Title
A RESOLUTION AUTHORIZING THE CITY MANAGER TO ENTER INTO AN ADDENDUM TO A PROFESSIONAL SERVICES CONTRACT WITH AECOM TECHNICAL SERVICES INC. FOR ADDITIONAL DESIGN SERVICES FOR THE VALLEY VIEW ROAD AND HINES HILL ROAD SIDEWALK IMPROVEMENT PROJECT; AND DECLARING AN EMERGENCY.
Brief Description: . This Resolution would authorize an increase of $161,469.39 to the original $250,890 contract with AECOM.
Body
Legislative History
Res No 23-68- Authorized design contract with AECOM; 5/16/2023
Purpose & Explanation
The original design scope for the Valley View Road (Hunting Hollow Drive to Hines Hill Road) and Hines Hill Road (Glastonbury Drive to Valley View Road) sidewalk projects, developed with engineering consultant AECOM, included preliminary and detailed design for both new sidewalk sections.
This spring, with Council approval, staff expanded the evaluation of the proposed sidewalk along Valley View Road to include the section from Hines Hill Road to Middleton Road (see attached Exhibit A).
AECOM has begun preliminary design for the new Valley View Road section. They anticipate presenting all proposed alignments for both roads at a public open house this summer. Following public input, staff will request Council approval of the final sidewalk alignments, allowing AECOM to proceed with detailed design. The project timeline includes bidding in the fall and construction fall 2024 through spring 2025.
As the project scope expanded, an addendum to the design contract with AECOM is needed to secure additional funds for final, detailed design of the chosen alignment.
Since the final alignment is yet to be determined, the proposed fee increase includes costs for both alignments along both Valley View Road and Hines Hill Road. AECOM submitted an addendum scope/fee to the original design contract in the amount of $146,790.35. Staff is requesting a 10% design contingency in the amount of $14,679.04 bringing the total increased cost to $161,469.39 for the additional design services required for detailed final design of all sidewalk sections. Staff will return to City Council if the cost exceeds the above total cost of the design. A breakdown of the fees are shown below:
Valley View Road (Hines Hill to Middleton)
1. Final Design Fee (final plans, drainage calcs, coord. & cost estimates)……….$30,140
2. If Authorized Fees:
a. Right-of-Way Exhibits and Legal Desc………$9,923.49
b. RRFB Design ……….$1,571.17
c. Remaining Environmental Permitting Coordination……….$734.24
d. Lighting Details and Notes……….$975.56
e. In Construction Services……….$2,195.02
Total for Valley View Road (Hines Hill to Middleton)……….$45,539.48
Hines Hill Road (Glastonbury to Valley View)
1. Final Design Fee (final plans, drainage calcs, coord. & cost estimates)……….$47,140
2. If Authorized Fees:
a. Right-of-Way Exhibits and Legal Desc………$15,260.86
b. Bridge Design……….$20,440.09
c. RRFB Design ……….$1,571.17
d. FEMA Permitting……….$10,813.36
e. Lighting Details and Notes……….$1,435.10
f. In Construction Services……….$4,590.29
Total for Valley View Road (Hines Hill to Middleton)……….$101,250.87
Total Fee for Both Sections = $45,539.48 + $101,250.87 = $146,790.35 + 10% Contingency = $161,469.39
An emergency clause is being requested to protect the safety and welfare of the public and to meet the proposed bid and construction schedule for the project.
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 (430 fund - $161,469.39)
Appropriation Not Required.
Does this legislation require use of an emergency clause?
X Yes - In order for AECOM to continue design of this project without delay and meet the project bid schedule of Fall, 2024.
No
Recommendation
Suggested Action
Staff recommends that City Council authorize the increase in the contract with AECOM for additional design services for the sidewalk along Valley View Road and Hines Hill Road.
Submitted by,
Thomas J. Sheridan, City Manager
Bradley S. Kosco, PE, PS, City Engineer
Jonathan Szalay, PE, Senior Engineer