Title
A RESOLUTION AUTHORIZING THE CITY MANAGER TO ENTER INTO A CONTRACT WITH URS CORPORATION FOR ENGINEERING DESIGN SERVICES FOR THE NORTON ROAD / DARROW ROAD (S.R. 91) INTERSECTION IMPROVEMENT PROJECT (PID 93452); AND DECLARING AN EMERGENCY.
Executive Summary: This project includes: the milling and resurfacing of Darrow Road (SR 91) and /Norton Road, approximately one thousand (1,000) feet in each direction (including full and partial depth repairs); evaluating and replacing curbs as needed; evaluating the water and storm system and replacing or upgrading as needed; creating walk on the west side of Darrow Road (SR 91) in the project area, evaluating and replacing walk as needed in other quadrants; evaluation and the design of retaining walls as needed to minimize grading and R/W Acquistion, creation of a bike lane/path to connect to the trail head on Norton Road (approximately 1,000 feet west of SR 91 and along Norton Road to SR 91); signal replacement to accommodate additional lanes and update ADA functionality; evaluating and the replacement of traffic control.
Body
Legislative History
11-111-Authorized to Apply for STP Funding through AMATS
12-136-Authorized the LPA Agreement (PID 93452)
Purpose & Explanation
This project is located at the border between the City of Hudson and the City of Stow, Ohio. The two Cities are partnering on the project, with the City of Hudson taking the lead during the design phase. An ODOT project SUM-91-11.83 is currently under design just to the south of this project at the intersection of SR 91 and Fishcreek Road. The consultant will be coordinating their work and schedule with the SR 91 and Fishcreek Road project (under design by Gannett Fleming). It is our goal to construct both projects simultaneously.
The current concept for improvements include: the milling and resurfacing of Darrow Road (SR 91) and /Norton Road, approximately one thousand (1,000) feet in each direction (including full and partial depth repairs); evaluating and replacing curbs as needed; evaluating the water and storm system and replacing or upgrading as needed; creating walk on the west side of Darrow Road (SR 91) in the project area, evaluating and replacing walk as needed in other quadrants; evaluation and the design of retaining walls as needed to minimize grading, creation of a bike lane/path to connect to the trail head on Norton Road (approximately 1,000 feet west of SR 91 and along Norton Road to SR 91); signal replacement to accommodate additional lanes and update ADA functionality; evaluating and replacement of traffic control. URS's construction estimate for the project is approximately $2,300,000.
The consultant will review the capacity and needs of the intersection including improving pavement on all legs to the required lanes and widths. Additionally, evaluate all existing turn lane storage lengths and the need for an eastbound right turn lane; southbound right turn lane; westbound right turn lane; and single (additional length) or dual northbound left turn lanes. Evaluate alternatives for left turns at intersection and for commercial entrances taking into account right of way costs and other factors. Both Cities will have input at all stages of the plan development. The consultant will evaluate drive access on all legs for concerns and improving efficiency; prepare an extensive maintenance of traffic plan including provisions to keep drives open. Evaluation of night work, development of detailed sequence of construction and hosting of public meetings will be a part of the design scope.
The project will likely include right-of-way acquisition. The project will follow the federal requirements for right of way acquisition and the environmental clearance process.
A request for design qualifications for this project was publicly advertised and we had five engineering design firms submit. (URS, GPD Group, M+S, LJB and Benza & Assoc). After the City of Stow and the City of Hudson evaluated the qualifications and interviews with two of the most qualified consultants, URS was selected to submit a fee proposal. This process, Quality Based Selection (QBS), is the approved method of consultant selection by the Ohio Department of Transportation (ODOT). ODOT is the administrator of the federal funds being utilized for right of way and construction of this project. To be eligible for the federal funds the City must follow the approved process for consultant selection. The City negotiated with URS and settled on a base fee of $ 308,700 (reduced 7% from their original proposal) without contingency. An additional $143,522 in fees were identified for potential additional environmental phase 2 and right of way work, if needed.
Major elements of the engineering design services and fee amounts are shown on the attached table and described below.
Base Design includes development of the plans, specifications and details.
Environmental Phase 1 work includes preliminary level environmental investigation of all areas of concern, historic, archeological, ecological, hazardous, etc.
Right-of-Way Administration includes the acquisition efforts which include appraisals, negotiations, filings, etc. At this point in the process it is unclear how many parcels will be affected by the temporary and permanent property takes until the design and review is further along.
Environmental Phase 2 work involves detailed investigations of any areas (noted above) which warrant further investigation.
Subsurface Utility Engineering (SUE) involves field investigation of high priority underground utilities where exact location is critical. SUE is a form of precise surveying to ascertain the exact locations of existing buried utility lines. ODOT requires that this work be performed in order to mitigate changes during construction due to unforeseen conflicts that may arise when actual locations are found to differ from record information.
Post Design Services include staking/pinning of permanent right of way. This fee is a cost plus contract with a not to exceed which means that the Cities will only pay for the services completed. For example, if only 10 takes are necessary we will only pay ¼ of the noted fee.
As part of our due diligence we contacted ODOT in fee negotiations regarding typical fee percentages as it relates to construction. Their experience of awarded fees for this type of work ranges from 20% to 30%.
As with other professional services contracts, we are requesting a 10% contingency to handle any minor changes in the scope of services that occur during the course of the plan development and right of way acquisition. For this contract the 10% amount would be $50,595.20. For large considerations we would return to the City Council for any additional funds necessary to correct or adjust the situation.
Timing Considerations
The design will begin once the contract is approved by City Council. The anticipated schedule for the completion of the construction of the improvements is 2015/16.
Fiscal Impact
X Currently Budgeted ($125,000-430 fund)
X Supplemental Appropriation Required ($153,273.60)
Appropriation Not Required.
Recommendation
Suggested Action
Staff recommends that City Council approve the recommended resolution authorizing the City Manager to enter into a contract with URS for the design of the Norton Road/Darrow Road (SR 91) Intersection Improvement Project and to pay ½ the total cost of $556,547.20 or $278,273.60 and the City of Stow will direct pay their portion $278,273.60. City staff is also requesting that an emergency clause be added to the legislation in order to protect the public welfare and safety.
Submitted by,
Thomas J. Sheridan, PE, PS, City Engineer