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File #: 1615-2021    Version: 1
Type: Ordinance Status: Passed
File created: 6/11/2021 In control: Public Utilities Committee
On agenda: 7/12/2021 Final action: 7/15/2021
Title: To authorize the Director of Public Utilities to renew an existing engineering agreement with Advanced Engineering Consultants, Ltd. for the Southerly East Aeration Control Building HVAC and Air Purification Project; to authorize the expenditure of up to $310,065.00 from the Sanitary Sewer General Obligation Bond Fund. ($310,065.00)
Attachments: 1. ORD 1615-2021 Funding Template, 2. ORD 1615-2021 Utilization

BACKGROUND: The HVAC & Air Purification Units in the Southerly Waste Water Treatment Plant East Aeration Building are approaching the end of their useful life and are becoming increasingly difficult to repair and maintain. Furthermore the current configuration is inefficient and over complex. The initial contract for preliminary engineering has been completed to analyze the space being served, calculate heating demands, sample for H2S, determine air purification needs, and investigate challenges with fitting the proposed equipment into the existing space. A detailed design memorandum has been created, and future scope of work will depend on these results. This renewal will design the bid package for construction and a future renewal will provide professional services during construction.

Community Planning Area: 64 Far South

Renewal Information:

1.1 Amount of additional funds to be expended: $310,065.00
Original Contract (preliminary design, competed) $121,506.83
Renewal 1 (detailed design, current renewal) $310,065.00
Future Anticipated Needs are Services During Construction $240,000.00
CONTRACT TOTAL $671,571.83

1.2 Reasons additional goods/services could not be foreseen.
Renewals were planned in the original contract legislation, ORD. 0933-2020.

1.3 Reason other procurement processes are not used:
Substantial information and knowledge has been developed by the consultant through work performed during the first three years of work on this engineering agreement. If the work to be performed under this modification was to be bid out separately, tasks already completed would be performed repetitively causing significant delays and incurring additional cost. Also delays would put the City at risk of missing consent order deadlines.

1.4 How cost of modification was determined:
A scope of services, consistent with the original proposal and contract, was developed and fee was negotiat...

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