Title
Resolution to Approve Amendment #1 to the Professional Services Agreement with Hubbell Roth & Clark, Inc. for the Geddes Avenue Improvements Project ($357,100.00)
Memorandum
This is to recommend approval of the attached resolution authorizing an amendment to the Professional Services Agreement with Hubbell Roth & Clark, Inc (HRC) for additional design and public engagement effort, as well as construction engineering services for the Geddes Avenue Improvements Project.
In February 2014, the City entered into an agreement with HRC for design engineering services for the Geddes Avenue Improvements Project for $438,703.00 (including an approved $40,000.00 contingency). This amendment would bring the total services amount with HRC to $795,803.00.
Design Engineering and Public Engagement ($135,900.00)
A number of scope changes were made to the original contract at the request of staff. All were adequately addressed by HRC. Many of the changes were offset by savings in some original scope items; however, the overall additional efforts by HRC resulted in costs in excess of the contract amount. HRC’s design work is now complete and all additional costs associated with the design work are included in the proposed amendment. A summary of the additional work is given below.
• While City staff and HRC anticipated a robust public engagement process, the actual process evolved to include more of an individualized and in-depth approach with the residents, and the evaluation of more alternatives than originally anticipated. This includes design work including displays, expert opinions and options and cutting edge treatment such as roundabout at Shipman, traffic calming measures, alternate for bike lanes and sidewalks (putting on other side, offsets), lawn extensions, shifting road centerline, chicanes, and coordinating much of this with City staff to ensure compliance with City policies. It includes assisting staff with responding to individual emails from residents, stakeholders, and councilmember’s. It also included staking of the right-of-way, on-site meetings with residents, and preparation of engineering documents to answer specific questions and address concerns ($73,000.00).
• Retaining wall and water main relocation. Originally, staff and HRC planned and scoped a wall to correct the road sloughing which was estimated at a length of approximately 250 feet with minimal impact expected for the remaining length along the railroad. During the design, it was decided to extend the limits past Hickory Lane to meet the existing sidewalk. Currently the length of the retaining wall at the railroad embankment is over 850 feet. This wall is not only to correct the sloughing road but to create space for the construction of the sidewalk. The design also revealed the need to relocate the existing 20-inch water main to protect it from wall construction impacts. This required additional design effort. ($41,200.00).
• Additional sidewalk and road design. The eastern limit was proposed to be at Hickory Lane but the current project scope extends the work to the existing sidewalk near the overpass of Huron Parkway. The western limit was also extended slightly to address sidewalk and road deficiencies. ($9,000.00)
• Evaluation of storm system on Apple Way. The outlet at Apple Way/Huntington was originally anticipated to be a viable outlet as it existed. Public feedback indicated the opposite. Staff directed HRC to provide improvements within the system including storm water detention and replacement of the existing Apple Way cross culvert. This task required a highly experienced designer that performed modeling, field evaluations, and site specific detailed designs. ($7,200.00)
• Additional sanitary sewer design. To reduce the depth of the Geddes sanitary sewer near Heatherway, the City requested that HRC design a separate sanitary sewer extension on Heatherway to serve the corner property. This required additional survey and road design along Heatherway beyond the anticipated limits of work. ($5,500.00)
Next Phase - Construction Engineering ($261,200.00)
Construction is expected August 2015 through November 2016. Because HRC prepared the design and is most familiar with the project, they are best suited to provide the construction engineering services. HRC will provide construction engineering assistance on an as-needed basis, including preparing field design changes, reviewing construction claims and contractor submittals, ongoing meetings with neighbors to address specific questions and concerns, weekly meetings with the contractor, and review of survey cut sheets ($112,900).
This amount also includes construction inspection on an as-needed basis to supplement City forces if necessary. This is expected to include full time inspection for the 2015 construction ($148,300.00).
Summary
The above $397,100.00 of additional work is proposed to be covered by the previously approved contingency amount ($40,000.00) and the proposed Amendment to the Professional Services Agreement ($357,100.00). If approved, the total services amount with HRC for the Geddes Avenue Project will be to $795,803.00.
The amendment will be funded from the existing project budget in which sufficient funds exist.
Staff
Prepared by: Nick Hutchinson, P.E., City Engineer
Reviewed by: Craig Hupy, Public Services Administrator
Approved by: Steven D. Powers, City Administrator
Body
Whereas, The City added additional services to the original contract scope with Hubbell Roth & Clark as necessary to best address the project goals;
Whereas, Construction engineering and construction staking services are required for the Geddes Avenue Improvements Project on an as-needed basis;
Whereas, Hubbell Roth & Clark, Inc. has demonstrated the required experience, personnel, and competitive fees to provide these services for the Geddes Avenue Improvements Project;
Whereas, Hubbell Roth & Clark, Inc. provided design engineers services for the project and therefore have an in-depth understanding of the project design;
Whereas, Hubbell Roth & Clark, Inc. complies with the requirements of the non-discrimination and Living Wage Ordinances; and
Whereas, Funding for this amendment is available in the existing project budget;
RESOLVED, That the City Council authorizes an amendment to the professional services agreement with Hubbell Roth & Clark, Inc. in the amount of $357,100.00 for design and construction engineering services for the Geddes Avenue Improvements Project;
RESOLVED, That the City make the following declaration for the purposes of complying with the reimbursement rules of Treasury Regulations 1.150-2 pursuant to the Internal Revenue Code of 1986, as amended, that the City reasonably expect to reimburse itself for expenditures for the costs of the Project with proceeds of Bonds;
RESOLVED, That the Mayor and City Clerk be authorized and directed to execute said amendment after approval as to form by the City Attorney, and approval as to substance by the City Administrator; and
RESOLVED, That Council authorizes the City Administrator to take necessary administrative actions to implement this resolution.