Title
Resolution to Approve a General Services Agreement with Carbon Activated Corporation for Carbon Replacement in Odor Control Units at the Wastewater Treatment Plant, RFP 23-01 ($119,970.00)
Memorandum
Your approval is requested for a General Services Agreement with Carbon Activated Corporation in the amount of $119,970.00 for the removal, disposal, and replacement of carbon in the Odor Control Units at the Wastewater Treatment Plant (WWTP), RFP 23-01 ($119,970.00)
The City of Ann Arbor Wastewater Treatment Plant (WWTP) has three Bay Products (now Enduro Composites) Hawk Radial Flow Odor Control Units that treat foul air in the Solids Handling Building (SHB). The air quality permit issued to the WWTP by the Michigan Department of Environmental Quality (MDEQ) requires that these units be operated and maintained according to the manufacturer’s specifications. The existing carbon is over three years old and has nearly reached its capacity to remove odors. Consequently, it needs to be replaced to ensure effective treatment of odors in the SHB and ongoing compliance with the terms of the MDEQ air quality permit.
RFP No. 23-01 was prepared seeking the services of a firm to remove, dispose of, and replace the carbon in the odor control units at the WWTP.
On January 18, 2023, the City received four proposals for this work. The RFP required each firm to submit a statement of qualifications including past involvement with similar projects, work plan, fee schedule, and resumes of personnel that they proposed were qualified and available to work on Carbon Replacement Project. WWTSU staff reviewed the proposals and determined which firms were most qualified to perform the required services. The firms were evaluated and scored on the following criteria:
• Professional Qualifications (20%)
• Past Involvement with Similar Projects (25%)
• Proposed Work Plan (30%)
• Fee Proposal (25%)
After evaluation of the proposals, it was determined that Carbon Activated Corporation provided the best proposal and best qualified project team at the lowest price.
WWTP staff is requesting your approval of a General Services Agreement with Carbon Activated Corporation in the amount of $119,970.00 for the removal, disposal, and replacement of carbon in the Odor Control Units. In addition, the internal components of the carbon units cannot be inspected until empty of carbon. WWTP staff is requesting a $10,000.00 contingency in the event that any repairs are needed after the inspection of the units before the addition of the new carbon.
Carbon Activated Corporation complies with the requirements of the City’s Non-Discrimination and Living Wage ordinances.
Budget/Fiscal Impact: Funds to finance this purchase are included in the approved FY23 WWTP Operation and Maintenance budget for the Sewage Disposal System.
Staff
Prepared by: Keith Sanders., Manager Wastewater Treatment Services Unit
Reviewed by: Brian Steglitz, P.E., Public Services Area Administrator
Approved by: Milton Dohoney Jr., City Administrator
Body
Whereas, The City’s Wastewater Treatment Plant (WWTP) requires carbon to be replaced in the three odor control units in its Solids Handling Building
Whereas, Four bidders responded to RF# 23-01 for the removal, disposal, and replacement of carbon in the three odor control units;
Whereas, After WWTP staff evaluated proposals and fees, it was determined that Carbon Activated Corporation is the best qualified firm to provide the services requested in RFP No. 23-01;
Whereas, Carbon Activated Corporation was the lowest responsible bid for this work ($119,970.00);
Whereas, WWTP staff request that Council approve a contingency of $10,000.00 to fund additional necessary services as approved by the City Administrator;
Whereas, Carbon Activated Corporation complies with the requirements of the City’s Non-Discrimination and Living Wage ordinances; and
Whereas, Funds are available in the FY 23 Sewage Disposal System Operations and Maintenance budget;
RESOLVED, That City Council approves a General Services Agreement with Carbon Activated Corporation in the amount of $119,970.00 for the carbon removal and replacement project (RFP#23-01);
RESOLVED, That a contingency of $10,000.00 be established 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; and
RESOLVED, That the City Administrator be authorized to take all necessary actions to implement this resolution.