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File #: 2630-2017    Version: 1
Type: Ordinance Status: Passed
File created: 9/28/2017 In control: Public Utilities Committee
On agenda: 10/23/2017 Final action: 10/25/2017
Title: To authorize the Director of Public Utilities to modify and increase an existing engineering agreement with Black & Veatch Corporation for the Wastewater Treatment Facilities Upgrade, General Program #4, Overall Engineering Consultant Services; and to expend up to $1,000,000.00 from the Sanitary Sewer General Obligation Bond Fund, contingent upon the 2017 Bond Sale. ($1,000,000.00)
Attachments: 1. Ord. 2630-2017 Director's Legislation Information Sheet Rev 1, 2. Ord. 2630-2017 Financial Coding, 3. Ord. 2630-2017 SWIF

Explanation

 

1. BACKGROUND:  This legislation authorizes the Director of Public Utilities to modify and increase an existing engineering agreement with Black & Veatch Corporation for the Wastewater Treatment Facilities Upgrade, General Program #4, Overall Engineering Consultant Services (WWTF Upgrade GP #4 OEC), CIP 650360-100002. The project scope includes basic services provided under this agreement and the professional engineering services necessary for, and incident to, the Overall Engineering Consultant Services for the Wastewater Treatment Facilities Upgrade - General Program #4.  The Overall Engineering Consultant Services (OEC) agreement is necessary to provide technical and engineering assistance to the City and its design professionals in planning and coordination of the work.   The OEC services are separated into several tasks, as follows:

 

Task 1 - Planning Services                                                                                    Task 4 - Commissioning and Start-up Services

Task 2 - Design Services                                                                                    Task 5 - General and Additional Services

Task 3 - Construction Related Services                     Task 6 - Project Management

 

The City will request a task order from the consultant as necessary work is identified.  The task order submitted will include a detailed scope of work, direct and indirect costs, task schedule, estimated hours, personnel categories required with labor rates, and reimbursable expenses.  After negotiation and upon acceptance by the city, the consultant shall commence work.  The Engineer shall provide such professional engineering services as may be necessary to accomplish the work required to be performed and shall at the firm’s cost, furnish all necessary competent personnel, equipment, and materials to perform the work.

 

(For additional information regarding the OEC tasks, please see the attached Director’s Information Sheet Section 5.)

 

1.1 Amount of additional funds to be expended: $1,000,000.00

Original Contract                                                                                    $1,000,000

Proposed Modification No.1 (current)                                          $1,000,000

Proposed Modification No.2 (2018 funding)                             $1,894,000

Proposed Modification No.3 (2019 funding)                             $1,894,000

Proposed Modification No.4 (2020 funding)                             $1,894,000

Proposed Modification No.5 (2021 funding)                             $1,894,000

CURRENT PROPOSED TOTAL                                 $9,576,000

 

1.2. Reasons additional goods/services could not be foreseen:

This is a planned contract modification and the additional services were identified in the original contract ordinance.

 

1.3. Reason other procurement processes are not used: 

The current consultant is familiar with the project and has completed all the work to date on the current design path.  Bidding the work to another consultant will delay the project and will result in higher costs due to bringing the new consultant up to speed on the project and put the City at high risk of not meeting regulation deadlines. 

 

1.4. How cost of modification was determined:

The cost was negotiated between the Division of Sewerage and Drainage and the vendor, Black & Veatch Corporation.

 

2. PROCUREMENT:  The Division advertised for a Request for Proposals (RFP’s) for the subject services on the City’s Vendor Services website and in the City Bulletin in accordance with the overall provisions of Section 329 of the Columbus City Code. The Division of Sewerage and Drainage received two (2) proposals on February 12th, 2016 from the following companies:

 

Name                                       C.C. No.    Exp. Date       Vendor#            City/State          Status

Black & Veatch                     43-1833073 / 09/18/2019     008038                     Columbus/OH                                          MAJ

Hazen and Sawyer                 13-2904652 / 03/14/2018     000630                      Columbus/OH                                          MAJ

 

The proposals were reviewed and evaluated by the Proposal Evaluation Committee and determined that the proposal that met or exceeded the qualifications as stated in the RFP was Black & Veatch Corporation.

 

3. PROJECT TIMELINE: Black & Veatch received notice to proceed on December 7, 2016. The contract duration is six (6) years, ending in December 2022.  The professional services shall be funded by incremental appropriation, through the use of approximately annual modifications. This modification is planned to provide the services listed above until the next planned modification in December 2018.

 

Original Contract                                                                                    $  1,000,000.00

Proposed Modification No.1 (current)                         $  1,000,000.00

Proposed Modification No.2 (2018 funding)*                         $  1,894,000.00

Proposed Modification No.3 (2019 funding)*                         $  1,894,000.00

Proposed Modification No.4 (2020 funding)*                         $  1,894,000.00

Proposed Modification No.5 (2021 funding)*                         $  1,894,000.00

CURRENT PROPOSED TOTAL                                 $   9,576,000.00

 

* estimated funding

 

4. EMERGENCY DESIGNATION:  An emergency designation is not requested at this time.

   

5. CONTRACT COMPLIANCE No.:  43-1833073 | MAJ | Exp. 09/18/2019 | Vendor # 008038

 

6. ECONOMIC IMPACT: The project provides many metrics on various environmental factors that are noted in the work to be performed.  The information provided assists and guides the City in decision making on environmental issues.  These decisions have a direct impact on the capital improvement program budget amounts and scheduling to address the environmental needs.  No community outreach is considered for this project.

 

7. FISCAL IMPACT:  This legislation authorizes the the expenditure of $1,000,000.00 from the Sanitary Sewer General Obligation Bond Fund 6109, contingent upon the 2017 Bond Sale.

 

Title

 

To authorize the Director of Public Utilities to modify and increase an existing engineering agreement with Black & Veatch Corporation for the Wastewater Treatment Facilities Upgrade, General Program #4, Overall Engineering Consultant Services; and to expend up to $1,000,000.00 from the Sanitary Sewer General Obligation Bond Fund, contingent upon the 2017 Bond Sale. ($1,000,000.00)

 

Body

 

WHEREAS, the original contract, PO034617 was authorized by Ordinance 2119-2016, passed September 19, 2016; and

 

WHEREAS, the Wastewater Treatment Facilities Upgrade, General Program #4, Overall Engineering Consultant Services project is necessary to provide technical and engineering assistance to the City and its design professionals in planning and coordination of the work; and

 

WHEREAS, this expenditure is contingent upon the 2017 Bond Sale; and

 

WHEREAS, it has become necessary in the usual daily operation of the Division of Sewerage and Drainage, Department of Public Utilities, to authorize the Director to modify and increase an existing professional engineering service agreement with Black & Veatch Corporation for the Wastewater Treatment Facilities Upgrade, General Program #4, Overall Engineering Consultant Services for the preservation of the public health and safety; now, therefore

 

BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:

 

SECTION 1. That the Director of Public Utilities is hereby authorized to modify and increase an existing professional engineering service agreement with Black & Veatch Corporation, 4016 Townsfair Way, Suite 210, Columbus, Ohio 43219, for the Wastewater Treatment Facilities Upgrade, General Program #4, Overall Engineering Consultant Services, CIP# 650360-100002, in accordance with the terms and conditions as shown in the contract on file in the office of the Division of Sewerage and Drainage.

 

SECTION 2. That the Director is hereby authorized to expend up to $1,000,000.00 per the account codes in the attachment to this ordinance, contingent upon the 2017 Bond Sale.

 

SECTION 3.  That said company, Black & Veatch Corporation, shall conduct the work to the satisfaction of the Director of Public Utilities and the Administrator of the Division of Sewerage and Drainage.

 

SECTION 4. 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 5. 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 6.   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 7. That this ordinance shall take effect and be in force from and after the earliest period allowed by law.