Title
GLWA-CS-239
Good Sewer Metering Practice Analysis & Support Services
Body
Agenda of: April 25, 2018
Item No.: 2018-696
Amount: $4,034,843.34
TO: The Honorable
Board of Directors
Great Lakes Water Authority
FROM: Sue F. McCormick
Chief Executive Officer
Great Lakes Water Authority
DATE: April 6, 2018
RE: Contract No.: GLWA-CS-239
Good Sewer Metering Practice Analysis & Support Services
Vendor: CDM Smith Michigan, Inc.
MOTION
Upon recommendation of Suzanne Coffey, Chief Planning Officer, Interim Chief Operating Officer - Wastewater, the Board of Directors (Board) of the Great Lakes Water Authority (GLWA), authorizes the Chief Executive Officer (CEO) to enter into Contract No. GLWA-CS-239 “Good Sewer Metering Practice Analysis & Support Services” with CDM Smith of Michigan LLC, at a cost not to exceed $2,420,906.00 for a duration of three years with two optional one-year extensions at $806,968.67 per year for a total of $4,034,843.34 and authorizes the CEO to take such other action as may be necessary to accomplish the intent of this vote.
BACKGROUND
The contract GLWA-CS-239 "Good Sewer Metering Practice Analysis & Support Services" replaces the contract CS-1543 "Greater Detroit Regional Sewer System (GDRSS) Good Metering Practice Analysis & Support". The project historically has included support services such as sewage collection system modeling and meter data analysis. The initial project in 1989 established the Flow Metering Task Force (FMTF) which was a technical committee that brought together the member communities to review sewer meter data and come to an agreement on the flows generated by each member. This resulted in reduction of the number of disputes concerning the technical basis for sewer charges.
The FMTF has evolved into the Wastewater Analytics Task Force (WATF) Program and, as the name indicates, took on an expanded work scope of customer engagement to include a broad variety of sewage collection system initiatives and analytics. The WATF Program currently consists of four core elements: metering and dye testing; analysis related to updating sewer shares (GLWA’s method of wastewater cost allocation); collection system initiatives and Water Resources Recovery Facility related initiatives. This contract’s scope is aligned with the current WATF program. Additionally, it includes tasks for meter verification/maintenance support, WATF participation/program management support, GDRSS data analysis/operations support, and engineering services.
JUSTIFICATION
This contract is necessary to ensure that the GLWA sewage metering system is collecting accurate data and functioning well. High quality sewage flow data and analyses are critical to the establishment of sewer shares, which is the method by which GLWA’s wastewater charges are allocated among members. This is an area of the organization where the specialized skills of a qualified consultant are necessary to augment internal staff. This contract gives GLWA the flexibility to bring on additional specialized resources when necessary for special analytical projects. An addition to the originally advertised scope was made in the form of an allowance to analyze data from temporary meters that are planned to be placed in what is called the “D+” area. The D+ area encompasses areas of Detroit, Hamtramck and Highland Park where direct sewage metering is not complete. In this area, meter subtractions are used to determine flow contributions. The temporary metering effort that is proposed was developed in conjunction with members to increase the confidence of flows in this area in preparation for the next sewer shares update. A series of flow metering alternatives were considered and the preferred alternative was selected on March 2, 2018. Because the selected alternative was unknown at the time of the advertisement of this solicitation, it was not included initially. An amount of $200,000 in the initial three years of the contract was added as an allowance specifically for the D+ metering analysis.
FINANCIAL PLAN IMPACT
Summary: Sufficient funds are provided in the financial plan for this project.
Funding Source: Operations & Maintenance Budget
Cost Center: Systems Analytics and Meter Operations
(Centralized Service Cost Center 886401)
Expense Type: Contractual Operating Services (5910-886401.000-617900-WS7900)
Estimated Cost by Year and Related Estimating Variance: See table below.
|
Fiscal Year |
Amount |
|
FY 2018 Budget |
$216,700.00 |
|
FY 2019 Plan |
800,000.00 |
|
FY 2020 Plan |
816,000.00 |
|
FY 2021 Plan |
832,300.00 |
|
FY 2022 Plan |
849,000.00 |
|
FY 2023 Plan |
721,600.00 |
|
Financial Plan Estimate |
$4,235,600.00 |
|
Maximum Contract |
4,034,843.34 |
|
Positive Estimating Variance |
$ 200,756.66 |
SAVINGS, COST OPTIMIZATION, AND REVENUE ENHANCEMENT IMPACT
Supports customer relations, sewer share updates and high quality sewer metering and analysis.
COMMITTEE REVIEW
This item was presented to the Operations and Resources Committee at its meeting on April 11, 2018. 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.