Title
Resolution to Approve a Professional Services Agreement with Stantec Consulting Michigan Inc. for the Engineering for Huron West Park Sanitary Sewer Project ($443,794.00)
Memorandum
Attached for your review and approval is a resolution to authorize a Professional Services Agreement with Stantec Consulting Michigan Inc. (Stantec) for the Engineering for Huron West Park Sanitary Sewer Project.
Project Background
During 2016 and 2017, the City of Ann Arbor undertook the Sanitary Sewer Improvements Preliminary Engineering (SSIPE) Project to evaluate capacity constraints in the sanitary sewer system during projected wet weather conditions. One area evaluated is served by the Huron West Park sewer. To alleviate capacity constraints, and reduce the potential for sanitary backups into basements, the SSIPE Project concluded that approximately 4,000 feet of sanitary sewer should be replaced with a larger diameter sewer. The sewer is situated predominantly in rear yard easements and City parkland from Arbana Dr. to Lyn Anne Ct, between Dexter Ave. and Linwood Ave. (see attached map).
Project Scope
The City issued a Request for Proposal (RFP 19-35) for a professional firm to provide engineering services for the Huron West Park Sanitary Sewer Project. Tasks include:
• Review preliminary engineering basis of design for the sewer
• Develop a comprehensive public engagement program
• Conduct topographic survey
• Conduct geotechnical investigation
• Prepare engineering design plans for bidding/construction
• Provide technical assistance for easement acquisition
• Obtain permits
In response to RFP 19-35, six firms attended a pre-proposal meeting, and three proposals were received in October 2019. The RFP required each respondent to submit a proposal containing professional qualifications, past experience, a work plan, and a fee proposal. A review team composed of City staff evaluated the proposals and shortlisted two firms to interview. The firms were evaluated and scored on several criteria:
• Professional Qualifications (20%)
• Past Involvement with Similar Projects (30%)
• Proposed Work Plan (30%)
• Fee Proposal (20%)
After reviewing and scoring the proposals, staff ranked the responding firms in the following order:
1. Stantec
2. Hubbell, Roth and Clark
3. Hennessey Engineers
A review team composed of City staff evaluated the proposals and shortlisted two firms to interview. Following interviews, the review team determined that the Stantec proposal provided the most complete and comprehensive work plan; and demonstrated a thorough understanding of the project background, objectives, and goals.
Engineering staff has negotiated the scope of work and associated fee for this project and that is reflected in the PSA that is being recommended for Council approval. Stantec is in compliance with the requirements of the City’s Non-Discrimination and Living Wage ordinances. The form of contract will be the standard professional services agreement drafted by the City Attorney.
Budget/Fiscal Impact: Funding for Huron West Park Sewer is incorporated into the City’s Capital Improvement Plan (CIP) as project UT-SN-19-01, and is budgeted in the Sewage Disposal System Capital Budget, through revenue received as a part of Developer Offset Mitigation Program. As this work is part of a planned capital project, the project will have no unplanned operational impacts.
Staff
Prepared by: Nicholas Hutchinson, P.E., City Engineer
Reviewed by: Craig Hupy, Public Services Area Administrator
Approved by: Howard S. Lazarus, City Administrator
Body
Whereas, Replacement of the West Park Sanitary Sewer is necessary to ensure effective long term operation of the City’s sanitary sewer system;
Whereas, Stantec Consulting Michigan Inc. of Ann Arbor, Michigan has submitted to the City a proposal for the necessary services, setting forth the services to be performed by said firm and the payments to be made by the City therefore, all of which are agreeable to the City;
Whereas, Stantec Consulting Michigan Inc. is in compliance with the requirements of the City’s Non-Discrimination and Living Wage Ordinances; and
Whereas, The required funds for this Professional Services Agreement are available within the approved Sewage Disposal System capital budget.
RESOLVED, That a Professional Services Agreement with Stantec Consulting Michigan Inc. in the amount of $443,794.00 be approved for Engineering Design of the Huron West Park Sanitary Sewer Project;
RESOLVED, That a contingency of $100,000.00 be established for additional work tasks that may be necessary to complete the project; subject to approval by the City Administrator;
RESOLVED, That the City makes 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;
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.