Title
Resolution to Approve a Professional Services Agreement with Hubbell, Roth & Clark, Inc. to Design the Headworks Improvement Project at the Wastewater Treatment Plant, RFP No. 19-12 ($477,420.53)
Memorandum
Your approval is requested for a Professional Services Agreement with Hubbell, Roth & Clark, Inc. (HRC) in the amount of $477,420.53 for professional engineering services to design the Headworks Improvement Project for the City’s Wastewater Treatment Plant (WWTP). The headworks of the WWTP provides initial treatment to remove debris (or screenings) and grit from the water, which helps to prevent damage to downstream equipment and systems.
The existing headworks consists of three mechanical bar screens, three screw compactors and two grit removal systems including pumps, swirl separators and grit washers. The bar screens were installed in 2000 and require more frequent repair and rebuilding. The grit system was also installed in 2000 and has required pump replacement and several repairs of the swirl concentrators and washers over time. In addition, WWTP staff have observed significant accumulation of grit downstream of the removal system that suggests the removal efficiency of the grit system is significantly diminished. The cost and frequency for maintenance of these systems have increased and parts for the screening systems are no longer available and must be custom fabricated. These systems are nearing the end of their useful life and are in need of replacement to ensure effective screenings and grit removal.
Through RFP No. 19-12, the WWTP solicited proposals for professional engineering services to design the WWTP Headworks Improvement Project. WWTP staff evaluated proposals submitted by six professional engineering firms using a quality based selection process that is used by many municipalities, including the City, for procurement of professional engineering services. Each of the proposals was evaluated based on the selection criteria listed in RFP No. 19-12. The top three firms were selected to be interviewed and their fee proposals were opened prior to the interviews. The remaining firms were neither interviewed nor their fee proposals opened. The ranking of the top three firms following interviews with WWTP staff was: #1 HRC at $477,420.53, #2 Arcadis of Michigan, LLC at $426,430.00, and #3 Fishbeck, Thompson, Carr, & Huber, Inc. at $507,429.00.
HRC submitted a detailed scope of services and presented a comprehensive evaluation of grit compared with other proposals. WWTP staff believe that HRC’s proposed grit evaluation will allow their design team to recommend and size the most appropriate grit removal system for the Ann Arbor WWTP.
HRC is to review existing WWTP information, characterize influent wastewater for grit, analyze the existing headworks hydraulic conditions, propose alternatives for screening and grit system replacement and prepare a detailed design bid package for construction of the project. This phase of work also includes development of an accurate opinion of probable cost for the option selected by the City. WWTP staff reviewed HRC’s proposed scope of services, schedule and fees and determined that they are reasonable.
WWTP staff is requesting your approval of a contract with HRC in the amount of $477,420.53 and a contingency in the amount of $70,000.00 to fund additional necessary services as approved by the City Administrator.
HRC received Non-Discrimination Compliance approval and Living Wage Compliance on October 21, 2019 and March 25, 2019, respectively.
Budget and Fiscal Impact: Funds to finance the work to be performed under this contract are included in the approved Sewage Disposal System Capital budget (UT-SN-20-06).
Staff
Prepared by: Christopher J. Englert, P.E., WWT Services Engineer
Reviewed by: Craig Hupy, P.E., Public Services Area Administrator
Approved by: Howard S. Lazarus, City Administrator
Body
Whereas, The headworks of the City’s Wastewater Treatment Plant (WWTP) provides initial treatment to remove debris (or screenings) and grit from the water, which helps to prevent damage to downstream equipment and systems;
Whereas, The cost and frequency for maintenance of these systems have increased and parts for the screening systems are no longer available and must be custom fabricated;
Whereas, As a result of their age and condition, the bar screens and grit removal systems are nearing the end of their service life and are in need of replacement to ensure effective screenings and grit removal;
Whereas, Through RFP No. 19-12, WWTP staff solicited proposals for professional engineering services to design the Headworks Improvement Project and received proposals from six firms;
Whereas, WWTP staff determined that Hubbell, Roth and Clark, (HRC) is the best qualified engineering firm to provide the professional services requested in RFP No. 19-12 and HRC’s proposed fee of $477,420.53 is reasonable to perform this work;
Whereas, HRC complies with the requirements of the City’s Non-Discrimination and Living Wage Ordinances;
Whereas, WWTP staff are requesting a contingency of $70,000.00 to fund additional necessary services as approved by the City Administrator; and
Whereas, Funds are available in the Sewage Disposal System Capital Budget;
RESOLVED, That Council approve a Professional Services Agreement with HRC in the amount of $477,420.53 to provide the professional engineering services requested in RFP No. 19-12;
RESOLVED, That Council approve a contingency of $70,000.00 to fund additional necessary services as approved by the City Administrator;
RESOLVED, That the Mayor and City Clerk be authorized to sign the 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 all necessary actions to implement this resolution.