Title
Resolution to Approve a Construction Contract with D&R Earthmoving, LLC for the Landfill Cover Improvements Project - RFP# 23-20 ($236,704.35) and to Appropriate $236,704.00 from the Solid Waste Fund (8 Votes Required)
Memorandum
Attached for your review and approval is a resolution to approve a construction contract between the City of Ann Arbor and D&R Earthmoving, LLC in the amount of $236,704.35 for the Landfill Cover Improvements Project (RFP# 23-20).
The City of Ann Arbor Landfill, located at the Wheeler Center property, ceased landfilling operations in 1992. Under Part 115 of the Natural Resources and Environmental Protection Act administered by EGLE, the City of Ann Arbor is required to maintain and monitor the landfill cap to ensure there are no leachate outbreaks and escaping methane emissions. If there are issues with the cap, they must be repaired. Routine inspections have identified areas where settling is occurring. This requires additional clay and grading to avoid separation of the cap and to mitigate potential methane emissions. Due to another project, approximately 18,180 cubic yards of highly impermeable clay has been stockpiled at the Wheeler Center; therefore, we were able to take advantage of available reuse of materials and schedule the project sooner than anticipated. This project will make the necessary improvements to remain in compliance, including regrading and restoration.
RFP# 23-20 was advertised on the City’s website and on the Michigan Inter-Governmental Trade Network (MITN) website. Six (6) proposals were received and publicly opened on April 20, 2023. A selection committee comprised of Public Works staff reviewed the proposals and determined which bidder was the best value based on the criteria in ORD-21-41:
• Qualifications, Experience, & Accountability (20%)
• Workplace Safety (20%)
• Workforce Development (20%)
• Social Equity & Sustainability (20%)
• Schedule of Pricing/Cost (20%)
After reviewing and scoring the proposals, staff ranked the responding firms in the following order:
1. D&R Earthmoving, LLC
2. Blaze Contracting, Inc.
3. E.T. MacKenzie Company
4. Erie Construction, LLC
5. Catskill Remedial Contracting Services, Inc.
6. Fonson Company, Inc.
D&R Earthmoving, LLC received the higher score among the proposals reviewed by the selection committee. Therefore, staff recommends entering into a contract with D&R Earthmoving, LLC for this project.
D&R Earthmoving, LLC complies with the City’s Non-Discrimination and Living Wage ordinances.
Budget/Fiscal Impact: Funding for this project is available in Solid Waste Fund Balance.
Staff
Prepared by: Kyle Pettibone, Public Works Engineer
Reviewed by: Paul Matthews, Interim Public Works Manager
Brian Steglitz, Public Services Area Administrator
Approved by: Milton Dohoney Jr., City Administrator
Body
Whereas, The City of Ann Arbor Landfill, no longer in operation, has areas of settling that need improvements to remain compliant with Part 115 of the Natural Resources and Environmental Protection Act, where needed improvements include regrading with high quality clay and restoration work;
Whereas, Public Works issued RFP# 23-20 and 6 (six) proposals were received and publicly opened on April 20, 2023;
Whereas, Proposals were reviewed by Procurement and evaluated by Public Works staff on the basis of qualifications, experience and accountability, workplace safety, workforce development, social equity and sustainability and schedule of pricing;
Whereas, D&R Earthmoving, LLC received the higher score among the proposals reviewed by the selection committee; and
Whereas, D&R Earthmoving, LLC complies with the City’s Non-Discrimination and Living Wage ordinances;
RESOLVED, That City Council appropriate $236,704.00 from the Solid Waste Fund unobligated fund balance to the FY24 Solid Waste Operations and Maintenance Budget, thereby increasing the revenue and expenditure budgets;
RESOLVED, That City Council approves a construction contract with D&R Earthmoving, LLC in the amount of $236,704.35 for the Landfill Cover Improvements Project (RFP# 23-20);
RESOLVED, That a contingency amount of $10,000.00 be established within the project budget and that the City Administrator be authorized to approve construction change orders not to exceed that amount, to satisfactorily complete this project;
RESOLVED, That the Mayor and City Clerk be authorized and directed to execute said 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 necessary administrative actions to implement this project.