Explanation
1. BACKGROUND: This legislation authorizes the Director of Public Utilities to modify the professional engineering services agreement with Hazen and Sawyer for the Jackson Pike Wastewater Treatment Plant (JPWWTP) Biosolids Land Application Improvement Project, modification number 1. This modification is the second phase and will provide Professional Engineering Services for Detailed Design (Step 2) and bidding services. A future modification is anticipated as the third phase for Engineering Services During Construction (Step 3).
The scope of work for this project includes a new or modified liquid (10%TS) land application load-out facility and the assessment of the solids train to identify potential improvements, additional equipment requirements, and upgrades to meet the City's solids processing needs, e.g. the existing 14 biosolids tanks, pumping-mixing-piping systems, and other solids related ancillary equipment.
Step 1 of this project, Preliminary Design, included the following five tasks: 1. Gather process information and refine project goals, 2. Conduct a process condition assessment of the land application process, 3. Participate in a Business Case Evaluation (BCE), 4. Generate a Preliminary Design Report (PDR) with preliminary drawings and equipment specifications, 5. Revise and submit the Final PDR.
Upon the City's approval of the Preliminary Design Report, Step 2, Detailed Design, will begin. This proposed modification will provide funding for Step 2. Detailed design will prepare construction contract documents (including specifications and drawings) in accordance with City of Columbus Division of Sewerage and Drainage standards, guidelines, and direction for construction and implementation of the proposed facility. Detailed design also includes plan and specification review meetings, assisting in negotiations, permitting, and other matters with U.S. EPA, Ohio EPA, and other government agencies as necessary, and bidding services (which includes assisting at the pre-bid conference and bid opening, tabulating bids, making an award recommendation for lowest and best bid, and preparing conformed to contract documents.)
A future modification will be processed for approval by Columbus City Council which will be for funding of the engineering services during construction which will include technical project representation duties, construction phase engineering, start-up and commissioning assistance, and record documentation.
Construction Management services will be performed by others.
This engineering services contract was bid on December 3, 2012. The original legislation indiciated a project timeline with 2 modifications - modification 1 for detailed design and modification 2 for engineering services during construction. The contract end date is in 2017. This legislation is for modification 1 that was originally scheduled in 2014.
Modification Information:
1.1 Amount of additional funds to be expended: $1,046,500.00
Original Contract $ 298,247.00
Proposed Modification No. 1 $1,046,500.00
CURRENT PROPOSED TOTAL $1,344,747.00
1.2 Reasons additional goods/services could not be foreseen.
This Contract Modification No. 1 was planned and anticipated.
1.3 Reason other procurement processes are not used:
The funding provided by this contract modification is for continuation of the existing work of the contract. It is not reasonable or cost effective to undertake a new procurement to acquire these services.
1.4 How cost of modification was determined:
A cost proposal was provided by Hazen & Sawyer and reviewed by the Division of Sewerage and Drainage and was deemed acceptable.
2. PROJECT TIMELINE: Detailed design will commence after the PDR is approved in August and will continue until the Notice to Proceed of the construction contract. Advertisement for bids for the construction contract is anticipated to occur in the first quarter of 2015 and the Notice to Proceed for the construction contract is anticipated to occur in the third quarter of 2015.
3. PROCUREMENT: In accordance with the procedures set forth in Columbus City Code, Section 329.14 for RFP's. The Department of Public Utilities received two (2) Requests for Proposals (RFP's) on December 3, 2012. After careful consideration and review of the proposal quality, experience of the team's personnel, experience of the prime contractor, and local workforce, Hazen and Sawyer was awarded the contract.
4. DESIGNATION: An emergency designation is not requested at this time.
5. CONTRACT COMPLIANCE NO.: 13-2904652 | MAJ | EXP: 03/25/2016
6. ENVIRONMENTAL IMPACT: There is no environmental impact anticipated at this time.
7. FISCAL IMPACT: This ordinance authorizes the Director of Public Utilities to transfer within and expend up to $1,046,500.00 in funds from the Sanitary Sewer System General Obligation Bond Fund, Fund 664 and to amend the 2014 Capital Improvements Budget (CIB).
Title
To authorize the Director of Public Utilities to modify the professional engineering services agreement with Hazen and Sawyer for the Jackson Pike Wastewater Treatment Plant Biosolids Land Application Improvement Project; to transfer within and expend up to $1,046,500.00 from the Sanitary Sewer General Obligation Bond Fund; and to amend the 2014 Capital Improvements Budget. ($1,046,500.00)
Body
WHEREAS, it is necessary to authorize a planned contract modification for professional engineering services with Hazen and Sawyer for the Division of Sewerage and Drainage for the Jackson Pike Wastewater Treatment Plant Biosolids Land Application Improvements; and
WHEREAS, Contract No. EL014712 was authorized by Ordinance No. 1033-2013, passed by the Columbus City Council on July 15, 2013, executed by the Director of Public Utilities October 22, 2013, approved by the City Attorney on October 28, 2013, and certified by the City Auditor on October 29, 2013; and
WHEREAS, it is the objective of this project to improve the Land Application's storage, Load-Out facilities, and an assessment of the solids train; and
WHEREAS, it is necessary to transfer within and expend up to $1,046,500.00 in funds from the Sanitary Sewer System General Obligation Bond Fund, Fund 664; and
WHEREAS, it is necessary to amend the 2014 Capital Improvements Budget to provide sufficient budget authority for the project expenditure; and
WHEREAS, the Division of Sewerage and Drainage, Department of Public Utilities is requesting that this Council authorize the Director of Public Utilities to modify the professional engineering services agreement with Hazen and Sawyer for the JPWWTP Biosolids Land Application Improvement Project, Mod #1, at the earliest practical date for the preservation of the public health, peace, property, safety, and; 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 modify the professional engineering services agreement with Hazen and Sawyer, 150 E. Campus View Boulevard, Columbus, Ohio 43235, in connection with the JPWWTP Biosolids Land Application Improvement Project, 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 2. That the Director of Public Utilities be and hereby is authorized to transfer within a total of $1,046,500.00 from the Sewerage and Drainage Sanitary Sewer General Obligation Bond Fund for the JPWWTP Biosolids Land Application Improvement Project | Fund 664 | Div. 60-05 | 650243-100002 | Obj. Lvl 3: 6678 | 642432 as follows:
FROM:
Project No. | Project Name | OCA Code | Change
650046-100000 | Alum Creek Relief Tunnel | 651046 | -$1,030,595.04
650367-100001 | SWWTP CEPT | 643671 | -$15,904.96
TO:
Project No. | Project Name | OCA Code | Change
650243-100002 | JPWWTP Biosolids Land Application | 642432 | + $1,046,500.00
SECTION 3: That the Director is hereby authorized to expend up to $1,046,500.00 in the following manner: Sanitary Sewer G.O. Bond Fund | Fund 664 | Div. 60-05 | Obj. Lvl Three: 6678
Project No. | Project Name | OCA Code | Amount ($)
650243-100002 | JPWWTP Biosolids Land Application | 642432 | + $1,046,500.00
SECTION 4. That the 2014 Capital Improvements Budget is hereby amended as follows:
Fund No. | Proj. No. | Proj. Name | Current Authority | Revised Authority | Change
650046-100000 | Alum Creek Relief Tunnel (Carryover) | $1,030,596 | $0 | (-$1,030,596)
650367-100001 | SWWTP CEPT (Carryover) | $26,538 | $10,633 | (-$15,905)
650243-100002 | JPWWTP Biosolids Land Application | $0 | $1,046,500 | (+$1,046,500)
SECTION 5. That the said firm, Hazen and Sawyer, shall perform the work to the satisfaction of the Director of Public Utilities and the Administrator of the Division of Sewerage and Drainage.
SECTION 6. That the City Auditor is hereby authorized and directed to transfer any unencumbered balance in the project account to the unallocated balance 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 no longer required for said project; except that no transfer shall be made from a project account by monies from more than one source.
SECTION 7. That the City Auditor is authorized to establish proper project accounting numbers as appropriate.
SECTION 8. 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 9. That this ordinance shall take effect and be in force from and after the earliest period allowed by law.