Title
Contract No. 2103347
2023 Task Order Engineering Services
O&M
Body
Agenda of: November 17, 2022
Item No.: 2022-502
Amount: $10,000,000.00
TO: The Honorable
Board of Directors
Great Lakes Water Authority
FROM: Suzanne R. Coffey, P.E.
Chief Executive Officer
Great Lakes Water Authority
DATE: October 28, 2022
RE: Contract No. 2103347
2023 Task Order Engineering Services
Vendors: Arcadis of Michigan LLC
Brown and Caldwell LLC
Burns & McDonnell Michigan, Inc.
Hazen and Sawyer
HDR Michigan, Inc.
HNTB Michigan, Inc.
Hubbell, Roth & Clark, Inc.
Stantec Consulting Michigan Inc.
Wade Trim Associates
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 Contract No. 2103347, “2023 Task Order Engineering Services” with Arcadis of Michigan LLC, Brown and Caldwell LLC, Burns & McDonnell Michigan, Inc., Hazen and Sawyer, HDR Michigan, Inc., HNTB Michigan, Inc., Hubbell, Roth & Clark, Inc., Stantec Consulting Michigan Inc., and Wade Trim Associates, at a cost not to exceed $10,000,000.00 for a duration of three (3) years; and authorizes the CEO to take such other action as may be necessary to accomplish the intent of this vote.
BACKGROUND
The 2020 Task Order Engineering Services Contract (TOES) has handled twenty-seven (27) task orders since the inception of the contract. These task orders included six (6) emergency task orders, and twenty-one (21) regular task orders. The emergency tasks included design for emergency repairs to the Conner Creek Dike which was nearing failure due to high river elevations and would have resulted in catastrophic flooding, emergency design services to address a fire restoration that occurred in incineration at the Water Resource Recovery Facility (WRRF) and several others that were highly critical to sustaining the facility operations or meeting organizational needs in rapid response. Use of TOES in the emergent conditions allowed GLWA to have engineering support on-site and to work towards a resolution to ensure continuity of operations and meeting critical needs for emergent tasks. The regular bid, 20+ task orders ranged in scope from design of improvements for CIP or O&M projects, to developing engineering and Computer-Aided Design (CAD) standards, to production of GLWA educational material and specialty services to support operational needs. For example, a WRRF building was underutilized and through TOES a design is being worked on to repurpose this GLWA asset to benefit GLWA Logistics and Material for storing and staging items to sustain maintenance and repairs of our facility.
Overall, over $7 million in tasks, ranging from $49,000 to $664,000 individually, have been awarded since the contract inception with another $2.6 million in the planning stages. To date, five (5) tasks have been completed and closed out, three (3) are substantially completed, and the remainder are in various stages of project progress. Each of the original six (6) vendors participated in various opportunities to bid tasks. Three (3) of the original six (6) vendors have a combined 21 tasks between them, with the other three (3) vendors sharing the remaining six (6).
Services provided under TOES are various engineering disciplines including but are not limited to, individually or in combination, water/wastewater process, site/civil, structural, geotechnical, electrical, instrumentation and controls, 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 (BIM), hydraulic modeling/evaluation, laser scanning, virtual tours, structural evaluations, construction administration/construction engineering (CA/CE), limited scope design, inspections, testing, topographic/ALTA surveys, construction staking, easement/land acquisition, reliability centered maintenance (RCM) assessment, reliability centered design (RCD), failure mode effect analysis (FMEA), root cause analyses/studies, soil boring/analyses, pavement design, document scanning/organization and expert witness. Each task will be competitively bid by a minimum of three (3) out of the nine (9) 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 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 PO 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 proposals and advertised it in March of 2022. This 2022 version of the Task Order Engineering Services Contract will streamline the procurement of relatively small purchase orders for engineering services. This contract stands to meet organization needs in a timely and efficient manner in line with the Board’s request to improve project inception and completion cycles.
Twelve (12) proposals were received, and we have determined nine (9) contractors are qualified to perform work under TOES and propose to award an opportunity to participate in the TOES to these nine (9) respondents. This stands to increase opportunities for businesses in our region, which is also a goal of the Board. 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 Operations & Maintenance teams who rely on quick turnarounds for contracted services to perform consulting services for GLWA. The TOES Contract is intended to work along-side 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.
BUDGET IMPACT
Summary: This proposed contract will be available for Water & Wastewater Groups, Field Services, Systems Operations Control and Facility Operations engineering services. The use of this contract will be controlled by consistent application of current requisition and approval practices; individual engineering projects requested being reviewed against available budget within each cost center. With these controls in place this contract is within the financial plan.
Funding Source (depending on task):
Operations and Maintenance (O&M) budget for both Water (5910) and Wastewater (5960)
Improvement & Extension (I&E) budget for both Water (5506) and Wastewater (5404)
Capital Improvement Plan (CIP) budget for both Water (5519) and Wastewater (5419)
Cost Centers (depending on task): Different Groups 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, Systems Operations Control and Facility Operations, will be responsible for controlling their expenditures within their respective budgets.
Expense Types (depending on task):
Contractual Operating Services (617900)
Contractual Professional Services (617903)
Contractual Engineering Services (617950).
Estimated Cost by Year and Related Estimating 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 this procurement, specific budget values are not specified at this time. An internal budgeted funds approval process is in place for alignment with the financial plan before a project task order is initiated.
The table below demonstrates the funding of awarded tasks under the current TOES contract from February 2020 through October 2022 out of a total $30,000,000 approved under Contract No. 1900318.
Funding Source Amount Percentage
O&M Tasks $3,629,272.07 50.0%
I&E Tasks $1,229,118.88 16.9%
CIP Tasks $2,394,289.44 33.1%
Total Awarded
Tasks $7,252,680.39 100.0%
COMMITTEE REVIEW
This item was presented to the Operations and Resources Committee at its meeting on November 9, 2022. The Operations and Resources Committee unanimously recommended that the GLWA Board adopt the resolution as presented.
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.