Title
A RESOLUTION AUTHORIZING THE CITY MANAGER TO ENTER INTO A PROFESSIONAL SERVICES CONTRACT WITH QCI GROUP FOR CONSTRUCTION ADMINISTRATION SUPPORT SERVICES FOR THE STATE ROUTE 91 NORTH TURN LANE PROJECT (PID 93822); AND DECLARING AN EMERGENCY.
Brief Description: The project will include roadway improvements along SR 91 from Brandywine Drive to Middleton Road. Staff is requesting permission to hire a professional construction management firm to provide supporting services for the construction management and inspection needs for the project.
Body
Legislative History
20-12 - Permission to Advertise and Award; 2/4/2020
19-36, 19-37, 19-43, 19-44, 19-59, 19-60, 19-67, 19-68, 19-69, 19-77, 19-78, 19-94, 19-99, 19-100, 19-101, 19-114, 19-120, 19-121, 19-144, 19-176, 20-3 - Authorize various sale and purchase and temporary easements
18-85 - Addendum to ms consultant agreement
18-58 - Authorization to Enter into Contract with OR Colan
18-57 - Authorization to Enter into Contract with Bowman Appraisal
17-7 - Final Design Contract
16-0067 - Discussion regarding cost estimates and recommendations
15-13 - Authorization to Enter into a Contract with ms consultants for the First Phase of Engineering Design
14-113 - Authorization to Amend LPA Agreement and Funding Commitment with ODOT
12-135 - Authorization for City to enter into LPA Agreement with ODOT
11-111 - Authorization to apply for STP Funds through AMATS
Purpose & Explanation
The project limits are along SR 91 between Brandywine Drive and Middleton Road. The project includes the addition of left turn lanes at Valley View Road, Herrick Park Drive & Hines Hill Road, resurfacing, installation of an eight-foot sidewalk on the east side of the road, and bike lanes on both sides of the road, crosswalk enhancements, storm system improvements and lighting upgrades. The City of Akron is participating in the project with the construction of a new 16” water main between Herrick Park Drive and Middleton Road.
Bids will be opened on May 12, 2020. Construction is scheduled to begin in June with a duration of approximately 13-15 months (two construction seasons).
Due to anticipated, on-going, city project construction management and inspection requirements, city staff anticipated not having availability to cover the full-time inspection and construction administration for the two season duration of the SR 91 North Turn Lane project as required per ODOT. Because of the anticipated construction management and inspection needs, City staff requested and evaluated professional consultant proposals for the project as outlined below. The cost for full time construction administration and inspection for the project will be 100% funded by the City and was originally estimated and budgeted at $450,000.
Since the project is partially funded with federal grants, the construction administration must follow all federal and state requirements. Personnel performing this work must be either ODOT pre-qualified, or have enough experience as approved by ODOT. The full construction administration services required include preconstruction plan review and meetings, progress meetings, daily field engineering/inspection/quantity tracking, materials inspection/management, project documentation, schedule tracking, contractor payment reviews, claims reviews, communications, prevailing wage compliance, equal employment (EEO) and disadvantaged business enterprise (DBE) interviews and documentation, project finalization and soil/aggregate testing and analysis.
Due to recent the Covid-19 pandemic, and Council’s directives to postpone a number of capital improvement projects including the N. Oviatt Street Waterline Project, Adaptive Signals Improvement and Norfolk Southern RR Culvert along Morse Road, engineering has determined that in-house staff will be available to provide the required construction inspection and some of the administration services for the project. Staff is still requesting supporting consultant services for general project management and backup inspection for the following items: consultant management support to ensure that all ODOT standards and funding requirements are in compliance, ODOT required material testing/analysis, electrical inspection, preconstruction services and as-needed, backup inspection needs (overtime, nighttime work, etc.).
City staff selected nine (9) ODOT pre-qualified construction management consultants to submit a technical proposal and a separate, sealed fee proposal, for the full construction management and inspection services. A total of four (4) of the consultants submitted proposals. A team of three staff members (Brad Kosco, Nate Wonsick and Thom Sheridan) ranked each of the consultants and selected the top three (3) consultant’s technical proposals. City staff then opened those top three consultant’s sealed fee proposals and selected the consultant with the lowest hourly rates to perform the construction management and inspection services. The consultant with the best technical proposal and lowest hourly fees is QCI Group. The hourly costs for the other two consultants can be found on the attached spreadsheet.
Due to the availability of engineering staff, a reduced scope and fee was negotiated with QCI Group. This reduced scope for consulting supporting services is recommended, as it will ensure that all ODOT/federal requirements are still met and reduces the cost of the project by utilizing existing staff resources where applicable. Staff has established that the total estimated fee for both the 2020 and 2021 construction seasons is $279,706.40 (2020 estimated cost= $102,426.66, 2021 estimated cost = $177,279.74). QCI’s fee summary is provided on the attached spreadsheet.
As with other professional services contracts we are requesting a 5% contingency in the amount of $13,985.32 to handle any minor changes or additional construction administration and inspection services that may be required during construction. The total contract cost is $293,691.72 ($279,706.40 + $13,985.32). 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 for the construction administration and inspection of similar projects. ODOT noted that the hourly rates and services 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
X Currently Budgeted (430 Fund - $450,000)
Supplemental Appropriation Required
Appropriation Not Required
Does this legislation require use of an emergency clause?
X Yes - Construction is scheduled to begin in June 2020.
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 QCI Group for construction administration and inspection of the SR 91 N Turn Lane Improvement Project in the amount of $293,691.72. 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, meet ODOT’s required bid schedule and provide enough time for consultant pre-construction plan review and preparation ahead of the project bid.
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