Title
Resolution to Approve a Professional Services Agreement with Resource Recycling Systems, Inc. for the Drop Off Station Project Design ($255,490.00)
Memorandum
Your approval is requested to authorize a Professional Services Agreement with Resource Recycling Systems, Inc, (RRS) in the amount of $255,490.00 for site design and construction oversight for a new regional Drop-Off Station (DOS).
The current DOS is built on the City’s closed landfill, which has caused the building to settle and become structurally unstable. The facility must be demolished, and a new DOS built in a different location. The City, working with Washtenaw County and Recycle Ann Arbor, applied for, and was awarded an $850,000.00 grant from the Michigan Department of Environment, Great Lakes, and Energy (EGLE) for design and construction of a DOS. RRS has been selected to be the design consultant for the project. Acceptance of this grant and approval of a grant agreement is covered in a separate Council resolution.
The DOS promotes a circular economy by providing an outlet for residents to manage unwanted materials by diverting, reusing, and recycling to a higher and best use. The new DOS will have increased access and diversion services and serve communities throughout Washtenaw County. The work is supported by regional municipalities, institutions, and Washtenaw County.
In our partnership with Washtenaw County on this project, RRS has completed significant related work on this project since 2008; therefore, has institutional knowledge of the project that makes the firm best positioned complete the work within the timeline. Specifically, RRS has completed previous planning documents related to a new DOS, including a 2008 preliminary site plan detailing the location, features, and potential uses of a new DOS in relation to the approved Swift Run Service Center Planned Unit Development RZ 04-1 with Pittsfield Township, and a 2017 Waste Diversion Site Feasibility Study. RRS will complete preliminary and conceptual engineering design including conducting public engagement, a site survey and assessment, final site plan and construction documents, bid documents, and potentially construction management.
The project is expected to be complete in June 2023 but is dependent upon site plan approval, construction bid specifics and other factors. The actual construction work contract will be part of a future resolution.
Resource Recycling Systems, Inc. complies with the City’s Non-Discrimination and Living Wage ordinances.
Budget/Fiscal Impact: The total cost of the design contract is up to $281,039.00, which includes $180,490.00 for design, $75,000.00 for optional construction management and $25,549.00 contingency. The EGLE grant will reimburse for a portion of these design costs.
The total DOS project (MF-SW-06-03) estimate of $4,426,900.00 is included in the approved Capital Improvements Plan. This amount exceeds the $4,000,000.00 currently budgeted in the Solid Waste Fund FY23 Capital Budget. If necessary, an appropriation from Solid Waste Fund Balance will be requested with the future construction contract resolution.
Staff
Prepared by: Molly Maciejewski, Public Works Manager
Reviewed by: Brian Steglitz, Interim Public Services Area Administrator
Approved by: Milton Dohoney Jr., City Administrator
Resolution
Whereas, The City’s Drop Off Station (DOS) supports the establishment and growth of a local circular economy and gives residents a way to manage unwanted materials by diverting, reusing and recycling materials to a higher and best use;
Whereas, The current DOS is structurally unstable and must be relocated and rebuilt;
Whereas, City staff worked with Washtenaw County and Recycle Ann Arbor to secure an EGLE infrastructure grant to develop a new comprehensive, regional DOS;
Whereas, Resource Recovery Systems, Inc. (RRS) is uniquely qualified for the DOS project design because of their extensive knowledge and experience of the project;
Whereas, Funding for this contract is available in the approved Solid Waste Fund Capital Budget; and
Whereas, RRS complies with the City’s Non-Discrimination and Living Wage ordinances;
RESOLVED, That City Council approve a Professional Services Agreement with Resource Recovery Systems, Inc. (RRS) in the amount of $255,490.00 for the Drop Off Station Project design;
RESOLVED, That City Council approve a ten percent (10%) contingency in the amount of $25,549.00 within the budget for this project and that the City Administrator be authorized to approve change orders to the Professional Services Agreement not to exceed that amount in order to satisfactorily complete this project;
RESOLVED, That the funding be available without regard to fiscal year until project completion;
RESOLVED, That the Mayor and City Clerk be authorized and directed to execute said contract after approval as to form by the City Attorney and approval as to substance by the City Administrator; and
RESOLVED, That the City Administrator be authorized to take the necessary actions to implement this resolution.