Title
Resolution to Approve Amendment No. 1 to the Contract with Hubbell, Roth & Clark, Inc. for the Wastewater Treatment Plant Headworks Improvement Project, RFP No. 19-12 ($291,668.00, Total Contract Amount $769,088.53)
Memorandum
Your approval is requested for Amendment No. 1 to the Professional Services Agreement with Hubbell, Roth & Clark, Inc. (HRC) in the amount of $291,668.00 for additional engineering services related to the Headworks Improvement Project at the City’s Wastewater Treatment Plant (WWTP). The additional services are for design of an odor control system for the Screen and Grit Building.
The WWTP headworks systems provide initial treatment to remove debris (screenings) and grit from the water as the first stage of treatment, which prevents damage to downstream equipment and systems. The existing systems require more frequent repair and rebuilding and are reaching the end of their useful life. Through RFP No. 19-12, HRC was selected to provide engineering design services to replace the headworks systems. On December 16, 2019, Council approved a Professional Services Agreement with HRC in the amount of $477,420.53 to design the WWTP Headworks Improvement Project (Resolution R-19-564).
HRC has reviewed existing WWTP information, characterized influent wastewater for grit, analyzed the existing headworks hydraulic conditions, proposed alternatives for screening and grit system replacement and is preparing a detailed basis of design and bid package for construction of the project.
Although odor control for the Screen and Grit Building was not included in the original scope of this project, it is in the City’s best interests to incorporate it now. An odor study for the Ann Arbor WWTP area was performed in 2018 and 2019 by HDR, Michigan, Inc. (HDR) to address ongoing nuisance odor complaints from WWTP neighbors. The odor study included review and evaluation of available data for the WWTP and surrounding area, sample collection and analysis of air samples from potential odor sources, assessment of the effectiveness of the WWTP’s existing odor control systems, air dispersion modeling to assess how odors may migrate within the study area based on geographical and climatic conditions and an objective assessment of where odors are likely to exist at nuisance levels.
HDR identified two areas at the WWTP that potentially cause offsite nuisance odors under certain meteorological circumstances. These locations include the Screen and Grit Building and the sludge loadout area. Odors from the sludge loadout area occur during landfill disposal operations, which is from December through April typically. Installation of odor control for the sludge loadout area is included in the City’s Capital Improvement Plan (CIP) beginning in FY 26/27.
There are several reasons why it is in the City’s best interests to address odor control for the Screen and Grit Building as part of the Headworks Improvements Project. The Screen and Grit Building operates continuously throughout the year and is considered a high priority for odor control. Additionally, a new residential development of apartments and condominiums just across the Huron River adjacent to the WWTP headworks is being populated currently. HRC is addressing structural, electrical and architectural design elements in this building and addition of the odor control system can be readily incorporated with other building improvements rather than try to retrofit them after the Headworks Improvement Project is constructed. By designing and constructing the odor control system as part of this project rather than as a separate project, the City will save on construction costs as well as engineering support services during construction. This approach will also save time and allow for an odor control system to be placed into services several years earlier compared to issuing this work as a separate project.
WWTP staff asked HRC to submit a proposal for designing an odor control system for the Screen and Grit Building using the odor control technology recommended by HDR. Staff reviewed HRC’s proposal and team qualifications and determined that HRC is well qualified to provide the requested design services and their proposed design fee is reasonable.
WWTP staff is requesting your approval of a contract amendment with HRC in the amount of $291,668.00 and a contingency in the amount of $30,000.00 to fund additional necessary services as approved by the City Administrator.
HRC complies with the City’s Non-Discrimination and Living Wage ordinances.
Budget /Fiscal Impact: Funds to finance the work to be performed under this amendment are included in the approved Sewage Disposal System Capital budget (UT-SN-20-06).
Staff
Prepared by: Christopher Englert, P.E., Services Engineer, WWTSU
Reviewed by: Craig Hupy, Public Services Area Administrator
Approved by: Tom Crawford, City Administrator
Body
Whereas, On December 16, 2020, Council approved a Professional Services Agreement with Hubbell, Roth & Clark, Inc. (HRC) in the amount of $477,420.00 to perform the Wastewater Treatment Plant (WWTP) Headworks Improvement Project;
Whereas, The headworks of the City’s WWTP provides initial treatment to remove debris (screenings) and grit from the wastewater to prevent damage to downstream equipment and systems;
Whereas, To address ongoing nuisance odor complaints from WWTP neighbors, an odor study was performed in 2018 and 2019 by HDR, Michigan, Inc. (HDR), which identified two areas at the WWTP that potentially cause offsite nuisance odors, namely the Screen and Grit Building and the sludge loadout area;
Whereas, Although odor control for the Screen and Grit Building was not included in the original scope of the Headworks Improvement Project, it is in the City’s best interests to incorporate it now because the City will save on costs for construction as well as engineering support services during construction, and this approach will save time and allow for an odor control system to be placed into service several years earlier as compared to issuing this work as a separate project;
Whereas, At the request of WWTP staff, HRC submitted a proposed scope for additional services to design an odor control system for the Screen and Grit Building using the odor control technology recommended by HDR and an associated fee proposal in the amount of $291,668.00;
Whereas, WWTP staff reviewed HRC’s proposal and team qualifications and determined that HRC is well qualified to provide the requested design services and their proposed design fee is reasonable;
Whereas, WWTP staff are requesting a contingency of $30,000.00 to fund additional necessary services for the work to be performed under this amendment as approved by the City Administrator;
Whereas, HRC complies with the requirements of the City’s Non-Discrimination and Living Wage ordinances; and
Whereas, Funds to finance the work to be performed under this amendment are included in the approved Sewage Disposal System Capital budget (UT-SN-20-06);
RESOLVED, That Council approve Amendment No. 1 adding the odor control design to the Professional Service Agreement with HRC for engineering services on the Wastewater Treatment Plant Headworks Improvement Project (RFP 19-12) in the amount of $291,668.00 for a total contract amount of $769,088.53;
RESOLVED, That Council approve a contingency of $30,000.00 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.