Title
Resolution to Approve Amendment Number 1 to Services Agreement with Aptim Environmental and Infrastructure, LLC. (APTIM) for the Solid Waste Resources Management Plan and Appropriate Funds from Solid Waste Fund Fund Balance ($24,250.00) (8 Votes Required)
Memorandum
Attached for your review and consideration is a resolution to approve an amendment to the City’s contract with Aptim Environmental and Infrastructure, LLC (APTIM) to develop the City’s Solid Waste Resources Management Plan (SWRMP). This amendment will expand the scope of the contract in two areas and reflect that APTIM (FKA Aptim Environmental and Infrastructure, Inc.) is now Aptim Environmental and Infrastructure, LLC.
The first scope expansion is in the community engagement aspect of the planning effort. As part of the project’s community engagement effort, an Advisory Committee was formed with representatives from various stakeholders and perspectives on the multiple facets of the City’s solid waste program areas, to advise and provide feedback on the opportunities being evaluated and recommendations developed for the plan. The contract scope calls for four Advisory Committee meetings to gain insight and understanding of the issues and items of concern within the program areas, review potential and provide feedback on potential options for improvement and expansion of services within the program, and then review and provide feedback on the draft recommendations developed from the potential options.
At the fourth, and last scheduled meeting of the Advisory Committee, some members of the committee expressed an interest in having a fifth meeting to allow the project team to address specific questions from these members which the final SWRMP report document is intended to address, and this desire was confirmed by a majority of the members present at the meeting. An additional, fifth meeting of the Advisory Committee will also provide an opportunity to secure feedback from the members on a completed draft of the full SWRMP report. Review of the SWRMP report was not part of the original work scope or committee objectives. Given the breadth of topic areas being addressed by the SWRMP and the diversity of stakeholders who have participated as members of the Advisory Committee, the addition of a fifth meeting to conclude the process with the committee will be a benefit to the SWRMP by ensuring that members’ comments on the SWRMP report are considered prior to presentation of the final draft of the SWRMP to the Environmental Commission. The cost to provide this additional Advisory Committee meeting would be $9,250.00
The second scope expansion item is the addition of a new Task 7 - MRF Contracting Assistance. The City has received an unsolicited proposal from Recycle Ann Arbor (RAA) for redevelopment of the City’s Material Recovery Facility (MRF). APTIM performed a preliminary review of RAA’s initial submittal within the cost of the originally approved contract amount; but, if this unsolicited proposal moves forward through an iterative process of submittals, reviews and negotiations APTIM’s technical expertise and support during this process will be of benefit to the City and is not included in the scope of the existing contract. APTIM’s services for this task would only be performed upon request by City staff on a time and material basis at the established rates in the current contract. The amount of this task would be at a not-to-exceed amount of $15,000.00
Budget/Fiscal Impacts: The funding for this change order is available in the Solid Waste Fund unobligated fund balance.
Sustainability Framework: The work under this contract is supporting the Engaged Community, Sustainable Systems and Responsible Resource Use goals of the City’s Sustainability Framework.
Staff
Prepared by: Cresson Slotten, Public Services Area
Reviewed by: Craig Hupy, Public Services Area Administrator
Approved by: Howard S. Lazarus, City Administrator
Body
Whereas, On April 16, 2018 City Council approved Resolution R-18-138 approving a Services Agreement with Aptim Environmental and Infrastructure, Inc. (APTIM) for development of the City’s Solid Waste Resources Management Plan (SWRMP);
Whereas, APTIM merged with Aptim Environment and Infrastructure, LLC on or about December 31, 2018 and is now known as Aptim Environmental and Infrastructure, LLC;
Whereas, A key aspect of the SWRMP is the high-level and varied methods of community engagement and stakeholder involvement in the process of developing the plan, including the establishment and utilization of the Solid Waste Resources Management Plan Advisory Committee;
Whereas, The current project contract scope calls for four meetings of the Advisory Committee and committee members have requested an additional fifth meeting, and the SWRMP project would realize additional benefit with this additional meeting through ensuring that members’ comments on the SWRMP report are considered prior to presentation of the final draft of the SWRMP to the Environmental Commission; and
Whereas, The City has received an unsolicited proposal from Recycle Ann Arbor (RAA) for redevelopment of the City’s Material Recovery Facility (MRF) and if this unsolicited proposal moves forward through an iterative process of submittals, reviews and negotiations, APTIM’s technical expertise and support during this process will be of benefit to the City;
RESOLVED, That City Council approves the attached Amendment Number 1 to the Services Agreement with APTIM for the SWRMP;
RESOLVED, That $24,250.00 be appropriated from the Solid Waste Fund unobligated fund balance to fund this amendment;
RESOLVED, That funding for this amendment be made available without regard to fiscal year;
RESOLVED, That the Mayor and City 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; and
RESOLVED, That the City Administrator be authorized to take the necessary administrative actions to implement this resolution