Title
Resolution to Approve a Professional Services Agreement with Fishbeck, Thompson, Carr, & Huber, Inc. for the Nichols Arboretum Sewer and Siphon Rehabilitation Project ($152,823.21)
Memorandum
Attached for your review and approval, please find a Professional Services Agreement with Fishbeck, Thompson, Carr, & Huber, Inc. (FTCH) in the amount of $152,823.21 for design engineering services associated with the Nichols Arboretum Sewer and Siphon Rehabilitation Project.
The Nichols Arboretum Sewer and Siphon Rehabilitation Project includes the cleaning, lining, and rehabilitation of a portion of the Southside Interceptor sewer that passes through the Nichols Arboretum. Also included in the proposed work is the performance of a hands-on inspection of the flow chambers at the beginning and end of an inverted siphon that exists along the interceptor sewer. Attached is a drawing that depicts the affected portion of the Arboretum and the portion of the sewer that is planned to be rehabilitated. Due to the sensitive nature of the area in which this project exists, there are several challenges that must be addressed through the design and specification preparation process so that;
1. Appropriate chapters of City Code are met;
2. The contract documents contain the necessary safeguards to appropriately direct the contractor’s operations; and,
3. To prevent needless disruption and damage to the arboretum.
The Southside Interceptor sewer is a major sanitary trunkline that provides sanitary sewer service to approximately 1,185 acres; or, an ultimate population of about 20,000 residents if all service areas are fully developed. Due to the location and topography of the land which contains the sewer, it is very difficult for our Field Operations forces to access the sewer for performing routine maintenance and cleaning activities. Consequently, the condition of the sewer has degraded over time. It has been reported that the City’s Field Operations staff has had to perform periodic joint repairs to remedy leaking joints on this sewer for at least the last twenty years. Given the sensitive nature of this area and its proximity to the Huron River, the severity of any leaks are compounded. Thus, it is now necessary to properly clean the sanitary sewer, thoroughly inspect the pipe, place a structural liner within the pipe to prevent further decay and leaks, and clean and rehabilitate the existing inverted siphon and the chambers.
Due to the current workload of Project Management Services Unit staff and the urgent need to perform this project, it is necessary to obtain the services of a consulting engineering firm to prepare the plans and specifications for this work. FTCH was selected as part of our Request for Proposal No. 943 in which we selected three engineering firms to provide “on-call” services for occasions such as these. Additionally, FTCH worked with us on a previous project involving the rehabilitation of very deep sanitary sewer manholes and had demonstrated expertise and understanding throughout the project. Thus, we believe that they are a good fit for this project and its needs. Because of the amount of work to be performed with this project, we are electing to enter into a separate agreement with them in lieu of using the entire existing agreement with them (and more) to perform this work.
The services to be provided by FTCH include, but are not limited to; performing limited topographic survey including identification of trees and wetland identification and mapping; creating all needed construction, natural features preservation, soil erosion and sedimentation control, and site maintenance of traffic plans and specifications; working with City Staff to perform a test diversion of the sewage flows; working with City Staff and reputable Contractors to define the needed parameters for bypass pumping and acceptable routing alternatives for bypass pumping lines; MDEQ permit preparation services; manhole and flow chamber inspection and repair scoping; coordinating the project’s design with all needed stakeholders; technical assistance during bidding, and, other related work.
The estimated budget for the proposed project is expected to be about $1,250,000.00 for all work. However, the budget for the project may need to be adjusted as the design progresses and we better understand all aspects of this work and the steps necessary to properly rehabilitate the sewer and preserve and protect the work area.
The cost of this work is being funded by the approved Sewage Disposal Capital Budget as part of CIP project UT-SN-14-06.
Staff
Prepared by: Nicholas S. Hutchinson, P.E., City Engineer
Reviewed by: Craig Hupy, Public Services Area Administrator
Approved by: Tom Crawford, Interim City Administrator
Body
Whereas, It is necessary to retain the services of a firm to perform design engineering as part of the subject project;
Whereas, the firm of Fishbeck, Thompson, Carr & Huber, Incorporated (FTCH) has submitted a written proposal to the City and it has been reviewed, determined to be reasonable, and acceptable;
Whereas, Funding for the work is included in the approved Sewage Disposal Public Services Area Capital Budget; and
Whereas, FTCH complies with the requirements of the City’s Non-Discrimination and Living Wage Ordinances;
RESOLVED, That a Professional Services Agreement with the Fishbeck, Thompson, Carr & Huber, Incorporated in the amount of $152,823.21 be approved;
RESOLVED, That the Mayor and Clerk be authorized and directed to execute said agreement, after approval as to form by the City Attorney and approval as to substance by the City Administrator;
RESOLVED, That the City Administrator be authorized to approve amendments to FTCH’s Professional Services Agreement up to $15,800.00 in order to satisfactorily complete the project;
RESOLVED, That the City make the following declaration for the purpose of complying with the reimbursement rules of Treasury Regulations 1.150-2 pursuant to the Internal Revenue Code of 1986, as amended, that the City reasonably expects to reimburse itself for expenditures for the costs of the Project with proceeds of Bonds; and
RESOLVED, That the City Administrator be authorized to take the necessary administrative actions to implement this resolution.