Title
Resolution to Approve Amendment No. 3 to the Professional Services Agreement with Hubbell, Roth & Clark, Inc. for the Lift Station Replacement Project, RFP No. 18-35 ($141,666.00 Amendment, $422,924.00 contract total)
Memorandum
Your approval is requested for Amendment No. 3 to the Professional Services Agreement with Hubbell, Roth & Clark, Inc. (HRC) in the amount of $141,666.00 for construction engineering services related to the replacement of Sequoia No. 1 and Sequoia No. 2 Sewage Lift Stations (LS) being performed for the City’s Wastewater Treatment Plant (WWTP).
The City operates and maintains eight LS, 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 LS was performed during development of the 2004 WWTP Facilities Master Plan, which identified LS deficiencies and estimated the useful remaining life of each station. Two of the LS were replaced prior to 2015 and one LS, South Boulevard, is scheduled to be eliminated in FY 23.
On March 4, 2019, Council approved a Professional Services Agreement with HRC to perform the work described in RFP No. 18-35 to evaluate each of the five remaining LS for $124,565.00. Amendment No. 1 was authorized for $7,238.00 using the contingency on the original agreement bringing total design costs to $131,803.00. HRC performed a condition assessment of the wet wells to determine if replacement or rehabilitation was necessary, identified alternatives for LS replacements, recommended the best alternatives and designed the alternatives selected by the City for replacement of the five LS’s. In addition, HRC developed a detailed design bid package and an opinion of probable cost for each of the five LS to be replaced. Based on HRC’s evaluation, Astor and Franklin LS were selected as the first two stations to be replaced and were replaced in FY21. On March 16, 2020, Council approved Amendment No. 2 to the Professional Services Agreement with HRC in the amount of $149,455.00 to perform the construction engineering services for replacement of Astor and Franklin LS.
Sequoia No. 1 and Sequoia No. 2 LS were selected as the next stations to be replaced. The remaining LS, Arbor Landings, is to be replaced in FY23 as scheduled in the City of Ann Arbor Capital Improvements Plan. As stated in RFP 18-35, City staff requested a proposal from HRC for construction engineering services related to replacement of Sequoia No. 1 and Sequoia No. 2 LS. WWTP staff reviewed the proposed scope of services, schedule and fee submitted by HRC and determined they are reasonable. This project will require more construction engineering services than typical due to several complexities, including the presence of a 60-inch diameter storm sewer that runs through the site and the close proximity of Sequoia Boulevard to the south. For these reasons, HRC’s proposed level of effort is warranted to protect existing City assets, provide safe working conditions, and protect public safety.
WWTP staff is requesting your approval of Amendment No. 3 to the Professional Services Agreement with HRC in the amount of $141,666.00 and a contingency in the amount of $24,000.00 to fund additional necessary services as approved by the City Administrator. Due to the project complexities stated above and the unknown subsurface conditions, staff is requesting a larger than typical contingency.
HRC complies with the City’s Conflict of Interest, Non-Discrimination, and Living Wage ordinances.
Budget/Fiscal Impact: Funds to finance the work to be performed under this contract are included in the approved Sewage Disposal Fund Capital Budget.
Staff
Prepared by: Christopher J. Englert, P.E., WWT Services Engineer, WWTSU
Reviewed by: Craig Hupy, Public Services Area Administrator
Approved by: John Fournier, Assistant City Administrator
Body
Whereas, The City operates and maintains eight lift station (LS), 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 in the 2004 WWTP Facilities Master Plan, LS deficiencies and remaining useful life of each station were estimated;
Whereas, Two of the LS were replaced prior to 2015 and one LS, South Boulevard, is scheduled to be eliminated in FY 23;
Whereas, On March 4, 2019, Council approved a Professional Services Agreement with Hubbell, Roth & Clark, Inc. (HRC) to perform the work described in RFP No. 18-35, which included an evaluation of the five remaining LS’s, 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 LS;
Whereas, On March 16, 2020, Council approved Amendment No. 2 to the Professional Services Agreement with HRC in the amount of $149,455.00 to perform the construction engineering services for replacement of the Astor and Franklin LS’s;
Whereas, Based on HRC’s evaluation, Sequoia No. 1 and Sequoia No 2 LS were selected as the next two stations to be replaced;
Whereas, As stated in RFP 18-35, HRC submitted a proposal in the amount of $141,666.00 to provide construction engineering services for the replacement of Sequoia No. 1 and Sequoia No. 2 LS, which WWTP staff determined to be reasonable;
Whereas, HRC complies with the requirements of the City’s Conflict of Interest, 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. 3 to the Professional Services Agreement with HRC in the amount of $141,666.00 for construction engineering services related to the replacement of the Sequoia No. 1 and Sequoia No. 2 LS;
RESOLVED, That Council approve a contingency of $24,000.00 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;
RESOLVED, That the City makes the following declaration for the purposes of complying with the reimbursement rules of Treasury Regulations 1.15-2 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 City Administrator be authorized to take all necessary actions to implement this resolution.