Title
A RESOLUTION AUTHORIZING THE CITY MANAGER TO ENTER INTO A PROFESSIONAL SERVICES CONTRACT WITH O.R. COLAN ASSOCIATES, INC. FOR RIGHT-OF-WAY ACQUISITION SERVICES FOR THE STATE ROUTE 91 NORTH TURN LANE IMPROVEMENTS PROJECT (PID 93822); AND DECLARING AN EMERGENCY.
Executive Summary: The SR 91 North Turn Lane Improvement project design includes the addition of left turn lanes at Valley View Road, Herrick Park Drive & Hines Hill Road, resurfacing of SR 91 from Brandywine Drive to Middleton Road, the installation of a sidewalk on one east side of the road, and bike lanes on both sides of the road from Brandywine Drive to Middleton Road.
Body
Legislative History
17-7: Authorization to Enter into Contract with ms Consultants for the Final Design Phase of Engineering Design
16-67: Discussion: The SR 91 North Turn Lane Improvements, Costs Estimates and Recommendations
15-13: Authorization to Enter into Contract with ms Consultants for the First Phase of Engineering Design
14-113: Authorization to Amend LPA Agreement and Funding Commitment with ODOT
12-35: Authorization for City to enter into Lead Public Agency (LPA) with ODOT
11-111: Authorization to Apply for STP funds as Programmed by AMATS
Purpose & Explanation
The study and design of the State Route 91 North Turn Lane Improvements is nearing completion. The project design includes improvements to the roadway shoulder, storm sewer and lighting improvements, a new 8-foot pedestrian sidewalk on the east side of the road, two 12-foot through lanes, new 11-foot turn lanes at the Valley View Road, Herrick Park Drive and Hines Hill Road intersections, 5-foot bike lanes on both sides of the road and a drainage/water quality swale on the west side of the road and resurfacing of the entire project corridor. The project is expected to be bid in 2019 with construction scheduled for 2019-2020.
Due to the widening of the roadway and other improvements, temporary and permanent right-of-way acquisitions are required from approximately 47 parcels along SR 91. Federal funds are being utilized for the construction and right-of-way services for this project, therefore, the City must follow the ODOT approved process for consultant selection, right-of-way acquisition and review appraiser services.
A request for design qualifications for the right-of-way acquisition services for the project was publicly advertised and we had nine firms submit. (Transystems Real Estate Consulting Inc., Dunrobin Associates LLC, MS Consultants Inc., Heritage Land Services, O.R. Colan Inc., DLZ Ohio Inc., AECom, West Erie Realty Solutions and Briggs Creative Services). After City staff evaluated the qualifications, O.R. Colan was selected to submit a fee proposal. This process, Quality Based Selection (QBS), is the approved method of consultant selection by (ODOT). The City negotiated with O.R. Colan over the last month and settled on a fee of $207,490.00. We are requesting a 5% contingency to handle any minor changes in the scope of services that may occur during the course of the right-of-way acquisition preparation. The 5% amount would be $10,374.50, for a total contract amount of $217,864.50. For considerations in excess to this amount, we will return to the City Council for any additional funds necessary to correct or adjust the situation. (Note that the actual right-of-way purchase costs have yet to be determined.)
The consultant performing the right-of-way acquisition services is responsible for the title research, fair market value appraisal/estimate, communication with property owner and negotiation of an agreed sale price of the land.
As part of our due diligence, the City spoke with ODOT regarding typical fees for this type of services. Based on the ODOT Fee Guidance information provided, the fee proposal submitted by the right-of-way acquisition consultant is within normal range for this type of project.
The construction and right-of-way appraisal cost funding are split 80%/20% (Federal/City). The current maximum Federal funding for the right-of-way acquisition services and review appraisal services is $140,000. The City is responsible for the costs of any right-of-way acquisition services or review appraiser services above this amount. Of the $140,000 in Federal funds, $123,060 will be used towards the right-of-way acquisition services fee. The amount requested by staff for the right-of-way acquisition services is $94,804.50 ($207,490.00 Base Fee + $10,374.50 5% Contingency - $123,060 Federal funding = $94,804.50) See attached cost breakdown for detailed explanation.
Timing Considerations
Staff will enter into a contract with O.R. Colan Associates Inc. to begin the right-of-way acquisition services after Council has provided authorization. The anticipated schedule for the completion of the construction of the improvements is 2020.
Fiscal Impact
X Currently Budgeted (430 Fund $68,647.50 for R/W Acquisition and R/W Review Services)
X Supplemental Appropriation Required (430 Fund $26,157.00) - to be included with Quarterly Appropriations
Appropriation Not Required.
Recommendation
Suggested Action
Staff recommends City Council approve this Resolution authorizing the City Manager to enter into a professional services contract with the O.R. Colan, Inc. for the right of way acquisition services for the SR 91 North Turn Lanes Project for the not-to-exceed amount of $217,864.50 which includes a 5% contingency.
Submitted by,
Jane Howington, City Manager
Thomas J. Sheridan, PE, PS, Assistant City Manager - Professional Services
Bradley S. Kosco, PE, PS, City Engineer