Title
Resolution to Approve a General Services Agreement with ADS LLC d/b/a ADS Environmental Services for Sanitary Sewer Flow Metering Services ($350,000.00)
Memorandum
Attached for your review and approval is a resolution to authorize a General Services Agreement with ADS LLC d/b/a ADS Environmental Services (ADS) for sanitary sewer flow metering services for a three-year period.
Project Scope: The City issued a Request for Proposal (RFP #23-39) in July 2023 for selecting a contractor to provide flow metering services for a three-year period.
In response to RFP #23-39, three proposals were received. A review team composed of System Planning and Public Works staff evaluated the proposals and selected ADS for this work based on their proposal, professional qualifications, past experience, and their competitive fees.
Project Background: In alignment with the City’s asset management plan, the City currently has 25 flow monitoring devices deployed throughout the sanitary sewer collection system. The current maintenance contract has expired therefore the city solicited a request for proposals to select a vendor to continue with these services. Monitoring of the collection system allows the City to: evaluate system performance, capital improvement planning, identify locations of wet weather inflow and/or infiltration, and alert staff of blockages prior to sanitary sewer overflows/basement backups from occurring.
Budget/Fiscal Impact: Funding is available in the approved FY24 Systems Planning Sewage Disposal System Fund Operations and Maintenance Budget. Future contract usage is subject to the availability of funding in FY25 and beyond.
Staff
Prepared by: Troy Baughman, P.E., Project Manager
Reviewed by: Brian Steglitz, P.E., Public Services Area Administrator
Approved by: Milton Dohoney Jr., City Administrator
Body
Whereas, Sanitary sewer flow metering services are necessary for management of the City’s public sanitary sewer system;
Whereas, City published RFP #23-39 and three (3) proposals were received and publicly opened on August 15, 2023;
Whereas, Proposals were reviewed by Procurement and evaluated by City staff on the basis of professional qualifications, past involvement with similar projects, proposed work plans and fee schedule;
Whereas, Funding is available in the approved FY24 and future Systems Planning Sewage Disposal Fund Operations and Maintenance Budgets, subject to the annual appropriation of funding;
Whereas, Staff selected ADS Environmental Services as most qualified to perform the work identified in RFP #23-39;
Whereas, The term of the proposed contract with ADS Environmental Services is for three years and $350,000.00; and
Whereas, ADS Environmental Services comply with the City’s Non-Discrimination and Living Wage Ordinances;
RESOLVED, That City Council approve a three-year General Services Agreement with ADS LLC d/b/a ADS Environmental Services in an amount of $350,000.00 for Sanitary Sewer Flow Metering Services (RFP #23-39); subject to the annual appropriation of funds;
RESOLVED, That a 5% contingency of $17,500.00 be established for equipment repair/replacement parts that may be necessary to provide the services subject to City Administrator approval;
RESOLVED, That the City Administrator be authorized to extend the agreement for up to one (1) additional one-year period subject up to a 3% increase in unit prices provided both parties agree to an extension and subject to the appropriation of funds;
RESOLVED, That the Mayor and City Clerk be authorized and directed to execute said 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 the necessary actions to implement this resolution.