Title
Resolution to Approve Contract Amendment with Hinshon Environmental Consulting, Inc. for Management and Facilitation Services for the Technical Oversight & Advisory Group (TOAG) ($10,000.00)
Memorandum
Attached for your consideration is a resolution to approve a change order to an existing contract with Hinshon Environmental Consulting, Inc. (HEC) to provide additional funding ($10,000.00) for facilitation services being provided by HEC for the Technical Oversight & Advisory Group (TOAG) related to the multiple wet weather related projects in the City. This amendment would bring the total contract value to $35,000.00.
With the undertaking of multiple projects examining the affects of wet weather storm events on the stormwater and sanitary sewer infrastructure systems within the City - - the Upper Malletts Stormwater Conveyance Study, the Stormwater Model Calibration and Analysis Project and the Sanitary Sewer Wet Weather Evaluation Project - - the City formed a group of technical experts from within the community to volunteer to provide objective reviews of the data, findings and recommendations from these inter-related efforts, ensuring consistency in the project approaches, and identifying overlapping issues, and identifying gaps, conflicts and deficiencies. The group includes expertise in civil engineering, systems modeling, water quality, stormwater management and policy, climate change and adaptation, and public education and engagement.
Due to workload and resource limitations with staff, as well as the goal of providing a fully objective review and consideration of the efforts and deliverables from the wet weather projects, staff recognized the need for an outside facilitator to organize, manage and chair the TOAG. HEC was selected to serve this role based on their experience in facilitating groups in similar situations with varied and broad make-up dealing with controversial issues, and with these experiences being outside of Ann Arbor, HEC would provide these services without bias from previous work in or with the City.
It was anticipated that the TOAG would convene every two months through the end of 2014, however the group determined that their level of interest and involvement, and the amount of material for them to review is such that they have been generally meeting on a monthly basis. As a result, the level of effort by HEC has been higher than originally anticipated, necessitating the additional funding included in this amendment.
Funding for this amendment is available in the approved Sanitary Sewer Capital Budget.
Staff
Prepared by: Cresson S. Slotten, P.E., Systems Planning Manager
Reviewed by: Craig Hupy, Public Services Administrator
Approved by: Steven D. Powers, City Administrator
Body
Whereas, on August 28, 2013 the City entered into a contract for Consulting Services with Hinshon Environmental Consulting, Inc. (HEC) for management and facilitation services for the volunteer Technical Oversight & Advisory Group (TOAG) related to multiple wet-weather projects in the City;
Whereas, The TOAG is providing valuable service to the wet-weather projects by an independent review of the work being performed as part of the projects; and
Whereas, The TOAG has determined that they should provide a greater level of effort than originally anticipated necessitating additional services by HEC;
RESOLVED, That the City Council approve Amendment No. 1 to the Consulting Services Agreement with Hinshon Environmental Consulting, Inc. (HEC) in the amount of $10,000.00 funded from the approved Sanitary Sewer Capital Budget to be available without regard to fiscal year;
RESOLVED, That the Mayor and City Clerk are authorized and directed to execute said amendment after approval as to substance by the City Administrator and approval as to form by the City Attorney; and
RESOLVED, That the City Administrator is authorized to take the necessary administrative actions to implement this resolution.