Title
A RESOLUTION AUTHORIZING THE CITY MANAGER TO ENTER INTO A CONTRACT WITH GPD GROUP FOR PRELIMINARY ENGINEERING DESIGN AND STUDY SERVICES FOR THE STATE ROUTE 91 SOUTH SAFETY IMPROVEMENT PROJECT (PID 106445); AND DECLARING AN EMERGENCY.
Executive Summary: The existing S. Main Street roadway has had multiple rear-end and left-turn crashes between Barlow and Veterans Way over the last 3 years. The City applied to the State of Ohio for Safety Funding and the City was awarded State of Ohio Safety Funds and also Congestive Mitigation Air Quality (CMAQ) funding funds through the Akron Metropolitan Area Transportation Study (AMATS) for the installation of center turn lane, drainage, pedestrian connectivity, improved crosswalks, traffic signals, road resurfacing and widening and other miscellaneous transportation components.
Body
Legislative History
16-0123 - Discussion regarding S. Main Street Safety Study
17-105 - Affirming Submission of an Application for CMAQ Funds
Purpose & Explanation
The study and preliminary design of the South Main Street Project, with limits of the project from Barlow Road to Veterans Way will include both a study phase and preliminary design phase. The study phase of the design will include evaluation of various roadway typical sections, typical section options, utility locating, boundary and topographic surveying, and reports. The preliminary design will include geotechnical work for pavement design, storm system preliminary design, environmental and potential right-of-way impacts, typical sections/exhibits and public input meetings, including the Ohio Dept. of Transportation submittals, utility company impacts, preliminary signal and intersection designs and estimated construction costs of the various design options. (Approximately 30% plan completion in the study and preliminary design phase.)
The final plan phase would include additional surveying, geotechnical, final design of the road, design of new and relocation of utilities, pedestrian connectivity design, signal designs, maintenance of traffic plans, cost estimates, specifications and contract documents, and right-of-way plan development, if needed. (This work will encompass the remaining 70% plan completion).
Selection Process: Ohio Dept. of Transportation Qualification Based:
A request for surveying, engineering and design qualifications for this project was publicly advertised and the City received six (6) engineering design firms that submitted proposals including:
GPD Group GGJ Inc. EDG Group
AECOM Mott McDonald Arcadis
After a thorough review of the various consultant’s submittals, our review team made up of three staff members (B. Kosco, E. Hutchinson and T. Sheridan) ranked each of the consultants and subsequently interviewed the top three consultants.
Following the ranking and interviews, the review team selected GPD Group, and asked them to submit a fee proposal to the City. The selection process, or quality based selection (QBS), is the approved method of consultant selection by the Ohio Department of Transportation (ODOT) per 27 cf (a) (1) when State and/or Federal funds are allocated for a project. ODOT is the administrator of the federal funds being utilized for right-of-way and construction of this project. To be eligible for the federal funds, the City must follow the approved process for consultant selection. Over the past several months, the City Engineering Department reviewed with GPD their fee proposal and a base fee of $274,172 for this preliminary design and study portion of this project.
The major fee elements for this first phase of study and preliminary design are as follows:
Total for Preliminary Design & Study = $274,172 (Safety Funds 90% = $246,754; Local Hudson Funds 10% = $27,418)
ODOT will directly pay the consultant the $246,754. The City will need to budget $27,418 plus a design contingency of $7,582 for a total local fund of $35,000.
As with other professional services contracts we are requesting the above contingency to handle any minor changes in the scope of services that may occur during the plan development and based on this low amount we are requesting an additional 29% +/-contingency. For considerations in excess to this amount, staff will return to the City Council for any additional funds necessary.
This City is responsible for a minimum of 20% of the ODOT approved construction items within the project limits and improvements outside the project limits, and any construction overruns, are to be 100% City funded.
The City staff will return to Council after this first phase of preliminary design and study have been completed with the various options for the final design to be reviewed and approved by staff and City Council. Following this approval, staff will negotiate the final design fee with the consultant. The final design cost is estimated at an additional $700,000 to complete the project design and any right-of-way plans.
Note: All future needed temporary and permanent property acquisitions are on an individual reimbursement and are not part of this request. The City staff will review the plans and emphasis will be on staff and our consultant to minimize any right-of-way acquisitions during the design of this project.
Current Estimated Project Cost Breakdown
Grand Total Estimate Project Cost $7,500,000. (Includes 3% inflation to 2021)
Estimated Total Design Cost: $ 1,100,000
Estimated Total Construction and Right-of-Way Cost: $ 6,400,000
Project Grants (CMAQ and ODOT Safety Funding) $4,000,000
Total Hudson Local Costs for the project $3,500,000 (Note: This may be reduced as we progress with the design and seek other funding sources for this project based on the completed plans.)
Timing Considerations
The design will begin once the contract is approved by City Council. The anticipated schedule for the construction of the improvements is 2021 -22. Note: This project will be under construction following the completion of the SR 8 road improvements.
Fiscal Impact
Currently Budgeted
X Supplemental Appropriation Required ($35,000 to be included on next quarterly appropriations Ordinance)
Appropriation Not Required.
Recommendation
Suggested Action
Staff recommends that City Council approve the recommended resolution authorizing the City Manager to enter into a contract with GPD Group, Inc. for the study and preliminary design of the State Route 91 South Safety Improvement Project (PID 106445). 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, PE, PS, Assistant City Manager - Professional Services
Bradley S. Kosco, PE, PS, City Engineer