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 VALLEY VIEW ROAD RESURFACING PROJECT (PID 116932); AND DECLARING AN EMERGENCY.
Brief Description: The project includes the resurfacing of Valley View Road from the North Corporation line, southeast to SR 91. 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
22-98 - Enter into LPA Agreement - 8/16/2022
23-148 - Permission to Bid and Enter into an Contract - 11/21/2023
Purpose & Explanation
The Valley View Road resurfacing project includes the resurfacing of Valley View Road from the North Corporation line, southeast to SR 91. The project is being partially funded via an ODOT Federal Surface Transportation Block Grant funds and Toll Revenue Credit in an amount up to $787,500.
Bids were opened on February 13, 2024, and the winning bid cost was $695,032.57. Resurfacing is scheduled to begin this spring with a duration of approximately 60 days.
Due to anticipated, on-going, city project construction management and inspection requirements, city staff anticipates not having availability to cover the full-time inspection and construction administration for this project as required per ODOT. 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 100% funded by the 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 (stone, concrete, asphalt, etc.) testing and analysis.
City staff requested letters of interest from four (4) ODOT pre-qualified construction management and inspection consultants. Quality Control Inspection (QCI) was the lowest cost, qualified consultant at a base fee of $42,802.12. The fees from consultants are also listed below:
QCI Inspection: $42,802.12
Anser Advisory: $46,112
GPI Inc. $49,997
CTL Engineering: $57,200
As with other professional services contracts we are requesting a 10% contingency in the amount of $4,280 to handle any minor changes or additional construction administration and inspection services that may be required during construction. The total contract cost is $47,082.33 ($42,802.12 + $4,280.21). For considerations in excess of this amount, staff will return to the City Council for any additional funds necessary.
Since the City is responsible for 100% of the construction administration and inspection of this project, the City spoke with ODOT regarding the typical fees for the construction administration and inspection of similar projects. ODOT noted that the hourly rates and services were in-line with other projects of this magnitude.
To meet the project schedule, staff requests an emergency clause for the legislation authorizing Construction Management and Inspection services. This delay was necessary to confirm funding and the contractor's schedule after receiving project bids.
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 the consultant to review shop drawings and prepare for the project ahead of the construction.
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 Valley View Road Resurfacing Project in the amount of $47,082.33. 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, provide enough time for consultant to review shop drawings and prepare for the project ahead of the construction.
Submitted by,
Thomas J. Sheridan, City Manager
Bradley S. Kosco, P.E., P.S., City Engineer