Title
A RESOLUTION AUTHORIZING THE CITY MANAGER TO ENTER INTO A PROFESSIONAL SERVICES CONTRACT WITH GPD GROUP FOR THE DESIGN OF BARLOW COMMUNITY CENTER UPPER LAKE DAM EMBANKMENT REPAIR PROJECT; AND DECLARING AN EMERGENCY.
Brief Description: During a recent inspection of the upper dam at the Barlow Community Center, a settlement was discovered. This request is for a professional consultant to provide design, engineering, and surveying services to repair the settled area in accordance with the Ohio Department of Natural Resources' Dam Safety requirements.
Body
Legislative History
None.
Purpose & Explanation
In 2023, the City completed the Barlow Community Center Dam Improvements project, which upgraded the dams for both the upper and lower lakes, as well as the emergency spillway and walking trails. Following the project's completion, the Ohio Department of Natural Resources (ODNR) inquired about the location and condition of an abandoned drain line that connected the two lakes.
At the direction of City staff, the City's contractor excavated on the east and west embankments in the suspected location of the old drain pipe but could not find it. After the exploratory excavation, staff recorded the measurements and instructed the contractor to backfill the hole.
This spring, during a routine dam inspection, staff noticed a settlement in the upper lake dam near the excavated area. Since the dam is regulated by the ODNR, City staff contacted them to get their input on how to best investigate and repair the settled area. The ODNR recommended keeping the water levels of both the upper and lower lakes as low as possible, conducting a geotechnical review of the settled area, and, if necessary, developing a professional engineering plan to repair it.
The GPD Group, which is familiar with the City's infrastructure and has in-house dam engineers, worked with City staff to test and review the settled areas. They confirmed the need for a professional engineering plan, which will be submitted to the ODNR for review and approval before the repair work can be bid and constructed this winter.
The agreed-upon fee for the GPD Group's services is $33,500. This fee includes surveying, design, coordination with the ODNR, bid assistance, and on-site, in-construction services, including materials testing.
As with other professional services contracts, staff are requesting a 10% contingency to cover any minor changes in the scope of services that may occur during the study. This brings the total contract amount to $36,850. If additional funds are needed beyond this amount, staff will return to the City Council to request them.
Construction for the repair project is scheduled for early 2026 with a budget of $120,000.
Legal Authority for Proposed Legislation
Pursuant to Charter Section 6.04:
Competitively bid and advertised for three consecutive weeks
Joint or Cooperative Purchase Program
X Professional Services
Other
Fiscal Impact
Currently Budgeted
Supplemental Appropriation Required
X Appropriation Not Required. (504 Fund - use of funds remaining from Towbridge Drainage Project)
Does this legislation require use of an emergency clause?
X Yes
_ No
Recommendation
Suggested Action
Staff recommends that City Council approve this Resolution authorizing the City Manager to Award and enter into a professional services contract with GPD group for the design of the Barlow Community Cener Upper Lake Dam Embankment Repair Project with an emergency clause order to expedite execution of the contract and commence with design as soon as possible.
Submitted by,
Thomas J. Sheridan, City Manager
Brian Griffith, Assistant City Manager
Bradley S. Kosco, PE, PS, City Engineer
David Rapp, PE, PS, Assistant City Engineer