GENERAL TIMELINE FOR A NORTH CANTON PROJECT
There is a general timeline for a project to go from beginning to completion, most of which is controlled by Ohio Revised Code. Generally, a typical project timeline is as follows:
1. Genesis: A project begins because of an event (for example a flood or specific complaints) or as a Recommendation from a more generalized study.
2. Initial Council Approval and Funding: A project is presented to Council, normally during budget review, for funding engineering design (most often by an outside engineering firm, but sometimes a project is engineered by the City’s own staff). If funding is approved, the timeline begins. Time varies from time of genesis to initial approval.
3. Requests for Qualifications (RFQ’s): Engineering firms are requested to provide the City with their qualifications to do projects. The qualifications the City is seeking varies by type of project ( water distribution, sewer line, road reconstruction…). The City has reduced the time for this step by periodically asking for qualifications in advance so that when a project is approved initially by Council, an engineering firm may be chosen quickly. Ongoing, so no time elapse from initial approval to completion of this step.
4. Choosing an engineering firm: After reviewing the qualifications of engineering firms, one is selected to engineer the project. Time elapsed usually does not exceed one (1) month.
5. Developing a Scope of Services: Before the City is able to negotiate a price to engineer a project, it must have enough detail in writing about a project to be able to know that a price it receives from an engineering firm is going to address the problem(s) the project is being pursued for and will satisfy the citizens and Council. Time elapsed usually does not exceed one (1) month.
6. Negotiating a price: The City negotiates a price with the chosen engineering firm to prepare engineering drawing and specifications with which the City can bid out the project to be constructed. Time elapsed usually does not exceed one (1) month.
7. Entering into a contract with the engineering firm:
a) If the amount is under $25,000, the City can have a contract for engineering completed, approved by the Law Director, and approved by the Board of Control (Mayor, Director of Administration, Finance Director, and Law Director) and then signed by the City and the engineering firm. Time elapsed is usually one (1) month.
b) If the amount is over $25,000, then an addition step of having Council approval for the engineering contract is required by Ohio Revised Code and the Charter. Time elapse adding Council to this step totals three (3) months. (Council may reduce this time to one (1) month by passing legislation on emergency).
8. Engineering the bid specifications: The engineering firm develops plans and specifications for the project. This involves periodic review of their progress by the City’s Engineering staff. Time elapsed ranges from four (4) to nine (9) months, depending on the complexity of the project.
9. Council funding the construction costs: During development of the engineering specifications (sometimes a rough estimate is made before engineering begins), a cost estimate is made. Once an estimate is made, Council must approve funding for construction. This step is usually done in conjunction with the annual budget. Time elapse two (2) months.
10. Advertising for Bids to Construct: Council must approve the Director of Administration to advertise and receive bids. An advertisement must be placed in a newspaper of general circulation for two (2) consecutive weeks and a bid opening scheduled no earlier than one (1) days after the last advertisement. The Council also authorizes at the same time the Mayor through the Board of Control to enter into contract. Time for Council to pass legislation three (3) months. (Council may reduce this time to one (1) month by passing legislation on emergency). Time for advertising and receiving bids is one (1) month.
11. Awarding a contract: A contract is awarded only if the lowest and best bidder does not exceed the engineer’s estimate by less than 10%. (If the bids all exceed the estimate by more than 10%, normally the City must go back to and proceed again from step 9). The City engineer reviews the bids and makes a recommendation to the Board of Control. The Board of Control then authorizes the Mayor to enter into/sign a contract with the lowest and best bidder to construct the project. Time elapse is one (1) month.
12. Entering into contract: After the Board of Control authorizes the Mayor to enter into/sign a contract with the lowest and best bidder to construct the project, an actual contract is prepared, reviewed by the Law Director, and presented to the Mayor for signature. Time elapsed one (1) month.
13. Construction of the project: A notice to proceed is issued and construction begins. Normally, construction is limited to be commenced and completed during one (1) calendar year, after the snow has cleared and before it starts again. Depending on complexity, project construction can last two (2) months to nine (9) months. Rarely, a project can be so large and/or complex that it can last longer than one (1) year.