Title
A RESOLUTION AUTHORIZING THE CITY MANAGER TO ENTER INTO A PROFESSIONAL SERVICES CONTRACT WITH GPD GROUP FOR THE DESIGN OF THE HINES HILL GRADE SEPARATION PROJECT (ODOT PID 121034).
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 detailed design of a Railroad Grade Separation Bridge on Hines Hill Road over the Norfolk Southern Railroad tracks. The project includes the study, design and necessary coordination for the new bridge, roadway and pedestrian improvements, drainage improvements, street lighting, and other miscellaneous design items as described in the formal Request for Proposals (RFP).
Body
Legislative History
24-82 - Apply for and, if awarded, enter into an agreement with the ORDC; 7/16/24
Purpose & Explanation
This project is located on Hines Hill Road at the Norfolk and Southern Railroad crossing, just west of Prospect Street. Currently, Hines Hill Road has a gated at-grade crossing at this intersection with two (2) sets of Norfolk & Southern railroad tracks that handle approximately 50 to 60 trains each day. The average daily traffic on Hines Hill Road is approximately 4,500 vehicles. This grade separation will provide unimpeded access to the northwest corner of Hudson for our safety forces and provide a safer crossing of the tracks.
The City has received $2.86 million in federal funding via the Ohio Rail Commission for the project. The total estimated construction cost is $19 million. In late September, the City is partnering with the Ohio Rail Development Commission (ORDC) for a grant application to the Federal Railroad Administration (FRA) Grade Crossing Elimination Program. If awarded, the ORDC will contribute additional funds towards the total estimated project of $19 million.
The Ohio Department of Transportation (ODOT) is the administrator of the federal funds being utilized for a portion of the design, right-of-way plans and construction of this project. To be eligible for the federal funds the City must follow the approved process for consultant selection. The consultant selection must follow the Quality Based Selection (QBS) process which is the approved method of consultant selection by the ODOT.
In May 2024, a request for design qualifications for this project was publicly advertised via the Ohio Department of Transportation's website and the City had three (3) engineering design firms submit proposals including: GPD Group, Penoni Engineering and Patrick Engineering.
Following the review of the proposals and an interview with the consultant as to their ability to do the required work, along with their ODOT, bridge and railroad coordination experience and understanding of the RFP, the City staff is recommending GPD Group to perform the design of the Hines Hill Road Grade Separation Project.
These consulting services include any needed surveying, geotechnical analysis, environmental permitting, updating existing preliminary engineering plans, public input meetings and exhibits, utility coordination, Norfolk Southern railroad coordination, detailed design, specifications, cost estimates and other miscellaneous services described within this RFP with the intention to bid this project for construction in 2028.
The consultant will also provide property acquisition mapping and descriptions, Request for Information (RFI) during the bid process, 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.
The total requested fee is $1,623,185. A summary of the fee is as follows:
Concept Plan Update & Public Input.................................................................$9,663
Preliminary Detailed Design............................................................................$662,573
(Surveying, Environmental Field Review, Geotech, 30% Plans,
Utility Coordination and Rail Coordination)
Detailed Design................................................................................................$670,085
(Environmental Permitting, 70% Plans, Right-of-Way
Plan Development, Rail Coordination)
Final Detailed Design.........................................................................................$207,119
(Final Quantity Calcs, Detailed Notes, Railroad Agreement,
Final Plans & Submittal Package)
Subsurface Utility Investigation.........................................................................$28,984
Services Durgin Construction.............................................................................$44,761
Total Fee....................................................................................................... $1,623,185
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 is $1,785,503.50 ($1,623,185 base fee + $162,318.50 10% contingency = $1,785,503.50.
For any considerations above this requested amount the City staff will return to 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
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 GPD Group for the Hines Hill Road Grade Separation Project.
Submitted by,
Thomas J. Sheridan, City Manager
Bradley S. Kosco, PE, PS, City Engineer