Title
Resolution to Approve Amendment No. 3 to the Professional Services Agreement with Tetra Tech, Inc. for Environmental Consulting Services at the Ann Arbor Landfill ($441,503.00) and to Appropriate Funds ($53,510.00) (8 Votes Required)
Memorandum
Attached for your review and approval is a resolution to approve Amendment No. 3 to the Professional Services Agreement with Tetra Tech, Inc. (TTI) (formerly known as Tetra Tech GEO, Inc.) and to appropriate funds from the Solid Waste Enterprise Fund Balance without regard to fiscal year in the amount of $53,510.00. The amended contract amount totals $1,065,724.95.
The requested amendment to the existing contract with TTI will extend and fund the annual Ann Arbor Landfill monitoring and maintenance of the through FY17 with an additional maintenance contingency; fund the Landfill Plume Remediation Pilot Test (MF-SW-16-02); fund the design of the Methane Gas Recovery Project (MF-SW-10-03); and fund the unanticipated maintenance costs associated with the Landfill Cap Repairs.
TTI has consistently proven to be reliable, comprehensive, responsive and able to complete the work efficiently. In addition, TTI has managed the monitoring and maintenance of the Ann Arbor Landfill with a very high level of customer satisfaction and success.
Budget/Fiscal Impact
Funds have been budgeted for the annual Ann Arbor Landfill Monitoring and Maintenance in the FY16 Operation and Maintenance budget of the Solid Waste Enterprise Fund ($160,080.00) and are anticipated to be budgeted for the annual Ann Arbor Landfill Monitoring and Maintenance in the FY17 Operation and Maintenance budget of the Solid Waste Enterprise Fund ($124,117.00).
The current City of Ann Arbor Capital Improvements Plan (CIP) includes project MF-SW-16-02, Landfill Plume Remediation and funds have been included for the Pilot Test in the FY16 Capital budget of the Solid Waste Enterprise Fund ($72,686.00).
The current City of Ann Arbor Capital Improvements Plan (CIP) includes project MF-SW-10-03, Methane Gas Recovery Project and funds have been budgeted in the FY16 Capital budget of the Solid Waste Enterprise Fund ($57,110.00).
Funding for the unanticipated maintenance associated with the Landfill Cap Repairs ($53,510.00) is available in the unrestricted Solid Waste Fund, fund balance. Use of the reserve will not impact operations; however, it may reduce available funding for future capital needs. It is necessary to contract this work, as the City does not possess the necessary equipment and lacks the staff with the necessary technical expertise to perform this work.
To satisfy the requirements of the Michigan Department of Environmental Quality (MDEQ), the groundwater and air in the vicinity of the landfill must be sampled and analyzed quarterly.
For many years the landfill has had a plume of 1,4 Dioxane and Vinyl Chloride contamination offsite primarily in Southeast Area Park, northeast of the landfill. A slurry wall was constructed along approximately 80% of the boundary of the landfill to eliminate groundwater passing through the landfill and three purge wells were used to attempt to capture the offsite contamination. The contamination at the site is well understood and completion of the tasks listed below will result in reduced future operating costs to the Solid Waste Enterprise Fund.
To select the most qualified environmental consulting firm to assist the City with the monitoring and maintenance of the Ann Arbor Landfill, a request for proposals was posted to the Michigan Inter-governmental Trade Network (MITN) BidNet® and fourteen environmental consulting firms submitted proposals to perform the work. TTI was selected as the most qualified consulting firm based on their previous work experience, their proposed work plan, their competitive fee schedule and their interview.
On July 2, 2012, City Council approved a Professional Services Agreement with TTI for environmental consulting services for the Ann Arbor Landfill Annual Monitoring and Maintenance Program, July 1, 2012 through June 30, 2015 in the amount of $394,790.00. The original contract established an option to extend the contract for two additional fiscal years at the discretion of the City of Ann Arbor beginning July 1, 2015 and extending through June 30, 2017. The Professional Services Agreement with TTI has been amended two times, the first for $178,596.00 and the second for $80,835.95.
This resolution also authorizes the City Administrator to approve change orders to the Professional Services Agreement with TTI up to the total of $26,000.00.
Tetra Tech, Inc. complies with the requirements of the City's non-discrimination and living wage ordinances.
Staff
Prepared by: Nicholas Hutchinson, P.E., City Engineer
Reviewed by: Craig Hupy, Public Services Area Administrator
Approved by: Steven D. Powers, City Administrator
Body
Whereas, On July 2, 2012, the City entered into an agreement with Tetra Tech, Inc. (formerly known as Tetra Tech GEO, Inc.) in the amount of $394,789.45 for three years to provide professional environmental consulting services at the Ann Arbor Landfill with an option to extend the contract for two additional fiscal years at the discretion of the City of Ann Arbor;
Whereas, The Professional Services Agreement between the City and Tetra Tech, Inc. has been amended two times, the first for $178,596.00 and the second for $80,835.95;
Whereas, Tetra Tech, Inc. submitted a proposal under Amendment #3 for an additional two years to provide professional environmental consulting services requested by the City for $441,503.00;
Whereas, The new total contract amount is $1,065,724.95;
Whereas, Funding for the Landfill Monitoring and Maintenance and for a $26,000.00 contingency amount is included in the FY16 Operation and Maintenance budget of the Solid Waste Enterprise Fund in the amount of $160,080.00;
Whereas, Funding for the Landfill Monitoring and Maintenance will be included in the FY17 Operation and Maintenance budget of the Solid Waste Enterprise Fund in the amount of $124,117.00 if approved by City Council;
Whereas, The Landfill Plume Remediation and the Methane Gas Recovery Projects are included in the City's Capital Improvement Plan and in the Approved FY16 Capital budget of the Solid Waste Enterprise Fund in the amount of $129,796.00;
Whereas, Adequate funds in the amount of $53,510.00 to cover the cost of the Landfill Cap Repairs are available in the Solid Waste Enterprise Fund Balance; and
Whereas, Tetra Tech, Inc. will comply with the City of Ann Arbor's Non-Discrimination and Living Wage Ordinances;
RESOLVED, That $53,510.00 be appropriated from the Solid Waste Fund Balance to fund the required Landfill cap repairs, to be available without regard to fiscal year;
RESOLVED, That the City Council approve Amendment No. 3 to the Professional Services Agreement with Tetra Tech, Inc. in the amount of $441,503.00, subject to the availability of funding of $124,117.00 of that amount in the FY17 budget, with all funding to be available without regard to fiscal year;
RESOLVED, That a contingency amount of $26,000.00 be established to fund change orders to the professional services agreement with Tetra Tech, Inc., to be available without regard to fiscal year;
RESOLVED, That the Mayor and City Clerk be 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 be authorized to take the necessary administrative actions to implement this resolution, including the authority to approve change orders within the $26,000.00 contingency amount.