Title
Resolution to Approve Amendment No. 2 to the Contract with Hubbell, Roth & Clark, Inc. for the Headworks Improvement Project at the Wastewater Treatment Plant, RFP No. 19-12 ($831,187.00 Amendment, Contract Total $1,600,275.53)
Memorandum
Your approval is requested for Amendment No. 2 to the Professional Services Agreement with Hubbell, Roth & Clark, Inc. (HRC) in the amount of $831,187.00 for engineering services related to construction of the Headworks Improvement Project at the City’s Wastewater Treatment Plant (WWTP).
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 headworks consists of three mechanical bar screens, three screw compactors and two grit removal systems including pumps, swirl separator and grit washer. The bar screens were installed in 1989 and in 2000 and require frequent repair and rebuilding. The grit system was also installed in 2000 and has required pump replacement and rebuilding of the swirl concentrators and washers over time. The cost and frequency for maintenance of these systems have increased and parts for the screening systems are no longer available and must be custom fabricated. These systems are nearing the end of their useful life and are in need of replacement to ensure effective screenings and grit removal.
On December 16, 2019, Council approved a Professional Services Agreement with HRC in the amount of $477,420.53 to design the Headworks Improvement Project as specified in RFP No. 19-12 (Resolution R-19-564). Subsequently, an odor study in the area of the WWTP was performed by HDR Michigan, Inc. to address ongoing nuisance odor complaints from WWTP neighbors. As a result of this study, the design of an odor control system was added to HRC’s contract via Amendment No.1. On May 3, 2021, Council approved Amendment No.1 with HRC in the amount of $291,668.00 to design the odor control system (Resolution R-21-148).
RFP 19-12 also provided for requesting a proposal from HRC for support services during construction of WWTP Headworks improvement Project. HRC submitted a scope and fee for these services in the amount of $831,187.00. WWTP staff reviewed HRC’s proposal and team qualifications and determined that HRC is well qualified to provide the requested construction services and their proposed fee is reasonable.
WWTP staff is requesting your approval of Amendment No. 2 to the contract with HRC in the amount of $831,187.00 to provide engineering services related to construction of the Headworks Improvement Project and a contingency in the amount of $80,000.00 to fund any additional necessary services subject to approval by the City Administrator.
HRC complies with the City’s Non-Discrimination and Living Wage ordinances.
Budget/Fiscal Impact: Total project cost (UT-SN-20-06) is estimated at $15,100,000.00 and is included in the Sewage Disposal Capital Improvements Plan.
Staff
Prepared by: Christopher Englert, P.E., WWT Services Engineer, WWTSU
Reviewed by: Brian Steglitz, P.E., Interim Public Services Area Administrator
Approved by: Milton Dohoney Jr., Interim City Administrator
Body
Whereas, The headworks systems of the City’s WWTP provide initial treatment to remove debris (screenings) and grit from the wastewater to prevent damage to downstream equipment and systems;
Whereas, These treatment systems are nearing the end of their useful life and are in need of replacement to ensure effective screenings and grit removal;
Whereas, On December 16, 2020, Council approved a Professional Services Agreement with Hubbell, Roth & Clark, Inc. (HRC) in the amount of $477,420.53 to design the Wastewater Treatment Plant (WWTP) Headworks Improvement Project;
Whereas, On May 3, 2021, Council approved Amendment No. 1 to the Professional Services Agreement with HRC in the amount of $291,668.00 to design an odor control system for the headworks buildings based on the results of an odor study;
Whereas, Through RFP No. 19-12, WWTP staff solicited a proposal from HRC for professional engineering services during construction of the Headworks Improvement Project;
Whereas, WWTP staff reviewed HRC’s proposal and qualifications and determined that HRC is well qualified to provide the requested construction engineering services and their proposed fee is reasonable to perform this work;
Whereas, WWTP staff are requesting a contingency of $80,000.00 to fund additional necessary services 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 Sewage Disposal System Capital budget;
RESOLVED, That City Council approve Amendment No. 2 to the Professional Services Agreement with Hubbell, Roth & Clark, Inc. (RFP 19-12) in the amount of $831,187.00 for construction engineering services for the WWTP Headworks Improvement Project;
RESOLVED, That a contingency amount of $80,000.00 be established within the project budget and that the City Administrator be authorized to approve change orders to the contract to fund additional necessary services not to exceed that amount;
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 make the following declaration for the purpose 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 expects 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.