Title
Resolution to Approve a Contract with Hubbell, Roth & Clark, Inc. for Pump Replacement Construction Engineering at the Wastewater Treatment Plant ($78,294.00)
Memorandum
Your approval is requested to award a Professional Services Agreement in the amount of $78,294.00 to Hubbell, Roth & Clark, Inc. (HRC) for professional engineering services to support construction of the Secondary Effluent Pump Replacement Project (SEPRP) at the City's Wastewater Treatment Plant (WWTP).
There are six secondary effluent pumps at the WWTP, each with a rated capacity of approximately 17 million gallons per day. These pumps transport wastewater from secondary (biological) to tertiary (sand filter) treatment, as well as enabling the plant to discharge final treated effluent to the Huron River when high flow conditions in the river prevent discharge by gravity. All six pumps are critical system components that were installed during the 1977 plant expansion. Over the past four years, three of the secondary effluent pumps have failed. One of the pumps was irreparable and the other two pumps were repaired but are not reliable for long-term use. The remaining three pumps are functional but in a worn condition and at high risk of failure in a similar manner. A permanent failure of one additional pump would put the WWTP at risk of permit violations and sanitary overflows during high flow periods characteristic of significant rain events.
Due to the nature of the failures, the criticality of the pumps, and the pumps are worn to the point that long-term repair is impossible, replacement of all six pumps was determined to be the most reliable and cost effective remedy. An attempt to include replacement of these pumps into the ongoing Facilities Renovations Project (FRP) at the WWTP was rejected by the Michigan Department of Environmental Quality (MDEQ) because they were not part of the project plan approved by MDEQ. Improvements to the Tertiary Filter Building, which houses the secondary effluent pumps, were not included in the FRP because these improvements were not anticipated to be necessary for another 10-15 years during the development of the Facilities Master Plan.
On April 15, 2013, Council approved a Professional Services Agreement with HRC in the amount of $122,595.00 and a $13,000.00 contingency to design the SEPRP. During design, HRC discovered that the average lead time to procure six pumps was approximately 32 weeks. In order to expedite the replacement of these critical pumps, and due to the long lead time to procure them, WWTP staff initiated a process to pre-purchase the pumps while design of their installation was underway. On July 21, 2014, Council approved a contract with Premier Pump, Inc. for the purchase of six secondary effluent pumps in the amount of $425,682.00. The pumps are scheduled to be delivered no later than July 3, 2015. On March 16, 2015, Council approved a contract with Process Piping & Equipment, Inc. in the amount of $363,700.00 for construction of the SEPRP.
HRC prepared the design documents and provided support during the bid phase for the SEPRP pump purchase. Separately, HRC provided similar design and bid phase support services for construction of the SEPRP, which resulted in an additional level of effort beyond that originally proposed by HRC due to the pre-purchase approach. As a result, the $13,000.00 contingency was expended to cover most of these additional design phase services. The balance of additional services provided during the design phase totals $7,857.00 and is included as a separate task in the contract for construction support. In addition to the construction support contract with HRC in the amount of $78,294.00, you are requested to approve contingency of $8,000.00 to fund potential amendments to the contract.
HRC complies with the requirements of the nondiscrimination and living wage ordinances, and submitted a Conflict of Interest declaration on February 6, 2015.
You are requested to approve the contract for the life of the project with funds to be available until expended without regard to fiscal year and to authorize the City Administrator to approve amendments to the contract up to the $8,000.00 contingency.
Funding for this project is available in the approved Sanitary Sewer Fund Capital Budget.
Staff
Prepared by: Earl J. Kenzie, P.E., Manager, WWTSU
Reviewed by: Craig Hupy, Public Services Administrator
Approved by: Steven D. Powers, City Administrator
Body
Whereas, The City's Wastewater Treatment Plant (WWTP) has six secondary effluent pumps that were originally installed during the 1977 plant expansion and are critical for ongoing reliable treatment of wastewater;
Whereas, Three of the six effluent pumps have failed in the past four years and only five remain operational, and permanent failure of one more pump would put the WWTP at risk of permit violations and sanitary overflows during periods of high flow;
Whereas, Due to the long fabrication time and need to expedite pump replacement, the pumps were pre-purchased by the City and are scheduled to be delivered no later than July 3, 2015;
Whereas, Council approved a contract with Process Piping & Equipment for construction of the Secondary Effluent Pump Replacement Project (SEPRP);
Whereas, Hubbell, Roth & Clark, Inc. (HRC) was approved to design the pre-purchase of pumps and construction of the SEPRP, and submitted a proposal for the additional design services not covered by the contract contingency as well as engineering support services during construction;
Whereas, HRC complies with the requirements of the nondiscrimination and living wage ordinances, and submitted a Conflict of Interest declaration on February 6, 2015; and
Whereas, Funding for this project is available in the approved Sanitary Sewer Fund Capital Budget.
RESOLVED, That City Council approve the award of a Professional Services Agreement with HRC in the amount of $78,294.00 for additional design services and engineering support services during construction of the SEPRP at the WWTP;
RESOLVED, That the City Administrator be authorized to approve amendments to the Professional Services Agreement up to $8,000.00;
RESOLVED, That the Mayor and City Clerk be authorized and directed to execute said agreement following approval as to substance by the City Administrator and approval as to form by the City Attorney;
RESOLVED, That the City makes the following declaration for the purpose of complying with the reimbursement rules of Treasury Regulations 1.150-2 pursuant to the Internal Revenue Code of 1986, as amended, that the City reasonably expects to reimburse itself for expenditures for the costs of the Project with proceeds of Bonds; and
RESOLVED, That the City Administrator be authorized and directed to take the necessary administrative actions to implement this resolution.