Title
Resolution to Approve Amendment No. 1 to the Professional Services Agreement with Orchard, Hiltz & McCliment, Inc. for Professional Engineering Services ($88,500.00 Amendment, $388,500.00 Total Contract) (RFP #22-05)
Memorandum
Your approval is requested for Amendment No. 1 to the Professional Services Agreement Orchard, Hiltz & McCliment, Inc. (OHM) in the amount of $88,500.00 for professional engineering services for the Retention and Tertiary Piping Replacement project at the City’s Water Resource Recovery Facility (WRRF).
The City issued Request for Proposal (RFP) No. 22-05 for professional engineering services to provide additional support as needed to maintain the aggressive schedules and heavy workload associated with capital, operation, and maintenance projects at the City’s WRRF. In addition, these firms would provide on-site and on-call engineering assistance to WRRF staff. Making use of these firms on an ongoing basis will permit the WRRF to utilize the existing workforce more effectively, while continuing to deliver quality and cost-effective engineering services to maintain the City’s WRRF.
On January 25, 2022, the City received six proposals for this work. After evaluation of the proposals and fee schedules, it was determined that Fishbeck, Hubbell, Roth & Clark, Inc. (HRC), and OHM provided the best project teams at the most competitive price.
On April 4, 2022, Council approved a Professional Services Agreements with Fishbeck, Hubbell, Roth & Clark, Inc., and OHM. Each of the contracts was structured with not-to-exceed limits of $300,000.00 with no minimum required expenditures for a period ending June 30, 2025, and include an option for two one-year renewals in the amount of $100,000.00 each.
The Approved Capital Improvements Plan (CIP) contains the Retention and Tertiary Piping Replacement (UT-SN-22-06) project. OHM was selected to evaluate the condition of existing piping, pumps and valves in the Retention and Tertiary buildings of the WRRF. In addition, the concrete equalization and retention tanks will also be evaluated by OHM. The final report will be compiled by OHM including the assessment technical memorandums, the estimates of the probable cost to replace and the listing of priorities. The inclusion of these additional services creates a shortfall of $88,500.00, which will be covered by Amendment No. 1, if approved.
OHM complies with the requirements of the City’s Non-Discrimination and Living Wage ordinances.
Budget/Fiscal Impact: The City of Ann Arbor Capital Improvements Plan (CIP) includes the Retention and Tertiary Piping Replacement (UT-SN-22-06) project. Funds to finance this contract are included in the approved Sewage Disposal System Capital Budget.
Staff
Prepared by: Anne M. Warrow, P.E., WRRF Senior Engineer
Reviewed by: Sue F. McCormick, Interim Public Services Area Administrator
Approved by: Milton Dohoney Jr., City Administrator
Body
Whereas, Professional engineering support is required to maintain the capital improvement project schedule for FY22, FY23, FY24, and FY25 for the Water Resource Recovery Facility (WRRF);
Whereas, The City issued Request for Proposal (RFP) No. 22-05 for as-needed professional engineering services for the WRRF to support capital, operation, and maintenance projects, as well as on-site engineering assistance for the WRRF and lift stations;
Whereas, Of the six proposals received, WRRF staff selected four firms, including OHM, based on their professional qualifications, past experience, work plan and fee proposals;
Whereas, City Council approved an agreement with Orchard, Hiltz & McCliment, Inc., for said services on April 4, 2022;
Whereas, An additional $88,500.00 is required on the existing contract to fully complete the work assigned to OHM by City staff including the Retention and Tertiary Piping Replacement Project;
Whereas, The as-needed professional engineering services associated with this work will be paid for within approved WRRF capital budgets; and
Whereas, OHM is in compliance with the requirements of the City’s Non-Discrimination and Living Wage ordinance;
RESOLVED, That City Council approve Amendment No. 1 to the Professional Services Agreement with Orchard, Hiltz & McCliment, Inc. for Professional Engineering Services in the amount of $88,500.00, which Amendment will increase the total possible contract amount to $388,500.00.00;
RESOLVED, That the Mayor and City Clerk are authorized to sign the amendment after approval as to substance by the City Administrator and approval as to form by the City Attorney; and
RESOLVED, That the City Administrator is authorized to take all appropriate actions to implement this resolution, including signing all necessary documents and sub-agreements.