Explanation
1. BACKGROUND:
This legislation authorizes the Director of Public Utilities to enter into a contract with H. R. Gray &Associates, Inc. for purposes of providing construction management services in connection with the first two phases of the Southerly Wastewater Treatment Plant New Headworks Project.
This contract will be funded by two separate loans from the Ohio Water Development Authority to match the first two phases of the project identified as the Raw Sewage Pump Building (S65) and the Screen/Grit Facilities (S67). This legislation provides funding for the services associated with the $50.8 million dollar Raw Sewage Pump Building construction contract that is currently underway. The Division will request a future contract modification with H.R. Gray & Associates for the Screen/Grit Facilities construction phase services, when the OWDA has authorized that loan which is planned for the first quarter of 2005.
The existing original headworks facility is inadequate and would require extensive renovation work to maintain reliable service. It is less expensive and more expeditious to replace these facilities. The new facility will provide additional flow capacity and expandability to the wastewater treatment facility. The sequencing of this project requires coordination with the recently commenced Big Walnut Augmentation Rickenbacker Interceptor Sewer Project which will connect to this project that is located along the northeastern boundary of the Southerly Wastewater Treatment Plant.
2. PROCUREMENT INFORMATION:
This procurement was conducted in accordance with the Request For Proposals (RFP) process set forth in Section 329.14, Columbus City Codes, 1959. The process was conducted as follows:
a. Written notice of need was made to City Council on August 20, 2003.
b. The RFP was published in the "City Bulletin" on July 31, August 7, and August 14, 2004.
c. All Offeror's were required to obtain an Offeror's Information packet by August 5, 2004.
d. Proposals were received on August 16, 2004 from four firms; no MBE or FBE firms submitted a Proposal.
e. The four firms submitting proposals were recommended for further consideration. On September 3, 2004 the firms were notified in writing of this action and were requested to make a presentation to the Division's Evaluation Committee. The four firms were:
Construction Dynamics Group
Gannett Fleming
H.R. Gray & Associates, Inc.
Parsons Brinckerhoff Construction Services, Inc.
f. Presentations by the four firms were held on September 30, and October 1, 2004.
g. The evaluation and final ranking of the firms was based upon the criteria specified in the RFP.
h. On October 22, 2004, the Evaluation Committee reported its ranking to the Director. All four 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.
3. FISCAL IMPACT:
The Division of Sewerage and Drainage is receiving financial assistance for this project, through a loan from the Ohio Water Development Authority (OWDA).
4. MULTI-YEAR CONTRACT INFORMATION:
This contract was procured with the intent to fund the project services for each of the first two phases of the project which are being funded through separate loans from the OWDA. The Division anticipates requesting additional budget appropriations for the phasing of this contract and the associated contract modifications. However, the actual timing of these modifications is dependent upon the progress and development of the overall project. The current estimated date for the completion of the first two phases of this project is 2008.
5. EMERGENCY DESIGNATION:
The Division of Sewerage and Drainage is requesting City Council to designate this ordinance an emergency measure in order to allow for the immediate commencement of this work. This expediency is justified by the need for the overall coordination between this project and the Big Walnut Augmentation Rickenbacker Interceptor Sewer Project. Failure to properly coordinate this work could cause the city to be held liable for potential delay claims. This project is necessary to achieve compliance with the August 1, 2002 Consent Order with the Attorney General of the State of Ohio.
Title
To authorize the Director of Public Utilities to enter into an agreement with H. R. Gray & Associates, Inc. for construction management services in connection with the Southerly Wastewater Treatment Plant New Headworks Project; to authorize the expenditure of $3,064,574.00 from the Ohio Water Pollution Control Loan Fund; and to declare an emergency. ($3,064,574.00)
Body
WHEREAS, the procurement was conducted in accordance with the Request For Proposals (RFP) process set forth in Section 329.14, Columbus City Codes, 1959, and the Division's Evaluation Committee recommended four firms for further consideration, and H. R. Gray & Associates, Inc. was selected from among the four firms; and
WHEREAS, an emergency exists in the usual daily operation of the Division of Sewerage and Drainage, Department of Public Utilities, in that it is immediately necessary for the City Council to authorize the City Auditor to appropriate and transfer funds from the Sewer System Reserve Fund to the Ohio Water Pollution Control Loan Fund; and to authorize the Director of Public Utilities to enter into contract with H R Gray & Associates, Inc., for construction management services which are immediately necessary to ensure that the subject project work is immediately commenced, as is required to fulfill the sequencing of this project work with the work currently underway on the Big Walnut Augmentation Rickenbacker Interceptor Project that is necessary to achieve compliance with the August 1, 2002 Consent Order with the Attorney General of the State of Ohio, for the immediate preservation of the public health, peace, property and safety; now, therefore,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
Section 1. That the Director of Public Utilities be, and hereby is, authorized to enter into agreement with H. R. Gray &Associates, Inc., 1335 Dublin Road, Columbus, Ohio 43215, for construction management services for the Southerly Wastewater Treatment Plant New Headworks Project, in accordance with the terms and conditions as shown in the contract on file in the offices of the Division of Sewerage and Drainage.
Section 2. That the said construction management services firm shall conduct the work to the satisfaction of the Director of the Public Utilities and the Administrator of the Division of Sewerage and Drainage.
Section 3. That for the purpose of paying the cost of the aforementioned professional construction management services contract, the expenditure of $3,064,574.00, is hereby is authorized from the Ohio Water Pollution Control Loan Fund No. 666| Project 650352| OCA Code 651352| Object Level Three No. 6678.
Section 4. That for the reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is hereby 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 days after passage if the Mayor neither approves nor vetoes the same.