Title
A RESOLUTION AUTHORIZING THE CITY MANAGER TO ENTER INTO A CONTRACT FOR PROFESSIONAL SERVICES WITH EUTHENICS, INC. FOR AN ALIGNMENT STUDY FOR THE BOSTON MILLS ROAD TRAIL PROJECT.
Brief Description: Council previously authorized a contract with DLZ to perform an alignment study for the Boston Mills Road Trail Project. Due to a clerical error with DLZ’s cost proposal, they would not execute the contract and chose to increase their fee. Since DLZ’s increased fee was now the second highest fee received, City staff contacted the consultant with the second lowest fee for an interview. Based on this interview and their proposal staff unanimously changed the selection to Euthenics, Inc.
Body
Legislative History
19-167 - Authorized Professional Services Contract with DLZ - 11/19/2019
Purpose & Explanation
In September 2019, Engineering staff requested and reviewed proposals for the Boston Mills Road Trail Alignment Study. Staff recommended DLZ for the study due to the best consultant with the lowest cost. Prior to entering into the agreement with DLZ, DLZ realized a clerical error which increased their fee. Since DLZ was now the second highest fee, City staff contacted the consultant with the lowest base fee for an interview. Based on this interview and their proposal, staff unanimously changed the selection to Euthenics, Inc. The Boston Mills Road Trail Project alignment study will evaluate various alignments and the potential grading, utility impacts, private property impacts, bridge type analysis for the waterway crossings, and develop cost estimates for use for the development of the future, final design for the project.
The Boston Mills Road Trail Project alignment study will evaluate various alignments and the potential grading, utility impacts, private property impacts, bridge type analysis for the waterway crossings, and develop cost estimates for use for the development of the future, final design for the project.
The study will evaluate two (2) proposed trail sections. The first section of trail to be analyzed is from the Omni by the Lake office complex, over Lake Forest (Brandywine Creek) to Lake Forest Drive. The analysis of this section will be used to determine the best location for this trail which will then be advanced to final design. The construction of this section of trail is scheduled for 2021.
The second trail section to be analyzed with the study is along Lake Forest Drive to Atterbury Boulevard. The analysis of this segment will be used for future capital improvement planning and budgeting.
City staff initially selected six (6) consultants to submit a proposal for an alignment study for the Boston Mills Road Trail project based upon previous experience with trail design. A total of four (4) of the consultants submitted proposals. Costs for consultants were received as noted below.
Alignment Study Proposal Base Fees:
Euthenics, Inc. = $60,552.33
Environmental Design Group fee = $69,818.85
DLZ fee = $72,363 (revised fee due to error on original proposal)
GPD Group fee = $ 98,674
LJB, Inc. (did not submit proposal)
Michael Baker (did not submit proposal)
During the course of the interview process with Euthenics, City staff added items to the scope of work not identified in the original RFP as follows:
1. Added one additional public meeting and eliminated one of the progress meetings.
2. Added an Alternate Phase 1 Trail Route, adjacent to the edge of the lake at Lake Forest, on City property to be included in the alignment study.
3. Added a cost to include an environmental resource professional to walk the trail route and provide initial assessment of any wetlands, streams or other potential environmental impacts within the study area.
4. The original project scope included additional segments 2B thru 2D, along Boston Mills Road to Stratford Road to be evaluated. Per discussion at the August 18, Workshop, the scope was reduced to only evaluate Phases 1 and 2A
A revised fee of $ 54,987.07 was negotiated with Euthenics, Inc. reflecting the revised scope as noted in item 4 above. As with other professional service contracts, we are requesting a 10% contingency to handle any minor changes in the scope of services. For this contract the 10% amount would be $5,499 for a total budget amount of $60,486. For any considerations above this requested amount, the City staff would return to the City Council. Due to the COVID 19 pandemic, staff delayed introducing the amendment to the original contract.
The final design fee will be determined upon completion of the alignment study. Staff will return to Council for approval of the final design fee upon completion of the alignment study.
Legal Authority for Proposed Legislation
Pursuant to Charter Section 6.04:
Competitively bid and advertised for two consecutive weeks
Joint or Cooperative Purchase Program
X Professional Services
Other
Fiscal Impact
X Currently Budgeted (205, Parks Fund - $150,000)
Supplemental Appropriation Required
Appropriation Not Required.
Does this legislation require use of an emergency clause?
Yes
X No
Recommendation
Suggested Action
Staff recommends that City Council approve this Resolution authorizing the City Manager to enter into a contract with Euthenics, Inc. for the alignment study for the Boston Mills Road Trail Project in the amount of $60,486.
Submitted by,
Jane Howington, City Manager
Thomas J. Sheridan, PE, PS, Assistant City Manager - Professional Services
Bradley S. Kosco, PE, PS, City Engineer
Nate Wonsick, PE, Assistant City Engineer