Title
Resolution to Approve a General Services Agreement with Utilities Instrumentation Services (UIS) for Electrical Preventive Maintenance at the Water Resource Recovery Facility (WRRF), RFP No. 26-43 ($319,305.00) and to Appropriate $120,000.00 (8 Votes Required)
Memorandum
Your approval is requested for a General Services Agreement with Utilities Instrumentation Services (UIS) in the amount of $319,305.00 to provide electrical preventive maintenance on high-voltage transformers, switchgears, and motor control cabinets at the City’s Water Resource Recovery Facility (WRRF). In addition, UIS will perform an NFPA 70 Arc Flash recertification study on all WRRF electrical components which is required every 5 years by NFPA standard.
The Electrical Preventive Maintenance and Arc Flash recertification requires specialized expertise and equipment for high-voltage testing that is not currently available within City staff at the level necessary to complete this work. Retaining a qualified professional service provider will provide the technical knowledge and experience necessary for the assignment.
The WWTP has ten electrical switchgears, twenty transformers, and twenty-six motor control cabinets that require testing, exercising, cleaning, and inspection by a National Electrical Testing Association (NETA) certified technician. Preventive maintenance ensures proper operation of high-voltage electrical equipment and helps identify potential issues before they develop into equipment failures. If electrical failures occur and partially treated water is discharged into the Huron River, it could result in violations of the WRRF NPDES discharge permit and potential fines of up to $25,000 per day.
RFP No. 26-43 was advertised by the City’s Purchasing Department, and three proposals were publicly opened on June 29, 2023. WRRF staff evaluated the proposals based on professional qualifications (35 points), past involvement with similar projects (40 points), and fee proposal (25 points).
UIS received the highest score among the proposals reviewed by the selection committee. WRRF staff requests approval of a General Services Agreement with UIS in the amount of $319,305.00 for electrical preventive maintenance at the WRRF as outlined in RFP No. 26-43, along with a contingency of $25,000.00 to address any unforeseen repairs identified during equipment inspection.
UIS complies with the City’s Non-Discrimination, Conflict of Interest, and Living Wage ordinances.
Budget and Fiscal Impact: $200,000.00 for this contract is included in the approved FY27 WRRF Operations and Maintenance Budget for the Sewage Disposal System Fund. The Sewage Disposal System Fund has $120,000.00 available in unobligated fund balance to appropriate to the Operations and Maintenance budget for the balance of the effort.
Staff
Prepared by: Nicholas Jaworski, Assistant Manager, WWTSU
Reviewed by: Keith Sanders, Manager, WWTSU
Reviewed by: Jordan Roberts, Public Services Area Administrator
Approved by: Milton Dohoney Jr., City Administrator
Body
Whereas, The City’s Water Resource Recovery Facility (WRRF) high voltage equipment requires periodic testing, exercising, cleaning, and inspection by a National Electrical Testing Association certified technician;
Whereas, completion of electrical preventive maintenance and Arc Flash recertification requires specialized knowledge and expertise that is not currently available within existing City staff resources;
Whereas, Three proposals were received in response to RFP No. 26-43, and Utilities Instrumentation Services (UIS) received the highest score among the proposals reviewed by WRRF staff;
Whereas, Partial funds have been budgeted in the approved FY27 WRRF Operations and Maintenance Budget for the Sewage Disposal System and the remaining funds are available to be appropriated from unobligated fund balance; and
Whereas, UIS complies with the requirements of the City’s Non-Discrimination, Conflict of Interest, and Living Wage ordinances;
RESOLVED, That City Council approve a General Services Agreement with Utilities Instrumentation Services (UIS) in the amount of $319,305.00 for Electrical Preventive Maintenance and an NFPA 70 Arc Flash recertification study at the Wastewater Treatment Plant (RFP No. 26-43);
RESOLVED, That City Council approve a contingency in the amount of $25,000.00 to fund change orders for unforeseen repairs, with such expenditures to be approved by the City Administrator;
RESOLVED, That $120,000.00 be appropriated to the WRRF Operations and Maintenance Budget for the Sewage Disposal System from unobligated fund balance, thereby increase the expenditure and revenue budgets;
RESOLVED, That the Mayor and City Clerk be authorized and directed to execute the agreement 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 actions to implement this resolution.