying control systems access software. This work is part of the City’s continuing effort to upgrade its treatment facilities, provide efficient, reliable, cost-effective operations, and enhance personnel safety.
This agreement will provide engineering services necessary for the preliminary design, detailed design, services for construction procurement, and engineering services during construction. The original agreement will be for preliminary design only. Future modifications of this contract are planned to provide funding for the remaining services. This project may be funded via the WPCLF program.
The Community Planning Area is “99 - Citywide”.
TIMELINE: Arcadis will begin work after the Notice to Proceed (NTP) is given upon execution of their Professional Engineering Services Agreement which is anticipated to be during the summer of 2023. The engineering agreement will provide Step 1, Preliminary Design Services. The completion of Preliminary Design and approval of the PDR is currently scheduled for the fourth quarter of 2023. A modification request for Detailed Design is currently scheduled for late 2023 so that the modification can be finalized and Detailed Design can begin upon completion of Preliminary Design in the first quarter of 2024. Detailed Design will continue until advertisement for bids, then bidding services will commence. It is anticipated that plans and specs will be finalized and ready for advertisement during the second quarter of 2024, bids will be received in the third quarter of 2024, and Notice to Proceed of the construction contract will be in the fall of 2024. The anticipated end of the construction contract is early 2026. The Professional Engineering Services contract will continue beyond completion of construction to provide record drawings of the constructed facilities and to provide assistance during the warranty period. The engineering agreement is anticipated to be closed in 2027.
The total term of the engineering agreement is estimated to be 3.5 years. The estimated ending month and year of the agreement is January, 2027.
ESTIMATED COST OF PROJECT: The original engineering agreement amount is $443,624.94. Two additional contract renewals are anticipated at this time.
Original Engineering Agreement (for Preliminary Design) $443,624.94
Future Modification for Detailed Design and Bidding Service $822,000.00
Future Modification for Engineering Services during Construction $822,000.00
CONTRACT TOTAL $2,087,624.94
2. ECONOMIC IMPACT/ADVANTAGES; COMMUNITY OUTREACH; PROJECT DEVELOPMENT; ENVIRONMENTAL FACTORS/ADVANTAGES OF PROJECT
The performance of this project’s activities to provide specialized professional engineering services to evaluate and replace VFDs and Harmonic Filters at SWWTP is needed to continue the City’s effort to upgrade its treatment facilities, provide efficient, reliable, cost-effective operations, and enhance personnel safety. If left unperformed, the required work could become larger in scope and more expensive and could produce a major impact to the City’s wastewater treatment system and the budget. No community outreach is considered for this project.
3. BID INFORMATION
This project was formally advertised on the Vendor Services and Bonfire websites and opened 2/10/23. Two proposals were received:
Name C.C. No. Exp. Date City/State Status
Arcadis U.S., Inc., LLC CC-009409 2/22/25 Columbus, OH MAJ
Hatch Associates Consultants Inc. CC-025646 3/8/24 Columbus, OH MAJ
All proposals were deemed responsive. The evaluation committee reviewed the proposals and recommended the contract for the SWWTP VFD & Harmonic Filter Upgrades project be awarded to Arcadis U.S., Inc
Arcadis U.S., Inc.’s certification was in good standing at the time of the contract award.
4. CONTRACT COMPLIANCE INFORMATION
Arcadis U.S., Inc.’s contract compliance number is CC-025646 and expires 3/8/24. Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against Arcadis U.S., Inc.
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% as assigned by the City’s Office of Diversity and Inclusion (ODI). After ODI’s review of the Utilization Plan and other related information the contractor submitted with their bid response, ODI has approved an MBE/WBE Program goal of 10% 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 in the bid documents for this contract.
As part of their proposal, Arcadis U.S., Inc. has proposed the following four subcontractors to perform contract work:
Company Name City/State ODI Certification Status
Brown and Caldwell Columbus, Ohio MAJ
Advanced Engineering Consultants Columbus, Ohio MBE
CCI Engineering Services Columbus, Ohio WBE
Regency Construction Services Columbus, Ohio WBE
6. FISCAL IMPACT
Funding in the amount of $443,624.94 is available and appropriated within the Sanitary Bond Fund, Fund 6109. An amendment to the 2022 Capital Improvement Budget is needed to align budget authority with the proper project. A transfer of cash and appropriation between projects within the Sanitary Bond Fund is needed to align cash and appropriation with the proper project.
Title
To authorize an amendment to the 2022 Capital Improvement Budget; to authorize the transfer of cash between projects within the Sanitary Bond Fund; to authorize the Director of Public Utilities to enter into a professional services contract with Arcadis U.S., Inc. for the Southerly Waste Water Treatment Plant Variable Frequency Drive & Harmonic Filter Upgrades project; and to authorize the expenditure of up to $443,624.94 from the Sanitary Bond Fund. ($443,624.94)
Body
WHEREAS, the Department of Public Utilities is engaged in the SWWTP VFD & Harmonic Filter Upgrades project; and
WHEREAS, two proposals for the SWWTP VFD & Harmonic Filter Upgrades project were received and evaluated by the evaluation committee; and
WHEREAS, the evaluation committee recommended Arcadis U.S., Inc. be awarded the contract for this project; and
WHEREAS, it is necessary to authorize the Director of the Department of Public Utilities to enter into a professional services contract with Arcadis U.S., Inc. for the SWWTP VFD & Harmonic Filter Upgrades project; and
WHEREAS, the 2022 Capital Improvements Budget must be modified to align budget authority with the proper project; and
WHEREAS, it is necessary to transfer cash between projects within the Sanitary Bond Fund, Fund 6109, to align cash with the proper project; and
WHEREAS, it is necessary to authorize an expenditure of funds within the Sanitary Bond Fund, Fund 6109, to pay for the contracted services for the project; 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 budget authority for this project:
Fund / Project Number / Project Name (Funding Source) / Current Authority/ Revised Authority / Change
6109 / 650260-103000 / SWWTP Small Capital Projects (Voted Sanitary Carryover) / $352,824.00 / $0.00 / ($352,824.00)
6109 / 650260-106000 / Fairwood Building Facilities Small Capital Projects (Voted Sanitary Carryover) / $716,074.00 / $625,273.00 / ($90,801.00)
6109 / 650346-100002 / SWWTP VFD & Harmonic Filter Upgrades (Voted Sanitary Carryover) / $0.00 / $443,625.00 / $443,625.00
SECTION 2. That the transfer of $443,624.94, or so much thereof as may be needed, is hereby authorized within the Sanitary Bond Fund, Fund 6109, per the accounting codes in the attachment to this ordinance.
SECTION 3. That the Director of Public Utilities is hereby authorized to enter into a professional services and construction services contract for the SWWTP VFD & Harmonic Filter Upgrades project with Arcadis U.S., Inc., 100 E Campus View Blvd. Suite 230, Columbus, OH 43235, in an amount up to $443,624.94, in accordance with the terms and conditions of the contract on file in the Department of Public Utilities.
SECTION 4. That the expenditure of $443,624.94, or so much thereof as may be needed, is hereby authorized to pay for this contract per the accounting 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 this Ordinance shall take effect and be in force from and after the earliest period allowed by law.