Title
A RESOLUTION AUTHORIZING THE CITY MANAGER TO ENTER INTO A PROFESSIONAL SERVICES CONTRACT WITH PETERS, TSCHANTZ & ASSOCIATES FOR THE FINAL DESIGN, BID SPECIFICATIONS AND PROJECT MANAGEMENT TASKS FOR THE DARROW ROAD STREET LIGHTING IMPROVEMENTS PROJECT; AND DECLARING AN EMERGENCY.
Executive Summary: In 2012 the Public Works Department retained the professional consulting services of Peters, Tschantz and Associates to evaluate the roadway lighting conditions on Darrow Road (from Barlow Rd. to Norton Rd.). Based on the consultant's evaluation, the Public Works Department would like to enter into a professional services contract (value $67,600) with the consultant to provide for the final design, bidding, construction, and project management of the project.
Body
Legislative History
12/19/2012 Resolution #12-164 Executive Summary: This annual Resolution allows the Public Works Department to advertise for bids, obtain competitive pricing, and recommend contract awards for those items, contracts and projects that will exceed $25,000 based on the 2013 approved budget.
Purpose & Explanation
In 2012 the Public Works Department retained the professional consulting services of Peters, Tschantz and Associates to evaluate the roadway lighting conditions on Darrow Road (from Barlow Rd. to Norton Rd.).
Following the evaluation of the study area, the consultant determined and reported that inadequate roadway lighting existed throughout the study area, with the exception of certain signalized intersections that had been upgraded in recent years. Based on this assessment, Public Works staff worked with the consultant to perform preliminary designs and cost estimates for lighting improvements on Darrow Road (from Barlow Rd. to Norton Rd.).
During the 2013 budget hearings, the Public Works Director presented an overview of the project and a two-phase construction plan. Following discussion with City Council Members and staff, the phased project remained in the 2013 approved budget.
During the 2/26/13 Council Workshop, Council members requested that the Public Works Dept. staff review the phased construction sequencing due to the poor lighting conditions on Darrow Rd. between Barlow Rd. & Terex Rd. Following the Public Works Dept. staff review, it was determined that Phase 1 would start at the Barlow Rd. & Darrow Rd. intersection and progress south to a point near Corporate Dr. Phase 2 would pick up where Phase 1 concluded, and then proceed to the Norton Rd. intersection.
Based on the consultant's evaluation, the Public Works Department would like to enter into a professional services contract (value $65,400) with Peters, Tschantz and Associates to provide for the final design, bidding, construction, and project management of the project.
The scope of work to be completed by the consultant under the proposed contract is to design the street lighting system, including all construction details for the entire improvement project (Phase 1 & Phase 2).
For Phase 1 (Darrow Rd. from Barlow Rd. to Corporate Dr. area) the consultant will provide technical specifications, bidding documents, and construction management services (review shop drawings, on-site visits, etc.) during the construction.
Timing Considerations
The design process will begin once the professional services contract is approved by City Council. The anticipated schedule for the completion of the design is 60 days from notice to proceed with final construction improvements being completed by November 1, 2013.
Prior to final design and bidding of the project, the Public Works Director and staff will return to Council to present the draft design, thus allowing Council Members the ability to review the draft design. Following Councils review, the consultant will make final design changes and then prepare the Phase 1 project for bid.
The Public Works Department will manage the bidding process, thus bringing a formal recommendation for contract award back to Council.
Fiscal Impact
X Currently Budgeted
Supplemental Appropriation Required
Appropriation Not Required.
Recommendation
Suggested Action
Staff recommends that City Council approve the attached Resolution authorizing the City Manager to enter into a contract with Peters, Tschantz and Associates for professional services in the amount of $65,400 to design the Darrow Road Street Lighting Project.
Additionally, staff is requesting a 3.5% contingency amount be added to the contract purchase order to handle any minor changes in the scope of services that may occur during the course of this project. As such, the 3.5% contingency equals $2,200.
The total professional services contract, including the base project amount and the contingency amount equals $67,600.
Submitted by,
Anthony J. Bales, City Manager
Scott N. Schroyer, Asst. City Manager
Frank Comeriato, Jr., Public Works Director
Kevin J. Powell, Public Works Superintendent-Utilities