Title
Resolution to Authorize Professional Services Agreements with Spalding DeDecker Associates, Inc. for $2,100,000.00; Stantec Consulting Michigan, Inc. for $2,100,000.00; OHM Advisors for $1,200,000.00; and Wade Trim Associates Inc. for $1,200,000.00 for Construction Inspection Services for a Duration of up to Three Years
Memorandum
Attached for your review and consideration for approval is a resolution authorizing Professional Services Agreements with Spalding DeDecker Associates, Inc. (SDA) for $2,100,000.00; Stantec Consulting Michigan, Inc. (Stantec) for $2,100,000.00; OHM Advisors (OHM) for $1,200,000.00; and Wade Trim Associates Inc. (Wade Trim) for $1,200,000.00 for Construction Inspection Services.
The professional services agreements are set up as three-year contracts to provide year-to-year continuity for these services. The dollar amounts listed for each agreement are the maximum contract values for the three-year period. The contracts are set up such that the awarded firms may adjust their unit prices annually, based on the Consumer Price Index. This resolution authorizes the City Administrator to approve such amendments that do not increase the total value of the contracts.
The Engineering Unit provides inspection for the construction of a variety of private development and capital improvement projects managed by the Engineering Unit that are within the City’s right-of-way. The construction inspectors’ tasks include oversight of contractor activities, enforcement of construction standards, and measurement of pay item quantities. These tasks are critical to the success of any construction project.
Due to the fluctuation of construction activity throughout the year (lighter during winter months and heavier during the warmer ones), the level of staffing within the Engineering Unit must often be supplemented in the spring/summer/fall construction season to provide sufficient inspection for all of the planned and anticipated projects. Based on the number of planned capital projects and the anticipated volume of private development work, Engineering staff expects the need for additional inspectors to adequately cover all the construction activities.
In February of 2021, the City received proposals for construction inspection services in response to RFP No. 21-07 from five firms. A staff selection committee reviewed the proposals and determined the firms most qualified for the work according to following criteria:
• Professional Qualifications (20%)
• Past Performance (20%)
• Proposed Work Plan (20%)
• Fee Proposal (40%)
Staff ranked the responding firms in the following order:
1. Spalding DeDecker Associates, Inc.
2. Stantec Consulting Michigan, Inc.
3. OHM Advisors
4. Wade Trim Associates Inc.
5. DLZ Michigan, Inc.
The selection committee decided that the top four firms were qualified to perform the work and found their fee proposals to be reasonably comparable. To provide flexibility and adequate staffing to cover all the City’s construction projects during the peak of the construction season, staff is recommending to award contracts to these four firms.
These consultant services will be used on an as-needed basis only during the 2021, 2022 and 2023 construction seasons, when additional support is needed to supplement existing Engineering staff. Since these are as-needed contracts, no minimum amount of work is guaranteed for any of the firms. If Staff is not satisfied with the performance of any firm, that firm will not be selected for additional assignments.
All four firms are in compliance with the requirements of the City’s Non-Discrimination and Living Wage ordinances.
Budget/Fiscal Impact: The services provided through these professional services agreements will be paid for within approved project budgets and annual operating budgets, as appropriate. Costs for inspection on private development projects are recouped through fees charged to developers.
Staff
Prepared by: Nicholas Hutchinson, P.E., City Engineer
Reviewed by: Craig Hupy, Public Services Area Administrator
Approved by: Tom Crawford, City Administrator
Body
Whereas, The City of Ann Arbor Engineering Unit provides construction inspection for capital and private development projects within the City’s right-of-way;
Whereas, The demand for the construction inspection services fluctuates seasonally and often creates periods of peak demand for services beyond the current in-house resources;
Whereas, It is necessary to retain multiple consulting firms to provide additional construction inspectors to cover the planned capital projects and the anticipated private development projects;
Whereas, In response to RFP No. 21-07 for Construction Inspection Services five proposals were received by the Purchasing Services Unit and evaluated by staff on the basis of professional qualifications, past performance, proposed work plan, and fee proposal;
Whereas, Spalding DeDecker Associates, Inc., OHM Advisors, Wade Trim Associates Inc., and Stantec Consulting Michigan, Inc. have submitted to the City proposals for the necessary services, setting forth the services to be performed by said firm and the payments to be made by the City therefore, all of which are agreeable to the City;
Whereas, These firms are in compliance with the requirements of the City’s Non-Discrimination and Living Wage ordinances; and
Whereas, The required funds for construction inspection services are available in the Engineering Unit's operating budget and approved capital budgets, as appropriate, if so, approved by the City Council;
RESOLVED, That the City Council approve the Professional Services Agreement with Spalding DeDecker Associates, Inc. for $2,100,000.00 for Construction Inspection Services;
RESOLVED, That the City Council approve the Professional Services Agreement with Stantec Consulting Michigan, Inc. for $2,100,000.00 for Construction Inspection Services;
RESOLVED, That the City Council approve the Professional Services Agreement with OHM Advisors for $1,200,000.00 for Construction Inspection Services;
RESOLVED, That the City Council approve the Professional Services Agreement with Wade Trim Associates Inc. for $1,200,000.00 for Construction Inspection Services;
RESOLVED, That the Mayor and City Clerk be authorized and directed to execute said agreements after approval as to form by the City Attorney and approval as to substance by the City Administrator; and
RESOLVED, That the City Administrator be authorized to take the necessary administrative actions to implement this resolution, including the approval of administrative amendments to the professional services agreements that do not increase the value of the contracts.