Title
Resolution to Approve Amendment No. 1 with Hubbell, Roth & Clark, Inc. for Construction Engineering Services at the Wastewater Treatment Plant ($20,532.00)
Memorandum
Your approval is requested for Amendment No. 1 to the Professional Services Agreement with Hubbell, Roth & Clark, Inc. (HRC) in the amount of $20,532.00 for construction engineering services for the Secondary Effluent Pump Replacement Project (SEPRP) at the City's Wastewater Treatment Plant (WWTP).
The SEPRP consists of replacing six secondary effluent pumps and associated electrical and control equipment at the WWTP. All six of these pumps are critical system components that were installed during the 1977 plant expansion, and each has a rated capacity of approximately 20 million gallons per day. These pumps transport wastewater from secondary (biological) to tertiary (sand filter) treatment, as well as enabling the plant to discharge final treated effluent to the Huron River when high flow conditions in the river prevent discharge by gravity. Over a four-year period, four of the secondary effluent pumps failed and required costly repairs. In addition, the remaining two pumps were functional but in a worn condition and at high risk of failure in a similar manner. Due to the nature of the failures, the criticality of the pumps and their poor condition, replacement of all six pumps was determined to be the most reliable and cost effective remedy.
On April 15, 2013, Council approved a Professional Services Agreement with HRC in the amount of $122,595.00 to design and prepare bid documents for construction of the SEPRP. Subsequently, Council approved contracts for the purchase and installation of six new pumps. On March 16, 2015, Council approved a Professional Service Agreement with HRC in the amount of $78,294.00 and a contingency in the amount of $8,000.00 to provide construction engineering services. As part of the agreement, HRC provided onsite construction inspectors, submittal reviews, record drawings, change order assistance, construction administration, document management, claims evaluation, equipment training and startup assistance.
The project is nearly complete and all six pumps are operational. However, due to vibration and capacity difficulties encountered during new pump start-up and testing, WWTP staff requested that HRC provide additional necessary services beyond their contracted scope in the amount of $20,532.00. The $8,000.00 approved contingency, as well as the additional $12,532.00 needed fund this amendment, are available within the existing project budget approved by Council.
You are requested to approve Amendment No. 1 to HRC in the amount of $20,532.00. In addition, you are requested to approve funding for the amendment for the life of the project with funds to be available until expended without regard to fiscal year and to authorize the City Administrator to approve amendments to the Agreement.
HRC complies with the requirements of the nondiscrimination and living wage ordinances, and submitted a Conflict of Interest declaration on October 12, 2015.
Staff
Prepared by: Christopher J. Englert, P.E., WWTSU Engineer
Reviewed by: Craig Hupy, Public Services Area Administrator
Approved by: Howard S. Lazarus, City Administrator
Body
Whereas, The City’s Wastewater Treatment Plant (WWTP) has six secondary effluent pumps that were originally installed during the 1977 plant expansion and are critical for ongoing reliable treatment of wastewater;
Whereas, Four of the six effluent pumps failed over a four-year period and required costly repairs, and the remaining two pumps were functional but in a worn condition and at high risk of failure in a similar manner;
Whereas, On April 15, 2013, Council approved a Professional Services Agreement with Hubbell, Roth & Clark, Inc. (HRC) in the amount of $122,595.00 to design and prepare bid documents for construction of the Secondary Effluent Pump Replacement Project (SEPRP);
Whereas, On March 16, 2015, Council approved a Professional Service Agreement with HRC in the amount of $78,294.00 and a contingency in the amount of $8,000.00 to provide construction engineering services for the SEPRP;
Whereas, Due to vibration and capacity difficulties encountered during new pump start-up and testing, WWTP staff requested that HRC provide additional necessary services beyond their contracted scope in the amount of $20,532.00;
Whereas, The $8,000.00 approved contingency, as well as the additional $12,532.00 needed to fund this amendment, are available within the Council approved budget for the SEPRP; and
Whereas, HRC complies with the requirements of the Non-Discrimination and Living Wage Ordinances, and submitted a Conflict of Interest declaration on October 12, 2015;
RESOLVED, That City Council approve Amendment No. 1 to the Professional Service Agreement with HRC for construction engineering services in the amount of $20,532.00 for the life of the project with funds to be available until expended without regard to fiscal year and authorize the City Administrator to approve amendments to the Agreement;
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.