Title
Resolution Determining Woolpert, Inc. to be the Only Source Practicably Available from which to Procure Sanitary Sewer Consultation Services and Authorizing the Negotiation and Execution of a Purchase Contract with Woolpert, Inc. as a “Sole Source”
Purpose
PURPOSE/BACKGROUND:
In 2008, Woolpert was selected by the City to provide professional engineering services to assist the City in meeting its obligations under the Hampton Roads Reginal Consent Order among the State Water Control Board of the Virginia Department of Environmental Quality (“DEQ”), the City, and 13 other localities served by the Hampton Roads Sanitation District (“HRSD”). Woolpert has played a critical role assisting the City in creating and maintaining programs that will continuously enable compliance with the Consent Order.
Discussion:
The City already has invested thousands of hours and over $5 million towards the development of these programs with the ultimate goal of controlling sanitary sewer overflows (“SSOs”). Collaboration with Woolpert is resulting in the City’s reaching this goal through the identification of significant reductions in SSOs. Between FYs 2007 and 2010, an average of 22 SSOs per year occurred. For FYs 2011 through 2016, the average dropped to 13 SSOs per year. With funds provided to the separate Consent Order fund, the City is moving into the rehabilitation phase of the Consent Order, and in collaboration with HRSD, additional reductions in SSOs each year are planned. Much work remains to be accomplished in the near future, and staff believes that the consideration of changing firms at this stage would not be in the best interest of the City.
Impact:
Not Applicable
Recommendation:
Rec
Approve Resolution
Body
WHEREAS, in 2008, Woolpert, Inc. was selected by the City to provide professional engineering services to assist the City in meeting its obligations under the Hampton Roads Reginal Consent Order among the State Water Control Board of the Virginia Department of Environmental Quality (“DEQ”), the City, and 13 other localities served by the Hampton Roads Sanitation District (“HRSD”);
WHEREAS, Woolpert has played a critical role assisting the City in creating and maintaining programs that will continuously enable compliance with the Consent Order;
WHEREAS, in December 2014, the Consent Order was modified to create a hybrid regionalization approach for the development of the Regional Wet Weather Management Plan (“RWWMP”) with HRSD;
WHEREAS, transition to the revised Order was a seamless process largely due to the outstanding relationship between Woolpert and the City;
WHEREAS, Woolpert has provided numerous benefits to the City, including, but not limited to (1) being instrumental in establishing and implementing the City’s flow monitoring plan, sewer system evaluation survey plan, sanitary sewer overflow plan, and collection system rehabilitation plan to keep the City in compliance with the Consent Order; (2) representing the City in all meetings and as a regional capacity team member with HRSD and the 13 other localities and DEQ; (3) developing and maintaining the City’s Capacity Management Operations Manual; and (4) developing, maintaining, and utilizing a hydraulic model of the City’s sanitary sewer system, which determines current and future system capacity needs;
WHEREAS, currently, Woolpert is (1) working on a wastewater rate study update that will evaluate the long-term costs of compliance under the Memorandum of Understanding (“MOA”) and the Consent Order; (2) developing our RWWMP that is due July 31, 2017; and (3) assisting with the development of the Geographical Information System (“GIS”) data that is used to document all infrastructure assets, maintenance, and repair costs;
WHEREAS, over the next 12 months, Woolpert will be needed to represent Hampton’s interests in HRSD’s development of its RWWMP submittal to the EPA as required under the MOA;
WHEREAS, hiring a new consultant would require at least 6 to 9 months of training plus about $500,000 in additional cost to the City as would be reflected in the learning curve and the recreation of programs and the reporting structure;
WHEREAS, the City already has invested thousands of hours and over $5 million towards the development of these programs with the ultimate goal of controlling sanitary sewer overflows (“SSOs”);
WHEREAS, collaboration with Woolpert is resulting in the City’s reaching this goal through the identification of significant reductions in SSOs;
WHEREAS, between FYs 2007 and 2010, an average of 22 SSOs per year occurred; for FYs 2011 through 2016, the average dropped to 13 SSOs per year;
WHEREAS, with funds provided to the separate Consent Order fund, the City is moving into the rehabilitation phase of the Consent Order, and in collaboration with HRSD, additional reductions in SSOs each year are planned;
WHEREAS, much work remains to be accomplished in the near future, and staff believes that the consideration of changing firms at this stage would not be in the best interest of the City; and
WHEREAS, for the foregoing reasons and the fact that Woolpert offers fair reasonable prices for its services, City Council approves this sole source procurement.
NOW, THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF HAMPTON, VIRGINIA:
1. That a contract for procuring the services described above may be negotiated and awarded to Woolpert, Inc. as a “sole source” without competitive sealed bidding or competitive negotiation as set forth in Virginia Code Section 2.2-4303(E);
2. That the City Manager or her authorized designee is hereby authorized to negotiate and execute a purchase contract with Woolpert, Inc.; and
3. That the notice awarding the contract to Woolpert, Inc. shall be posted in a public place pursuant to Virginia Code Section 2.2-4303(E).