Title
Resolution to Approve a Contract with Hubbell, Roth & Clark, Inc. for Design of Pump Replacement at the Wastewater Treatment Plant ($122,595.00)
Memorandum
Your approval is requested to award a Professional Services Agreement in the amount of $122,595.00 to Hubbell, Roth & Clark, Inc. (HRC) for professional engineering services to design the replacement of Secondary Effluent Pumps at the City's Wastewater Treatment Plant (WWTP).
The WWTP has six 150 horsepower Secondary Effluent Pumps. Typically, two pumps are used to continuously pump secondary effluent into sand filters as part of the treatment process. Occasionally, when the Huron River is at high levels, the pumps are used to pump secondary effluent simultaneously to the sand filters and the river. Without these pumps in service, the WWTP runs the risk of discharging partially treated sewage or flooding the treatment plant.
Several months ago, one of the Secondary Effluent Pumps failed catastrophically. HRC was contracted to do a root cause analysis of the pump failure because of their familiarity with the pump system at the WWTP and the nature of the malfunction. HRC was also asked to evaluate the hydraulic conditions in the secondary effluent pumping system. Once the evaluation and analyses were complete, HRC made recommendations on alternatives for repairing or replacing the pumps which have been in use for over 35 years.
Plant staff reviewed the engineers' recommendations and decided that the best alternative for the City is to replace all six pumps. An attempt to include these replacements into the ongoing Facilities Renovation Project (FRP) at the WWTP was rejected by the MDEQ because they were not part of the project plan approved by MDEQ. Improvements to the Tertiary Filter Building, which houses the Secondary Effluent Pumps, were not included in the FRP because these improvements were not anticipated to be necessary for another 10-15 years during the development of the Facilities Master Plan.
A request for proposals (RFP) to provide engineering services to design the replacement of the pumps was developed and extended to two engineering firms, HRC and Malcolm Pirnie/Arcadis Inc. These firms were selected because they could most quickly and efficiently provide these services. HRC had investigated alternatives and made recommendations for the pump replacement. Malcolm Pirnie/Arcadis is on site providing construction engineering support services for the FRP and is familiar with plant constraints.
Malcolm Pirnie/Arcadis Inc. proposed to provide the requested services for a fee of $227,676.00. HRC proposed a fee of $122,595.00 to provide the same services. WWTP staff reviewed the scope of services and fee proposal submitted by each firm and recommends that the Professional Services Agreement be approved with HRC in the amount of $122,595.00. In addition, WWTP staff requests your approval of a contingency in the amount of $13,000.00 for amendments to the agreement as needed and approved by the City Administrator.
After the responses to the RFP were received and the recommendation of award decided, another Secondary Effluent Pump has failed in a similar manner to the first. The WWTP is investigating the possibilities for short-term repair of this pump to provide the WWTP the pumping capacity needed to meet anticipated higher seasonal flows and allow time for the design and installation of the replacement pumps.
Funds to finance the Professional Services Agreement with HRC and the design contingency are available in the approved Sewer Fund's capital budget. HRC received Human Rights approval on May 8, 2012 and complies with the City's living wage requirements.
Staff
Prepared by: Ed Sajewski, Contract / Project Services Manger, WWTSU
Earl J. Kenzie, P.E., Manager, WWTSU
Reviewed by: Craig Hupy, Public Services Administrator
Approved by: Steven D. Powers, City Administrator
Body
Whereas, The six Secondary Effluent Pumps at the Wastewater Treatment Plant (WWTP) have exceeded their projected useful lives and need replacement, and two pumps have failed catastrophically;
Whereas, Proposals were solicited from two engineering firms for design services to replace the Secondary Effluent Pumps and were evaluated by WWTP staff on the basis of proposed work plan, schedule and fee proposal;
Whereas, Hubbell, Roth & Clark, Inc. (HRC) was selected to design the replacement of the Secondary Effluent Pumps;
Whereas, HRC received Human Rights approval on May 8, 2012, and complies with the City's living wage requirements; and
Whereas, Funds to finance these engineering services are available in the approved Sewer Fund's capital budget;
RESOLVED, That City Council approve the award of a Professional Services Agreement with HRC in the amount of $122,595.00 for engineering design services for replacement of the six Secondary Effluent Pumps at the WWTP;
RESOLVED, That the City Administrator be authorized to approve amendments to the Professional Services Agreement up to $13,000.00, in order to satisfactorily complete the design;
RESOLVED, That the Mayor and City Clerk be authorized and directed to execute said agreement following approval as to substance by the City Administrator and approval as to form by the City Attorney; and
RESOLVED, That the City Administrator be authorized and directed to take the necessary administrative actions to implement this resolution.