Title
Resolution to Approve a Professional Services Agreement with Arcadis of Michigan, LLC for the Source Water Master Plan - RFP No. 22-61 ($242,420.00)
Memorandum
This memorandum and resolution requests approval of a Professional Services Agreement for the Source Water Master Plan with Arcadis of Michigan, LLC, in an amount not to exceed $242,420.00.
To ensure that the City of Ann Arbor continues to provide the highest-quality drinking waters for the community, a Source Water Assessment is routinely completed. The assessment must include an analysis for all sources of public drinking water that will (1) define source-water areas, (2) list potential contaminant sites and contaminants of concern, (3) determine raw water susceptibility to contamination, and (4) develop a prioritized action plan for source water protection activities over the next five years. Through this effort, the City’s Surface Water Intake Protection Plan (SWIPP) and Wellhead Protection Plan (WHPP) will both be updated and submitted to EGLE to meet regulatory requirements and to ensure the City is taking the best actions to maintain high quality drinking water.
The assessment process for these source-waters includes reviewing water quality monitoring records and identifying potential contaminant sources. Assessments include local data on land-use, potential contamination sources (sewer outfalls, leaking storage tanks, air deposition, etc.), information from local water plant personnel (intake construction and location, influent quality, effects of weather, pond currents, etc.), and centralized State and Federal data resources (census data, permitted discharges, etc.).
This project continues and advances local source-water protection initiatives that will protect drinking water and improve watershed protection. The proposed agreement between Arcadis of Michigan, LLC and the City of Ann Arbor includes all the required professional services to perform this study.
More recently, there have been multiple threats to the City’s drinking water, including upstream illegal discharges and a general overarching concern about climate change and how that may impact the source water. This project expands the scope of concern to protect the source water from a local area to a watershed-wide approach. The consultant team brings in national climate experts, in addition to local climate experts and scientists that will be invited to be a part of the project’s Technical Advisory Committee.
An element of the Public Engagement for this project will be the continued introduction and integration of the City’s “Ann Arbor Water” rebranding campaign. The City has been working to re-brand its water units to unite efforts of drinking water treatment and distribution, water resources recovery, and stormwater management under a “One Water” holistic water management approach, with brand rollout underway in Fall 2022.
The City issued a Request for Proposals (RFP) No. 22-61 for professional services to complete a Source Water Master Plan. Arcadis, Inc. was selected from two prospective consultant teams that responded to RFP No. 22-61. A selection committee comprised of City staff and external partner organizations reviewed the proposals. Both consultant teams were selected for follow-up presentations and interviews. The selection criteria were as follow: 30% - Proposed Work Plan; 40% - Professional Qualifications; 20% - Past Involvement in Similar Projects; 10% Fee Proposal. As such, this selection of the consultant was not solely based on cost.
• Original Bid price for Arcadis: $271,318.00
• negotiations were made to streamline the proposed work plan, thus reducing the cost
• proposal and interview score: 92.3/100
• Original Bid Price for TetraTech: $174,000.00
• proposal and interview score: 75.7/100
The committee selected Arcadis of Michigan, LLC for this study based on their project knowledge, previous project expertise, and competitive fee schedule as well as their exceptional proposed work plans for addressing climate change, incorporating the “One Water” approach, and transitioning from a local to a watershed-wide approach.
Arcadis of Michigan, LLC complies with the Conflict of Interest, Living Wage and Non-discrimination ordinances.
Budget/Fiscal Impact: Funding is available in the approved FY23 Water Supply System Operation and Maintenance Budget and proposed FY24 Water Supply System Operation and Maintenance Budget. A request to make the funding multi-year will allow funds not used in FY23 to be used in future fiscal years to complete the contract.
Sustainability Framework: The proposed work completed under this project furthers the Sustainable Systems, Clean Air and Water, and Healthy Ecosystems goals of the City’s Sustainability Framework.
Staff
Prepared by: Jennifer Lawson, Water Quality Manager
Reviewed by: Brian Steglitz, PE, Interim Public Services Area Administrator
Approved by: Milton Dohoney Jr., City Administrator
Body
Whereas, Professional consulting services are needed for the Source Water Master Plan to ensure that the City of Ann Arbor continues to provide the highest-quality drinking waters for the community;
Whereas, The City issued a Request for Proposal (RFP No. 22-61) for professional engineering services for the Source Water Master Plan;
Whereas, Of the two (2) proposals received, Arcadis of Michigan, LLC was approved based on their professional qualifications, past experience, work plan, and fee proposal;
Whereas, Funding is available in the approved FY23 and the proposed FY24 Water Supply System Fund Operating and Maintenance Budget and General Fund Balance, if approved; and
Whereas, Arcadis of Michigan, LLC complies with the City’s Conflict of Interest, Living Wage and Non-discrimination ordinances;
RESOLVED, That City Council approve a Professional Services Agreement with Arcadis of Michigan, LLC in the amount of $242,420.00 for completion of the Source Water Master Plan;
RESOLVED, That a contingency in the amount of $10,000.00 is approved to finance change orders to the professional services agreement with Arcadis of Michigan, LLC to be approved by the City Administrator;
RESOLVED, That the funds be available for the life of the project without regard to fiscal year until the Professional Service Agreement ends;
RESOLVED, That the Mayor and City Clerk are authorized and directed to execute the agreement 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 administrative actions to implement this resolution.