Title
A RESOLUTION AUTHORIZING THE CITY MANAGER TO ENTER INTO A PROFESSIONAL SERVICES CONTRACT WITH QUALITY CONTROL INSPECTION, INC. FOR CONSTRUCTION ADMINISTRATION SUPPORT SERVICES FOR THE INGLESIDE DRIVE BRIDGE REPLACEMENT PROJECT (PID 107018); AND DECLARING AN EMERGENCY.
Brief Description: The project includes the removal and replacement of the failing Ingleside Drive bridge over Brandywine Creek. Staff is requesting permission to hire a professional construction management firm to provide supporting services for the construction management and inspection needs for the project.
Body
Legislative History
17-104 - Accept Federal Funds through Municipal Bridge Program; 7/18/2017
18-71 - Authorize Design Contract with Burgess & Niple; 5/15/2018
18-179 - Enter into LPA Agreement; 11/20/2018
20-50 - Enter into a Professional Services Contract with AECOM for ROW Acquisition Services; 4/21/2020
21-10 - Permission to Bid and Award; 2/16/2021
Purpose & Explanation
The Ingleside Drive Bridge Replacement Project includes the removal of an existing failing bridge over Brandywine Creek north of Boston Mills Road. The project is being partially funded via an ODOT Municipal Bridge Grant in the amount of $977,400.
Costs of the project construction increased during design based upon public input, design constraints and increased cost of construction materials due to the pandemic. Bids were opened on April 13, 2021 and the winning bid cost was $1,367,332. Construction of the bridge project is scheduled to begin mid to late May with a duration of approximately 6 months.
Due to anticipated, on-going, city project construction management and inspection requirements, city staff anticipated not having availability to cover the full-time inspection and construction administration for this project as required per ODOT. Because of the anticipated construction management and inspection needs, City staff requested and evaluated professional consultant proposals for the project as outlined below. The cost for full time construction administration and inspection for the project will be 100% funded by the City.
Since the project is partially funded with federal grants, the construction administration must follow all federal and state requirements. Personnel performing this work must be either ODOT pre-qualified, or have enough experience as approved by ODOT. The full construction administration services required include shop drawing review, pre-construction meeting, progress meetings, daily field engineering/inspection/quantity tracking, materials inspection/management, project documentation, schedule tracking, contractor payment reviews, claims reviews, communications, prevailing wage compliance, equal employment (EEO) and disadvantaged business enterprise (DBE) interviews and documentation, project finalization and project required materials (stone, concrete, asphalt, etc.) testing and analysis.
Prior to opening the construction contract bids, staff anticipated that some federal funding for the project may be used towards construction management. City staff followed the ODOT requirements for requesting letters of interest from pre-qualified bridge construction management and inspection consultants. The City received letters of interest from ten (10) ODOT pre-qualified construction management consultants. A team of three staff members (Brad Kosco, Nate Wonsick and Thom Sheridan) ranked each of the consultants and selected Quality Control Inspection, Inc. as the consultant with the best qualifications. Staff then negotiated the fee for the work in the amount of $165,919 as shown on the attached spreadsheet.
As with other professional services contracts we are requesting a 5% contingency in the amount of $8,296.00 to handle any minor changes or additional construction administration and inspection services that may be required during construction. The total contract cost is $174,215. ($165,919 + $8,296). For considerations in excess to this amount, staff will return to the City Council for any additional funds necessary.
Since the City is responsible for 100% of the construction administration and inspection of this project, the City spoke with ODOT regarding the typical fees for the construction administration and inspection of similar projects. ODOT noted that the hourly rates and services were in-line with other projects of this magnitude.
Legal Authority for Proposed Legislation
Pursuant to Charter Section 6.04:
Competitively bid and advertised for two consecutive weeks
Joint or Cooperative Purchase Program
X Professional Services
Other
Fiscal Impact
Currently Budgeted
X Supplemental Appropriation Required (430 fund - $174,215)
Appropriation Not Required
Does this legislation require use of an emergency clause?
X Yes - Construction is scheduled to begin in May 2021.
No
Recommendation
Suggested Action
Staff recommends that City Council approve this authorization for the City Manager or her designee to enter into an agreement with Quality Control Inspection, Inc. for construction administration and inspection of the Ingleside Drive Bridge Replacement Project in the amount of $174,215. City staff is also requesting that an emergency clause be added to the legislation in order to protect the welfare and safety of the public, provide enough time for consultant to review shop drawings and prepare for the project ahead of the construction.
Submitted by,
Jane Howington, City Manager
Thomas J. Sheridan, P.E., P.S., Assistant City Manager - Professional Services
Bradley S. Kosco, P.E., P.S., City Engineer