Title
A RESOLUTION AUTHORIZING THE CITY MANAGER TO ENTER INTO A PROFESSIONAL SERVICES CONTRACT WITH EUTHENICS INC. FOR THE DESIGN OF THE SR 303 SAFETY IMPROVEMENTS PROJECT (PID 117269).
Brief Description: The purpose of this request for proposal (RFP) was to solicit proposals from ODOT, pre-qualified professional design, engineering and surveying consultants (Consultant) for the analysis, engineering, and design of the SR 303 Safety Improvement Project (PID 117269) and other miscellaneous design items as described in the formal Request for Proposals (RFP).
Body
Legislative History
None.
Purpose & Explanation
In January 2022, the Ohio Department of Transportation (ODOT) finalized the Formal Safety Study of the roadway and pedestrian corridor along W. Streetsboro Street (SR 303) between Boston Mills Road and SR 91 that reviewed various roadway, sidewalk and signal improvements along the corridor.
The study’s final recommendation was to review, design and construct a specific set of improvements to improve pedestrian and bicycle safety between Boston Mills Road and Atterbury Boulevard including converting the existing 4-lane section from Boston Mills Road to Atterbury Boulevard to 3-lanes including turn lanes, restriping the existing 3-lane section from Library Street to Main Street (SR 91), consolidate driveways/restrict turns to simplify operations, upgrade/update curb ramps and pedestrian countdown timers at signalized intersections and remove sight distance obstructions. See SR 303 Safety Improvements Map attached.
The ODOT study identified that the design cost of the improvements was $53,900 and construction of these improvement was estimated at $269,100 for a total project cost of $323,000.
In May, 2022, ODOT informed the City that it was awarding a safety grant to the City, to help pay for the design and construction of the project in the amount of $278,000. Construction of the project is scheduled for 2025 and the City is responsible for project costs above the grant.
In February 2023, the City sent out a Request for Proposal to seven (7) ODOT pre-qualified civil engineering consulting firms for the design of the improvements. The proposals were due on February 23, 2023. The City received one (1) formal proposal for the Project from Euthenics Inc.
Euthenics Inc. design costs were higher than the ODOT study estimated. During the negotiations with the consultant on the cost of the design, Euthenics' identified that the ODOT Safety Study’s construction cost estimate did not accurately reflect current bid costs and did not include the design and construction costs associated with required traffic signal improvements from which the ODOT design costs were based upon. Staff was able to reduce the consulting services by performing some of the work in-house and the final design proposal cost is $127,724.77.
Based upon the consultant’s experience, and thorough understanding of the project requirements, City staff is recommending proceeding with awarding the design contract to Euthenics Inc.
These consulting services include any needed preparation of engineering plans, environmental permitting, public meetings, Council meeting, exhibits, utility and outside agency coordination, project specifications, cost estimates and other miscellaneous services described within this RFP with the intention to bid this project for construction as early as the Spring, 2024. The consultants will provide the Request for Information (RFI) during the bid process, and consulting during the shop drawing review. The City will pay for any permit fees and property purchases as a separate purchase order, as needed.
As with other consulting proposals, staff is requesting a 5% contingency to handle any unforeseen issues that may arise during the design and investigation work on this project. The total requested fee, including the 5% contingency = $134,111.01.
For any considerations above this requested amount the City staff would return to the City Council for approval.
In early June, City staff requested addition funding from ODOT to help offset the increased City cost based upon the original studies underestimated construction and design costs and ODOT has agreed to an increase of $52,000, up to a total of $330,000 in grant funding.
Legal Authority for Proposed Legislation
Pursuant to Charter Section 6.04:
Competitively bid and advertised for three consecutive weeks; bid tab attached: [Yes/No/NA])
Joint or Cooperative Purchase Program
X Professional Services
Other [provide explanation]
Fiscal Impact
X Currently Budgeted (430 fund - $75,000)
X Supplemental Appropriation Required (Account 430, $59,111.01)
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 award and enter into a contract with Euthenics, Inc. for the SR 303 Safety Improvement Project in the amount not to exceed $134,111.01.
Submitted by,
Thomas J. Sheridan, City Manager
Bradley S. Kosco, PE, PS, City Engineer