Title
Resolution to Approve a Professional Services Agreement with HDR Michigan, Inc. for the Barton Raw Water Main Condition Assessment Project - RFP No. 21-02 ($690,303.00)
Memorandum
This memorandum and resolution requests approval of a Professional Services Agreement (PSA) with HDR Michigan, Inc. (HDR) to provide professional services for the Barton Raw Water Main Condition Assessment Project for $690,303.00.
The Water Treatment Services Unit (WTSU) maintains two critical raw water transmission mains that supply approximately 85% of the City’s drinking water from the Huron River to the Water Treatment Plant (WTP). The first is a 24-inch diameter cast iron water main constructed in 1949 and the second is a 42-inch concrete water main constructed in 1965. In November 2017, a substantial water main break on the 24-inch raw water main resulted in a brief loss of surface water supply to the WTP and highlighted the importance of this infrastructure.
Analysis of the mains show that future failure could result in reduced capacity, or loss of surface water supply if not quickly addressed. Responding to potential issues along the raw water mains is compounded due to their remote location within the Bird Hills Nature Area. Due to their age, location, and importance to the overall water supply system, the WTSU prioritized detailed assessment of both mains to better understand the risk of future failure.
In January 2021, the City issued Request for Proposal (RFP) No. 21-02 for the Barton Raw Water Main Condition Assessment Project. The scope of the project includes professional engineering and construction services for the full condition assessment of the City’s two existing raw water mains. The Project will include internal and external pipeline assessment, construction of pipeline access, risk evaluation, engineering analysis and recommendations for future repair or replacement with budget estimates.
On February 17, 2021, the City received two (2) proposals for this work from teams led by HDR and Xylem (Pure Technologies). The firms were evaluated and scored on the following criteria:
• Professional Qualifications (20%)
• Past Involvement with Similar Projects (30%)
• Proposed Work Plan (30%)
• Fee Proposal (20%)
After initial evaluation using the scoring system outlined in the RFP, both firms were shortlisted, and the fee proposals were reviewed. After interviews of the respondents and consideration of the fee proposals, it was decided that HDR is the most qualified firm to provide these services. It is therefore recommended that City Council approve a Professional Services Agreement with HDR to perform the Barton Raw Water Main Condition Assessment Project.
The RFP for this project originally included provisions for repair and installation of air relief points along the two raw water mains. That work is estimated to cost $350,000.00 and proposed to be included in a separate project with funding through the State of Michigan Drinking Water State Revolving Fund (DWSRF). However, if the City is not successful in receiving this funding, City Staff will bring forward an amendment to this PSA including this additional work, for City Council approval.
Budget/Fiscal Impact: This project is included in the City’s Capital Improvement Plan and funds are available in the approved Water Supply System Capital Budget (UT-WS-20-19).
HDR complies with the City’s Conflict of Interest, Living Wage and Non-Discrimination Ordinances.
Staff
Prepared by: Brian Steglitz, Water Treatment Services Unit Manager
Reviewed by: Craig Hupy, Public Services Area Administrator
Approved by: Tom Crawford, City Administrator
Body
Whereas, The City maintains two critical raw water mains that supply 85% of the City’s drinking water;
Whereas, Their age, location, past break history, and critical role in the water supply system warrant a comprehensive assessment and risk review;
Whereas, The City issued Request for Proposal, RFP #21-02 for professional engineering services for the Barton Raw Water Main Condition Assessment Project;
Whereas, The project will involve internal and external condition assessment of the 24-inch and 42-inch raw water mains that convey surface water to the Water Treatment Plant;
Whereas, The City received proposals from two firms;
Whereas, Of the two proposals received, the team led by HDR Michigan, Inc. was the most qualified;
Whereas, This project is in the City’s Capital Improvement Plan and will be funded from the approved Water Supply System capital budget; and
Whereas, HDR Michigan, Inc. complies with the City’s Conflict of Interest, Living Wage and Non-Discrimination Ordinances;
RESOLVED, That City Council approve a Professional Services Agreement with HDR Michigan, Inc. in the amount of $690,303.00 for the Barton Raw Water Main Condition Assessment Project (RFP 21-02);
RESOLVED; That a contingency in the amount of $69,000.00 be approved to finance change orders to the Professional Services Agreement with HDR Michigan, Inc. to be approved by the City Administrator;
RESOLVED, That the Mayor and City Clerk be authorized and directed to execute the Professional Services Agreement after approval as to substance by the City Administrator and approval as to form by the City Attorney;
RESOLVED, That the City Administrator be authorized to take the necessary administrative actions to implement this resolution;
RESOLVED, That the City makes the following declaration for the purposes 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 expect to reimburse itself for expenditures for the costs of the Project with proceeds of Bonds; and
RESOLVED, That the funds be available for the life of the project without regard to fiscal year.