Explanation
1. BACKGROUND:
This legislation authorizes the Director of Public Utilities to modify contracts with Concrete Restoration Specialist, LLC and Prime Engineering & Architecture, Inc. in connection with the Sanitary System Rehabilitation - Clinton No. 2 Aerial Sewer Support Project. This legislation will additionally amend the 2004 Capital Improvements Budget for purposes of increasing the budget authority that is necessary to accommodate these proposed contract modifications using Voted Bond Funds.
The purpose of this project was to rehabilitate the concrete piers that support an aerial section of the Clinton No. 2 Trunk Sewer that is located within the Old Beechwold neighborhood which is situated in the Clintonville community. During the rehabilitation contract, it was determined that the concrete piers were deteriorated much worse than expected, and that alternative support piers and footings were required.
2. CONSTRUCTION CONTRACT MODIFICATION:
a. Name, Location and Status of Companies Submitting a bid for the Original Contract
The following companies responded to the advertised Request for Bids for the Contract:
Concrete Restoration Specialist, LLC| Sharon Center, Ohio| Majority Firm
Western Waterproofing Company| Broadview Heights, Ohio| Female Firm
b. Firm Awarded the Contract; Contract Number
Concrete Restoration Specialist, LLC| EL005101
c. Contract History
Original Contract: $334,400.00 (EL005101 - February 10, 2005)
The Contract provided for the rehabilitation of the concrete piers that support an aerial portion of the Clintonville No. 2 Trunk Sewer that is located in a ravine that crosses Clintonville's, Old Beechwold neighborhood.
The original Contract amount of $334,400.00 included a 10% contingency amount of $30,400.00. The contingency portion of the contract will be utilized for the additional work covered within Contract Modification No. 1 authorized by this ordinance.
d. Proposed Modification:
Modification No. 1: $29,190.00
The amount requested under this ordinance is $29,190.00; an amount that is approximately 8.7% of the original construction cost.
The concrete support piers for the subject project could not be rehabilitated . The condition of the concrete on the upper portion of the piers and pipe saddles was so poor, that rehabilitation using shotcrete was not possible. When the contractor began removal of bad material, all of the concrete in the pipe saddles and the upper 3-4 feet of each pier had to be removed to reach sound material. The additional funding requested by this ordinance is an amount estimated to be sufficient for the cost of known additional work.
e. Future Needs: There is no further work planned for under this contract.
f. Updated Timeline for Contract Completion: This contract work began in late spring
of this year, and the additional concrete structure work covered within this
modification should be completed by late fall of this year. The proposed relining;
manhole rehabilitation; and paint system application for the cast iron pipe and
metal pipe supports is anticipated to occur in 2006.
g. Why the Work Was Not Anticipated: Under the existing contract, the concrete
support piers were to be rehabilitated by removing the deficient concrete that was
only anticipated to include minimal surface removal. However, the contractor
ended up removing a larger percentage of the existing structure than was feasible to
remove. It was determined that alternative methods of ensuring the aerial sewer was
sufficiently supported were required. These alternate methods are being
accomplished as a part of the professional engineering services contract modification
being requested within this ordinance.
h. Why the Work of This Modification Cannot Be Bid: It is not deemed either feasible or reasonable to suspend work with the entity currently under contract, and undertake continuation of the work under a new procurement. The process for initiating a new procurement would likely cause an additional and lengthy delay in project completion at additional cost, with no benefit to the City. It was determined imperative that alternative methods for sufficiently supporting the aerial sewer are identified and constructed, pursuant to ensuring the continued operation of the Clinton No. 2 Trunk Sewer that provides vital sanitary sewer service to a large portion of north Clintonville and portions of the City of Worthington.
i. CONTRACT COST SUMMARY
Original Contract $ 334,400.00
Modification No. 1 $ 29,190.00
CONTRACT TOTAL $ 363,590.00
3. PROFESSIONAL ENGINEERING SERVICES CONTRACT MODIFICATION:
a. Name, Location, and Status of Firms Submitting an RFP for the Original Contract:
The following companies responded to the Request for Proposals:
Prime Engineering & Architecture| Columbus, Ohio| Asian Firm
BBS Corporation| Columbus Ohio| Majority Firm
Jones & Stuckey| Columbus Ohio| Majority Firm
b. Firm Awarded the Contract: Contract Number:
Prime Engineering and Architecture, EL002551 (August 6, 2002)
c. Work Performed to Date:
The design consultant, Prime Engineering and Architecture has performed all of the
work within the original contract for the rehabilitation of the subject project.
ORIGINAL CONTRACT: $49,743.11 (EL002551 - August 6, 2002)
PROPOSED MODIFICATION NO. 1: $68,192.58
This Modification provides: 1) design of replacement piers 2) sewer cleaning and
television inspection services for design purposes and evaluation of the sewer
condition. 3) Inspect both manholes on either end of the aerial sewer and evaluate
their condition. 4) Determination of a method to line the aerial sewer and
rehabilitate the two end manholes. 5) Design a replacement for the security fences at
either end of the sewer. This includes an evaluation of an aesthetically pleasing fence
or other type of barrier to discourage access, including recommended warning
signage. 6) A brief letter design report including construction alternatives along with
the recommended rehabilitation method of the pipe and manholes, paint system for
the pipe and metal supports, new safety barriers and safety signage. 7) Detailed
construction drawings, maintenance of traffic plan, supplemental specifications, bid
documents, engineering services during construction, and the preparation of record
plan drawings.
d. Work to Be Performed During any Future Phasing of the Contract:
The Division does not anticipate any future additions to the contracted scope of
services beyond this Contract Modification No. 1.
e. Updated Timeline for Contract Completion:
Prime Engineering and Architecture has completed the additional design work
required for the replacement piers and footings. The engineering services related to
the pipe and manhole rehabilitation; paint protection system and other associated
design items will be performed during the remainder of 2005, pursuant to procuring the
construction services in 2006.
f. Why the Work Was Not Anticipated:
This modification provides funding for work that was realized to be necessary
during construction. In any construction project, especially a project for renovation
of existing facilities, changes to contract work are expected.
g. Why the work of this modification cannot be bid
The funding provided by this contract modification is for continuation of the existing
work of the contract. It is not deemed either feasible or reasonable to suspend work
with the entity currently under contract, and undertake continuation of the work
under a new procurement. The lengthy process for initiating a new procurement, and
for a new entity to gain understanding of the project, would likely cause an
unacceptable project delay and additional cost.
h. Contract Cost Summary
Original Contract $ 49,743.11
Proposed Modification No. 1 $ 68,192.58
CURRENT PROPOSED TOTAL $ 117,935.69
Title
To authorize the Director of Public Utilities to execute contract modifications with Concrete Restoration Specialist LLC for construction services and Prime Engineering and Architecture for professional engineering services in connection with the Sanitary System Rehabilitation, Clinton No. 2 Aerial Sewer Support Project; to authorize the transfer and expenditure of $97,382.58 from within the Voted Sanitary Bond Fund; to authorize an amendment to the 2004 Capital Improvements Budget, for the Division of Sewerage and Drainage; and to declare an emergency.
Body
WHEREAS, Contract No. EL002551 was authorized by Ordinance No. 0894-2002, as passed by Columbus City Council on June 17, 2002 for purposes of authorizing the Director of Public Utilities to enter a professional engineering services contract with Prime Engineering and Architecture, Inc. for the Sanitary System Rehabilitation - Clinton No. 2 Aerial Sewer Support Project; and
WHEREAS, Contract No. EL005101 was authorized by Ordinance No. 2068-2004, as passed by Columbus City Council on January 10, 2005, for purposes of authorizing the Director of Public Utilities to enter a construction contract with Concrete Restoration Specialist, Inc., in connection with the aforementioned project; and
WHEREAS, The Division of Sewerage and Drainage engineering personnel have determined it necessary to modify the contract with Concrete Restoration Specialist, Inc. in order to provide for additional work needed for the successful completion of the Sanitary System Rehabilitation - Clinton No. 2 Aerial Sewer Support Project; and
WHEREAS, The Division of Sewerage and Drainage engineering personnel have further determined it necessary to modify the professional engineering services contract with Prime Engineering and Architecture in order to provide the additional engineering services that are needed in connection with the project construction performed under the separate contract with the Concrete Restoration Specialist, LLC, as referenced above; and
WHEREAS, it is immediately necessary to amend the 2004 Capital Improvements Budget to provide sufficient authority for increasing a capital project account; 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 this Council to authorize the modification of contracts with Concrete Restoration Specialist, Inc. and Prime Engineering and Architecture, Inc., which is necessary to successfully complete the Sanitary System Rehabilitation - Clinton No. 2 Aerial Sewer Support Project, in order to ensure the continued operation of this vital sanitary sewer infrastructure; 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 City Auditor is hereby authorized and directed to transfer $97,382.58 from within the Voted Sanitary Bond Fund No. 663, for the Division of Sewerage and Drainage as follows:
FROM:
650316-SWWTP Incinerator Facility - $97,382.58
TO:
650404-Sanitary System Rehab.-Clinton No. 3 Trunk - $97,382.58
Section 2. That the City Auditor is hereby authorized and directed to transfer any unencumbered balance in the 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; except that no transfer shall be so made from a project account funded by monies from more than one source.
Section 3. That the Director of Public Utilities be, and hereby is, authorized to execute a construction contract modification in the amount of $29,190.00 with Concrete Restoration Specialist, LLC, P.O. Box 283, Sharon Center, Ohio 44274 for construction of the Sanitary System Rehabilitation, Clinton No. 2 Aerial Sewer Support Project, in order to provide for additional work in accordance with the terms and conditions as shown in the Modification on file in the Sewer System Engineering Section of the Division of Sewerage and Drainage.
Section 4. That the Director of Public Utilities be and hereby is authorized to execute a contract modification for professional engineering services in the amount of $68,192.58, with Prime Engineering and Architecture, 470 Olde Worthington Road, Suite 325, Columbus, Ohio 43082, for the Sanitary System Rehabilitation, Clinton No. 2 Aerial Sewer Support Project in accordance with the terms and conditions as shown in the modification agreement on file in the Sewer System Engineering Section of the Division of Sewerage and Drainage.
Section 5. That for the purpose of paying the cost of the construction contract modification and the professional engineering services contract modification, the expenditure of $97,382.58, or as much thereof as may be needed, is hereby authorized as follows from the Voted Sanitary Bond Fund No. 663| Division No. 60-05| Sanitary System Rehab.-Clinton No. 3 Trunk Project No. 650404| OCA Code 663404:
Concrete Restoration Specialist LLC| Obj. Level 6630| $29,190.00
Prime Architecture & Engineering, Inc.| Obj. Level 6676| $68,192.58
Section 6. 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 contract modifications:
CURRENT:
Project 650404| San. Sys. Rehab.-Clinton No. 3 Trunk. - $0.00 (Fund 663 Carryover)
AMENDED TO:
Project 650404| San. Sys. Rehab.-Clinton No. 3 Trunk. - $97,383.00 (Fund 663 Carryover)
Section 7. 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 is the Mayor neither approves nor vetoes the same.