Explanation
1.0 BACKGROUND: This Ordinance authorizes the Director of Public Utilities to modify and increase the professional engineering services agreement with Stantec Consulting Services, Inc. for the Watershed Miscellaneous Improvements - Hoover Dam and Griggs Dam Independent Consultant Review Project, Division of Water Contract No. 2070.
Work performed to date under the original contract includes an independent evaluation and condition assessment of two existing Class I dam structures for the City of Columbus water supply reservoirs - Hoover and Griggs. The evaluation and condition assessment of Hoover Dam and Griggs Dam and associated appurtenances were consolidated into a Dam Safety Evaluation Report and a Maintenance Report for Hoover Dam and a Dam Safety Evaluation Report, a Maintenance Report, and an Operations and Maintenance Manual for Griggs Dam.
Work to be performed under this Contract Modification (Mod No. 1) includes an evaluation of dam pressure relief systems and associated monitoring needs (Phase I), detailed design (Phase II) and bidding services (Phase III), and engineering services during construction (Phase IV).
Work under Phase I will include studies to assess dam pressure relief mechanisms at Hoover Dam and define associated monitoring protocols for the City to follow.
Detailed Design (Phase II) will prepare construction contract documents (including specifications and drawings) in accordance with City of Columbus, Division of Water direction for construction and implementation of the proposed improvements. Detailed Design also includes plan and specification City review.
Bidding Services (Phase III) 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.
Engineering Services During Construction (SDC) (Phase IV) will provide technical project representation (TPR) duties, construction administration and inspection services, and record documentation.
Griggs Dam’s Community Planning Area is “Northwest” and “N/A” for Hoover Dam since it provides service to several communities.
1.1 Amount of additional funds to be expended: $388,700.00
Original Contract Amount: $ 228,200.75 (EL016224)
Modification No. 1 (current): $ 388,700.00
Total (Orig. + Mod. 1) $ 616,900.75
1.2. Reasons additional goods/services could not be foreseen:
This is the first modification to the contract and was fully anticipated and explained in the original legislation under Ordinance No. 1207-2014.
1.3. Reason other procurement processes are not used:
This contract was anticipated to be funded in phases as indicated in the original request for proposals and as authorized legislation under Ordinance No. 1207-2014. Stantec Consulting Services, Inc. is familiar with the details of the project and has compiled reports detailing their findings and recommendations. The process of selecting and contracting a new consultant team to review documents prepared by Stantec Consulting Services, Inc. would delay the construction and maintenance tasks identified to mitigate future larger projects and would incur additional engineering costs.
1.4. How cost of modification was determined:
The consultant prepared a detailed estimate based on the scope of work, projections for staff assigned, and the amount of hours necessary for each staff member to complete the scope for this contract modification. City staff reviewed and reduced this cost estimate and adjusted scope. Several iterations of scope and budget revisions were conducted to arrive at a scope schedule and budget all parties felt were adequate to meet the project expectations.
2. ECONOMIC IMPACT/ADVANTAGES; COMMUNITY OUTREACH; PROJECT DEVELOPMENT; ENVIRONMENTAL FACTORS/ADVANTAGES OF PROJECT:
Regular independent inspection and minor improvements helps ensure the longevity of the City of Columbus water supply infrastructure. These improvements reduce the likelihood of unanticipated major improvements and expenditures or equipment failures in the future.
The initial contract findings have been shared with the Ohio Department of Natural Resources Dam Safety Program.
The Hoover Dam is a secure facility and is not a publically accessible building.
There were no public meetings held regarding this work. Project improvements located at Hoover Reservoir are regularly communicated with the Division of Water - Watershed Management Section, Columbus Department of Recreation and Parks, Village of Galena, Genoa Township, Blendon Township, Reservoir neighbors via the “Reservoir Reflections” newsletter issued by the Department of Public Utilities and local fisherman via biweekly fishing notifications from the Division of Water.
4. CONTRACT COMPLIANCE INFO: 11-2167170, expires 9/10/17, Majority (DAX VN#000462)
Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against Stantec Consulting Services, Inc.
5. FISCAL IMPACT: There are sufficient funds within the Water G.O. Bonds Fund for this expenditure.
Title
To authorize the Director of Public Utilities to enter into a planned modification of the professional engineering services agreement with Stantec Consulting Services, Inc. for the Watershed Miscellaneous Improvements - Hoover Dam and Griggs Dam Independent Consultant Review Project; for the Division of Water; and to authorize an expenditure up to $388,700.00 from the Water G.O. Bonds Fund. ($388,700.00)
Body
WHEREAS, Contract No. EL016224 was authorized by Ordinance No. 1207-2014, passed July 21, 2014, was executed on August 20, 2014, and approved by the City Attorney on August 26, 2014, for the Watershed Miscellaneous Improvements - Hoover Dam and Griggs Dam Independent Consultant Review Project; and
WHEREAS, Contract Modification (Mod No. 1) includes funding for an evaluation of dam pressure relief systems and associated monitoring needs (Phase I), detailed design (Phase II) and bidding services (Phase III), and engineering services during construction (Phase IV); and
WHEREAS, it is necessary for this Council to authorize the Director of Public Utilities to modify and increase the professional engineering services agreement with Stantec Consulting Services, Inc. for the Watershed Miscellaneous Improvements - Hoover Dam and Griggs Dam Independent Consultant Review Project; and
WHEREAS, it is necessary for this Council to authorize an expenditure of funds within the Water G.O. Bonds Fund, for the Division of Water; and
WHEREAS, it has become necessary in the usual daily operation of the Department of Public Utilities, Division of Water, to authorize the Director of Public Utilities to modify and increase the professional engineering services agreement with Stantec Consulting Services, Inc., for the Watershed Miscellaneous Improvements - Hoover Dam and Griggs Dam Independent Consultant Review Project, for the preservation of the public health, peace, property, safety and welfare; now, therefore,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of Public Utilities is hereby authorized and directed to modify and increase the professional engineering services agreement with Stantec Consulting Services, Inc. for the Watershed Miscellaneous Improvements - Hoover Dam and Griggs Dam Independent Consultant Review Project, in an amount up to $388,700.00.
SECTION 2. That this contract modification is in compliance with Section 329 of Columbus City Codes, 1959.
SECTION 3. That the expenditure of $388,700.00 or so much thereof as may be needed, is hereby authorized in Fund 6006, Water G.O. Bonds Fund, in Object Class 06, Capital Outlay, per the accounting codes in the attachment to this ordinance.
SECTION 4. That the funds necessary to carry out the purpose of this Ordinance are hereby deemed appropriated, and the City Auditor shall establish such accounting codes as necessary.
SECTION 5. 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 6. That the City Auditor is authorized to establish proper project accounting numbers as appropriate.
SECTION 7. 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 8. That this Ordinance shall take effect and be in force from and after the earliest period allowed by law.