Title
Resolution to Approve a Professional Services Agreement with Tetra Tech, Inc. for the Ann Arbor Landfill Monitoring and Maintenance Program, RFP 25-16, ($477,864.00, contingency $48,000.00, Total Contract $525,864.00)
Memorandum
Attached for your review and approval is a Professional Services Agreement with Tetra Tech, Inc. for environmental consulting services for the Ann Arbor Landfill Monitoring and Maintenance Program beginning July 1, 2025 through June 30, 2027. The total amount requested for FY 26 and FY 27 is $477,864.00 with a contingency of $48,000.
To satisfy the requirements of the Michigan Department of the Environment, Great Lakes, and Energy (EGLE), the groundwater and air in the vicinity of the Ann Arbor Landfill (AALF) must be sampled, analyzed, and reported quarterly. The current contract with Tetra Tech, Inc. for environmental monitoring and maintenance expires on June 30, 2025. This agreement includes an option to approve a two-year extension with the same terms and conditions if deemed in the best interest of the City and if funding is available.
On March 6, 2025, a request for proposal (RFP 25-16) was issued for Ann Arbor Landfill Monitoring and Maintenance services. Proposals were received from nine (9) consultants on April 8, 2025. A staff selection committee reviewed the proposals and determined the firms most qualified for the work according to several criteria:
• Professional Qualifications (20%)
• Past Involvement with Similar Projects (30%)
• Work Plan (30%)
• Fee Proposal (20%)
The staff committee reviewed all nine proposals and selected two firms to interview. After interviews were conducted, Tetra Tech, Inc. was selected as the most qualified consulting firm based on their previous work experience, their proposed work plan, their competitive fee schedule, and their interview.
A brief overview of the major tasks to be completed by Tetra Tech, Inc., as part of this contract is summarized below:
Groundwater Monitoring - Groundwater monitoring consists of the collection of static groundwater elevations and groundwater samples from groundwater monitoring wells specific to individual contaminant plumes, i.e., 1,4-dioxane and vinyl chloride at the AALF, in accordance with the EGLE approved Hydrogeological Monitoring Plan. The frequency of monitoring varies from quarterly to annually.
Landfill Gas Monitoring - The current landfill gas monitoring network adequately monitors landfill gas at the perimeter of the AALF. This network is to be monitored on a quarterly basis.
Wastewater Discharge Monitoring - Monthly discharge readings and quarterly samples will be collected from purge wells and leachate outfall. Quarterly reports will be prepared and submitted to the City of Ann Arbor Water Resource Recovery Facility.
Landfill Systems Maintenance Activities - In addition to the periodic sampling, the purge wells, observation wells, monitoring wells, the methane detection system wells associated with the AALF, and the landfill cap require periodic maintenance. During the course of on-site activities, monitoring system maintenance needs will need to be identified and coordination of their repair will be required.
Tetra Tech, Inc. complies with the City’s non-discrimination and living wage ordinances.
Budget/Fiscal Impact: Funds are available in the approved FY26 Operation and Maintenance budget of the Solid Waste Fund to cover services in the first year of the agreement. Costs in subsequent years will be budgeted in the annual Solid Waste Operation and Maintenance budgets, if so, approved by Council.
Staff
Prepared by: Erin Donnelly, Environmental Services Manager, Public Services
Reviewed by: Alison Heatley, Solid Waste Manager
Reviewed by: Jordan Roberts, Public Services Administrator
Approved by: Milton Dohoney Jr., City Administrator
Body
Whereas, The City issued RFP 25-16 to identify consultants to assist the City with the routine groundwater sampling, gas monitoring, report preparation, and overall landfill system maintenance at the Ann Arbor Landfill;
Whereas, nine firms responded to RFP 25-16;
Whereas, The Ann Arbor Landfill Monitoring and Maintenance contract will keep the City in compliance with Michigan Department of Environment, Great Lakes, and Energy (EGLE) landfill requirements for groundwater and gas sampling, reporting, and general system maintenance;
Whereas, The Ann Arbor Landfill Monitoring and Maintenance contract will keep the City in compliance with the Ann Arbor Water Resources Recovery Facility reporting requirements for purge well and leachate monitoring;
Whereas, Sufficient funds to cover the cost of the first year of the agreement are available in the approved FY26 Operation and Maintenance budget of the Solid Waste Fund;
Whereas, Sufficient funds will be available in future year budgets Operation and Maintenance budget of the Solid Waste Fund for proposed expenditures for these services, if so approved by Council;
Whereas, Tetra Tech, Inc. has demonstrated the required experience, qualified professionals, and competitive fee schedule for the required services; and
Whereas, Tetra Tech, Inc. complies with the requirements of the City’s Non-Discrimination and Living Wage Ordinance;
RESOLVED, that City Council approve a Professional Services Agreement with Tetra Tech, Inc. for Ann Arbor Landfill Monitoring and Maintenance for two years in the amount of $477,864.00;
RESOLVED, That a contingency in the amount of $48,000 be established and that the City Administrator be authorized to approve amendments to the agreement with Tetra Tech, Inc. not to exceed that amount;
RESOLVED, that the City Administrator may extend the contract for an additional 2-year period on the same terms and conditions and subject to availability of funding;
RESOLVED, That the Mayor and City Clerk be authorized and directed to execute said professional services agreement, after approval as to form by the City Attorney, and approval as to substance by the City Administrator; and
RESOLVED, That City Council authorizes the City Administrator to take necessary administrative actions to implement this resolution.