Title
A RESOLUTION AUTHORIZING THE CITY MANAGER TO ENTER INTO A PROFESSIONAL SERVICES CONTRACT WITH QUALITY CONTROL INSPECTION, INC. FOR CONSTRUCTION ADMINISTRATION SUPPORT SERVICES FOR THE ADAPTIVE SIGNAL PROJECT (PID 116924); AND DECLARING AN EMERGENCY.
Brief Description: The project consists of the furnishing and construction of an adaptive traffic signal system at sixteen (16) signalized intersections along SR 91 and SR 303. 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
22-99 - Enter into LPA Agreement - 8/16/2022
23-174 - Permission to Bid and Enter into a Contract - 12/19/2023
24-54 - Award Construction Contract to Perram Electric - 5/7/2024
Purpose & Explanation
The Adaptive Signal Project consists of the furnishing and construction of an adaptive traffic signal system at sixteen (16) signalized intersections along SR 91 and SR 303. The project is being partially funded via an ODOT Federal Congestion Mitigation/Air Quality (CMAQ) grant in an amount up to $2,664,480.
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 split 80%-ODOT / 20%-City.
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 shop drawing review, pre-construction meeting, 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 project required materials testing (concrete) testing and analysis.
City staff followed the ODOT requirements for requesting letters of interest from pre-qualified construction management and inspection consultants. The City received letters of interest from three (3) ODOT pre-qualified construction management consultants. A team of three staff members (Brad Kosco, David Rapp and Jonathon Szalay) ranked each of the consultants and selected two consultants to be interviewed. Based upon interviews, staff selected Quality Control Inspection, Inc. as the consultant with the best qualifications. Staff then negotiated the fee for the work in the amount of $177,251.56 as shown on the attached spreadsheet.
As with other professional services contracts we are requesting a 10% contingency in the amount of $17,725.16 to handle any minor changes or additional construction administration and inspection services that may be required during construction. The total contract cost is $194,976.72. ($177,251.56 + $17,725.16 ). For considerations in excess to this amount, staff will return to the City Council for any additional funds necessary.
The fee is being partially funded via the CMAQ funds noted above using a funding split of $155,981.37 (80% CMAQ) + $38,995.34 (20% City). Note that ODOT will direct pay for their portion of the funding.
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)
Supplemental Appropriation Required
Appropriation Not Required
Does this legislation require use of an emergency clause?
X Yes - To allow supplies to be ordered and shop drawings to be reviewed.
No
Recommendation
Suggested Action
Staff recommends that City Council approve this authorization for the City Manager or his designee to enter into an agreement with Quality Control Inspection, Inc. for construction administration and inspection of the Adaptive Signal Project in the amount of $194,976.72.
Submitted by,
Thomas J. Sheridan, City Manager
Bradley S. Kosco, P.E., P.S., City Engineer