Explanation
1. BACKGROUND: This legislation authorizes the Director of Public Utilities to modify a professional engineering agreement with Ribway Engineering Group, Inc. for the Jackson Pike Wastewater Treatment Plant (JTWWTP) Primary Clarifiers Electrical Upgrades, CIP 650230-100001. A Preliminary Design Report has been completed for the project’s Preliminary Design phase. The Design Professional (DP) will begin Detailed Design after this contract modification is executed and approved, and Notice to Proceed (NTP) is given. It is estimated that the Detailed Design phase for the project can be completed in eight (8) months from the date that a notice to proceed is given. At the conclusion of the Detailed Design, a construction contract(s) will be bid and awarded and a second modification to this contract will be proposed for the DP to perform Engineering Services during Construction, including; 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.
(Note: for additional background information, see the attached Director’s Information Sheet, Section 5)
2. PROJECT MODIFICATION:
Amount of additional funds to be expended: $638,000.00
2.1 Original Contract $ 168,414.60
Current Modification # 1 $ 638,000.00
Current TOTAL $ 806,414.60
Proposed Future Modification #2 $ 573,000.00
Proposed Total $1,379,414.60
2.2 Reasons additional goods/services could not be foreseen:
This contract modification was anticipated and explained in the original contract legislation. The original award provided funding for the Preliminary Design. This contract modification will provide Detailed Design in 2016, and Engineering Services during Construction is scheduled to occur in 2017, at which time a second contract modification is planned.
2.3 Reason other procurement processes are not used:
The funding provided by this contract modification is for the continuation of the existing work of the contract. Due to the highly complex and technical nature of this wastewater treatment plant infrastructure, it is not reasonable or cost effective to undertake a new procurement process to acquire these services. The lengthy process for initiating a new procurement process and for a new entity to gain understanding of the project would cause an unacceptable project delay and additional cost.
2.4 How cost of modification was determined:
A cost proposal was provided by Ribway Engineering Group, Inc. and reviewed by the Division of Sewerage and Drainage and was deemed acceptable.
3. PROJECT TIMELINE: The Professional Engineering Services agreement was signed on November 13, 2015. It provided Step 1, Preliminary Design Services. The completion of Preliminary Design occurred in September 2016 with the submittal of the completed Preliminary Design Report. Step 2, Detailed Design will commence after this modification (Mod. No. 1) is approved by City Council, executed and Notice To Proceed is issued. Detailed Design will continue until advertisement for bids, then Bidding Services will commence. It is anticipated that plans and specs will be finalized and ready for advertisement during the third quarter of 2016. Bids will be received in the second quarter of 2017 and it is anticipated that the Notice to Proceed of the construction contract will occur in the fourth quarter of 2017. The anticipated end of the construction contract is late 2019. The Professional Engineering Services contract will continue beyond completion of construction to provide “as-built” record drawings of the constructed facilities.
The total term of the engineering agreement is approximately 4 years with the estimated end of the agreement in December 2019.
4. Contract Compliance No.: 31- 1406579 | MBE | Exp. 05/31/2018 | Vendor #: 005279
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 tangiable for this project.
7. FISCAL IMPACT: This ordinance authorizes the transfer of $323,000.00 of funds within the Sanitary Sewer G.O. Bond Fund 6109; the expenditure of up to $638,000.00 from the Sanitary Sewer G.O. Bond Fund 6109; and an amendment the 2016 Capital Improvements Budget.
Title
To authorize the Director of Public Utilities to modify a professional engineering services agreement with Ribway Engineering Group, Inc. for the Jackson Pike Wastewater Treatment Plant Primary Clarifiers Electrical Upgrades (Mod # 1); to authorize the transfer of $323,000.00 of funds; the expenditure of up to $638,000.00 from the Sanitary Sewer G.O. Bond Fund, Fund 6109; and an amendment the 2016 Capital Improvements Budget. ($638,000.00)
Body
WHEREAS, Contract No. EL017634 with Ribway Engineering Group, Inc. was authorized by Ordinance No. 1805-2015, passed by the Columbus City Council on July 27, 2015; executed by the Director on November 13, 2015; approved by the City Attorney on November 30, 2015; certified by the City Auditor on December 03, 2015; and
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 transfer of $323,000.00 of funds and the expenditure of up to $638,000.00 from the Sanitary Sewer G.O. Bond Fund, Fund 6109 and to authorize an amendment the 2016 Capital Improvements Budget; and
WHEREAS, it has become necessary in the usual daily operation of the Department of Public Utilities to authorize the Director to modify a 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 modify a professional 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 (Mod # 1) 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 up to $323,000.00 from the Sanitary Sewer General Obligation Bond Fund | Fund No. 6109 | Division 60-05 | per the account codes in the attachment to this ordinance.
Section 3. That the 2015 Capital Improvements Budget is hereby amended, in Fund 6109, Sanitary Sewer G.O. Bonds Fund as follows:
Fund | Project ID | Project Name | Current Authority | Change
6109 | 650260-103003 | Real Time Control Sewer Optimization | $350,000| $27,000 | (-$323,000)
6109 | 650230-100001 | JPWWTP Primary Clarifiers Electrical Upgrades | $315,001 | $638,000 | (+$323,000)
SECTION 4. That the Director is hereby authorized to expend up to $638,000.00 in the following manner: Sanitary Sewer G.O. Bond Fund | Fund 6109 | Div. 60-05. (See the attached DAX financial transaction spreadsheet)
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 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.