Title
A RESOLUTION AUTHORIZING THE CITY MANAGER TO ENTER INTO A PROFESSIONAL SERVICES CONTRACT WITH GAI CONSULTANTS, INC. FOR THE DESIGN OF THE SR 303 SIDEWALK IMPROVEMENT PROJECT FROM HUDSON CROSSING TO NICHOLSON DRIVE.
Brief Description: The purpose of this request for proposal (RFP) was to solicit proposals from professional design, engineering and surveying consultants (Consultant) for the analysis, engineering, and design of a 5-ft. pedestrian sidewalk along SR 303 from Hudson Crossing Parkway to Nicholson Drive, to include storm design, traffic signage, pedestrian signals, street lighting, pavement striping, and other miscellaneous design items as described in the formal Request for Proposals (RFP).
Body
Legislative History
None.
Purpose & Explanation
In August 2023, the City sent out the RFP to seven (7) ODOT qualified civil engineering consulting firms. The proposals were due on August 9, 2023. The City received four (4) formal proposals for the Project as listed below:
GAI Consultants Inc. $154,430.72
CVE $203,958
MS Consultants $253,826.00
EDG $256,907.03
Euthenics - Did Not Submit
Thrasher Engineering - Did Not Submit
GPD - Did Not Submit
Following the review of the proposals and an interview with the consultants as to their ability to do the required work, along with their ODOT experience and understanding of the RFP, the City staff is recommending GAI Consultants Inc. to perform the design of the SR 303 Sidewalk from Hudson Crossing Parkway to Nicholson Drive. These consulting services include any needed survey, geotechnical analysis, preparation of preliminary engineering plans, multiple public meetings, Council meetings, 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, wetland delineation, FEMA floodplain coordination, property acquisition mapping and descriptions, and consulting during the shop drawing review. The City will pay for any permit fees and property purchase as a separate purchase order, as needed.
As with other consulting proposals, staff is requesting a 10% contingency to handle any unforeseen issues that may arise during the design and investigation work on this project. The total requested fee, including the 10% contingency = $169,873.79
For any considerations above this requested amount the City staff would return to City Council for approval.
Staff reviewed the current Sidewalk Connectivity Budget and identified that the design fee for the Hines Hill Road and Valley View Road project came in $104,049 under budget and recommends using a portion of these funds to offset the cost for the consulting fee with GAI Consultants.
Construction of the project is scheduled for 2024.
Legal Authority for Proposed Legislation
Pursuant to Charter Section 6.04:
Competitively bid and advertised for three consecutive weeks
Joint or Cooperative Purchase Program
X Professional Services
Other
Fiscal Impact
X Currently Budgeted (430 fund - $111,740.00 + Hines Hill/Valley View funds remaining $58,133.79)
Supplemental Appropriation Required
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 professional services contract with GAI Consultants Inc. for the design of the SR 303 Sidewalk Project.
Submitted by,
Thomas J. Sheridan, City Manager
Bradley S. Kosco, PE, PS, City Engineer