Explanation
1. BACKGROUND: This legislation authorizes the Director of Public Utilities to modify (Mod #1) an existing professional engineering agreement with Chester Engineers Ohio, Inc. for the Jackson Pike Wastewater Treatment Facilities and Equipment Upgrade for Whittier Street Storm Tanks project. This modification provides funding needed to provide the Detailed Design for this project. The work is a continuation of the services in the original contract.
As part of the Department's continuing effort to upgrade facilities, provide efficient, cost-effective operations, and enhance personnel safety, this includes replacing equipment and systems at the treatment facility that are at the end of their useful life, providing continuing operation performance, site safety and security, and providing repairs to concrete surfaces. The professional services contract to be procured will provide criteria, planning, evaluation of alternatives, preliminary design, detailed design, and construction phase services for the project. The design work will include examination of best practicable technology and process options, including operation and maintenance options.
The Department of Public Utilities (DPU) has instituted an Asset Management policy that requires specific information be provided and analyzed before a project can move forward to Detailed Design. To meet these policy requirements, a distinct problem statement, multiple alternative solutions, and a benefit to cost ratio must be developed for this project during the Preliminary Design Report (PDR) phase of the project. The consultant shall incorporate all of the required elements of a Business Case Evaluation (BCE) into the Final PDR document. The actual construction and commissioning of upgrades in the several facilities will generally be accomplished by others.
1.1. Amount of additional funds to be expended: $1,079,585.00
Original Contract Amount: $ 425,856.00
Modification #1 (Current) $1,079,585.00
TOTAL Cost ($) $1,505,441.00
Modification #2 (Future -2016) $ 739,000.00
Proposed Future Total Cost ($) $2,244,441.00
1.2. Reasons additional goods/services could not be foreseen:
This Contract Modification No. 1 was planned and anticipated, and so stated in the original contract's legislation. It is a planned continuation of the services originally included within the existing contract's scope of service.
1.3. Reason other procurement processes are not used:
In so much as the majority of this work was planned for and anticipated within the original procurement, and due to the highly complex and technical nature of the engineering assistance provided to the City, it is not reasonable or cost efficient to undertake a new procurement effort to acquire these services.
1.4. How cost of modification was determined:
A cost proposal was provided by Chester Engineers Ohio, Inc. and reviewed by the Division of Sewerage and Drainage and was deemed accepted. The cost of this contract modification is consistent with the direct labor, and overhead rates established within the original proposal.
2. PROJECT TIMELINE: The Notice to Proceed to Design Professional (DP) was issued January 23, 2014. A Business Case Evaluation and Preliminary Design Report have been prepared for the project's Preliminary Design stage. The Preliminary Design stage is nearly completed. The Detailed Design will commence after the Preliminary Design work is approved and a contract modification approved. At the conclusion of the Detailed Design, the construction contract(s) will be bid and awarded. The DP will perform Services During Construction, that include Technical Project Representation (TPR) to interpret contract requirements and to verify the construction Contractor's compliance with the project's technical requirements, start-up and commissioning assistance, record documentation preparation assistance. Construction Management, Administrative Services, Field Project Representation (FPR) and Materials Testing and Evaluation Services will be performed by others.
The contract shall be funded by incremental appropriation, through the use of modifications. This modification will provide funding for the Detailed Design. The future needs for Services During Construction are anticipated to occur in 2016, at which time a future modifications are planned.
3. DESIGNATION: An emergency designation is not requested at this time.
4. CONTRACT COMPLIANCE NO.: 20-2401674 | MBE | EXP: 05/01/2015
5. ENVIRONMENTAL IMPACT: Provision of updates and beneficial reuse of existing facilities will extend the useful life of existing structures, eliminate expense for new facilities, increase work efficiency and provide safe work environment for personnel. No community outreach or environmental factors are considered for this project.
6. FISCAL IMPACT: This ordinance authorizes the transfer within of up to $71,585.00 and the expenditure of up to $1,079,585.00 in funds from the Sanitary Sewer System General Obligation Bond Fund, Fund 664 and an amendment to the 2014 Capital Improvements Budget.
Title
To authorize the Director of Public Utilities to execute a planned modification to an existing professional engineering services agreement with Chester Engineers (Ohio), Inc. for the Jackson Pike Wastewater Treatment Plant Facilities and Equipment Upgrade for Whittier Street Storm Tanks Project; to transfer within $71,585.00 and expend up to $1,079,585.00 from the Sanitary Sewer General Obligation Bond Fund, and to amend the 2014 Capital Improvements Budget. ($1,079,585.00)
Body
WHEREAS, the original contract number EL015188 was authorized by Ordinance No. 2491-2013, as passed by Columbus City Council on December 02, 2013, was executed on January 13, 2014, and was approved by the City Attorney on January 16, 2014 in the amount of $425,856.00; and
WHEREAS, This legislation authorizes the Director of Public Utilities to modify (Mod #1) the professional engineering services agreement with Chester Engineers (Ohio), Inc. for the Jackson Pike Wastewater Treatment Plant (JPWWTP) Facilities and Equipment Upgrade for Whittier Street Storm Tanks Project; and
WHEREAS, it is necessary to transfer within $71,585.00 and expend up to $1,079,585.00 from the Sanitary Sewer General Obligation Fund, Fund 664; and
WHEREAS, it is necessary to amend the 2014 Capital Improvements Budget to provide sufficient authority for funding this project; and
WHEREAS, it has become necessary in the usual daily operations of the Department of Public Utilities, Division of Sewerage and Drainage, to authorize the Director to modify (Mod #1) an existing professional engineering services agreement with Chester Engineers (Ohio), Inc. for the Jackson Pike Wastewater Treatment Plant (JPWWTP) Facilities and Equipment Upgrade for Whittier Street Storm Tanks Project, 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 (Mod #1) an existing professional engineering services agreement with Chester Engineers (Ohio), Inc., 88 East Broad St, Suite 1980, Columbus, Ohio 43215, in connection with the JPWWTP Facilities and Equipment Upgrade for Whittier Street Storm Tanks 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 City Auditor be and hereby is authorized and directed to transfer within a total of $71,585.00 from within the Sanitary Sewer General Obligation Bond Fund | Fund No. 664 | Division 60-05 | Obj. Lvl 3 6676:
From:
Fund No. | Project No. | Project Name | OCA Code | change
664 | 650430-100000 | Big Walnut Outfall Sys Cap | 664430 | -$28,932.45
664 | 650729-100000 | Enterprise Application Integration | 664729 | -$42,652.55
To:
Fund No. | Project No. | Project Name | OCA Code | change
664 | 650258-100001 | Facilities Equip Upgrade WSST | 664258 | +$71,585.00
SECTION 3. That the 2014 Capital Improvements budget Ordinance No. 0683-2014 is hereby amended as follows, to provide sufficient budget authority for the project expenditure stated in the ordinance herein.
Fund No. | Project No. | Proj. Name | Current | Revised | (Change)
664 | 650430-100000 | Big Walnut Outfall Sys Cap | $0 | $28,933 | +$28,933 (Establish authority to match cash; Rounding)
664 | 650430-100000 | Big Walnut Outfall Sys Cap | $28,933 | $0 | (-$28,933)
664 | 650729-100000 | Enterprise Application Integration | $55,937 | $13,285 | (-$42,653)
664 | 650258-100001 | Facilities Equip Upgrade WSST | $1,008,000 | $1,079,585 | +$71,585
SECTION 4. That the Director of Public Utilities be and hereby is authorized to expend up to $1,079,585.00 from the Sewerage and Drainage Sanitary Sewer General Obligation Bond Fund, Fund 664 | Div. 60-05 | 650258-100001 | Obj. Lvl 3: 6676 | 664258 | Facilities and Equipment Upgrade for Whittier Street Storm Tanks Project.
SECTION 5. That the said firm, Chester Engineers, 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.