Title
Requisition No. REQ-0002688
2025 Task Order Engineering Services
O&M
Body
Agenda of: August 27, 2025
Item No.: 2025-256
Amount: $15,000,000.00
TO: The Honorable
Board of Directors
Great Lakes Water Authority
FROM: Suzanne R. Coffey, P.E.
Chief Executive Officer
Great Lakes Water Authority
DATE: August 4, 2025
RE: Requisition No. REQ-0002688
2025 Task Order Engineering Services
Vendors: AECOM Great Lakes, Inc.
Arcadis of Michigan LLC
Brown and Caldwell, LLC
Burns & McDonnell Michigan, Inc.
HDR Michigan, Inc.
Hubbell, Roth & Clark, Inc.
Jacobs
MOTT MACDONALD
Osborn Engineering
Stantec Consulting Michigan Inc.
Wade Trim Associates
WSP Michigan Inc.
Status: New Contract/PO
MOTION
Upon recommendation of Navid Mehram, Chief Operating Officer - Wastewater Operating Services, the Board of Directors (Board) of the Great Lakes Water Authority (GLWA), authorizes the Chief Executive Officer (CEO) to enter into Requisition No. REQ-0002688, “2025 Task Order Engineering Services” with various vendors, at a cost not to exceed $15,000,000.00 for a duration of three (3) years and two (2) one-year (1) renewal options; and authorizes the CEO to take such other action as may be necessary to accomplish the intent of this vote.
BACKGROUND
Since 2020, the use of Task Order Engineering Services (TOES) in various emergent conditions has allowed GLWA to have engineering support on-site and to work towards a resolution to ensure continuity of operations and meet critical needs for emergent tasks. Task orders have ranged in scope from design of improvements for Capital Improvement Planning or Operations and Maintenance (O&M) projects, to developing engineering and computer-aided design (CAD) standards, to production of GLWA educational materials and specialty services to support operational needs. The usage of this 2025 Contract will follow suit with previous Contracts executed since 2020.
More specifically, services provided under TOES encompass various engineering disciplines, including but not limited to, individually or in combination, Water/Wastewater process, site/civil, structural, geotechnical, electrical, instrumentation and controls, Heating, Ventilation, and Air Conditioning (HVAC)/mechanical, fire protection, architectural, plumbing, surveying, and asset management. These disciplines may perform various services, including, but not limited to, individually or in combination, study phase, CAD, 3-D modeling/building information modeling, hydraulic modeling/evaluation, laser scanning, virtual tours, structural evaluations, construction administration/construction engineering, limited scope design, inspections, testing, topographic/ American Land Title Association surveys, construction staking, easement/land acquisition, reliability centered maintenance assessment, reliability centered design, failure mode effect analysis, root cause analyses/studies, soil boring/analyses, pavement design, document scanning/organization and expert witness.
Each task will be competitively bid on by a minimum of three out of the 12 selected vendors. The selected vendors will compete with an understanding of the scope, approach, schedule, and budget elements being considered for responsiveness to the task. Each task will follow an initiation that routes it through the GLWA’s established procedures for proper oversight, budgeting, and execution.
Once a task is awarded, a notice to proceed will be issued to a vendor authorizing a task and identifying the task value against the vendor’s purchase order issued to them during the contract award phase.
JUSTIFICATION
In our commitment to frequently bid and provide opportunities to the vendor community to continue the success of the original TOES Contract and to increase the number of Contractors able to provide pre-qualified engineering services to GLWA, GLWA prepared a request for proposal and advertised it in March of 2025. This 2025 version of the TOES Contract will streamline the procurement of relatively small purchase orders for engineering services. This Contract stands to meet organizational needs in a timely and efficient manner in line with the Board of Director’s request to improve project inception and completion cycles.
A total of 12 proposals were received, and it was determined that all 12 Contractors are qualified to perform work under the TOES, and it is proposed to award an opportunity to participate in the TOES to these 12 respondents. This stands to increase opportunities for businesses in our region, which is also a goal of the Board of Directors. This TOES Contract has been evaluated by GLWA Legal and Procurement Teams and will meet GLWA procurement policies while simultaneously improving the level of service to the GLWA O&M Team, who rely on quick turnarounds for contracted services to perform consulting services for GLWA.
The TOES Contract is intended to work alongside the Job Order Contracts for delivering quick solutions and quick fixes to GLWA assets on smaller sized projects. Consulting service procurements are essential to continue meeting current demand or regulatory requirements by fast-tracking designs or other consulting service projects aimed at improving GLWA infrastructure. By reducing many consulting service-related procurements and routing them through the TOES Contract, the Procurement, Legal, and Risk Management Teams at GLWA can continue to focus more on procuring large capital improvement design and construction projects needed for GLWA.
FINANCIAL PLAN IMPACT
Summary: The proposed contract will be made available for water and wastewater Engineering, Field Services, Systems Control Operations, and Facility Operations for engineering services. The use of this contract will be controlled by the consistent application of current requisition and approval practices; individual engineering projects requested being reviewed against the available budget within each cost center. With these controls in place this contract is within the financial plan.
Funding Source (dependent on task):
Operations and Maintenance Budget (5960 and 5910)
Improvement and Extension Budget (5404 and 5506)
Capital Improvement Plan Budget (5421 and 5519)
Cost Center (dependent on task): Different areas will have this contract available for their use. As noted above, each group will continue to utilize the current requisition process for budget control. These groups, including Water Operations, Wastewater Operations, Field Services, Systems Control Operations, and Facility Operations, will be responsible for controlling their expenditures with their respective budgets.
Expense Type (dependent on task): Contractual Operating Services
Contractual Professional Services
Capital Outlay over $5,000
Construction: Contractual Engineering Service
Estimated Cost by Year and Related Forecast Variance: As noted above, the services provided under this proposed contract may be used by various groups and funded through various sources. Due to the nature of these projects, specific budget values are not specified in the development of the budgets.
The table below shows the funding of awarded tasks under the current TOES contract through June 2025.
Funding Source Amount Percentage
O&M Tasks $5,956,229.34 59.9%
I&E Tasks $578,478.50 5.8%
CIP Tasks $3,407,305.07 34.3%
Total Awarded Tasks $9,942,012.91 100.0%
COMMITTEE REVIEW
This item was presented to the Operations and Resources Committee at its meeting on August 13, 2025.
SHARED SERVICES IMPACT
The proposed procurement of this item may, depending on the task, be used at facilities covered by a shared services agreement between GLWA and DWSD.