Title
Contract No. 2103225
Hubbell Southfield CSO Facility Improvements
CIP # 273001/ BCE Score: 75.7
Body
Agenda of: July 26, 2023
Item No.: 2023-253
Amount: $11,418,379.00
TO: The Honorable
Board of Directors
Great Lakes Water Authority
FROM: Suzanne R. Coffey, P.E.
Chief Executive Officer
Great Lakes Water Authority
DATE: June 29, 2023
RE: Contract No. 2103225
Hubbell Southfield CSO Facility Improvements
Vendor: 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. 2103225, “Hubbell Southfield CSO Facility Improvements” with Wade Trim Associates, at a cost not to exceed $11,418,379.00 for a duration of 2,462 days; and authorizes the CEO to take such other action as may be necessary to accomplish the intent of this vote.
BACKGROUND
GLWA operates and maintains the Hubbell-Southfield Combined Sewer Overflow (CSO) facility which provides screening and disinfection treatment for receiving combined sewer flow up to 2,200 Cubic Feet per Second (CFS) and a retention storage capacity of 22 million gallons. This facility was constructed in the late 1990s. In 2020, GLWA conducted a facilities assessment of all GLWA CSO facilities, reviewing reliability, efficiency, resiliency, operation, maintenance, and safety. The improvement opportunities for Hubbell-Southfield identified through the assessment include flushing system upgrades, site security, bar screen replacement, and upgrades to the disinfection system.
GLWA operates its facilities in accordance with its National Pollutant Discharge Elimination System (NPDES) permit which requires the facility’s storage basin to be cleaned/flushed before the next subsequent event. However, the existing basin flushing system is insufficient, requiring manual cleaning via skid steer. Manual cleaning is very time consuming and cleaning after each storm event is not always feasible. Moreover, the manual cleaning efforts pose a safety concern due to sloped and slippery floors, and poor lighting. Additionally, pushing the solids with the skid steer into the pumping channel has caused mechanical issues with the basin dewatering pumps.
In addition to the basin flushing system, the facility site requires safety upgrades, including fencing and site lighting. The bar rack screens are original to the facility and are at the end of their life with major improvements needed to ensure proper operations in the future. Lastly, the chemical disinfection system and controls do not function properly and require significant operator attention and maintenance to be compliant with our NPDES permit.
JUSTIFICATION
The operational readiness of the CSO facilities is essential for GLWA integrity and compliance with its NPDES permit. The current NPDES permit prohibits the discharge of solids or residual accumulations from the basin to surface waters and requires the settled sludge to be promptly removed and disposed of after each wet weather event. The current system’s inability to adequately flush the settled solids, exposes the facility to risk of violation and requires the use of additional sodium hypochlorite to insure adequate disinfection. The proposed flushing system improvements will eliminate the risk and allow for timely removal of solids between subsequent events.
The proposed chemical feed system improvements will incorporate automation that will optimize the chemical usage and reduce operator interaction, allowing them to focus more on the overall operation of the facility. The site improvements for fencing and lighting will improve operator safety by providing adequate lighting and security to GLWA facilities.
The services provided under this contract include preparation of engineering study, design, and construction documents; obtaining all required permits; support for construction contract bidding and negotiation; providing construction assistance/construction engineering; developing system operation and maintenance manuals; training GLWA’s operations and maintenance team members; maintaining and turning over records, and providing other services required to deliver the scope of work.
GLWA’s negotiation team spent a significant amount of time reviewing the costs and resources assigned to the project with the successful vendor. Although several line items were negotiated, a few noteworthy changes occurred. This includes the permit allowance, which was reduced from $950,000 to $75,000, shifting payment of the actual permit from engineer to construction. Also, the bid schedule included three flushing options for the vendor to provide pricing. However, the cost of providing Resident Project Representative (RPR) services during the entire construction duration remained the same despite any option chosen by GLWA. This change provided a savings opportunity through eliminating the cost of RPR for the other options.
FINANCIAL PLAN IMPACT
Summary: Sufficient funds are provided in the financial plan for this project.
Funding Source: Wastewater Construction Bond
Cost Center: Wastewater Field Engineering
Expense Type: Construction (5421-892211.000-617950-273001)
Estimated Cost by Year and Related Estimating Variance: See table below.
Fiscal Year
FY 2024 Plan $221,000.00
FY 2025 Plan 2,881,000.00
FY 2026 Plan 2,431,000.00
FY 2027 Plan 1,419,000.00
FY 2028+ Plan 4,585,000.00
Financial Plan Estimate $11,537,000.00
Proposed Contract Award 11,418,000.00
Estimating Variance 119,000.00
COMMITTEE REVIEW
This item was presented to the Operations and Resources Committee at its meeting on July 12, 2023. The Operations and Resources Committee unanimously recommended that the GLWA Board adopt the resolution as presented.
SHARED SERVICES IMPACT
This item does not impact the shared services agreement between GLWA and DWSD.