Title
Resolution to Approve a Professional Services Agreement with NTH Consultants, Ltd. to Design the Access Bridge Replacement Project at the Wastewater Treatment Plant, RFP No. 21-17 ($290,172.00)
Memorandum
Your approval is requested for a Professional Services Agreement with NTH Consultants, Ltd. (NTH) in the amount of $290,172.00 for professional engineering services to design the Access Bridge Replacement Project at the City’s Wastewater Treatment Plant (WWTP).
The City’s WWTP is located in Ann Arbor Township and operates 24 hours per day, seven days per week. Access to the WWTP is provided by a roadway leading from Old Dixboro Road to the plant entrance that includes a bridge spanning the Huron River. The WWTP access bridge is 85 years old and the bi-annual bridge inspection performed in 2020 identified the bridge to be in fair condition and in need of replacement.
The current road and access bridge are located along a 650-foot by 75-foot easement east of Old Dixboro Road. A new bridge must be located on property south of the existing bridge and will require realignment of a portion of the access road. Property along the south side of the access road is privately owned and City staff has begun discussions with the property owner to obtain an easement needed for construction of the project. The final easement agreement will be based upon the design engineer’s preliminary project study, approved preliminary plans, recommendations and property needs for the new access road and bridge.
There are several site conditions that add complexity to the design and construction of this project. An artesian aquifer is known to exist within the vicinity and management of this groundwater condition will be critical. Work will be required in wetland areas and structures may need to be placed in the Huron River to support the new bridge similar to the existing one. In addition, the existing bridge must remain in service while the new bridge is constructed as it provides the sole access to the WWTP for staff, delivery of materials and contracted service providers.
Through RFP No. 21-17, WWTP staff solicited proposals for professional engineering services to plan and design a replacement access bridge to the WWTP. WWTP and City Engineering staff evaluated proposals submitted by five 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. 21-17. The top four firms were selected to be interviewed and their fee proposals were opened prior to the interviews. The remaining firm was neither interviewed nor their fee proposal opened. The ranking of the top four firms following interviews with City staff and their associated fee proposal are as follows:
• NTH Consultants, Ltd. $290,172.00
• OHM Advisors, Inc. $523,131.00
• Mannik & Smith Group, Inc. $399,602.00
• HDR Michigan, Inc. $872,412.00
NTH submitted a detailed scope of services and exhibited knowledge and understanding of the complexities of this project. City staff reviewed NTH’s proposed scope of services, schedule and fees and determined that they are reasonable.
As part of this project, NTH will identify three alternatives for replacing the WWTP access bridge and prepare engineering design and contract documents for the selected alternative. NTH will also prepare an opinion of probable cost for the option selected by the City.
WWTP staff is requesting your approval of a Professional Services Agreement with NTH in the amount of $290,172.00 and a contingency in the amount of $58,000.00 to fund additional necessary services as approved by the City Administrator. Due to the complexities stated above concerning subsurface artesian conditions, staff is requesting a larger than typical contingency.
NTH complies with the City’s Conflict of Interest, Non-Discrimination, and Living Wage ordinances.
Budget/Fiscal Impact: Funds for this project are available in the Sewage Disposal System Capital Budget.
Staff
Prepared by: Christopher J. Englert, P.E., WWT Services Engineer
Reviewed by: Craig Hupy, Public Services Area Administrator
Approved by: John Fournier, Assistant City Administrator
Body
Whereas, The roadway that provides access to the City’s Wastewater Treatment Plant (WWTP) includes a bridge spanning the Huron River;
Whereas, The WWTP access bridge is 85 years old and the bi-annual bridge inspection performed in 2020 identified the bridge to be in fair condition and in need of replacement;
Whereas, Through RFP No. 21-17, WWTP staff solicited proposals for professional engineering services to identify alternatives and design a replacement access bridge to the WWTP and five engineering firms submitted a proposal;
Whereas, WWTP and City Engineering staff interviewed four firms and determined that NTH Consultants, Ltd. (NTH) is the best qualified engineering firm to provide the professional services requested in RFP No. 21-17 and NTH’s proposed fee of $290,172.00 is reasonable to perform this work;
Whereas, WWTP staff request that Council approve a contingency of $58,000.00 to fund additional necessary services approved by the City Administrator;
Whereas, NTH complies with the requirements of the City’s Conflict of Interest, Non-Discrimination, and Living Wage ordinances; and
Whereas, Funds for this project are available in the Sewage Disposal System Capital Budget;
RESOLVED, That Council approve a Professional Services Agreement with NTH in the amount of $290,172.00 to provide professional engineering services to design the WWTP Access Bridge Replacement Project as requested in RFP No. 21-17;
RESOLVED, That Council approve a contingency of $58,000.00 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 1.150-2 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 City Administrator be authorized to take all necessary actions to implement this resolution.