Explanation
1. BACKGROUND: This legislation authorizes the Director of Public Utilities to enter into a professional engineering agreement with Ribway Engineering Group, Inc. for the Jackson Pike Wastewater Treatment Plant (JTWWTP) Primary Clarifiers Electrical Upgrades, CIP 650230-100001. The Department of Public Utilities, Division of Sewerage and Drainage (DOSD) operates and manages two large municipal wastewater treatment plants (WWTPs). The Maintenance Staff at the Jackson Pike Wastewater Treatment Plant (JPWWTP) have identified numerous problems associated with age and corrosion of the electrical systems in the Primary Clarifiers section of the plant that will require full-scale replacement with improved materials utilizing an improved design identified through professional engineering design services. This work for DOSD is part of the City’s continuing program to upgrade its treatment facilities, provide efficient, reliable, cost-effective operations, and enhance personnel safety.
This contract will provide Professional Engineering Services for Preliminary Design, Detailed Design, Services during Bidding and Services during Construction for the JPWWTP Primary Clarifiers Electrical Upgrades, CIP 650230-100001. These services shall include, but are not limited to, inspections and evaluations of existing conditions, surveying, preparation of engineering or architectural drawings, preparation of documents/drawings for permit approval, preparation of specifications and bidding documents, preparation of record plan drawings and technical assistance in the preparation of documents.
(Note: for additional background information, see the attached Director’s Information Sheet, Section 5)
2. PROJECT TIMELINE: The Design Professional (DP) will begin Preliminary Design after the notice to proceed is given. A Preliminary Design Report will be prepared for the project’s Preliminary Design stage. It is estimated that this stage for the project can be completed in five (5) months from the date that a notice to proceed is given. The Detailed Design would commence after the Preliminary Design work is approved and a contract modification is executed and 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, and 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 original award will provide funding for the Preliminary Design. The future needs for Detailed Design and Services during Construction are anticipated to occur in 2016 and 2017, respectively, at which times future modifications are planned.
Original Contract $168,414.60
Proposed Modification No. 1 (estimated 2016 funding) $280,000.00
Proposed Modification No. 2 (estimated 2017 funding) $200,000.00
CURRENT PROPOSED TOTAL $648,414.60
3. Procurement Information: The Department of Public Utilities advertised a Request for Proposals (RFP) for this project in the City Bulletin in accordance with the overall provisions of Section 329 of Columbus City Codes. On March 16th, 2015, two (2) firms submitted detailed proposals for this project to the Director of Public Utilities. The following companies submitted bids:
Company Name CCCN___ Expiration City/State Status
Ribway Engineering Group, Inc. 31-1406579 05/12/2016 Columbus, Ohio MBE
Advanced Engineering Consultants, Ltd 31-1612308 07/31/2016 Columbus, Ohio FBE
These proposals were reviewed and ranked by a Professional Engineering Services Selection Committee in order to determine the consultant best qualified to provide the services for this project. The committee ranked the proposals on quality, feasibility and cost. After careful consideration, the committee recommended that Ribway Engineering Group, Inc. be selected to provide the engineering services for this project.
This company is not debarred according to the Federal Excluded Parties Listing or the State Auditor's Findings for Recovery Database.
4. Contract Compliance No.: 31- 1406579 | MBE | Exp. 05/12/2016
5. Emergency Designation: Emergency designation is not requested.
6. ECONOMIC IMPACT: Provision of updates and beneficial refurbishment of existing facilities will extend the useful life of existing structures, eliminate expense for new facilities, increase work efficiency and provide a safe work environment for personnel. No community outreach or environmental factors are considered for this project.
7. FISCAL IMPACT: This ordinance authorizes the appropriation and transfer of funds from the Sanitary Sewer Reserve Fund to the Sanitary Sewer General Obligation (G.O.) Bond Fund, Fund 664; to authorize the expenditure of $168,414.60 from the G.O. Bond Fund, Fund 664 sufficient budget authority already exist for this ordinance. Monies for this contract from the Sanitary Sewer Reserve Fund will be provided from a future Bond Sale via the transfer detailed in this ordinance.
Title
To authorize the Director of Public Utilities to enter into a professional engineering services agreement with Ribway Engineering Group, Inc. for the Jackson Pike Wastewater Treatment Plant (JPWWTP) Primary Clarifiers Electrical Upgrades; to authorize the appropriation and transfer of funds from the Sanitary Sewer Reserve Fund to the Sanitary Sewer General Obligation (G.O.) Bond Fund and to authorize the expenditure of $168,414.60 from the Sanitary Sewer General Obligation (G.O.) Bond Fund. ($168,414.60)
Body
WHEREAS, Jackson Pike Wastewater Treatment staff has identified numerous problems associated with age and corrosion of the electrical systems in the Primary Clarifiers section of the plant that will require full-scale replacement with improved materials utilizing an improved design identified through professional engineering design services; and
WHEREAS, this work for DOSD is part of the City’s continuing program to upgrade its treatment facilities, provide efficient, reliable, cost-effective operations, and enhance personnel safety; and
WHEREAS, it is necessary to authorize the appropriation and transfer of funds from the Sanitary Sewer Reserve Fund to the Sanitary Sewer General Obligation (G.O.) Bond Fund
WHEREAS, it is necessary for City Council to authorize the expenditure of funds from the Sanitary Sewer System GO Bond Fund, Fund 664; and
WHEREAS, the necessary budget authority already exists for this ordinance; and
WHEREAS, it is necessary to transfer funds from the Sanitary Sewer Reserve Fund in the amount $168,414.60 for this project; and
WHEREAS, this transfer should be considered as a temporary funding method; and
WHEREAS, the City will sell notes or bonds to fund this project and will reimburse the Sanitary Reserve Fund; and
WHEREAS, the City anticipates incurring certain Original Expenditures (as defined in Section 1.150-2(c) of the Treasury Regulations (the “Treasury Regulations”) promulgated pursuant to the Internal Revenue Code of 1986, as amended) with respect to the project described in this ordinance (the “Project”); and
WHEREAS, this legislation authorizes the Director of Public Utilities to enter into professional engineering agreement with the Ribway Engineering Group, Inc. for the Jackson Pike Wastewater Treatment Plant (JPWWTP) Primary Clarifiers Electrical Upgrades at the earliest practicable date; 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 an engineering agreement with Ribway Engineering Group, Inc., 300 East Broad St, Suite 500, Columbus, Ohio 43054 for the Jackson Pike Wastewater Treatment Plant (JPWWTP) Primary Clarifiers Electrical Upgrades 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 from the unappropriated monies in the Sanitary Sewer 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, 2015, the sum of $168,414.60 is hereby appropriated to the Division of Sewerage and Drainage: Division 60-05 | OCA Code 655225 | Object Level One 10 | Object Level Three 5502.
SECTION 3. That the City Auditor is hereby authorized to transfer and appropriate a total $168,414.60 from the Sanitary Sewer Reserve Fund to the Sanitary Sewer Bond Fund, Fund 664, into the JPWWTP Primary Clarifiers Electrical Upgrades, 650230-100001, at such time as deemed necessary by the Auditor, or so much thereof as may be necessary in the following manner: Division 60-05 | | 642301 | Object Level 06 | Object Level Three 6676
SECTION 4. That the Director of Public Utilities be and hereby is authorized to expend up to $168,414.60 for the JPWWTP Primary Clarifiers Electrical Upgrades in the following manner for the Div. 60-05 | Obj. Lvl 3 6676:
650230-100001 | JPWWTP Primary Clarifiers Electrical Upgrades | 642301 | $168,414.60
SECTION 5. That the said firm, Ribway Engineering Group, Inc., 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 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 are no longer required for said project; except that no transfer shall be made from a project 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 upon obtaining other funds for the purpose of funding sanitary sewer system capital improvement work, the City Auditor is hereby authorized to repay the Sanitary Sewer Reserve Fund the amount transferred above (Section 3), and said funds are hereby deemed appropriated for such purposes.
SECTION 10. That the City intends that this Ordinance constitute an "official intent" for purposes of Section 1.150-2(e) of the Treasury Regulations, and that the City reasonably expects to reimburse itself for certain Original Expenditures incurred with respect to the Project from the proceeds of obligations to be issued by the City in a principal amount currently estimated to be $168,414.60 (the "Obligations").
The City intends to make a reimbursement allocation on its books for the Original Expenditures not later than eighteen months following the later to occur of the date of the Original Expenditure to be reimbursed or the date the Project for which such Original Expenditures were made is "placed in service" within the meaning of Treasury Regulations Section 1.150-2(c). Upon the issuance of the Obligations, the proceeds of such Obligations shall be used to reimburse Sanitary/Sewer Reserve Fund 654, which is the fund from which the advance for costs of the Project will be made.
SECTION 11. That this ordinance shall take effect and be in force from and after the earliest period allowed by law.