Title
Resolution to Approve Three-Year Professional Services Agreements for Engineering Services for Parks & Recreation with SmithGroup, Inc., ROWE Professional Services Company, and Stantec Consulting Michigan, Inc. (NTE $150,000.00 per firm each FY) (RFP #20-26)
Memorandum
Attached for your review and action is a resolution to approve Professional Services Agreements with three engineering firms to provide design services for capital improvements and renovation projects within the Parks & Recreation system.
Budget/Fiscal Impact: Funding is available in the approved FY 2021 Park Maintenance and Capital Improvement Millage budget. Funding for services in FY 2022 through FY 2024 will be contingent upon City Council approval of the Parks Maintenance and Capital Improvements budget.
Project Description: Parks & Recreation Services often requires the services of consultants to perform design and engineering work on multiple projects, including, but not limited to, structural engineering work for bridges and retaining walls and to evaluate aging buildings, mechanical engineering work at the pools and ice rinks, and civil engineering design of storm water facilities, parking lots and entry roads.
Issuing RFPs and selecting consultants for each project individually is labor intensive for both the City and consultants. Pre-qualifying consultants with appropriate experience to perform the work saves valuable staff time and expedites project completion.
Pre-qualifying consultants was initially implemented twelve years ago to create efficiencies and streamline the process of choosing consultants for a variety of Parks & Recreation design projects on an as-needed basis. It has proven to be very successful. Some of the projects that were completed under prior contracts with pre-qualified engineering firms include structural repairs to two bridges at Barton Nature Area, the lower Argo Cascades Bridge, the Mitchell Field bridge, and the Gallup Park vehicle bridge; mechanical improvements at Veterans Memorial Park Pool and Mack Pool; playground design at the Gallup Universal Access Playground; replacement of the pathway and boardwalk at Riverside Park; design for improvements at the Argo Livery; and schematic design planning work for replacement of the Gallup Park vehicle bridge, park road, and Border-to-Border trail.
Request for Proposal (RFP) #20-26 was released on July 13, 2020, and was advertised on the Michigan Inter-Governmental Trade Network as well as on the City of Ann Arbor Purchasing website. Eleven firms submitted proposals. After review of qualifications and interviews, staff selected three firms, SmithGroup, Inc., ROWE Professional Services Company, and Stantec Consulting Michigan, Inc.
The selected firms will submit a fee proposal for each project to be designed so that staff has a basis upon which to evaluate the individual projects. Individual work statements will be issued for each project awarded to the most qualified and cost-effective consultant for that project. Each of the pre-qualified consultants understand that there is no guarantee or implied promise of any nature that any Work Statements at all will be issued and that the City is under no obligation to issue or consent to any Work Statements. Staff is recommending approval of professional services agreements (PSA) with each of these three consultants for engineering services on an as-needed basis for a period of three years. Total expenditures per fiscal year per individual contract will not to exceed $150,000.00.
All three firms comply with the requirements of the City’s Non-Discrimination and Living Wage ordinances.
The Park Advisory Commission recommended approval of these agreements at their October 20, 2020 meeting.
Staff
Prepared by: Hillary Hanzel, Landscape Architect IV
Reviewed by: Colin Smith, Parks & Recreation Services Manager
Reviewed by: Derek Delacourt, Community Services Area Administrator
Approved by: Tom Crawford, City Administrator
Body
Whereas, Parks & Recreation Services often requires the services of consultants to perform design and engineering work on multiple projects;
Whereas, Issuing RFPs and selecting consultants for each project individually is labor intensive for both the City and consultants;
Whereas, Pre-qualifying consultants with appropriate experience to perform work on an as-needed basis saves valuable staff time and expedites project completion;
Whereas, The City issued a Request for Proposals, RFP #20-26, to identify consultants experienced in Engineering Services for parks and recreation projects;
Whereas, Eleven firms submitted proposals in response to RFP #20-26;
Whereas, Staff has selected the following three consultants as qualified to perform the type of work identified in RFP #20-26:
SmithGroup
ROWE Professional Services Company
Stantec Consulting Michigan, Inc.
Whereas, Award of contracts for services on an as-needed basis will allow the City to expedite the engineering design and construction of improvements in the Parks & Recreation system;
Whereas, Funding is available in the approved FY2021 Parks Maintenance and Capital Improvements budget to cover the cost of these services;
Whereas, Funding for services in FY 2022 through FY 2024 will be contingent upon City Council approval of the Parks Maintenance and Capital Improvements budget; and
Whereas, SmithGroup, Inc., Rowe Professional Services Company, and Stantec Consulting Michigan, Inc. comply with the requirements of the City’s Non-Discrimination and Living Wage Ordinances.
RESOLVED, That City Council approve a three-year Professional Services Agreement with SmithGroup, Inc. for as-needed Engineering Services for Parks & Recreation in an amount not to exceed $150,000 per fiscal year, and subject to annual appropriations;
RESOLVED, That City Council approve a three-year Professional Services Agreement with Rowe Professional Services Company for as-needed Engineering Services for Parks & Recreation in an amount not to exceed $150,000 per fiscal year, subject to annual appropriations;
RESOLVED, That City Council approve a three-year Professional Services Agreement with Stantec Consulting Michigan, Inc. for as-needed Engineering Services for Parks & Recreation in an amount not to exceed $150,000.00 per fiscal year, subject to annual appropriations;
RESOLVED, That the Mayor and City Clerk be authorized and directed to execute said Professional Services Agreements after approval as to substance by the City Administrator and approval as to form by the City Attorney; and
RESOLVED, That the City Administrator be authorized to take the necessary administrative actions to implement this resolution including execution of any amendment that does not exceed the amounts authorized herein.