Title
Contract No. 2103206
Emergency Replacement of Effluent Valves at Seven Mile and Puritan Fenkell
Vendor: Lakeshore Global, Inc.
Body
Agenda of: July 27, 2022
Item No.: 2022-280
Amount: $1,280,000.00
TO: The Honorable
Board of Directors
Great Lakes Water Authority
FROM: Suzanne R. Coffey, P.E.
Chief Executive Officer
Great Lakes Water Authority
DATE: July 1, 2022
RE: Contract No. 2103206
Emergency Replacement of Effluent Valves at Seven Mile and Puritan Fenkell
Vendor: Lakeshore Global, Inc.
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. 2103206, “Emergency Replacement of Effluent Valves at Seven Mile and Puritan Fenkell” with Lakeshore Global, Inc., at a cost not to exceed $1,280,000.00 for a duration of 330 days; and authorizes the CEO to take such other action as may be necessary to accomplish the intent of this vote.
BACKGROUND
The Great Lakes Water Authority operates nine combined sewer overflow (CSO) facilities. These facilities play a critical role in GLWA compliance with its NPDES permit requirements for adequate treatment from CSO outfalls and for protection of the system. The CSO facilities in many instances rely upon the hydraulic grade line (water level) in the facility to discharge into the river. During dry weather, the river water level is higher than the water level inside of the CSO facility. To manage this relationship between facility water level and river water level, a series of gates or valves exists to hold the river back during dry weather and allow CSO discharge into the river during wet weather. It is important when levels in the CSO facilities are higher than the river during wet weather for these gates/valves to be opened to allow relief of the collection system and to avoid potential basement backups.
The discharge valves for Seven Mile and Puritan Fenkell are situated close to the Rouge Riverbanks and during extreme wet weather events the valve vaults can become flooded making the valve actuators inside of them become electronically inoperable. Additionally, during extreme wet weather, if the river levels are high, access for manual operation may not be possible. While this has not caused basement backups to date, GLWA has determined that this presents a risk for potential basement backups when GLWA cannot reliably or safely operate the valves to relieve the collection system tributary to the Puritan Fenkell and Seven Mile CSO Facilities. These valve actuators were damaged during the June 2021 rain event and were subsequently repaired; however, the risk of vault flooding remains, and the actuators will be subject to being rendered inoperable again in the future. Lastly, manual operation of these gates presents a safety risk to our team members having to travel outside and attempting to operate the gate close to the riverbank while it is storming, windy, and other issues that typically occur during wet-weather events.
JUSTIFICATION
This project was identified as critical to ensure proper protection to the collection system and a design was completed to convert the actuators to a submersible configuration that can be operated regardless of the water level of the river and are also able to be continuously submerged for extended time periods without damage to the valve or the actuator. This level of operation is required to protect the system and avoid potential risk to the collection system.
This project was originally bid out competitively through GLWA’s Job Order Contract, but the lowest responsible bid came back at $1,280,000.00.
Given the importance of this project and its role in protecting the collection system, bidding this out again through our standard procurement process would result in a significant delay , as opposed to getting this very important work going and resolved. Therefore, the decision was made to escalate the level of urgency for this project to ensure the quickest resolution.
FINANCIAL PLAN IMPACT
Summary: The proposed emergency contract was not anticipated during the development of the FY 2023 the financial plan and budget. Therefore, there are insufficient funds budgeted at the two subject CSO facilities. A review of the project indicated that different aspects of the project would require funding by two separate sources. Due to the emergent nature of the project, budget amendments are anticipated. For Operations and Maintenance costs, funds will first be used from other repairs & maintenance budgets, then if needed, from the Unallocated Reserve. Similarly, for Improvement and Extension costs, funds will first be drawn from other projects in the overall Capital Outlay budget for wastewater, then if needed, from the Use of Reserves.
Funding Source: Operations and Maintenance Fund (O&M - 5960)
Improvement and Extension Fund (I&E - 5404)
Cost Centers: Puritan Fenkell CSO facility (892271)
Seven Mile CSO facility (892272)
Expense Types: Repairs & Maintenance - Equipment (622300)
Repairs & Maintenance - Facilities (622400)
Capital Outlay (901100)
Estimated Cost by Year and Related Estimating Variance:
Fiscal Year O&M Amount I&E Amount
FY 2023 Budget $222,700.00 $240,500.00
Maximum Proposed Contract $396,308.00 $883,692.00
Variance (positive/(negative)) ($173,608.00) ($643,192.00)
COMMITTEE REVIEW
This item was presented to the Operations and Resources Committee at its meeting on July 13, 2022. 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.