Title
Resolution to Approve Amendment No. 2 to the Contract with Hubbell, Roth & Clark, Inc. for the Lift Station Replacement Project, RFP No. 18-35 ($149,455.00)
Memorandum
Your approval is requested for Amendment No. 2 to the Professional Services Agreement with Hubbell, Roth & Clark, Inc. (HRC) in the amount of $149,455.00 for construction engineering services related to the replacement of Astor and Franklin Lift Stations being performed for the City’s Wastewater Treatment Plant (WWTP).
The City operates and maintains eight lift stations, which lift sewage from lower to higher elevations as needed to allow it to flow by gravity to the City’s WWTP for treatment. An evaluation of all eight lift stations were performed during development of the 2004 WWTP Facilities Master Plan, which identified lift station deficiencies and estimated the useful remaining life of each station. As a result of this evaluation, two of the lift stations have been replaced and another has been identified for elimination. The remaining five lift stations have been in service for many years and have nearly expended their expected useful life.
On March 4, 2019, Council approved a Professional Services Agreement with HRC in the amount of $124,565.00 to design five replacement lift stations. Specifically, HRC evaluated each of the five lift stations, performed a condition assessment of the wet wells to determine if replacement or rehabilitation was necessary, identified alternatives for lift station replacements, recommended the best alternatives and designed the alternatives selected by the City for replacement of the five stations. In addition, HRC developed a detailed design bid package and an opinion of probable cost for each of the five lift stations to be replaced. Based on HRC’s evaluation, Astor and Franklin LS’s were selected as the first two stations to be replaced.
Subsequent to design, City staff requested a proposal from HRC for construction engineering services related to replacement of Astor and Franklin lift stations. WWTP staff reviewed the proposed scope of services, schedule and fee submitted by HRC and determined they are reasonable. In addition, WWTP staff is requesting a contingency of $25,000.00 to fund any additional unforeseen necessary construction engineering services as approved by the City Administrator.
The City will request HRC to submit proposals for construction engineering services for the remaining three lift stations to be replaced when those construction projects are bid in FY21 and FY22.
HRC received Non-Discrimination Compliance approval and Living Wage Compliance on October 21, 2019, and March 25, 2019, respectively.
Budget/Fiscal Impact: Funds to finance the work to be performed under this contract are included in the approved Sewage Disposal Fund Capital Budget.
Amendment No. 1 in the amount of $7,238.00 was authorized and funded through the contingency on the original agreement amount of $124,565.00, making the total authorized spending to be $131,803.00 for the design engineering.
Amendment No. 2 is requesting an additional $149,455.00, making to total contract amount not-to-exceed amount $281,258.00. In addition, a contingency of $25,000.00 is being requested to finance unforeseen conditions during the construction of the Astor and Franklin Lift Stations.
Staff
Prepared by: Christopher J. Englert, P.E., WWT Services Engineer, WWTSU
Reviewed by: Craig Hupy, Public Services Area Administrator
Approved by: Howard S. Lazarus, City Administrator
Body
Whereas, The City operates and maintains eight lift stations, which lift sewage from lower to higher elevations as needed to allow it to flow by gravity to the City’s Wastewater Treatment Plant (WWTP) for treatment;
Whereas, Based on an evaluation of these stations during 2004, two lift stations were replaced and one was identified for elimination, while the remaining five lift stations have been in service for many years and have nearly expended their expected useful life;
Whereas, On March 4, 2019, Council approved a Professional Services Agreement with Hubbell, Roth & Clark, Inc. (HRC) in the amount of $124,565.00 to perform the work described in RFP No. 18-35, which included an evaluation of the five lift stations, condition assessment of the wet wells to determine if replacement or rehabilitation was necessary, identification of the recommended alternatives and design of the alternatives selected by the City for replacing the five lift stations;
Whereas, Based on HRC’s evaluation, Astor and Franklin Lift Stations were selected as the first two stations to be replaced;
Whereas, As stated in RFP 18-35, HRC submitted a proposal in the amount of $149,445.00 to provide construction engineering services for the replacement of Astor and Franklin Lift Stations, which WWTP staff determined to be reasonable;
Whereas, HRC complies with the requirements of the City’s Non-Discrimination and Living Wage ordinances; and
Whereas, Sufficient funds for the work to be performed under this contract are included in the approved Sewage Disposal Fund Capital Budget.
RESOLVED, That Council approve Amendment No. 2 to the Professional Services Agreement with HRC in the amount of $149,455.00 for construction engineering services related to the replacement of the Astor and Franklin Lift Stations;
RESOLVED, That Council approve a contingency of $25,000.00 to fund any additional unforeseen necessary construction engineering services as approved by the City Administrator, to be funded with the remainder of the contingency previously approved with the Professional Services Agreement with HRC in the amount of $17,762.00 plus an additional $7,238.00;
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.