Title
A RESOLUTION AUTHORIZING THE CITY MANAGER TO ENTER INTO A CONTRACT WITH SPAGNUOLO & ASSOCIATES, LLC FOR PROFESSIONAL SERVICES FOR THE DESIGN OF THE SEASONS ROAD WATERLINE EXTENSION PROJECT; AND DECLARING AN EMERGENCY.
Brief Description: The purpose of this proposal was to solicit proposals from professional design, engineering and surveying consultants (Consultant) for the survey, analysis, engineering, and design of a proposed 12” diameter waterline along Seasons Road from the Boston Township Corporation line to the existing end of the waterline near 695 Seasons Road. The city staff is requesting an emergency clause be added in order to complete and have the waterline installed and accepted by the opening of the medical facility located at the northwest corner of SR 8 and Seasons Road.
Body
Legislative History
None.
Purpose & Explanation
In August 2021, the City sent out Request for Proposals (RFP) to six (6) qualified civil engineering consultants. The proposals were due on September 13, 2021. The City received three (3) formal proposals for the Project as listed below:
Spagnuolo & Associates, LLC. $ 62,149
EDG $ 127,144
Thrasher $ 173,866
Three other firms did not submit proposals.
Following the City review of the proposals and our review with the consultant as to their ability to do the required work within the timeline, and their understanding of the RFP, the City staff is recommending Spagnuolo & Associates, LLC to perform the Seasons Road Waterline Extension Project.
These consulting services include the preparation of preliminary engineering plans, surveying, project meetings, exhibits, ODOT coordination, project specifications, cost estimates and other miscellaneous services described within this RFP with the intention to bid this project for construction in the spring of 2022. The consultants also will provide bid consulting during the bid process; sediment control plans; property acquisition and descriptions; consulting during the construction including shop drawing review; and a wetland delineation report; if needed. The city will pay for any permit fees to the State of Ohio for the ODOT and EPA reviews as a separate purchase order, if needed.
Staff is requesting a 10% contingency to handle any unforeseen issues that may arise during the design and investigation work on this project, in order to not have to return to Council and delay the project.
The Total requested fee, including the 10% contingency = $ 68,364.00. For any considerations above this requested amount, the City staff would return to the City Council for approval.
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
Currently Budgeted
X Supplemental Appropriation Required ($ 68,364 - 504-5950 Water Fund - 3rd Qtr.)
Appropriation Not Required
Does this legislation require use of an emergency clause?
X Yes - in order to keep the project on a timeline with the medical facility on Seasons Road
No
Recommendation
Suggested Action
Staff recommends City Council approve this Resolution authorizing the City Manager to enter into a professional services contract with Spagnuolo and Associates, LLC. for the Seasons Road Waterline Extension Project and declaring an emergency.
Submitted by,
Jane Howington, City Manager
Thomas J. Sheridan, Assistant City Manager - Professional Services