Page 1 of 5 REQUEST FOR PROPOSALS FOR

Transcription

REQUEST FOR PROPOSALS
FOR PROFESSIONAL SERVICES FOR
CIP 650570-100000 WOODWARD AVENUE SANITARY SEWER
CIP 650890-100000 MEEKLYNN DRIVE SANITARY SEWER
The City of Columbus, Ohio is inviting professional engineering consulting firms, or teams
including such firms, to submit Proposals to furnish professional services for the City of
Columbus, Department of Public Utilities, Division of Sewerage and Drainage (DOSD), for
Capital Improvements Project Number 650570-100000 - WOODWARD AVENUE SANITARY
SEWERS and CIP 650890-100000 MEEKLYNN DRIVE SANITARY SEWER.
General Project Descriptions
CIP 650570 - WOODWARD AVENUE SANITARY SEWER
The City desires to provide new sanitary sewer service to a defined residential area that is
currently served by on-lot home sewage treatment systems (HSTS). This project will investigate,
design, and prepare construction drawings to extend existing sanitary sewers and provide new
residential sanitary service taps for 14 existing homes which are served by HSTS systems along
Woodward Avenue. The City has performed video inspection of the existing storm sewers in the
area and has found evidence of sanitary discharge within the storm system. This project is located
on the east side of Columbus along Woodward Avenue between Brentnell Avenue and Sunbury
Road. The City wishes to utilize existing easements and/or existing road right of way for the new
sanitary sewer(s) to minimize time to construction. However, a task to acquire easements has
been included in the Project Scope and shall only be performed if authorized by the City. The
selected consultant will need to coordinate the proposed sanitary sewer extensions with the
consultant that designed storm sewers for this same area under CC-15722. Final construction
plans for this storm improvement project were placed on hold due to the found sanitary problems.
The consultant shall prepare a possible BCE case evaluation and a design report for the City
which contains estimated costs to provide sanitary sewer service to this area. Upon successful
review of the reports, the consultant will then prepare construction documents and plans to
provide sanitary sewers for this area. The consultant may propose alternate design ideas that are
shown to be cost effective and based on sound and proven engineering principles.
CIP 650890 – MEEKLYNN DRIVE SANITARY SEWER
currently served by on-lot home sewage treatment systems (HSTS). This project will investigate,
design, and prepare construction drawings to extend existing sanitary sewers and provide new
residential sanitary service taps for 20 existing homes which are served by HSTS systems. This
project is located on the northwest side of Columbus along Meeklynn Drive between Linworth
Road and Olentangy River Road. The City wishes to utilize existing easements and/or existing
road right of way for the new sanitary sewer(s) to minimize time to construction. However, a task
to acquire easements has been included in the Project Scope and shall only be performed if
authorized by the City. The selected consultant will need to coordinate the proposed sanitary
sewer extensions with the consultant that designed storm sewers for this same area under CCPage 1 of 5
15573. Final construction plans for this storm improvement project were placed on hold due to
the found sanitary problems.
General Design Requirements
The lead Consultant shall be responsible for all work necessary to establish and/or verify existing
tributary area conditions; proposed sanitary design flows in existing and extended sewer systems
impacted by this improvement; securing existing plan information; perform additional
investigations as required to design this improvement; prepare required hydraulic calculations;
summarize all preliminary design findings, investigations, and recommendations into a possible
BCE report and a final Letter Report; collect all necessary site survey information; prepare
construction drawings, cost estimate(s), specifications, and bid documents; investigate need for
and document all required construction permits (such as zoning, electrical, building, regulatory
(EPA, City, etc.); prepare, submit, and secure all such construction permits; review construction
shop drawing submittals and associated documents during construction of this project.
The lead consultant shall submit a letter report, construction plans in CC drawing format,
specification documents, and complete all project tasks (excluding construction phase) for this
project within 365 days after the notice to proceed is issued.
The lead Consultant shall submit information to document prior experience and qualifications of
the Design Team members. The team shall have previous experience in the design of sanitary and
storm sewer systems. Team members shall be capable of submitting observations and/or
recommending design changes for efficient sanitary sewer design.
The team members shall research various alternatives and recommend the most economical and
best solution to the City. The final project submittal will include the production of all design
documents, drawings, specifications and contract documents required to construct the proposed
facilities. This work shall also include utility conflict sewer redesign and shop drawing review
services during construction.
Selection Process
Proposals will be reviewed by the City and the City will enter into contract negotiations with the
two (2) highest ranked offerors. Each successful offeror shall receive a single project. If
negotiations fail with an offeror they shall be terminated and the City will enter into contract
negotiations with the next highest ranked offeror. This process will continue until both contracts
are successfully negotiated.
Selection of professional services for this work shall conform to all applicable requirements of
Columbus City Codes, 1959, particularly Title 3 and Section 329.14 thereof. All offerors and all
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subcontract entities proposed shall have City of Columbus Contract Compliance Certificate
Numbers (CCCNs). Offerors shall include a listing of CCCNs for themselves and their proposed
subcontractors in their Proposals or shall include completed applications for certification.
Applications for certification are available from:
EQUAL BUSINESS OPPORTUNITY COMMISSION OFFICE (EBOCO)
Tia Roseboro, Contract Compliance Investigator
1393 East Broad Street, Second Floor
Columbus, Ohio 43205
Telephone: 614-645-4764
The selection process will be conducted by an Evaluation Committee consisting of representatives
from the Department of Public Utilities. The contact person for the selection will be:
Mr. Paul B. Roseberry, P.E.
Division of Sewerage and Drainage
[email protected]
Telephone: 614-645-3728
Selection Schedule
1. All offerors are required to obtain an information package containing instructions on the
expected format for the Proposal. These may be obtained at:
Division of Sewerage and Drainage, Room 1021B
Sewer Systems Engineering Section
1250 Fairwood Avenue
Information packages will be available beginning Wednesday June 25, 2014. There is no
charge for the first information package. There will be a charge of $25.00 for subsequent
packages.
2. Proposals will be received by the City until 4:30 p.m., Friday July 25, 2014. No Proposals
will be accepted thereafter. Direct Proposals to:
Mr. John G. Newsome, P.E.
Sewer Systems Engineering Manager
3. A single proposal shall be submitted as outlined below. The Proposal shall include separate
detailed Project Approach sections for each CIP. The Proposals shall be furnished in five
(5) identical copies and clearly marked “Proposal for the WOODWARD AVENUE AND
MEEKLYNN DRIVE SANITARY SEWERS”. Proposals shall be bound in plastic slant
D 3-ring binders, and shall not exceed thirty (30) double-sided (60 total) pages in length,
excluding resumes and exhibits. Note that “Competence to Perform” as defined by the
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Evaluation Criteria shall be demonstrated through resumes and not in the text of the
proposal. Resumes should reference only experience that is relevant or beneficial to the
project goals.
4. After receiving the Proposals, the Committee will evaluate the submittals based on the
criteria specified as detailed below and will select the two (2) highest ranked offerors for
contract negotiation. If two (2) or less proposals are received, the City may re-advertise.
5. The Committee may request that some offerors make a presentation to the Committee to
elaborate on their proposals and/or any other pertinent information.
6. The Committee will submit a written explanation of the basis for its recommendation, to the
Director of the Department of Public Utilities for final approval.
7. Contract negotiations will then commence with the two (2) highest ranked offerors. If
negotiations fail with the selected offerors on either project, the City may enter into
negotiations with the next highest offeror(s).
Minimum Qualifications
The included resumes for members of the Consultant Design Team must possess multiple years of
previous design experience in the following categories:
1. Design of sanitary and storm sewers, street repair, sidewalk and handicap ramp design,
project investigation, construction drawings and bid documents, preparation and securing
of permits for construction of sanitary sewers, and construction shop drawing review.
2. Project proposal must clearly demonstrate the above listed minimum qualifications of the
project design team.
The firm or team must have the ability to perform these services in an expeditious manner given
its existing backlog of work.
Evaluation Criteria
Each proposal will initially be evaluated as to whether the proposed team meets the established
minimum qualifications to perform the work competently. Only teams meeting these minimum
qualifications will be evaluated further per the detailed evaluation criteria included in the
information package.
1. Quality of Proposal – Consultant understands the project intent and demonstrates a
thorough knowledge of all work items necessary to accomplish project objectives. (35
Points)
2. Competence to Perform Work – The Consultant demonstrates the education, training and
experience to complete the project while assigning the tasks properly. (30 Points)
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3. Project Schedule – The Consultant has demonstrated a thorough knowledge of the amount
of hours necessary to complete the work and has adequately incorporated these durations
into the project timeline. (5 Points)
4. Past Performance – The Consultant has previously completed projects of similar size and
complexity with attention to quality of work, cost control, and meeting deadlines. (5
Points)
5. Ability to Perform – The Consultant has demonstrated an ability to perform the required
services competently and expeditiously through the availability of necessary personnel,
equipment and facilities. (5 Points)
6. Local Workforce Breakdown – The Consultant has adequately provided a breakdown of
the office locations that would execute the work. (20 Points)
Greg J. Davies
Director
Department of Public Utilities
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INFORMATION PACKAGE FOR
CITY OF COLUMBUS
DEPARTMENT OF PUBLIC UTILITIES
DIVISION OF SEWERAGE AND DRAINAGE
REQUEST FOR TECHNICAL PROPOSAL
FOR PROFESSIONAL ENGINEERING SERVICES
CIP 650570-100000 – WOODWARD AVENUE SANITARY SEWERS
CIP 650890-100000 – MEEKLYNN DRIVE SANITARY SEWERS
1. Instructions for Proposal Submittal, (3 pages).
2. Evaluation Criteria, (2 pages).
3. Proposed Professional Engineering Services Agreement, (10 pages).
4. Professional Consultant Reimbursement Policy, (7 pages).
5. Notice of Equal Business Opportunity Requirements, (1 page).
6. Scope of Services Attachment, (13 pages).
7. Exhibits A – C Woodward/Meeklynn (4 pages).
8. Exhibit D – Woodward/Meeklynn (1 page).
9. Exhibit E – Site Map Woodward (1 page).
10. Exhibit E – Site Map Meeklynn (1 page).
11. Excel Version of Exhibits A-C (4 pages)
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INSTRUCTIONS FOR PROPOSAL SUBMITTAL
Proposals will be received by the City until 4:30 P.M. on Friday July 25, 2014. No
Proposal will be accepted thereafter.
Direct Proposals to:
John G. Newsome, P.E.
Sewer Systems Engineering Manager
Columbus, Ohio 43206-3372
Questions will be received by the City in writing until 4:30 P.M. on Wednesday July 16,
2014. No questions will be accepted thereafter. Answers to RFP questions will be given
and addenda will be issued by Friday July 18, 2014.
Direct Questions to:
Paul B. Roseberry, P.E.
Project Manager - Sewer Systems Engineering Section
Columbus, Ohio 43206-3372
Telephone: 614-645-3728
[email protected]
A single proposal shall be submitted as outlined below. The Proposal shall include
separate detailed Project Approach sections for each CIP. The Proposals shall be
furnished in five (5) identical copies and clearly marked “Proposal for the
WOODWARD AVENUE AND MEEKLYNN DRIVE SANITARY SEWERS”.
Proposals shall be bound in plastic slant D 3-ring binders, and shall not exceed thirty
(30) double-sided (60 total) pages in length, excluding resumes and exhibits. Note that
“Competence to Perform” as defined by the Evaluation Criteria shall be demonstrated
through resumes and not in the text of the proposal. Resumes should reference only
experience that is relevant or beneficial to the project goals.
The ENGINEER shall provide completed copies of the following Exhibits for each
project, which are found in the "APPENDIX": Exhibit A -"Project Time Schedule",
Exhibit B - "Estimate of Cost Allocation by Task Activity", Exhibit B.1 – “Maximum
Hourly Rate Schedule”, Exhibit C - "Cost Summary", and Exhibit D – “Local Work
Force Breakdown”. Final versions of these documents shall be incorporated into the
Contract.
A copy of the transmittal letter should be inserted into each binder. The Proposals shall
contain the following:
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Section 1 - Proposed Project Approach
Provide the proposed technical approach to complete each project along with any
proposed deviation from, and changes to, the attached preliminary Scopes of Services.
Provide separate hours and costs for any proposed changes to the Scope in Exhibits
B and C, for each project.
General project approach shall be stated once in this section. Project approach
details pertinent to each specific project shall be stated in separate subsections,
clearly denoted by the project title.
Provide an organizational chart indicating roles of project team members including
subconsultants, if any.
Clearly identify tasks to be performed by any sub-consultant proposed as part of the
project team. Provide Minority or Female Business Enterprise (MBE/FBE) status of any
firm proposed for utilization on this contract. For more information regarding MBE/FBE
participation, please refer to the enclosed “Notice of Equal Business Opportunity
Requirements” sheet.
Section 2 - Experience
Include current, updated resumes of key team members. Resumes should depict relevant
projects only for those personnel in roles for which work will be assigned. Indicate the
home office of that team member. This section shall be provided only once in the
proposal.
For project leadership, note specific competencies, experience, and skills related to
performance of proposed contract. For project team leaders, indicate current City
commitments.
Section 3 - Estimated Hours/Cost
Complete Exhibits A through D for each project. When completing Exhibit C, please
make note of the Consultant Reimbursement Policy in the enclosed Professional Services
Agreement. The Consultant Reimbursement Policy covers allowable reimbursable
expenses and items that must be accounted for in overhead. The Engineer shall further
provide an Exhibit C – Cost Summary for each proposed subcontractor for which the
basis of payment is direct labor hours. When completing Exhibit D, the ENGINEER
shall provide a detailed self-evaluation of staff and sub-consultant utilization estimated
for this project in accordance with the Evaluation Criteria. The local workforce
information requested shall be detailed enough to enable the City to complete its own
evaluation. Separate Exhibit A -"Project Time Schedule", Exhibit B - "Estimate of
Cost Allocation by Task Activity", Exhibit B.1 – “Maximum Hourly Rate
Schedule”, Exhibit C - "Cost Summary", and Exhibit D – “Local Work Force
Breakdown” shall be provided for each project.
Page 2 of 3
Proposals will be evaluated based on the enclosed selection criteria and in accordance
with Columbus City Code, Title 3, Section 329.14. The City will enter into contract
negotiations with the two (2) highest ranked offerors. Each offeror shall receive one
project. If negotiations fail with an offeror, they shall be terminated and the City will
enter into contract negotiations with the next highest ranked offeror. This process will
continue until both contracts are successfully negotiated.
Please be advised that proposals submitted to the City are subject to applicable federal,
state, and local public information disclosure regulations. Requests to view a proposal
will be arranged only upon receipt by the City of a written request for such; therefore,
any proposal may be subject to viewing by the public. If any information contained in
the documents submitted is deemed proprietary in nature, the offeror is required to defend
the City concerning any litigation arising from the offeror’s request for confidentiality.
Page 3 of 3
REQUEST FOR PROPOSAL
FOR PROFESSIONAL ENGINEERING SERVICES FOR
CIP 650570 – WOODWARD AVENUE SANITARY SEWERS
CIP 650890 – MEEKLYNN DRIVE SANITARY SEWERS
Proposal Evaluation Criteria
•
Proposal Quality:
35 Points Total
How easily does the proposal lend itself to review and evaluation?
(5 points)
How effectively does the Offeror’s approach address project
requirements?
(10 points)
Does Offeror demonstrate knowledge of sanitary sewer design?
(15 points)
Does Offeror possess experience for the evaluation of the utilization of
environmentally beneficial methods and technologies?
(5 points)
•
Competence to Perform:
30 Points Total
Does project manager demonstrate education/training/experience with
sanitary sewer design?
(15 points)
Are other personnel assigned to tasks that fit their prior education,
training, experience?
(5 points)
Do subconsultants demonstrate experience with assigned
project tasks?
(10 points)
•
Project Schedule:
5 Points Total
Did Offeror present a realistic and achievable project timeline and hours? (5 points)
•
Past Performance:
5 Points Total
Does the Team demonstrate a successful history of completed engineering design for
DOSD, and other City Divisions or municipalities, while controlling project costs,
meeting deadlines and completing projects on time and within budget? (5 points)
•
Ability to Perform:
5 Points Total
Does the Team have the ability to perform the required service competently and
expeditiously as indicated by their provided DPU backlog, the availability of
necessary personnel, equipment, and facilities?
(5 points)
•
Local Workforce:
20 Points Total
At least 90% of the Team’s project labor costs are assignable to employees paying
City of Columbus income tax on the date the proposal is submitted, or at least 90%
of the Team’s project labor costs are assignable to the office location within Franklin
County if office established prior to 1995.
(20 points)
City of Columbus income tax on the date the proposal is submitted. (15 points)
At least 90% of the Team’s labor will be performed in an office location within
Franklin County but outside of the Columbus Corporate Limits on the date the
proposal is submitted.
(15 points)
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City of Columbus income tax on the date the proposal is submitted. (10 points)
Less than 50% of the team is paying Columbus income tax
on the date the proposal is submitted.
(0 points)
Note: The offeror shall indicate their percentage of local workforce and show how this number
was determined and indicate the year local office was established in Columbus. The
Team includes the prime consultant and all subconsultants.
TOTAL:
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100 Points
AGREEMENT
BETWEEN
THE CITY OF COLUMBUS, OHIO
AND
CONSULTANT
FOR
WOODWARD AVENUE SANITARY SEWERS
CAPITAL IMPROVEMENTS PROJECT NO. 650570-100000
MEEKLYNN DRIVE SANITARY SEWERS
SECTION I - GENERAL:
This Agreement entered into this
day of
, 20
by and
between the City of Columbus, Ohio, acting through the Director of Public Utilities, pursuant to
and under the authority of Ordinance No.
, passed
, by the Council of the City of
Columbus and approved by the Mayor of said City, hereinafter designated as the City, and
CONSULTANT, hereinafter designated as the Engineer.
WITNESSETH: That the Engineer for the consideration hereinafter named, agrees to perform
professional engineering services as requested by the City, and described elsewhere in this
Agreement, for professional engineering services on the following Project:
SECTION II - SERVICES BY THE ENGINEER:
1.
The Engineer shall provide such professional engineering services as may be necessary to
accomplish the work and shall at its cost furnish all necessary personnel, equipment, and
materials to competently perform the work.
2.
The Engineer shall be responsible for the professional quality, technical accuracy, timely
completion, and the coordination of all reports, preliminary plans, designs, drawings,
specifications, bid documents and other services furnished for the City by the Engineer.
3.
In the performance of all services incident to this Agreement, the Engineer shall comply
fully with all applicable laws, court decisions, and administrative regulations, and with all
regulations and rules of the City. The Engineer shall also consider the substantial impacts of
its recommended design on the personnel and operational procedures of the Division of
Sewerage and Drainage and which the Engineer is aware, and shall identify such impacts to
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the City. The Engineer shall not proceed with detailed designs in areas so impacted without
the approval of the City.
4.
The Engineer shall, to the best of its ability, obtain access to private and public property as
necessary to perform surveys, observations, and other studies needed to perform the services
under this Agreement. The Engineer shall comply with the notification Ohio Rev. Code
163.03 in obtaining such access. The City shall cooperate with the Engineer in attempting
to such access.
5.
SCOPE OF SERVICES: See Attachment No. 1 for the description of the scope of services.
SECTION III –CITY RESPONSIBILITIES
1.
The City shall provide to the Engineers all known criteria and information as to the City’s
requirements for the project, including design objectives and constraints, performance
requirements, flexibility and expendability, and any budgetary limitations, and furnish
copies of all design and construction standards which the City will require to be included
in the bid Documents.
2.
The City shall make available for the use of the Engineer, copies of all existing
information in the possession of the City which may be pertinent to the performance of the
professional engineering services under this Agreement, including but not limited to core
borings, probings, and/or subsurface explorations, hydrographic surveys, laboratory tests
and records of existing facilities.
3.
So as not to delay the engineering work, the City shall respond within a reasonable time to
the Engineer's requests for written decisions and determinations pertaining to the Project.
The City shall not, however, be responsible for professional engineering judgments.
4.
The City shall give written notice to the Engineer whenever the City becomes aware of
any event, occurrence, condition or circumstance which may substantially affect the
Engineer's performance of services under this Agreement.
5.
The City shall examine all studies, reports, drawings, specifications, proposals and other
documents presented by the Engineer.
6.
The City shall assist and cooperate with the Engineer to allow the professional engineering
services to be executed in a timely and effective manner.
SECTION IV – STANDARDS OF PERFORMANCE, ERRORS AND OMMISSIONS
1.
Services provided by the Engineer under this agreement shall be performed in a manner
consistent with the degree of care and skill ordinarily exercised by members of the same
profession currently practicing under similar circumstances.
2.
The City shall not be responsible for discovering deficiencies in the technical accuracy of
Engineer’s service. The Engineer shall be solely responsible for the accuracy of the services
and shall promptly make necessary revisions or corrections resulting from its negligent acts,
errors or omissions without any additional compensation from the City.
3.
Acceptance of services, including payment for same, shall not relieve the Engineer of
responsibility for subsequent correction of its negligent acts, errors, omissions, or for
clarification of ambiguities. During construction or any other phase of work performed by
others based on service provided by Engineer, the Engineer shall confer with the City when
necessary for the purpose of interpreting the information, and/or to correct any negligent act,
error, or omission without additional compensation, even though final payment may have
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been received by the Engineer. The Engineer shall give immediate attention to these
corrections and/or changes so there will be no delay to the construction contractor.
4.
In the event of any negligent act, error or omission that is the responsibility of the Engineer
in any phase of the service, the correction, repair or reconstruction of which may require
additional field or office work, the Engineer shall be promptly notified by the City and shall
be required to perform such corrective services as may be necessary without delay and
without additional cost to the City.
SECTION V - COMPENSATION:
The City agrees to pay the Engineer for professional services rendered under Section 2 in an
amount equal to the Direct Labor Cost, plus the Indirect Costs, plus other Direct Costs, including
Reimbursable Expenses and Sub-agreement costs all as hereinafter defined and documented
within Appendix B, “Estimate of Labor Hours” and Appendix C, “Cost Summary” for each
project.
A. Direct Labor Costs shall be defined as the product of the actual number of man-hours
worked by each of the Engineer’s employees, in performing services under this
Agreement times the hourly salary rate paid by the Engineer to each such employee.
The direct labor rates billed by the Engineer shall be the actual hourly rates paid to
employees of the Engineer. These rates shall not exceed those established within “Cost
Summary”. For the purpose of this Agreement, the hourly salary rate for principals of
the Engineer, to the extent they perform technical or advisory services directly
applicable to the Project, shall not exceed the rates shown in “Cost Summary”, unless
agreed to in writing prior to such services being performed.
B. Indirect Costs shall be defined as the Engineer’s overhead expense, general
administrative, benefits, taxes, utilities, rent, debt service and other non-project-specific
expenses which are incurred for the performance of the Engineer’s specific projects,
and which are allocable to the services performed under this Agreement. Indirect costs
shall be calculated as a percentage of the Direct Labor Costs and shall be as shown in
“Cost Summary”.
C. Payroll Costs are stipulated and agreed to be as shown in “Cost Summary” of the actual
salaries (direct labor) of all personnel employed on the Project. Overhead shall be
defined as the Indirect Costs/Direct Labor Costs and shall be calculated as a multiplier.
D. Profit shall be defined as the Engineer’s Expected Rate of Return and shall be
calculated as a multiplier.
E. The Hourly Cost Multiplier (HCM) shall be calculated as [1 + Overhead + Profit] and
shall be shown in the “Cost Summary.”
F. The Engineer shall be reimbursed for the cost of all subcontract services in accordance
with the sub-agreements upon submitting and validating the sub-consultant services and
approving work as being performed satisfactorily. The Engineer shall not be allowed to
markup any sub-consultant charges. The sub-agreement contract amount cannot be
exceeded without authorization from the City’s Contract Administrator and City
Council approval, if required.
G. During the project it may become necessary to obtain additional professional
engineering, survey and technical services that were not foreseen prior to the
development of the original scope of services. The City may provide contingency
funding in an amount as shown in each Appendix C, “Cost Summary”. If it is
determined that additional services are required, the City may request a proposal from
the Engineer for said services. This contingency shall be utilized only upon issuance of
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explicit, written authorization of the City’s Contract Administrator, prior to the work
being performed.
1.
Any provision in this Agreement to the contrary notwithstanding, the maximum obligation
of the City for services described in this agreement is limited to the amount of
$_____________________, unless this Agreement is modified in writing after City
Council has enacted an ordinance, which has been approved by the Mayor and certified by
the Auditor, authorizing additional funds. The City is not obligated to spend the maximum
obligation authorized under this Agreement.
2.
During the performance of services under this Agreement, the Engineer shall submit
detailed invoices for payment monthly. Invoices shall be in the format requested by the
City, shall be accompanied by adequate supporting documentation, and shall include a brief
progress report delineating the progress on each task of the services described herein,
including any deviations from the Project Time Schedule.
3.
The Engineer shall furnish Affidavits of Payment for all subcontractors, and for major
suppliers, to the City for all monthly invoices, and when requesting final payment for
services under this Agreement.
4.
Reimbursable expenses shall be limited to those proposed within Appendix C, “Cost
Summary”, unless written approval for additional expenses is authorized by the City during
the prosecution of the contracted scope of service. These expenses shall be limited to the
actual cost borne by the Engineer, and shall be evidenced by proof of expenditure at the
time of invoice to the City. The Engineer stipulates herein that they have incorporated all
expenses associated with the day-to-day operations of providing the professional services
outlined within Section 2 herein, within the indirect overhead rate shown in the “Cost
Summary”. These overhead expenses include but shall not be limited to the following:
local and long distance phone service; fax transmissions, photocopies, routine courier
services, cellular phone services, computer aided design drafting expenses; survey supplies,
office supplies, field supplies unless itemized on Appendix C, “Cost Summary”, and
routine transportation costs associated with the project. The Engineer shall be reimbursed
the costs of transportation, meals and lodging in connection with any employee who
performs specialized services under this contract from any office not located in Columbus,
Ohio. The reimbursement rate paid for automobile mileage shall be at the Standard
Mileage Rate allowable by the U.S. Internal Revenue Service as of the date the mileage is
incurred. Reimbursable expenses shall conform to the most current version of the
"Guidelines For Reimbursable Expenses Under Professional Services Contracts" of the
Division of Sewerage and Drainage, which is attached hereto. In case of disagreement
between the Guidelines and this Agreement on particular reimbursable items, the
Agreement shall govern. Particular provisions of the Guidelines may be modified by the
City, in writing, to suit particular circumstances.
5.
The Engineer is responsible to maintain a Master List of non-expendable personal property
purchased and approved by the City for the work as Reimbursable Expenses. Nonexpended personal property shall be delivered to the City’s representative upon completion
of the Engineer’s service and shall conform to the Master List.
SECTION VI - CHANGES:
No changes to this Agreement will be effective unless they are contained in a written
modification, signed by both parties. The City may, at any time during the performance of the
services under this Agreement, request a modification of the Agreement. Upon execution of
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such modification by both parties hereto, it shall be fully incorporated into this Agreement and
shall govern all subsequent performance under the Agreement.
SECTION VII - TIME SCHEDULE:
The time schedule for the performance of services under this Agreement shall be as set forth in
the attached Attachment No. 2, Exhibit A, “Project Time Schedule”. The Engineer shall adhere
to and comply with the Project Time Schedule as set forth in these Exhibits.
SECTION VIII - SUSPENSION OF SERVICES:
The City may order the Engineer, in writing, to suspend, delay or interrupt all or any part of the
services for such period of time as may be determined to be appropriate for the convenience of
the City. In the event of such a suspension, the Engineer may be entitled to extra compensation
for damages if there are documented wage or material cost increases; however, the Engineer
shall make no claim for lost profit, office overhead or other damages.
SECTION IX - RECORDS TO BE MAINTAINED, ACCESS TO RECORDS:
1.
The Engineer shall maintain account books, records, documents and other evidence directly
pertinent to performance and billing of the services defined in this Agreement in
accordance with generally accepted professional engineering and accounting practices.
The Engineer shall also maintain the financial information and data used by the Engineer in
the preparation or support of the Statements of Probable Construction Costs to the City.
The City, or its duly authorized representative, shall have access to such account books,
records, documents, and other evidence for the purpose of inspection, audit and copying.
The Engineer shall provide proper facilities for such access and inspection.
2.
The Engineer shall maintain copies of the complete engineering records documents of the
design and execution of the Project, including, but not limited to, survey notes,
computations, design development documents, logs, physical investigations,
correspondence, material submittals, and photographs, (this requirement only applies to
documents, not physical samples of soil borings, etc.) as necessary to assist in the defense
of any legal action claiming professional liability or neglect of duty which may involve the
City. The City shall also have access to these engineering records. These records shall be
maintained for a period of not less than 15 years after substantial completion or termination
of the Project.
3.
The Engineer shall maintain and make available accounting records during performance of
the services under this Agreement and until three years from date of final payment for the
Project. In addition, those records which relate to any appeal, agreement, litigation, or the
settlement of claims arising out of such performance or cost, or items to which an audit
exception has been taken, shall be maintained and made available until three years after the
date of resolution of such appeals, litigation, claims, or exception.
4.
Upon completion of the project, the Engineer shall provide to the City electronic copies of
all drawings with field corrections noted (record documents).
SECTION X - INSURANCE AND INDEMNITY:
1.
The Engineer shall comply with all Worker's Compensation laws of the State of Ohio and
shall carry at least the following minimum private insurance coverages:
A.
Public Liability and Automobile Insurance in an amount not less than Five Hundred
Thousand Dollars ($500,000.00) for injuries, including those resulting in death, to
any one person, and in an amount not less than One Million Dollars ($1,000,000.00)
on account of any one accident or occurrence. Property damage insurance in an
Page 5 of 10
amount not less than Five Hundred Thousand Dollars ($500,000.00) from damages
on account of any one accident or occurrence. Said insurance shall be maintained in
full force and effect during the life of this Agreement and shall protect the Engineer,
its employees, agents, and representatives from claims for damages for personal
injury and wrongful death and for damages to property arising in any manner from
the negligent or wrongful acts, errors or omissions of the Engineer, its employees,
agents or representatives in the performance of the services under this Agreement.
B.
Valuable Papers Insurance in an amount sufficient to assure the restoration of any
drawings, project manual pages, field notes, or other similar data relating to the work
under this Agreement, in the event of their loss or destruction, during the life of this
Agreement.
C.
Professional Liability Insurance in an amount as necessary to provide coverage for
any negligent acts, errors, omissions or negligence by the Engineer and its technical
subcontractors. Subcontractors of the Engineer who are manifestly not providing
professional services need not carry Professional Liability Insurance.
2.
The Engineer shall indemnify and save harmless the City from any claims or liabilities, of
any type or nature to any person, firm or corporation, to the proportional extent arising in
any manner from the Engineer's negligent performance of the work covered by this
Agreement, and shall pay it’s proportional share of any judgment obtained or growing out of
said claim or liabilities.
3.
Certificates showing the Engineer is carrying the above described insurance in at least the
above specified minimum amounts shall be furnished to the City before the City is obligated
to make any payment to the Engineer for the services under this Agreement. Such
certificates shall name the City as an additional insured party under all coverages except
professional liability and workers compensation, and shall provide for notice to the City not
less than 30 days prior to the effective date of any modification or cancellation of any
coverage.
SECTION XI - TERMINATION:
1.
The City may, at any time prior to the completion of full performance by the Engineer,
terminate the Agreement by written notice by registered mail not less than fifteen days
prior to the effective date of its intention to do so. Such termination may be for cause or
for the convenience of the City.
2.
If the termination is for the City's convenience, payment to the Engineer will be made
promptly for the amount of any fees earned to the effective date of the notice of
termination, less any payments previously made. Such requests for reimbursement shall be
supported with factual data and shall be subject to the City's approval.
3.
The City may terminate this Agreement for cause if the Engineer has substantially failed to
perform in accordance with the terms of the agreement, including but not limited to the
requirement that the Project be completed in a timely manner. If the termination is for
cause, the City shall compensate the Engineer the amount of any fees earned prior to the
effective date of the notice of termination, less any payments previously made and less any
amount retained by the City to defer additional cost the City may sustain in connection with
the unsatisfactory performance of the Engineer, including but not limited to costs
associated with finishing the project.
Page 6 of 10
4.
In the event that the City terminates the Agreement for cause pursuant to this section, and it
later determined that the City did not have sufficient cause for the termination, the City
shall compensate the Engineer as if it had terminated the Agreement for its convenience.
5.
In the event the Agreement is terminated prior to its completion, the Engineer, upon
payment as specified in this section, shall deliver to the City all project reports, field books,
drawing and other documents, including electronic files and CAD files, which have been
prepared in the course of the work done under this Agreement. All such material shall
become and remain the property of the City, to be used in such manner and for such
purpose as the City may choose. The Engineer shall not be responsible for any reuse of the
project documents for any purpose other than that for which such documents were
originally prepared, or for any alteration of such documents and the City releases the
Engineer from any liability arising from any such alteration. The Engineer shall be entitled
to keep copies of all documents provided to the City. It is further agreed that in the event
the City shall terminate this Agreement due to failure to properly perform in a manner
satisfactory to the Director of Public Utilities, the City may make such arrangements as it
desires for the completion of the Project.
6.
The Engineer shall make no claim for additional compensation against the City by reason
of such termination, beyond the amounts described in this section.
SECTION XII - NON-DISCRIMINATION:
1.
The Engineer will not discriminate against any employee or applicant for employment
because of race, color, religion, sex, or national origin. The Engineer will take affirmative
action to ensure that applicants are employed, and that employees are treated during
employment without regard to their race, color, religion, sex, or national origin. Such action
shall include, but not be limited to, the following: employment upgrading, demotion, or
termination; rates of pay or other forms of compensation; and selection for training. The
Engineer agrees to post in conspicuous places, available to employees and applicants for
employment, notices summarizing the provisions of this Non-discrimination Clause.
2.
The Engineer will, in all solicitations or advertisements for employees placed by or on
behalf of the Engineer, state that the Engineer is an equal opportunity employer.
3.
It is the policy of the City that business concerns owned and operated by minority and
female persons shall have the maximum practicable opportunity to participate in the
performance of contracts awarded by the City.
4.
The Engineer shall permit access to any relevant and pertinent reports and documents by
the Executive Director of the Equal Business Opportunity Commission Office (EBOCO)
for the sole purpose of verifying compliance with Article I of Title 39, Columbus City
Codes, and with the regulations of the Contract Compliance Office. All such materials
provided to the Executive Director by the Engineer shall be considered confidential.
5.
The Engineer will not obstruct or hinder the Executive Director or the Executive Director’s
deputies, staff, and assistants in the fulfillment of the duties and responsibilities imposed by
Article I, Title 39.
6.
The Engineer and each subcontractor will include a summary of this Equal Opportunity
Clause in every subcontract. The Engineer will take such action with respect to any
subcontractor as is necessary as a means of enforcing the provisions of the Equal
Opportunity Clause.
Page 7 of 10
7.
The Engineer shall not subcontract any part of this contract to a contractor not holding a
valid certification number as provided for in Article I, Title 39.
8.
Failure or refusal of the Engineer or any of its subcontractors to comply with the provisions
of Article I, Title 39 may result in cancellation of this contract. (Ord. 1178-95).
SECTION XIII - CITY INCOME TAX TO BE WITHHELD:
The Engineer will withhold all City Income Taxes due or payable under the provisions of
Chapter 361, Columbus City Codes, for wages, salaries, and commissions paid to its employees
and further agrees, that its subcontractors shall be required to agree to withhold any such City
Income Taxes due under this chapter for services under this Agreement.
SECTION XIV - REMEDIES:
All claims, counterclaims, disputes and other matters in question between the City and the
Engineer, including their agents, employees, subcontractors, consultants or other subordinate
parties arising out of or relating to this Agreement or its breach shall be decided in a court of
competent jurisdiction within the County of Franklin, State of Ohio. This Agreement is to be
governed by and interpreted in accordance with the law of the State of Ohio.
SECTION XV – CITY APPROVAL AND ACCEPTANCE:
Approvals by the City of drawings, designs, specifications, reports and incidental engineering
work or materials furnished hereunder shall not in any way relieve the Engineer of responsibility
for the technical adequacy of the work. Neither the City's review, approval or acceptance of, nor
payment for, any of the services shall be construed to operate as a waiver of any rights under this
Agreement or of any cause of action arising out of the performance of this Agreement, and the
Engineer shall be and remain liable in accordance with applicable law for all damages to the City
caused by the Engineer’s negligent performance of any of the services furnished under this
Agreement.
SECTION XVI - CONFLICTS OF INTEREST; OBJECTIVITY:
In the performance of services under this Agreement, the Engineer shall endeavor at all times to
render objective and impartial technical and other judgments in all matters. To avoid
compromise of the objective spirit required for such service, the Engineer shall not:
1.
Employ any sub-consultant who is actually or potentially a supplier of items specified in
the design, to be furnished in the construction work; this does not preclude obtaining
assistance, advice or information from such suppliers.
2.
Maintain a business interest in any of the equipment or patented processes specified in the
design.
The Engineer will inform the City of any business connections, interest of circumstances which
may be deemed as influencing its judgment or quality of its services.
SECTION XVII - INCORPORATION BY REFERENCE:
The following documents are hereby incorporated into and made part of the Contract as though
specifically rewritten herein:
1.
2.
3.
Attachment No. 1, Detailed Scope of Services
Attachment No. 2, Exhibit A, Project Time Schedule
Attachment No. 3, Exhibit B, Estimate of Cost Allocation by Task Activity
Page 8 of 10
4.
5.
6.
Attachment No. 4, Exhibit B.1, Maximum Hourly Rate Schedule
Attachment No. 5, Exhibit C, Cost Summary
Attachment No. 6, Exhibit D, Local Workforce Breakdown
SECTION XVIII – ENVIRONMENTALLY PREFERRED PURCHASING
In evaluation of this bid pursuant to the City of Columbus Code (329.31 Environmentally
Preferable Purchasing) preference shall be given to an environmentally preferable bidder. The
bidder that will be considered environmentally preferred will have (but not limited to) products
with one or more of the following certifications: Green Seal, ISO14001, Energy Star, SCS or
other Eco-Friendly certification determined by the City as relevant. Vendor is encouraged to
provide products, information, training and/or programs that will help the City comply with its’
environmental initiative
SECTION XIX – ENVIRONMENTAL MANAGEMENT SYSTEM
1.
Environmental Policy
The Contractor shall review the City of Columbus Department of Public Utilities (DPU)
Environmental Policy and shall make its employees and subcontractors performing work
on behalf of DPU aware of the policy. The policy is posted on the DPU’s EMS webpage
and ems.columbus.gov.
2.
Environmental Management System Awareness
The Contractor shall review the document entitled “DPU Consultant/Contractor/Vendor
Environmental Management System Awareness Procedure”. This procedure is posted on
the DPU’s EMS webpage at ems.columbus.gov.
3.
Record-Keeping
The Contractor shall maintain any and all records necessary to demonstrate compliance
with the requirements of this Special Provision and shall provide such records to the DPU
upon request.
SECTION XX – CAMPAIGN CONTRIBUTIONS
Contractor hereby certifies that all applicable parties listed in Division (I)(3) or (J)(3) of O.R.C.
Section 3517.13 are in full compliance with Divisions (I)(1) and (J)(1) of O.R.C. Section
3517.13.
Page 9 of 10
SECTION XXI - EXECUTION, APPROVAL AND CERTIFICATION:
IN WITNESS WHEREOF, the parties hereto have affixed their hands and have
executed this Agreement, as of the day and year first above written.
CITY OF COLUMBUS
Date:
Greg J. Davies
Director of Public Utilities
CONSULTANT
Date:
Title:
Approved as to form:
Date:
Richard C. Pfeiffer, Jr.
City Attorney
Page 10 of 10
PROFESSIONAL CONSULTANT REIMBURSEMENT POLICY
Dated August 8, 2013
General. The purpose of this policy is to clarify for professional consultants, hereinafter referred
to as Consultant, to the City of Columbus what the City considers to be a reasonable level of
reimbursement for project costs other than direct labor.
This reimbursement policy should be provided to the Consultant prior to final determination of
project scope and fee and before dollars are encumbered for the project.
In general, all reimbursement requests will require complete and proper documentation and must
be necessary and reasonable for the completion of the project. All reimburseable expenses will
require an itemized receipt attached to the invoice. These receipts will be required from the
Consultant and subconsultants. Receipts must be dated within 90 days prior to the billing date
period stated on the applicable invoice. The City reserves the right to question any item
submitted for payment and may reduce, modify or refuse to pay any item which is unreasonable
or incompatible with reimbursement policies. It is in the Consultant’s best interest to obtain
written City approval before incurring any cost which may be questionable.
Without exception, expenses which include reimbursement for the costs of meals or any other
gratuity or gift provided to employees of the City will be disallowed.
GSA Guidelines for Expenses. If the Consultant or subconsultant travels to Columbus to work
on the project, the city shall reimburse for lodging and travel up to the amounts listed on the U.S.
General Services Administration website. http://www.gsa.gov/portal/category/100120.
Sales and other Taxes. When a Consulting firm is carrying out requirements of a City of
Columbus contract, the firm can incur costs such as travel, lodging, meals, rentals, leases, etc.
All of these expenditures include various taxes charged to the firm as part of doing business.
These above-mentioned reimbursable expenditures include taxes that are not subject to any
exemption. Therefore the City will pay for sales and other taxes submitted by the firm if they are
determined to be a cost of doing business and no exemption applies.
The City does not reimburse for sales tax paid on building and construction materials and
services for incorporation into a public improvement (Ohio Revised Code 5739.02(B)(13). A
sales tax exemption certificate is available from the City. Generally, if equipment purchased
under the contract is determined to be incorporated into the public improvement the City will
provide an exemption certificate. If the equipment is to be provided/delivered to the City, and
may be later stored by the City or used by the City for another purpose, the equipment would not
be exempt. Leased equipment items are generally not considered to be incorporated into the
public improvement and are therefore not exempt. Other costs associated with design of a public
improvement, specifically plan copies and plan sets, may be considered to be incorporated into
the public improvement and may be exempt. The foregoing examples are illustrative only and
are not all-inclusive. The City should be contacted before the Consultant or sub-consultant
1
makes a purchase of any items that may be exempt to determine if the City will provide an
exemption certificate.
1.
Temporary Living Expenses
A. General. The City will provide for a comfortable, but not extravagant, standard
of living for those out-of-state Consultants who are temporarily assigned to
Columbus in the course of project work.
For reimbursement purposes,
“temporarily” shall be defined as, a duration of less than six (6) months. The
Consultant will be required to stipulate at the project’s outset those employees who
will be assigned to a City project and the length of each employee’s assignment to
the project. The City will retain the option to determine at what point the City’s
needs are better served by relocating the employee to central Ohio. The City does
not reimburse general expenses on a per diem basis.
B. Meals. The City will reimburse itemized receipted expenses for the cost of meals
up to the current GSA per diem rates (Columbus), for Consultants who have a home
office in excess of 50 miles from Columbus and are on temporary assignment here.
The current rate is $56 per day. The cost of meals includes the actual cost of food
and beverages, including tax and tips.
In General, the City will not reimburse for meals for Consultants who have a home
office within 50 miles from Columbus. Under certain circumstances, such as project
meetings with the City that overlap meal hours, reimbursement for these meal and
beverage expenses will be reviewed and considered by the City. If the Consultant is
not entitled to meal and incidental reimbursement for a whole day then the following
reimbursement amounts apply: $9 for continental breakfast/breakfast, $13 for lunch,
$29 for dinner, and $5 for incidentals.
C. Lodging. The City will reimburse for lodging, including tax, at the current GSA
per diem rates (Columbus). The current rate is $94 per day. The City will determine
at what point it becomes more cost-effective to provide temporary housing in the
form of an apartment rather than a hotel.
D. Entertainment. Entertainment, alcoholic beverages and personal expenses are
not allowable for reimbursement.
E. Laundry. Laundry costs, including dry cleaning, will be allowed with itemized
receipts if the employee is required to be away from home on City business over
five (5) consecutive business days.
F. Trip Home. The City will reimburse for no more than one (1) trip home per
employee for the convenience of the employee. If the employee chooses to travel
2
home each week, all reimbursement rates and provisions detailed in this policy will
apply. All receipts should be itemized
G. Call Home. The City will reimburse the employee for one (1) safe arrival call
home per stay in Columbus. Other personal calls are not reimbursable.
H. Temporary Housing. The City will reimburse the Consultant up to $1,000 per
month for apartment rental for temporary employees. Consultants shall provide the
City a copy of the lease agreement. All receipts should be itemized.
2.
3.
Relocation of Employees
A.
If it is decided and placed in writing by the City that it is in the best interest of the
City of Columbus and the employee of a Consultant to relocate that employee to
Columbus, the City will reimburse that employee for transportation of the employee
and family, furnishings and personal items to the new residence. The City will
reimburse the lowest of three (3) common carrier estimates up to a maximum of
$3,000. If it is determined that the estimates exceed $3,000 then a reasonable
amount may be negotiated between the City and the Consultant. Other associated
costs of transporting the household to Columbus will be evaluated on a per-casebasis and must be pre-approved in writing by the City to be allowable for
reimbursement
B.
The City will not reimburse the Consultant for other costs related to relocation of
employees, including items such as Realtor commissions, loan origination fees,
closing costs, mortgage interest, subsidies, house-hunting trips, compensation for
loss on the sale of property, telephone/cable/internet installation, vehicle tags,
driver’s licenses, etc.
C.
After an employee has relocated, the City will not reimburse the Consultant for any
living expenses for that employee such as rents, meals, etc. The only exception will
occur when the employee is required to travel on the City’s behalf outside of
Columbus, at which time temporary living guidelines will apply.
D.
The City will not reimburse the Consultant for the relocation of an employee to
another city, or any other associated costs, after project completion or contract or
employee termination.
Air Transportation
A.
Reimbursable air transportation for out-of-state travel is to be provided by
commercial airlines. Only coach seating will be reimbursed. All airfare expenses
must be receipted and itemized. If possible, advantage should be taken of special
rates or discounts and flights should be scheduled as far in advance as possible.
3
B.
Transferable premiums or discounts with cash value, if any, are to become the
property of the City.
C.
The traveler is personally liable for any charges assessed for unused travel
reservations which are not released within the time limits specified, unless failure to
cancel can be shown as unavoidable to the City’s satisfaction.
D.
Travel plans should be filed with the City of Columbus at least 24 hours in advance
of travel, if possible. Plans should specify purpose of travel, personnel involved,
and deviations from the above policy, if any. The City reserves the right to disallow
any travel which it deems unnecessary for completion of the project. Exceptions to
this policy will be considered on a case-by-case basis.
E.
The City will not reimburse costs for Sky Phone, movies, or seat upgrade charges.
F.
Any airline ticket change fees must include documentation that the change was due
to work associated with the project such as meeting overruns, special circumstances,
etc.
4.
Lease/Purchase/Rental of Vehicles, Capital Equipment and Other Non-Consumable
Items
A.
For purposes of this policy, a “capital” item shall be defined as an item costing more
than $5,000 and/or having a useful life of five (5) years or more. Prior to the
reimbursement for any capital item the Department is required to notify the
Auditor’s office.
B.
All contracts involving capital purchases will stipulate that ownership of all items
purchased will be retained by the City.
C.
The Consultant will provide specifications for the rental, lease, or purchase of
capital item(s) to the City, which will review them for reasonableness and
appropriateness. The City will forward the specifications to the City’s Purchasing
Office, which will solicit bids and provide to the Consultant all bids which meet the
approved specifications. The Consultant, will then rent/lease/purchase the item(s)
from the lowest bidder, unless the Consultant can provide to the Purchasing Office
an acceptable justification for obtaining the item(s) from one of the other bidders.
Any deviation from this procedure must receive prior written approval from the
Purchasing Office and the contracting City Department; otherwise, the City reserves
the right to disallow reimbursement for capital items.
D.
Vehicle lease rate shall be no more than $500 per month. Receipts for fuel
reimbursement will be required. Consultants shall provide the City a copy of the
lease agreement.
4
5.
E.
The City will not reimburse for Global Positioning Systems/or charges (GPS),
roadside assistance charges, and frequent renter miles.
F.
The City will reimburse up to $70 per day for a rental car (including tax).
G.
All data processing equipment must receive approval from the City’s Department of
Technology prior to purchase or lease.
H.
Before any vehicle or other major equipment items can be rented, leased or
purchased, the Consultant will provide for the City adequate justification of need,
including which employee(s) will have use of the vehicle or equipment, and how
long the vehicle or equipment will be needed. The City reserves the right to
determine whether rental, lease or purchase best suits the needs of the project and
the City.
I.
Vehicles will only be provided for the project if other means of on-the-job
transportation cannot be provided by the Consultant or the City. Whenever
practical, the Consultant will be required to provide his own vehicles and will be
reimbursed at the established City rate per mile for job-required mileage. Under no
circumstances will the City provide vehicles or mileage reimbursement for
Consultant employees’ personal travel.
J.
The Consultant shall be required to maintain for the City a current detailed inventory
of all items purchased with City funds. At the termination of a contract, the
Consultant will be required to repair or replace any equipment prior to transfer to the
City, normal wear and tear excepted.
Vehicle Mileage Reimbursement
The reimbursement rate paid for automobile mileage shall be at the Standard Mileage
Rate allowable by the U.S. Internal Revenue Service as of the date the mileage is
incurred. If the consultant’s contract specifies a lower rate than the current IRS rate,
the consultant will be reimbursed at the lower rate. Gas, oil and other operating
expenses related to personal vehicle usage are not reimbursable as these expenses are
factored into the per mile rate.
The City will not reimburse for mileage or transportation expenses between the
Consultant’s home (which is defined by the IRS as where you reside) and their
main/regular place of work or a temporary work location (within the metropolitan
area). These mileage and transportation expenses are personal commuting expenses.
However, mileage can be reimbursed from an employee’s home to a temporary work
location outside the metropolitan area where the Consultant lives. Temporary work
location being defined as a place where a Consultant’s work assignment is
realistically expected to last (and does in fact last) one year or less. If the Consultant’s
5
contract specifies a lower rate than the current IRS rate, the consultant will be
reimbursed at the lower rate.
6. Maintenance of Office Space
A. The City will not consider any costs associated with the establishment of a place
of business in Columbus, Ohio as reasonable expenses. The Consultant will be
responsible for his own local office facilities, including rent, office furnishings
and other costs not directly related to the City’s project.
B. The City will reimburse for the reasonable costs of maintaining a project
management office at the project site. Furnishings will be purchased as
previously outlined.
7. Miscellaneous Items
A. Shipping Charges. The City will reimburse for shipping charges from common
carriers.
B. Web Hosting. The City will reimburse for web hosting expenses as applicable in
fulfillment of the contract.
C. Meeting Room Rental. The City will reimburse the cost of meeting room rental
if needed to facilitate discussion on a project. All room rentals should be
reasonably price and not extravagant.
D. Review & Permit Fees. The City will reimburse for project review and permit
fees required from entities such as the OEPA, State of Ohio, and other
governmental agencies.
E. Materials, Supplies, and Miscellaneous Equipment. The City will reimburse
for materials and supplies associated with the work performed under the contract
such as paper, printing copying costs, gauges, field office cleaning, and other
small miscellaneous equipment, etc. Note: Certain items may be eligible for sales
tax exemption. See the section on “Sales and other Taxes” in this policy. The City
should be consulted before making the purchase of these items to determine if the
City will provide an exemption certificate.
F. Parking Costs. The City will reimburse the cost of parking in garages, at meters,
etc. if such expenses are necessary in fulfillment of the contract. Consultants
should seek the lowest, most reasonable parking rates available. The City will not
reimburse for parking tickets.
G. Non-Reimburseable Items. The City will not reimburse for the following:
Coffee service/bottled water
6
Fines and penalties
First class airfare
Disposable mobile phones
ATM or bank fees
Miscellaneous personal items: newspapers, toiletries, valet services,
tobacco products, pay TV, shoeshine, health club charges, and in-room
mini bars.
Entertainment expenses including movies
Alcoholic beverages
Barber/hairstylist, manicures, massages, etc.
Clothing and footwear (unless specifically needed for the project)
Gifts, gratuities and favors for City employees
Donations
Damaged personal possessions
Losses due to the theft during travel
This list is not all-inclusive, but represents a sample of the type of items that will
not be reimbursed by the City of Columbus.
7
NOTICE OF EQUAL BUSINESS OPPORTUNITY REQUIREMENTS:
A.
Minority and Female Business Enterprise (MBE and FBE) Participation: Title 39
of the Columbus City Code (C.C.C.) provides for certification of minority
business enterprises and female business enterprises. Under the current
legislation, a minority business enterprise is defined as a for-profit business
performing a commercially useful function which is owned and controlled by a
person or persons having an African American ancestry. C.C.C. §3901.01 (G). A
female business enterprise is defined as a for-profit business performing a
commercially useful function which is owned and controlled by one or more
females of non-African American descent. C.C.C. §3901.01 (F).
B.
Specific Contract M/FBE goals: Specific Contract M/FBE goals shall not apply
to this selection.
C.
In collaboration with the Equal Business Opportunity Commission Office, the
Department of Public Utilities encourages the utilization of city-certified
minority, female and small business enterprises and minority business registrants.
D.
In addition to the current requirements of Title 39, Columbus City Codes, 1959, it
is expected that all or part of this contract may be undertaken with State and/or
Federal funding assistance. The City may, therefore, be required to conform to
certain utilization goals in order to conform fully to those programs.
Documentation suggested: Include the name, description of the work, and the
dollar value of all certified M/FBE’s and MBR’s included in the proposal.
For information related to minority, female and small business enterprises, please
contact the Equal Business Opportunity Commission Office at (614) 645-4764.
Page 1 of 1
SCOPE OF SERVICES
CAPITAL IMPROVEMENTS PROJECT 650570-100000
CAPITAL IMPROVEMENTS PROJECT 650890-100000
The ENGINEER shall be responsible for the professional quality, technical accuracy, timely
completion, and the coordination of all reports, preliminary plans, designs, drawings,
specifications, bid documents and other services furnished for the CITY by the ENGINEER as
defined herein. The ENGINEER shall perform professional design services herein stated, which
include typical civil engineering services for sanitary sewer system improvements, surveying,
geotechnical, structural, environmental, and other approved supplemental services incidental
thereto. The ENGINEER shall provide such professional design services as may be necessary to
accomplish the work required to be performed and shall at his/her cost, furnish all necessary
competent personnel, equipment, and materials to perform the work.
Exhibit A -"Project Time Schedule", Exhibit B - "Estimate of Cost Allocation by Task Activity",
Exhibit B.1 – “Maximum Hourly Rate Schedule”, Exhibit C - "Cost Summary", Exhibit D –
“Local Workforce Breakdown” are hereinafter designated as the "APPENDIX". The
ENGINEER shall furnish services in accordance with the provisions of Tasks A1 through A20
below and as noted in the Exhibits. The inclusion of the Exhibits attached hereto in no way
supersedes the work delineated below.
GENERAL
The project goal is to eliminate illicit sanitary discharge to the City storm sewer system in a
defined residential area which contains a number of existing on-lot (HSTS) sewage disposal
systems, during dry conditions and rain events, while minimizing construction costs and
neighborhood disruption.
The consultant shall, according to Tasks A1-A9, conduct interviews of City of Columbus DOSD
employees to solicit information about the project area; investigate all relevant data sources;
perform field/site condition assessments; research historic records; develop multiple feasible
alternatives to accomplish the project objectives; perform a business case evaluation (as directed)
to select the most cost effective solution; perform hydraulic calculations as required for the
proposed improvements; prepare a letter report for this project which outlines the City’s design
requests. The report should provide a preliminary construction cost estimate and include
recommendations for other improvements not previously listed. Revise this report as required to
address City review comments.
The consultant shall use information provided by the City in addition to information obtained
during performance of Tasks A1-A9 to prepare construction drawings for the proposed work
according to Tasks A10-A17.
Page 1 of 13
The consultant will provide services during and after construction as described in Tasks A18 and
A19.
The consultant will attend coordination meetings, progress meetings, submit regular progress
reports and provide meeting minutes of all meetings during the development of the Project. The
consultant shall coordinate and attend public information meetings as required (assume 2
meetings). All invoices are to be accompanied by a progress report of sufficient detail to clearly
define what work was done in the invoice period.
currently served by on-lot home septic tank systems (HSTS). This project will investigate,
design, and prepare construction drawings to extend existing sanitary sewers and provide a new
residential sanitary service tap for 14 existing homes which are served by HSTS systems along
Woodward Avenue. The City has performed video inspection of the existing storm sewers in the
area and has found evidence of sanitary discharge within the storm system. This project is
located on the east side of Columbus along Woodward Avenue between Brentnell Avenue and
Sunbury Road. The City wishes to utilize existing easements and/or existing road right of way
for the new sanitary sewer(s) to minimize time to construction. The selected consultant will need
to coordinate the proposed sanitary sewer extensions with the consultant that designed storm
sewers for this same area under CC-15722. Final construction plans for this storm improvement
project were placed on hold due to the found sanitary problems.
CIP 650890 – MEEKLYNN DRIVE SANITARY SEWER
currently served by on-lot home sewage treatment systems (HSTS). This project will
investigate, design, and prepare construction drawings to extend existing sanitary sewers and
provide new residential sanitary service taps for 20 existing homes which are served by HSTS
systems. This project is located on the northwest side of Columbus along Meeklynn Drive
between Linworth Road and Olentangy River Road. The City wishes to utilize existing
easements and/or existing road right of way for the new sanitary sewer(s) to minimize time to
construction. However, a task to acquire easements has been included in the Project Scope and
shall only be performed if authorized by the City.
The selected consultant will need to
coordinate the proposed sanitary sewer extensions with the consultant that designed storm sewers
for this same area under CC-15573. Final construction plans for this storm improvement project
were placed on hold due to the found sanitary problems.
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General Design Requirements
The lead Consultant shall be responsible for all work necessary to establish and/or verify existing
tributary area conditions; proposed sanitary design flows in existing and extended sewer systems
impacted by this improvement; securing existing plan information; perform additional
investigations as required to design this improvement; prepare required hydraulic calculations;
summarize all preliminary design findings, investigations, and recommendations into a possible
BCE report and a final Letter Report; collect all necessary site survey information; prepare
construction drawings, cost estimate(s), specifications, and bid documents; investigate need for
and document all required construction permits (such as zoning, electrical, building, regulatory
(EPA, City, etc.); prepare, submit, and secure all such construction permits; review construction
shop drawing submittals and associated documents during construction of this project.
The lead consultant shall submit a letter report, construction plans in CC drawing format,
specification documents, and complete all project tasks (excluding construction phase) for this
project within 365 days after the notice to proceed is issued.
The lead Consultant shall submit information to document prior experience and qualifications of
the Design Team members. The team shall have previous experience in the design of sanitary
and storm sewer systems. Team members shall be capable of submitting observations and/or
recommending design changes for efficient sanitary sewer design.
The team members shall research various alternatives and recommend the most economical and
best solution to the City. The final project submittal will include the production of all design
documents, drawings, specifications and contract documents required to construct the proposed
facilities. This work shall also include utility conflict sewer redesign and shop drawing review
services during construction.
PROJECT SCHEDULE
Within fourteen (14) days of contract award, the consultant shall prepare a schedule of activities
showing task duration, deliverables, and project milestones. The schedule shall specifically
show all information to and/or from others necessary to complete the work. The schedule will be
updated monthly and submitted with the progress report. Updates should reflect the project
schedule as of the last day of the month in which it is prepared.
DETAILED SCOPE OF SERVICES
Work to be completed by the ENGINEER shall include but not be limited to the following:
TASK A1: REVIEW EXISTING INFORMATION
Review pertinent reports, construction plans, and other Division of Sewerage and Drainage
(DOSD) records that have a bearing on this project. Conduct interviews of City of Columbus
DOSD employees who are familiar with this residential area. Review available data, such as “as
built” or “as designed” parameters for existing sanitary sewers in this area, WIB information,
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yard, and street flooding information as recorded by the sewer maintenance section (SMOC), or
other investigations as required for this project
TASK A2: FIELD INVESTIGATIONS
Perform all necessary field investigations as required to document the extent of the problem(s)
(such as site visits with residents), perform additional site visits, and research necessary to
prepare the BCE report and draft letter report for the project.
TASK A3: SEWER CLEANING AND TELEVISING
Television inspection shall be conducted on select storm sewers as identified by the City within
the project area to document blind connections to the existing sewer. For proposal purposes,
assume the following amount for the project: 2,000 LF of 8” thru 12” diameter sewer inspection
to be included in the contract.
This work is to be performed under the written direction of the City and is an “if authorized”
item. Note that sewer cleaning and televising work may be performed in high traffic areas;
therefore, work may need to be performed at off-peak hours. The Engineer shall perform all
tasks necessary to acquire the proper permits from the Transportation Division. A Maintenance
of Traffic plan may be required to obtain the necessary permits. All sewer cleaning and
televising shall meet the requirements of City of Columbus Supplemental Specification’s SS-4
Sewer Cleaning and SS-5 Sewer Video Recording and Inspection as well as the items detailed
herein.
A3.1 The ENGINEER (or their sub-consultant) shall be responsible for providing all required
water for sewer cleaning, televising and inspection, including all necessary valves,
backflow preventors, and flow meters for each hydrant connection. All equipment,
fittings, and valves shall be in accordance with the standards of the City of Columbus.
Use of water from fire hydrants and associated fees are outlined in the City of Columbus
Rule and Regulation No. 01-01. A copy of this regulation is available from the Division
of Water, Permit Office, (614) 645-7695. Due to the age and size of the existing
waterlines in the project area, the Division of Water may limit the use of fire hydrants.
Water needed for sewer cleaning may need to be obtained from a remote source and
trucked to the project location. The CITY will not pay for water obtained from City of
Columbus Division of Water or trucked from a remote site for sewer cleaning. For
verification of available fire hydrants, contact the Division of Water Engineering Offices
at 910 Dublin Road, (614) 645-7677.
A3.2 Any manhole or sewer entries performed shall meet the minimum requirements as
presented in the OSHA Standard, Title 29 CFR 1910.146, Permit Required Confined
Spaces. Upon conclusion of the Project, copies of all confined space entry permits must
be submitted to DOSD.
A3.3 The ENGINEER shall provide private property owners impacted by their work a 48-hour
minimum written notification before entering their property and/or the start of cleaning
and televising work. A door hanger is acceptable written notification. The notice shall
inform the property owner of the date of the inspection and the description of work to be
performed.
A3.4 Heavy cleaning may be required to remove roots, brick, gravel, and other heavy debris
from the sewer, however it is not the City’s intent to have 100% of the sewer invert
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A3.5
cleaned during the evaluation phase of the project. An allowance is included in the
contract cost assuming 100% of lines to be video inspected will require heavy
cleaning. Payment will be made for heavy cleaning based on evaluation of pre-cleaning
videotape and consensus of the City. A copy of the sewer inspection sub-agreement must
be submitted to the City for review.
The ENGINEER shall provide adequate personnel to assure conformance with the
requirements set forth herein regarding sewer cleaning and televising. These personnel
will be qualified and trained to approve heavy cleaning when necessary, assure quality of
the cleaning and televising and assist with communication with the residents and
businesses.
TASK A4: HYDROLOGIC AND HYDRAULIC ANALYSES (H&H Analysis)
Perform all hydrologic and hydraulic calculations necessary to evaluate and design the sanitary
sewer system improvements in accordance with the Division of Sewerage and Drainage Sanitary
Sewer Design manual, the Stormwater Drainage Manual and/or the City’s Siting Green
Infrastructure, Siting and Design manual unless directed otherwise by the City. Prepare all such
maps, figures and exhibits necessary for a full communication of each calculation. Maps may be
generated from Franklin County Auditor’s mapping that delineates tributary drainage areas.
TASK A5: BUSINESS CASE EVALUATION (BCE) REPORT (If Authorized)
The Department of Public Utilities has instituted an Asset Management policy that requires
specific information be provided and analyzed before a project can move forward to Detailed
Design. To meet these policy requirements a distinct problem statement, multiple alternative
solutions, and a benefit to cost ratio must be developed for this project during the Preliminary
Design Report (PDR) phase of the project. The consultant shall incorporate all of the required
elements of a Business Case Evaluation (BCE), listed below, into the final PDR document. In
addition, the consultant shall be required to attend the Department’s BCE training class, and as a
reference, the Department's "Business Case Evaluation Guidelines Document" is available upon
request. After the BCE has been completed and a recommendation approved, consultants shall
proceed with a Detailed Design that is consistent with the selected alternative.
A5.1: The Problem Statement: - A thorough characterization of the problem(s) which the
project is intended to mitigate. Problems should be expressed in terms of financial,
social, and environmental impacts to Department stakeholders, as well as perceived risks,
regulatory issues, and effects on Levels of Service. Stakeholders include, but are not
limited to, customers/rate payers, regulatory agencies, the general public, and the
environment.
A5.2: Status Quo/Alternatives: - A description of all alternatives, both “green”, “gray”, and a
mixture thereof, that are feasible solutions to the issue at hand, including a baseline
alternative, or "status quo", that represents the expected outcome of the Department
choosing to maintain the current course of action. Each alternative description should
indicate how they will impact costs, levels of service (listing available upon request), and
risks to assets and overall business stability.
A5.3: Triple-Bottom Line (TBL): - Costs must be accounted for on three separate levels:
financial, social, and environmental. Financial costs should include capital, operations,
maintenance, and other direct financial costs. Social values should include impacts to the
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community that do not have market driven values (e.g. inconvenience factors such as
traffic delays, noise, odor, dust, pollution, and other costs to stakeholders outside of direct
DPU costs). Environmental values may include impacts on water quality (pollutant
loading, turbidity), air quality (e.g. greenhouse gas emissions, particulate emissions), and
land use. Where it is practical, social and environmental costs should be expressed in
terms of dollar value. The Department's Asset Management Office will assist with the
derivation of social and environmental values as necessary.
A5.4: Risk: - All significant foreseeable risks to the Department, their stakeholders, and the
greater community must be monetized and compared between each alternative and the
status quo. For the assets associated with the problem to be addressed by the alternative
options, risks of failure should be assigned as appropriate. For alternative solutions that
impact the condition and/or criticality of assets, the change in risk should be documented.
The Department’s Asset Management Office will provide guidance on derivation of riskcosts for assets as necessary.
A5.5: Life-Cycle Cost Analysis: - In general, the present value of each alternative should be
assessed over a 20-year life-cycle that includes all of the factors previously mentioned,
monetized to current year dollars. The Department’s Asset Management Office will
provide assistance where necessary for completing the life-cycle cost analysis. Some
basic assumptions include: An overall 2% discount rate to address the time value of
money; Assets with useful lives extending beyond the analysis period should be assigned
a residual value in the final year of the analysis using straight-line depreciation.
A5.6: Benefit/Cost Ratio: - A benefit to cost ratio must be completed for each of the
alternatives. This ratio is a direct comparison of the costs and benefits between each
individual alternative and the originally established status quo. This simple comparison
will yield a result that will indicate which alternative, or the status quo, has the best
overall outcome and impact on the City and its stakeholders.
TASK A6: PRELIMINARY DESIGN REPORT
After the recommendations of the BCE report have been accepted, prepare and submit a letter
report for the project that meets the design objectives as stated in the proposal.
The report should also include the proposed preliminary alignment(s) of the sanitary sewers,
existing overhead and buried utility constraints, private structure and landscape constraints.
Provide updated sewer capacity calculations for all existing sanitary sewers modified by this
project, provide an updated sanitary sewer tributary map, construction cost estimate, and meeting
minutes from any public meetings held to date.
Provide a summary of the field conditions, design recommendations, and type of construction
methods necessitated by the limits of the work. Summarize observations and make thorough
recommendations for all project issues addressed including pavement rehabilitation and curb and
drive apron replacement within the project limits.
Research the various design alternatives as presented in the BCE to accomplish the proposal
goals in the most cost efficient and maintenance friendly environment. Document existing field
conditions, including alignment conflicts with existing private structures or public and private
utilities, review updated sanitary system hydraulics, tributary maps, and construction cost
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estimates for each alternative, etc. Include meeting minutes from any public meetings held to
date. Provide a summary of the field conditions, design recommendations, and type of
construction methods necessitated by the scope of the work. Summarize all observations and
provide thorough recommendations for all project issues addressed by this project. Provide 3
(three) copies of the draft letter Report. The City will require 2 (two) weeks for letter report
review.
Review all comments received from the City and update or revise the letter reports as required.
Resubmit the letter report for this project to the City for final compliance. Upon satisfactory
resolution of all review comments, the City will issue approval of the letter reports and the
Engineer can begin preparation of the draft construction plans.
TASK A7: CONSTRUCTION PLAN SURVEYING
Generate project base mapping from the digital format of the Franklin County Auditor’s facet
maps made available by the City of Columbus. Perform all fieldwork necessary for the
development of the construction plans. Survey work shall be in State Plane coordinates. This
work shall be performed under the direction of a professional surveyor licensed in the State of
Ohio.
Survey work may include verification of site topography (residential homes and out buildings,
trees including size, shrubs, structures, ornamentals, etc, within the existing property boundaries
or within a proposed easement corridor 60 feet in width along the proposed alignment(s)),
location of existing right-of-way, all utility easements such as sanitary, storm, platted utility or
drainage easements, courthouse research required to identify such plats, deeds and easements,
property line pins, existing water, gas and sanitary service lines to existing buildings, storm and
sanitary sewers, including the location, size and depth of existing site utilities. As defined by the
City of Columbus Transportation Division Utility Manual, Subsurface Utility Engineering (SUE)
level A shall be used to determine the location of underground utilities potentially in conflict
with proposed improvements; assume 15 test holes.
All field survey information shall be recorded in field survey books. If the ENGINEER utilizes
electronic data collection, information that can be provided in a fixed column ASCII file format
will not require entry into field survey books. The ASCII file(s) shall contain the following
information: point number, northing, easting, elevation, survey code and description (optional)
fields. The ENGINEER shall provide the City with a printout of all electronic data submitted on
8 1/2" by 11" pages bound in a 3-ring binder with insertable cover. The data will also be
accompanied by a legend of survey codes, an electronic points plot drawing(s) of all survey
points obtained and a disk(s) containing the ASCII file(s) and drawing file(s). All survey
information submitted to the City by means of field books and electronic data shall be complete
in every detail. All survey data shall be based on State Plane Coordinates and the most current
USGS datum. USGS and/or Franklin County Engineers Monuments (at least two) shall be used
for horizontal and vertical control. All manhole and structure locations shall be provided with
State Plane Coordinates. Control points shall be spaced 1000 feet apart maximum or more
frequently if the line of sight conditions in the field dictate closer spacing, and three point
referenced. Any additional information required to re-create the survey that cannot be derived
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through the submitted information shall be re-established by the ENGINEER at no additional
cost to the City. Establish adequate horizontal and vertical controls for the development of the
construction drawings and easements.
If applicable, develop a list of affected residents, institutions and businesses to generate mailings
informing them of upcoming survey work in their neighborhood; generate the mailings under
direction by the City; and mail. Obtain all necessary street occupancy permits required for
surveying. Provide the necessary traffic control/maintenance of traffic plans as required by such
permits.
TASK A8: EASEMENTS
Determine the limits for permanent, temporary construction, and access easements over private
property. Under the direction of a professional surveyor licensed in the State of Ohio, prepare
legal descriptions and pictorial exhibits (plats) for the required easements. Prepare a property
acquisition map (at 1" = 100' scale or otherwise appropriate scale) to indicate the location of the
easements, adjacent properties, and property addresses. Provide one (1) original and four (4)
copies of the easement descriptions and plats to the City, and one (1) copy of the construction
plans to the City for easement acquisition purposes. Upon authorization by the City, stake all
proposed temporary and permanent easements for use during easement acquisition phase.
It is anticipated that most of the construction will be performed within existing road right-ofways or within City-owned property. For proposal purposes, it is to be assumed that this
project will require permanent and a temporary easement to be prepared for 15 properties
each. This is an “if authorized” item.
TASK A9: GEOTECHNICAL INVESTIGATIONS
A9.1 Develop and submit to the CITY a detailed plan outlining the geotechnical investigations
for the improvements which shall include, but is not limited to, soil borings, soil
infiltration testing and other relevant tests necessary for design suitability
A9.2 Upon selection and acceptance of the project layout, locate sites in a manner acceptable
to the CITY. Locations and depth of the infiltration test sites and soil borings must be
shown on the plans and profiles.
A9.3 Prepare a Geotechnical Design Summary Report (Avoiding and Resolving Disputes
During Construction ASCE, 1991). The report must contain:
1. Geological Setting.
2. Geological features of engineering and construction significance.
3. Man-made features of engineering and construction significance.
4. Description of subsurface conditions, soil boring logs, test data, analysis.
5. Expected soil infiltration rates.
6. Anticipated ground behavior consistent with the construction methods likely to be
used by the contractor.
7. Excavation methods and ground support requirements if significant depth of the
sewer line is anticipated.
8. Dewatering requirements during construction.
A9.4 Upon review of the findings from the soil borings, submit to the CITY for approval any
additional soil investigation requirements needed to adequately define any design
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constraints.
TASK A10: DRAFT CONSTRUCTION PLANS
A10.1: Prepare engineering and right-of-way drawings in AutoCAD format (version 2000
minimum) to show the detail and scope of work for the PROJECT herein called
"Drawings" in accordance with the current 2012 Construction and Materials
Specifications, The Standard Construction Drawings of the City of Columbus, and the
Division of Sewerage and Drainage’s Procedures and Standards for Creation and
Submittal of Sewer Drawing Plans. Plan format shall be “CC” Plans (22"x34") at 1"=30'
horizontal scale and 1"=5' vertical scale (or other scale if approved by the City).
Generate project base mapping from the digital format of the Franklin County Auditor's
facet maps made available by the City of Columbus. Drawings shall include, but be not
limited to, Title Sheet, General Notes Sheet, Estimate of Quantities Sheet,
Demolition/Restoration Plan, Plan and profile sheets, cross section sheets, Miscellaneous
Detail Sheets, Erosion Control Sheets.
A10.2: If necessary, prepare Maintenance of Traffic drawings at the scale and detail as required
by the regulatory agency.
A10.3: Coordinate all field survey, easement development, and other supplemental services for
the development of the Drawings.
A10.4: Evaluate information and comments received from the City, public and private utility
companies, other agencies, and the soils report in the development of the details for the
improvement.
A10.5: Establish the horizontal alignment of the improvement with its location relative to critical
clearance points in the field with existing structures. For each proposed improvement,
develop vertical and horizontal profiles and determine the location of all appurtenances.
Review the alignment in the field with the City. Minutes of the field tour are to be
recorded by the ENGINEER with the approved alignment noted.
A10.6: Develop any required topography for the drafting of the Drawings. Review special
construction items and details affecting the construction costs. All topography within the
right of way and/or easements shall be shown on the Drawings. Show location of the
centerline relative to the property lines, the easement and access easement widths, and the
pay items for the work. Provide adequate details for special construction procedures.
A10.7: Submit two (2) sets of draft (50% complete) construction plans to the City for review.
The 50% plans shall include complete site or building base mapping and the proposed
location of all appurtenances. The City will require 1 (one) month for draft (50%)
construction plan review.
A10.8: Participate in a draft construction plan review meeting with the City. Prepare and submit
minutes of the meeting to the City.
A10.9: Upon satisfactory resolution of all review comments and completion of design, submit
twelve (12) sets of draft final construction plans to the City for review by various City
Divisions. Submit two (2) sets to all private utility companies for their review. Provide
the City with a letter that summarizes the disposition of all private utility company review
comments. The City will require 1.5 (one and a half) months for draft final construction
plan review.
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A10.10: Participate in a draft final construction plan review meeting with the City. Prepare and
submit minutes of the final review meeting to the City.
TASK A11: REVISED CONSTRUCTION PLANS
Upon satisfactory resolution of all review comments, submit two (2) sets of revised final
construction plans and the title sheet tracing to the City for compliance review and signatures.
The City will provide the ENGINEER with the Front End Documents (Bidders Checklist,
Advertisement For Bids, Bid Forms, Contract Proposal) and Prevailing Wage Rates. The
ENGINEER shall prepare Supplemental Specifications (as needed), Unit Price Bid Forms (in
Excel format supplied by the City) and Standard Drawings. Bidders Checklist, Advertisement
For Bids, Bid Forms, Contract Proposal, Prevailing Wage Rates, Supplemental Specifications
and Standard Drawings shall be assembled by the ENGINEER into a single bound book,
hereinafter called “Specifications”. Prepare an itemized construction cost estimate and an
estimated time for the contractor to complete the work. Submit one (1) set of the Specifications,
cost estimate and the estimated time for completion to the City for review. The City will require
1.5 (one and a half) months for final construction plan/bid document (compliance) review.
TASK A12: STORMWATER POLLUTION PREVENTION PLAN AND NOI
If the construction to be performed includes clearing, grubbing, excavating, and/or filling
activities that result in the disturbance of more than one (1) acre of total land, the ENGINEER
shall prepare a Stormwater Pollution Prevention Plan (SWPPP) in accordance with City of
Columbus Erosion and Sediment Control Guidelines as well as include post construction bmp’s
in the detailed construction plans, as required, per section 3.3 of the Stormwater Drainage
Manual. The ENGINEER shall also prepare a Notice of Intent Application form (NOI) for City
signature and submit the signed NOI, SWPPP, and applicable fees to the Ohio Environmental
Protection Agency (OEPA). The SWPPP shall be included as a part of the bid documents. The
ENGINEER will be reimbursed for the amount of the actual application fee (not subject to
administrative and overhead markup, etc.). If the proposed improvements will result in the
disturbance of less than one acre, the construction plans will contain all appropriate sediment &
erosion controls in accordance with the current City and OEPA requirements
TASK A13: PERMITS AND EVALUATIONS
A13.1: Where required and in consultation with the CITY, the ENGINEER shall submit the
required number of sets of Project Drawings and completed applications to the State of
Ohio Environmental Protection Agency, Division of Surface Water, to secure a Permit To
Install for the Project.
A13.2: ENGINEER shall investigate the need for and prepare for City signature any other
permits required for construction of both Projects. Permits shall include but not be
limited to; 401 and 404 permits, Notice of Intent (NOI), Permit To Install (PTI), Traffic
Control Plans, Traffic Maintenance Plans, Ohio Department of Natural Resources
(ODNR) Groundwater Removal Permits, Ohio Department of Transportation (ODOT)
Highway Permits, City/County Street Occupancy Permits and City, State, or County
Building or Electrical Permits, etc.
A13.3: The ENGINEER shall prepare applications and drawings to obtain street occupancy
permits for the design phase of the work. Drawings shall depict locations of occupancy
and required traffic control measures.
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A13.4: The ENGINEER shall pay any fees associated with the above permits and shall submit to
the CITY receipts for the fee paid, to be reimbursed for the amount of actual charges.
TASK A14: BID DOCUMENTS
When directed by the City, update the bid documents to reflect any remaining City review
comments. Prepare a complete set of bid documents which include all construction drawings,
specifications, proposal and contract documents, prevailing wage rates, soils reports and
appropriate standard drawings. The City will provide the ENGINEER with the prevailing wage
rates and compliance regulations.
Submit project tracings, AutoCAD files, field books and
field survey information to the City; these materials become the property of the City.
TASK A15: BIDDING / CONSTRUCTION PROCUREMENT
A15.1: Review with the CITY their requirements, format, and legal documents required for the
Contract Documents. The CITY will acquire wage rates and compliance regulations and
shall incorporate them in the Contract Documents.
A15.2: Utilizing the CITY standardized contract proposal documents (hereafter called “Bid
Documents”, the ENGINEER shall prepare the Advertisement, Special Provisions,
Supplemental Specifications and Standard Drawings that are specifically applicable to
the Project, and forward them to the CITY for review. Upon approval and direction by
the CITY, the ENGINEER shall submit thirty (30) copies of the construction plans on
compact disk (CD), fifteen (15) paper copies (half size and full size) of the plans for
construction purposes, and thirty (30) copies of the bid book to the CITY for the
advertising of the Project for bids.
A15.3: Prepare and distribute all contract addenda. Addenda shall be distributed via registered
mail, fax, or e-mail. The Engineer shall provide to the City one of the following
verifications of receipt:
1. Copy of notifications of mail delivery;
2. Copy of fax reports, showing successful transmissions, along with copies of
telephone memos showing that phone calls were placed to the recipients to confirm
fax receipt. The names of interlocutors and the time of conversations shall be
recorded;
3. Copy of e-mails along with copies of notifications of delivery.
A15.4: Assist the CITY at all bid openings, and provide an analysis and recommendation
concerning the lowest, best, responsive and responsible bid. Analysis shall provide for
the application of the requirements of Chapter 329 of the Columbus City Codes.
A15.5: The ENGINEER is required to attend and provide consultation at the Project's pre-bid
and preconstruction meeting. Provide advice and direction on design-related issues
during the bidding process.
TASK A16: PROGRESS MEETINGS, REPORTS AND SCHEDULES
The ENGINEER shall attend the kick-off meeting and one progress meeting each month. The
ENGINEER shall prepare and submit monthly progress reports and minutes of the progress
meetings to the City. Within fourteen (14) days of contract award, the consultant shall prepare a
schedule of activities showing task duration, deliverables, and project milestones. The schedule
shall specifically show all information to and/or from others necessary to complete the work.
The schedule will be updated monthly and submitted with the progress report. Updates should
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reflect the project schedule as of the last day of the month in which it is prepared. This Task
concludes once the ENGINEER successfully accomplishes Tasks A1-A10.
TASK A17: PUBLIC MEETINGS
Prepare presentation materials, attend and assist the City in conducting two (2) public meetings.
The first meeting will be held shortly after Notice to Proceed to solicit information from
residents. The second meeting will be held after 50% plan submittal and review. The
ENGINEER shall advertise and secure the meeting location. If there are costs associated with
the advertising and providing a meeting location, receipts shall be submitted to the City for the
fees that were paid. The ENGINEER will only be reimbursed for the amount of the actual
charges (not subject to administrative and overhead markup, etc.). Prepare and submit minutes
of these meetings to the City.
TASK A18: ENGINEERING SERVICES DURING CONSTRUCTION
The ENGINEER shall provide the following minimum Engineering Services during
Construction:
A18.1: When directed by the CITY, the ENGINEER shall send construction notification letters
to all residents affected by the proposed construction. The notification shall include the
project name and CIP number, anticipated time frames for construction, and shall
contain general information about the project and restoration process.
A18.2: The ENGINEER shall make the appropriate personnel available to respond to inquiries
regarding the interpretation of the contract documents during the course of construction.
If such interpretation involves any monetary, quality or materials/equipment
substitution, the CITY shall make the final interpretation.
A18.3: The ENGINEER shall provide professional engineering review of all shop drawing
submittals and provide advice and direction on design-related issues during construction.
All reviews shall be performed within 14 calendar days of receipt of the submittal.
TASK A19: RECORD PLANS
The ENGINEER shall provide the technical personnel necessary to fully prepare record plan
drawings using construction drawing images in .TIF Group 4 format, headsheet images in .TIF
Group 4 format, fieldbook notes, and progress plan data furnished by the CITY. All survey
information to be used for record plan purposes shall be provided by the field personnel
performing construction inspection services. All record plan drawings shall be created in
accordance with “Procedures and Standards for Creation and Submittal of Sewer Drawing Plans”
manual. All revisions to the plans shall also be made in accordance with the Submittal manual.
The work shall include but not be limited to the following:
A19.1: As-built Profile information shall incorporate the following:
Cross out the proposed top of casting and invert elevations, structure stations, and pipe
slopes;
Cross out the information on the datum line (station, surface, invert and cut). This
information shall not be recalculated;
Add the as-built top of casting and invert elevations at the appropriate structure next to
the crossed out elevations;
Add the as-built structure stations at the appropriate structure next to the crossed out
stations;
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A19.2:
A19.3:
Update the pipe size, material (PVC, RCP, VCP, etc.) and slope used for each run
between structures and note this on the appropriate profile- Example: 8" PVC @
0.45%. If a backflow is indicated by a negative grade, note this on the profile along
with the actual direction. Notify the City of all instances of negative grade situations;
Redraw structure and pipe to show actual elevation if actual elevation differ by more
than 1 foot from construction drawing elevations, and cross out proposed pipe and
structures. Notify the City of the discrepancies.
As-built Plan View information shall incorporate the following:
Mark the structure station and structure type (MH, CB, etc.) at each structure, labeling
perpendicular to the pipe whenever possible;
Add the as-built state plane coordinate information in the state plane coordinate table
under the “As-built” heading.
As-built Title Block information shall incorporate the following:
Add the Record Plan Number in the “Record Plan #” box;
Cross out the CC number in the “Contract Drawing #” box;
Erase “DIVISION USE ONLY” in the “Owner” box and add City of Columbus;
Add the Contractor’s name in the “Contractor” box;
Add the Inspector’s names in the “Inspector” box;
Add N/A in the “Agreement” box;
Add the completed date in the “Completed” box;
Add the drafter’s initials in the “RPD” box;
Add N/A in the “CID” box;
Add the CC# in the “CON. DR.” box;
Add the Planning Map Number in the “Index Detail” box;
Add the Record File Number in the “Record File” box;
Add a separate title block for each section of sewer that was completed in phases, parts
or sections all on the same CC plan;
Add Easement Reference Information in the “Easement Reference” box;
Review all updates in-house for accuracy and completeness;
Tracings of all drawings and .TIF images of the same on industry standard portable
media (i.e. CD, DVD, etc.) shall be delivered to the CITY.
TASK A20: IF AUTHORIZED
Due to the uncertain nature of various work elements in this contract, it may be necessary to
authorize additional work beyond the scope as written. Such work would be performed only
upon the approval of a cost estimate for such services prepared by the ENGINEER (under the
rates and costs established by this agreement) and subsequent written authorization by the City.
Page 13 of 13
EXHIBIT A - TIME SCHEDULE
Project Title:
CIP NO.:
TASK
NO. ACTIVITY
A1
Review Existing Information
A2
Field Investigations
A3
Sewer Cleaning and Televising
A4
Hydrologic & Hydraulic Analyses
A5
Business Case Evaluation (BCE) Report
A6
Preliminary Design Report
A7
Construction Plan Surveying
A8
Easements - If Authorized
A9
Geotechnical Investigations
A10
Draft Construction Plans
A11
Revised Construction Plans
A12
Stormwater Pollution Prevention Plan
A13
Permits and Evaluations
A14
Bid Documents
A15
Bidding / Construction Procurement
A16
Progress Meetings, Reports and Schedules
A17
Public Meetings
A18
Engineering Services During Construction
A19
Record Plans
A20
If Authorized
1
2
3
4
City Review
NOTES:
1.
Shade the blocks indicating which month the task is expected to be performed.
2.
Refer to Schedule 1 - Scope of Services for number and duration of City reviews.
5
MONTH
6
7
8
9
10
11
12
EXHIBIT B - ESTIMATE OF COST ALLOCATION BY TASK ACTIVITY
Project Title:
CIP NO.:
TASK
LABOR HOURS
NO.
ACTIVITY
A1
Review Existing Information
A2
Field Investigations
A3
Sewer Cleaning and Televising
A4
Hydrologic & Hydraulic Analyses
A5
Business Case Evaluation (BCE) Report
A6
Preliminary Design Report
A7
Construction Plan Surveying
A8
Easements - If Authorized
A9
Geotechnical Investigations
A10
Draft Construction Plans
A11
Revised Construction Plans
A12
Stormwater Pollution Prevention Plan
A13
Permits and Evaluations
A14
Bid Documents
A15
Bidding / Construction Procurement
A16
Progress Meetings, Reports and Schedules
A17
Public Meetings
A18
Engineering Services During Construction
A19
Record Plans
A20
If Authorized
PR
PM
SPE
PE
DE
ET
DR
CL
RS
FP
TOTAL
Total Hours
PR - Principal
PM - Project Manager
SPE - Senior Project Engineer
PE - Project Engineer
DE - Design Engineer
ET - Eng. Technician
DR - Drafter
CL - Clerical
RS - Registered Surveyor
FP - Field Person
EXHIBIT B.1 - MAXIMUM HOURLY RATE SCHEDULE
PROJECT TITLE:
CIP NO.:
Project Duration:
Firm:
From:
xxx
To:
xxx
XXX
YEAR
Labor Categories
Principal (PR)
Project Manager (PM)
Project Engineer (PE)
Design Engineer (DE)
Engineering Technician (ET)
CAD Operator (D1)
Clerical (CL)
Registered Surveyor (RS)
3-Man Field Crews (FP)
2011
2012
2013
2014
EXHIBIT C - COST SUMMARY
1. CITY: COLUMBUS, OHIO
DEPT. OF PUBLIC UTILITIES
4. NAME OF CONSULTANT:
5. ADDRESS:
2. CIP NO.
3. VERSION:
PROJECT TITLE:
6. TYPE OF CONTRACT:
DIRECT HOURLY w/MULTIPLIER
7. DIRECT LABOR (DL) LABOR CATEGORY
EST. HRS.
MAX HOURLY
RATE
DL TOTAL:
8. HOURLY COST MULTIPLIER HCM = (1+OR+NF)
OR= ( ______ %) Overhead Rate
NF= ( ______ %) Net Fee or profit
HCM TOTAL:
9. TOTAL LABOR COSTS
(Line 7 x Line 8)
10. OTHER DIRECT COSTS (ODC)
a. Travel
Transportation _______ mi @ $ _______ /mile
TOTALS
$0.00
0.00
$0.00
EST. COST
Travel Subtotal: $
b. Equipment, materials, supplies
(provide itemized breakdown of
these costs on separate sheet)
E, M & S Subtotal: $
c. Subcontracts
Subcontracts Subtotal: $
d. Other (Specify categories)
Other Subtotal: $
OTHER DIRECT COSTS (ODC) TOTAL:
$0.00
11. TOTAL COST (without Tasks A3, A8, A10.11 and A20)(sum of line 9 + line 10)
$0.00
12
Task A3 - Sewer Cleaning and Televising (If Authorized)
$0.00
13
Task A8 - Easements (If Authorized)
$0.00
14
Task A10.11 - Waterline Relocation (If Authorized)
$0.00
15
Task A20 - If Authorized (20% of line 11)
$0.00
16
CONTRACT GRAND TOTAL (sum of lines 11 thru 15)
$0.00
Exhibit D – Local Work Force Breakdown
Provide a detailed self-evaluation of staff and sub-consultant utilization estimated for this project in
accordance with the Evaluation Criteria. The local workforce information requested shall be detailed
enough to enable the City to complete its own evaluation to validate the stated breakdown.
Identify the percentage of the Team paying Columbus income tax on the date the proposal is
submitted and the percentage of the Team that is located within Franklin County, but outside
Columbus corporate limits. Use this information to determine scoring as stated in the evaluation
criteria.
Offeror: ______________________________________
Team % - (Cols. Income Tax/Within Franklin Co.) __________/___________
Provide office location of team members and indicate whether or not they pay Columbus income tax.:
Proposed Subcontractor: ______________________________
Contract $ Amount: ________________________
Team % - (Cols. Income Tax/Within Franklin Co.) ___________/___________
Provide office location of team members and indicate whether or not they pay Columbus income tax:
Contract $ Amount: ________________________
Contract $ Amount: ________________________
Contract $ Amount: ________________________
Page 1 of 1
8
21
8
12
12
8
12
15
8
12
12
12
15
12
WOODWARD AVE
12
24
12
8
8
Sanitary
12
12
8
12
Storm
HSTS - City of Columbus
21
Feet 150
8
8
12
8
RUSKIN AVE
15
15
18
8
75
0
150
BUR
YR
L L IN
Combined
12
WE
Sewer Type:
SU N
NB
GTO
µ
Legend
D
LVD
L L IN
WE
12
BARRYMORE AVE
12
12
ROSEWOOD AVE
15
12
30
GTO
8
NB
12
18
MEADOWDALE
AVE
8
BRENTNELL AVE
10
LVD
24
12
12
12
8
12
12
12
15
24
12
12
8
10
24
12
12
RD
30
RT
H
24
12
8
Sewer Type:
OLENTAN
µ
Legend
Combined
Sanitary
8
HSTS - Franklin Co
12
12
12
Storm
HSTS - City of Columbus
Feet 150
75
80
150
4
LARKSTONE DR
Columbus Corporation Boundary
12
8
8
GY RIVER
RD
12
18
8
15
O
12
W
12
LI
N
HAVENHILL DR
21
12
12
24
8
18
12

Page 1 of 5 REQUEST FOR PROPOSALS FOR

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