Consent 1.C.
Regular City Council Meeting
- Meeting Date:
- 11/09/2015
- TITLE
- W.O. 15-38--Solid Waste CNG Fueling Station, Professional Services Contract, Amendment No. 1
- PRESENTED BY:
- David Mumford
- Department:
- Public Works
Presentation:
PROBLEM/ISSUE STATEMENT
The City of Billings and HDR Engineering entered into a Professional Services Contract on June 11, 2015. The original scope of the project was to design and construct a short-term CNG (compressed natural gas) fueling station to serve Solid Waste's new CNG trucks.
HDR was to put together two bid packages--one for the procurement of equipment, and one for the installation of all the equipment. Bids for the procurement came in excessively high, so those bids were rejected and the installation bid package was modified to also include procurement of the new equipment. This resulted in additional work for HDR.
In addition to the new CNG equipment, the City purchased a used Norwalk CNG system from MDU to be able to meet the initial needs of the fueling station quicker, and meet the ultimate needs of the fueling station by implementing the new CNG system when it became available for delivery. Very little information has been available from MDU or Norwalk, so after being able to complete field inspections of the used system, it was determined that more time and effort is needed to develop the necessary electrical and mechanical details. This is above and beyond what was included in HDR's original scope.
The original scope called for the fueling station to be constructed on City-owned property at the BOC--4848 Midland Road. However, other options were later presented that HDR had to investigate, creating more additional work.
Finally, the building permit requirements for a covering over the CNG equipment are more stringent than originally anticipated, so HDR must complete additional analysis of the shelter and help coordinate the acquisition of a shelter that will meet permit requirements.
Amendment 1 adds to the scope of work to include the tasks described above and revises the fee respectively. A copy of Amendment 1 is attached.
HDR was to put together two bid packages--one for the procurement of equipment, and one for the installation of all the equipment. Bids for the procurement came in excessively high, so those bids were rejected and the installation bid package was modified to also include procurement of the new equipment. This resulted in additional work for HDR.
In addition to the new CNG equipment, the City purchased a used Norwalk CNG system from MDU to be able to meet the initial needs of the fueling station quicker, and meet the ultimate needs of the fueling station by implementing the new CNG system when it became available for delivery. Very little information has been available from MDU or Norwalk, so after being able to complete field inspections of the used system, it was determined that more time and effort is needed to develop the necessary electrical and mechanical details. This is above and beyond what was included in HDR's original scope.
The original scope called for the fueling station to be constructed on City-owned property at the BOC--4848 Midland Road. However, other options were later presented that HDR had to investigate, creating more additional work.
Finally, the building permit requirements for a covering over the CNG equipment are more stringent than originally anticipated, so HDR must complete additional analysis of the shelter and help coordinate the acquisition of a shelter that will meet permit requirements.
Amendment 1 adds to the scope of work to include the tasks described above and revises the fee respectively. A copy of Amendment 1 is attached.
ALTERNATIVES ANALYZED
The Council may:
- Approve Amendment No. 1 to the Professional Services Agreement with HDR Engineering; or
- Not approve Amendment No. 1 to the Professional Services Agreement. An alternate method to complete this project adequately and within the time constraints will need to be determined. Any other alternate would be more costly.
FINANCIAL IMPACT
Amendment 1 increases the contract amount by $12,150. The approved project budget includes sufficient funds available to cover the additional costs.
Original Contract Amount: $49,850
Amendment 1: $12,150
Revised Total Contract Amount: $62,000
Original Contract Amount: $49,850
Amendment 1: $12,150
Revised Total Contract Amount: $62,000
RECOMMENDATION
Staff recommends that Council authorize the Mayor to execute Amendment No. 1 to the Professional Services Contract with HDR Engineering for W.O. 15-38--Solid Waste CNG Fueling Station, in the amount of $12,150.