Title
A RESOLUTION AUTHORIZING THE CITY MANAGER TO ENTER INTO A CONTRACT WITH GREENMAN-PEDERSEN, INC. (“GPI, INC.”) FOR CONSTRUCTION ADMINISTRATION AND INSPECTION SERVICES FOR THE VETERANS TRAIL, PHASE 3 PROJECT (PID 97856); AND DECLARING AN EMERGENCY.
Brief Description: The project will include the installation of a multi-use path between Veterans Way Park and Barlow Road. In order to provide the required, full-time inspection and construction administration for the project, staff is requesting permission to hire a professional construction management firm to provide these services. Since the project includes federal funding, an Ohio Department of Transportation (ODOT) prequalified construction management firm is required to provide full-time construction administration and inspection for the project.
Body
Legislative History
14-145 - Authorized City to Enter into LPA Agreement with ODOT; passed 12/3/2014
17-6 - Authorized Contract with Michael Baker for Design Services; passed 1/17/2017
18-76 - Authorized Addendum with Michael Baker for Add’l Consulting Services; passed 6/5/2018
19-19 - Authorized the city manager to advertise for bids and enter into a contract for the Veterans Trail Phase 3 Project (PID 97856); passed 2/19/2019
19-35 - Authorized the city manager or her designee to enter into a mitigation agreement with the stream + wetlands foundation for the Veterans Trail Phase 3 Project (PID 97856); passed 3/5/2019
Purpose & Explanation
The project will include the installation of a 10-foot-wide multi-use asphalt path and on-road path between Veterans Way Park and Barlow Road. Bids were opened for the construction of the project on October 16th. Construction is scheduled to begin at the end this year with a duration of approximately 7 months.
Due to upcoming construction administration and inspection requirements, city staff will not have availability to cover the full-time inspection and construction administration for the duration of the project as required per ODOT. Since the project includes federal funding, an ODOT prequalified construction management firm is necessary to provide full-time construction administration and inspection for the project.
Due to the federal funding for the project, the ODOT selection process for the hiring of a Construction Management firm is required to be Qualification Based. This selection process is the approved method of consultant selection by the Ohio Department of Transportation (ODOT) when State and/or Federal funds are allocated for a project. To be eligible for the federal funds, the City must follow the ODOT approved process for consultant selection. A request for letters of interest for construction administration and inspection services for this project was publicly advertised and the City received ten (10) construction management firms that submitted letters of interest including:
1.) GPD Group 6.) OHM Advisors
2.) Quality Control Inspection, Inc. 7.) CTL
3.) DLZ 8.) JMT
4.) Greenman-Pederson, Inc. 9.) W.E. Quicksall
5.) H.R. Gray 10.) The Thrasher Group, Inc.
After a thorough review of the various consultant’s submittals, a review team made up of three staff members (Bradley Kosco, Nate Wonsick and Trent Wash) ranked each of the consultants based on their letter of interest.
Following evaluation of the rankings, the review team selected Greenman-Pederson, Inc., and asked them to submit a fee proposal to the City. The City Engineering Department has reviewed and negotiated with GPI their fee proposal for a base fee of $167,978. With the addition of a 5% contingency of $8,400, the total budget required for the construction administration, documentation, and inspection of this project is $176,378.
As with other professional services contracts we are requesting the above contingency to handle any minor changes or additional construction administration and inspection services that may be required during construction. For considerations in excess to this amount, staff will return to the City Council for any additional funds necessary.
Since the City is responsible for 100% of the construction administration and inspection of this project, the City spoke with ODOT regarding the typical fees (hourly rates and total cost) for the construction administration and inspection of similar projects. ODOT reviewed the cost proposal and determined the costs were in line with other projects of this magnitude.
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
Currently Budgeted
X Supplemental Appropriation Required (205 Fund - $176,378)
Appropriation Not Required
Does this legislation require use of an emergency clause?
X Yes - Construction is scheduled to begin at the end of this year.
No
Recommendation
Suggested Action
Staff recommends that City Council approve this authorization for the City Manager or her designee to enter into an agreement with Greenman-Pederson, Inc. for construction administration and inspection of the Veterans Trail Phase 3 project in the amount of $176,378. City staff is also requesting that an emergency clause be added to the legislation in order to protect the welfare and safety of the public.
Submitted by,
Jane Howington, City Manager
Thomas J. Sheridan, P.E., P.S., Assistant City Manager - Professional Services
Bradley S. Kosco, P.E., P.S., City Engineer
Nate Wonsick, P.E., Assistant City Engineer