Title
Resolution to Approve a Professional Services Agreement with Tetra Tech GEO, Inc. ($364,790.00) for the Ann Arbor Landfill Monitoring and Maintenance Program
Memorandum
Attached for your review and approval is a resolution to approve a Professional Services Agreement in the amount of $364,790.00 with Tetra Tech GEO, Inc. for environmental consulting services for the Ann Arbor Landfill Monitoring and Maintenance Program, beginning July 1, 2012 through June 30, 2015. Funds are available in the Approved FY13 Operation and Maintenance budget of the Solid Waste Fund to cover the cost of $150,895.15 for the services in the first year of the agreement. Costs in subsequent years will be less, and funding for those subsequent years will be budgeted in the annual Solid Waste Operation and Maintenance budgets, if so approved by Council. In addition, this resolution also approves a contingency amount of $36,470.00 and authorizes the City Administrator to approve change orders to the Professional Services Agreement with Tetra Tech GEO, Inc. up to the total of the contingency amount. Funding for this contingency is included in the Approved FY13 Operation and Maintenance budget of the Solid Waste Fund.
To satisfy the requirements of the Michigan Department of Environmental Quality (MDEQ), the groundwater and air in the vicinity of the Ann Arbor Landfill (AALF) must be sampled and analyzed quarterly. The current contract with Tetra Tech GEO, Inc. for environmental monitoring and maintenance expires on June 30, 2012.
To select the most qualified environmental consulting firm to assist the City with the monitoring and maintenance of the Ann Arbor Landfill, a request for proposals was posted to the Michigan Inter-governmental Trade Network (MITN) BidNet® website. In response to our request, fourteen environmental consulting firms submitted proposals to perform the work. A selection committee comprised of City staff reviewed and selected four firms to interview. After interviews were conducted, Tetra Tech GEO, 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 GEO, 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 within the upper aquifer at the AALF, in accordance with the MDEQ approved Hydrogeological Monitoring Plan. Limited monitoring of the lower aquifer is also to be completed. The frequency of monitoring varies from quarterly to annually.
Landfill Gas Monitoring - The current landfill gas monitoring network adequately monitors landfill gasses 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 Wastewater Treatment Plant.
Landfill Systems Maintenance Activities - In addition to the periodic sampling, the purge wells, observation wells, monitoring wells and methane detection system wells associated with the AALF 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 GEO, Inc. received Human Rights approval on May 24, 2012, and complies with the living wage ordinance.
Staff
Prepared by: Homayoon Pirooz, P.E., Project Management Manager
Reviewed by: Craig Hupy, Interim Public Services Administrator
Approved by: Steven D. Powers, City Administrator
Body
Whereas, It is necessary to perform quarterly groundwater and gas monitoring at the Ann Arbor Landfill and prepare quarterly groundwater and gas monitoring reports required by the Michigan Department of Environmental Quality;
Whereas, It is necessary to perform quarterly sampling of the leachate manholes and purge wells at the Ann Arbor Landfill and prepare quarterly reports required by the Ann Arbor Wastewater Treatment Plant;
Whereas, Sufficient funds to cover the cost of the first year of the agreement and the contingency are available in the approved FY13 Operation and Maintenance budget of the Solid Waste Fund;
Whereas, Sufficient funds will be available in the FY14 and FY15 Operation and Maintenance budget of the Solid Waste Fund for proposed expenditures for these services, if so approved by Council;
Whereas, It is necessary to retain the services of a professional engineering firm to assist the City with the routine sampling, gas monitoring, report preparation, and overall landfill system maintenance at the Ann Arbor Landfill;
Whereas, Tetra Tech GEO, Inc. has demonstrated the required experience, qualified professionals, and competitive fee schedule for the required services; and
Whereas, Tetra Tech GEO, Inc. received Human Rights approval on May 24, 2012, and complies with the living wage ordinance;
RESOLVED, That City Council approves a professional services agreement with Tetra Tech GEO, Inc. in the total amount of $364,790.00 for the environmental consulting services for the Ann Arbor Landfill Monitoring and Maintenance Program, beginning July 1, 2012 through June 30, 2015, contingent upon the inclusion in the contract terms of the City's right to terminate the agreement at any point during the term should funds not be appropriated for these services as part of the budget process for the fiscal years following June 30, 2013;
RESOLVED, That City Council approves a contingency of $36,470.00 to finance change orders to be approved by the City Administrator, to be available without regard to fiscal year;
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.