Explanation
1. BACKGROUND:
This legislation authorizes the Director of Public Utilities to enter into a contract with BBS Corporation for purposes of providing professional engineering services in connection with the Jackson Pike Wastewater Treatment Plant Disinfection Chemical Handling Facility Improvements.
This project will modify and renovate the existing plant effluent disinfection chemical storage and process feed facility to meet all chemical safety and fire codes, and provide sufficient on site chemical storage capacities.
In addition, specific improvements to the wastewater treatment plant have been identified in a study produced under the 2005 Wet Weather Management Plan. These improvements will expand the plants' capacity to accommodate higher flow rates during wet weather, and are a part of an overall program to reduce the occurrences of sewer system overflows mandated by the City's agreement with the State of Ohio (Consent Order). 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 include replacement of plant effluent pumps, addition of a plant effluent relief conduit, and enlargement of the chlorine contact tank effluent opening. These items are included in the scope of work for the proposed engineering contract. It should be noted that the current conclusions and 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: $350,000.00 (Preliminary 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, the Preliminary Design work. Subsequent work steps will be funded incrementally by contract modification as they need to be undertaken.
In the Preliminary Design step, an investigation of the existing process equipment, buildings, and other facilities and structures is performed. The information is then used in the development of a general plan for the project improvements, documented in a report for the City's review and determination of direction.
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.
FUTURE MODIFICATION NO. 1: $900,000.00 (Estimated for Detailed Design).
This modification will provide funding for performance of Detailed Design, the second portion of contract work. This portion of 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.
FUTURE MODIFICATION NO. 2: $1,887,000.00 (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 BBS Corporation or another entity will be performing Professional Construction Management services.
Project construction is currently estimated to cost $12.6 million.
3. SCHEDULE FOR CONTRACT COMPLETION:
It is estimated that preliminary design work will require 6 months for completion after the initiation of the contract. Completion of all design work and construction contract bidding is estimated to require 22 months after contract initiation. Project construction is estimated to require 21 months for completion after construction contract award. Professional engineering services under the BBS Corporation 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.
4. PROCUREMENT INFORMATION:
This procurement was conducted in accordance with the Request For Statement of Qualifications (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 Ohio, 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
Brown & Caldwell|Columbus OH|Majority Firm
Camp Dresser & McKee, Inc.|Columbus OH|Majority Firm
Metcalf & Eddy of Ohio, Inc.|Columbus OH|Majority Firm
Tetra Tech, Inc.| Powell OH|Majority Firm
e. Three of the firms submitting a Statement of Qualifications were recommended for further consideration. On June 15, 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
Camp Dresser & McKee, Inc.
R. D. Zande & Associates, Inc.
f. Presentations by the three firms were held on July 27, 2004.
g. The evaluation and final ranking of the firms was based upon the criteria specified in the RFSQ.
h. On August 16, 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 BBS Corporation, 1103 Schrock Road, Suite 400, Columbus, Ohio 43229.
5. FISCAL IMPACT:
The use of funds from the Sewer System Reserve Fund is a temporary funding measure for this expenditure. The Division of Sewerage and Drainage will be pursuing subsequent funding for this expenditure through the Water Pollution Control Loan Fund. It is anticipated that arrangements for the funding of this modification will be secured from the Ohio Water Development Authority in Fiscal Year 2007.
Title
To authorize the Director of Public Utilities to enter into an agreement with BBS Corporation for professional engineering services in connection with the Jackson Pike Wastewater Treatment Plant Disinfection Chemical Handling Facility Improvements; to authorize the appropriation, transfer, and expenditure of $350,000.00 from the Sewer System Reserve Fund to the Ohio Water Pollution Control Loan Fund; for the Division of Sewerage and Drainage. ($350,000.00)
Body
WHEREAS, the Division of Sewerage and Drainage has established a capital improvements project for purposes of upgrading the existing effluent disinfection chemical feed and storage facilities for purposes of increasing operational efficiency and to enhance the operational safety for plant personnel when it comes to handling these toxic chemicals; and
WHEREAS, in order to facilitate the aforementioned improvements the Division of Sewerage and Drainage, Department of Public Utilities undertook the procurement of professional engineering services in accordance with the Request For Statements of Qualifications (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 BBS Corporation 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 BBS Corporation for professional engineering services in connection with the Jackson Pike Wastewater Treatment Plant Disinfection Chemical Handling Facility Improvements, and authorize the appropriation, transfer, and expenditure of funds as necessary for the 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 Sewer 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 $350,000.00 is hereby appropriated to the Division of Sewerage and Drainage| Division 60-05| Object Level One: 10| Object Level Three 5502.
Section 2. That the City Auditor is hereby authorized to transfer $350,000.00 to the Ohio Water Pollution Control Loan Fund No. 666, into the Jackson Pike Wastewater Treatment Plant Disinfection Chemical Handling Facility Improvements| Project No. 650253| 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 $350,000.00 is hereby appropriated for the Jackson Pike Wastewater Treatment Disinfection Chemical Handling Facility Improvements| Project No. 650253| within the Ohio Water Pollution Control Loan Fund No. 666| Division No. 60-05| OCA Code 666253| Amount: $350,000.00.
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 Sewerage 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 BBS Corporation, 1103 Schrock Road, Suite 400, Columbus, Ohio 43229, for professional engineering services for the Jackson Pike Wastewater Treatment Plant Disinfection Chemical Handling Facility Improvements, Project 650253, 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 $350,000.00, 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. 650253| OCA Code 666253|Object Level 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 this ordinance shall take effect and be in force from and after the earliest period allowed by law.