Explanation
1. BACKGROUND:
This legislation authorizes the Director of Public Utilities to enter into a contract with Burgess & Niple, Inc. for purposes of providing professional engineering services in connection with the Jackson Pike Wastewater Treatment Plant B-Plant Final Clarifier Upgrade Project. This legislation also includes provisions for a fund transfer and amendment to the 2004 Capital Improvements Budget.
This project will provide for renovation and improvement of the final clarifiers in the "B-Plant", one of the two wet stream process trains at the plant. Similar improvements were made to the clarifiers of the "A-Plant." The project goal is to replace deteriorated equipment, and make improvements to process operation and control.
The award of this project was delayed so that the results of a comprehensive engineering evaluation was substantially completed. This evaluation, known as The 2005 Wet Weather Management Plan has identified a need to expand the plants' capacity for purposes of accommodating higher flow rates during wet weather, as part of the overall program to reduce the occurrences of sewer system overflows agreed to within the consent order between the State of Ohio and the City. The portion of those improvements that fall in the immediate area of this project's work are a logical addition to the work of this project, and have been included in the scope of work for this proposed engineering contract. The improvements provide for increasing the aeration process inlet and outlet pip recommendations of the 2005 Wet Weather Management Plan study are general and preliminary, and may be revised as additional study work continues.
2. PROPOSED CONTRACT: $872,190.00 (Preliminary Design and Detailed Design):
The services to be provided under this contract are divided into three sequential steps: Preliminary Design, Detailed Design, and Services During Construction. This contract is proposed to be entered into for an amount estimated to be sufficient to initiate, and possibly complete, both the Preliminary Design and Detailed Design work. Services During Construction will be funded by a contract modification at the time that those services are needed.
The Preliminary Design work provides for an investigation of the existing facility, and development of a general plan for the project improvements that is documented in a report for the City's review and determination of direction. Thereafter, the Detailed Design work provides for development of detailed written specifications and engineering drawings for bidding the project construction. The work includes assistance with bid solicitation and evaluation of bids received.
Accurate estimates of cost for all steps of engineering services, and project construction, are difficult to produce this early in the project due in part to the alternative facility improvements that will be considered for incorporation in the project construction, and also due to the preliminary nature of the recommendations for plant improvements given in the 2005 Wet Weather Management Plan described above. Planned modifications to the proposed engineering services contract are as listed below.
3. FUTURE MODIFICATION NO. 1: $1,612,000.00 (Estimated for Services During Construction).
This modification will provide funding for performance of Technical and Field Services During Construction, and Professional Construction Management.
Technical and Field Services During Construction includes providing interpretations and clarifications of the construction documents, responding to contractor's inquiries, reviewing and approving the contractor's submitted documentation, designing and documenting needed changes to the construction work, observing and verifying construction work, providing evaluations and recommendations on the acceptability of the contractor's work, participating in facility testing and startup, providing manuals and training for facility operation, and preparing record drawings of the work as actually constructed.
Professional Construction Management services include project administration, project information management and reporting, verification of the construction contractor's schedule and costs, and evaluation and negotiation of change orders and claims. It is not known at this time whether Burgess & Niple or another entity will be performing Professional Construction Management services.
Project construction is currently estimated to cost $10.75 million.
4. SCHEDULE FOR CONTRACT COMPLETION:
It is estimated that Preliminary Design work will require 9 months for completion after the initiation of the contract. Completion of all design work and construction contract bidding is estimated to require 21 months after contract initiation. Project Construction is estimated to require 21 months for completion after construction contract award. Professional engineering services under the Burgess & Niple contract would continue beyond the completion of construction for development of project "as-built" drawings, and for reporting on facility operation 1 year after initiation of operation.
5. PROCUREMENT INFORMATION:
This procurement was conducted in accordance with the Request For Statements of Qualification (RFSQ) process set forth in Section 329.13, Columbus City Codes, 1959. The process was conducted as follows:
a. Written notice of need was made to City Council on October 31, 2003.
b. The RFSQ was published in the "City Bulletin" in consecutive weekly issues from December 13, 2003 through January 10, 2004.
c. All Offeror's were required to obtain an Offeror's Information packet by December 29, 2003.
d. Statements of Qualifications were received on January 12, 2004 from the following firms:
BBS Corporation|Columbus OH|Majority Firm
Burgess & Niple, Ltd.|Columbus OH|Majority Firm
DLZ|Columbus OH|Majority Firm
ms consultants, inc.|Columbus OH|Majority Firm
R. D. Zande & Associates, Inc.|Columbus OH|Majority Firm
Ribway Engineering Group, Inc.|Columbus OH|Certified Minority Firm
W. V. Mathews Company|Columbus OH| Certified Minority Firm
e. Three of the firms submitting a Statement of Qualifications were recommended for further consideration. On June 30, 2004 the firms were notified in writing of this action and were requested to submit a proposal on July 12, 2004 and to make a presentation to the Division's Evaluation Committee. The three firms were:
BBS Corporation
Burgess & Niple, Inc.
ms consultants, inc.
f. Presentations by the three firms were held on August 5, 2004.
g. The evaluation and final ranking of the firms was based upon the criteria specified in the RFSQ.
h. On August 10, 2004, the Evaluation Committee reported its ranking to the Director. All three firms were notified in writing of the final selection by the Director.
i. Subsequent discussions and negotiations with the selected firm have resulted in further refinement of the scope of the work and results in this ordinance. The name and address of the selected firm is Burgess & Niple, Inc., 5085 Reed Road, Columbus, Ohio 43220.
5. FISCAL IMPACT: There will be sufficient authority in the 2004 Capital Improvements Budget for these expenditures upon passage of this ordinance. The transfer of funds from the Sewer System Reserve Fund to the Ohio Water Pollution Control Loan Fund is a temporary funding measure, until such time as the City is able to enter into a loan agreement with the Ohio Water Development Authority.
Title
To authorize the Director of Public Utilities to enter into an agreement with Burgess & Niple, Inc. for professional engineering services in connection with the Jackson Pike Wastewater Treatment B-Plant Final Clarifier Upgrade; to authorize the appropriation, transfer and expenditure of $872,190.00 from the Sewer System Reserve Fund to the Ohio Water Pollution Control Loan Fund; to amend the 2004 Capital Improvements Budget; for the Division of Sewerage and Drainage. ($872,190.00)
Body
WHEREAS, the procurement was conducted in accordance with the Request For Statements of Qualification (RFSQ) process set forth in Section 329.13, Columbus City Codes, 1959, and the Division's Evaluation Committee recommended three firms for further consideration, and Burgess & Niple, Inc. was selected from among the three firms; and
WHEREAS, the Division of Sewerage and Drainage, Department of Public Utilities, hereby requests this City Council to authorize the Director of Public Utilities to enter into an agreement with Burgess & Niple, Inc. for professional engineering services in connection with the Jackson Pike Wastewater Treatment Plant B-Plant Final Clarifier Upgrade, and authorize the appropriation, transfer, and expenditure of funds; and to amend the 2004 Capital Improvements Budget, as necessary for initiation of the contract; now, therefore,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
Section 1. That from the unappropriated monies in the Sewerage System Reserve Fund No. 654, and from all monies estimated to come into said fund from any and all sources, and unappropriated for any other purpose during the fiscal year ending December 31, 2005 the sum of $872,190.00 is hereby appropriated to the Division of Sewerage and Drainage, Division 60-05, Object Level One 10, Object Level Three 5502, OCA Code 901553.
Section 2. That the City Auditor is hereby authorized to transfer $872,190.00 to the Ohio Water Pollution Control Loan Fund No. 666, into the Jackson Pike Wastewater Treatment Plant B-Plant Final Clarifier Upgrade| Project No. 650245| at such time as deemed necessary by him, and to expend said funds, or so much thereof as may be necessary.
Section 3. That the expenditure of $872,190.00 is hereby appropriated for the Jackson Pike Wastewater Treatment Plant B-Plant Final Clarifier Upgrade; Project No. 650245; within the Ohio Water Pollution Control Loan Fund No. 666| Division No. 60-05| OCA Code 666245.
Section 4. That upon obtaining other funds for the purpose of funding sanitary sewer system capital improvement work, the City Auditor is hereby authorized to repay the Sewage System Reserve Fund the amount transferred under Section 2, above, and said funds are hereby deemed appropriated for such purpose.
Section 5. That the City Auditor is authorized to make any accounting changes to revise the funding source for any contract or contract modification associated with the expenditure of the funds transferred under Section 2, above.
Section 6. That the Director of Public Utilities be, and hereby is, authorized to enter into an agreement with Burgess & Niple, Inc., 5085 Reed Road, Columbus, Ohio 43220, for professional engineering services for the Jackson Pike Wastewater Treatment Plant B-Plant Final Clarifier Upgrade, Project 650245, in accordance with the terms and conditions as shown in the agreement on file in the office of the Division of Sewerage and Drainage.
Section 7. That for the purpose of paying the cost of the professional engineering services contract, the expenditure of $872,190.00, or as much thereof that may be needed, is hereby authorized from the Ohio Water Pollution Control Loan Fund No. 666| Division No. 60-05| Project No. 650245| OCA Code 666245|Object Level Three 6678.
Section 8. That the said professional engineering services firm shall conduct the work to the satisfaction of the Director of Public Utilities and the Administrator of the Division of Sewerage and Drainage.
Section 9. That the 2004 Capital Improvements Budget ordinance No. 1059-2004 is hereby amended as follows, to provide sufficient budget authority for the project costs covered within the aforementioned professional engineering services contract:
CURRENT:
Project 650245| JPWWTP Plant B Final Clarifier Upgrade - $0.00 (OWDA)
AMENDED TO:
Project 650245| JPWWTP Plant B Final Clarifier Upgrade - $719,452.00
(OWDA)
Section 10. That this ordinance shall take effect and be in force from and
after the earliest period allowed by law.