Title
Resolution to Approve an Agreement with Parsons Brinckerhoff Michigan, Inc. for Project Management and Construction Engineering Services for the Stadium Boulevard Reconstruction Project ($1,654,078.01)
Memorandum
This is to recommend the approval of the attached resolution authorizing a Professional Services Agreement for Project Management and Construction Engineering Services in the amount of $1,654,078.01 with Parsons Brinckerhoff Michigan, Inc. (PBM).
As you are aware, this project was originally bid through the Michigan Department of Transportation (MDOT) on February 5, 2016. Unfortunately, the bids that were received at that time were approximately 49% above the Engineer’s Estimate. Staff reviewed the available options and decided to re-bid the project with revised project limits. On February 26, 2016 Project Management Services Unit (PMSU) staff shared a memorandum with Council that outlined the modified approach to the project (copy attached.) MDOT will receive bids for the revised project on August 5, 2016. Given the amount of preparation that is necessary to begin the project and be ready to start construction on November 21, 2016 as planned, it is necessary to move forward with the award of this agreement at this time in order to take advantage of as much of the late fall/early winter months as possible before the onset of extreme weather.
The Stadium Boulevard Reconstruction Project is a large construction project which requires expertise in many areas of civil engineering and project management and will be labor intensive. As a result, the City needs to retain the services of a team with expertise in underground utility and roadway construction, critical path scheduling and construction management, and is very knowledgeable in the requirements of the MDOT.
On October 28, 2015, PMSU issued Request for Proposal No. 952 which requested proposals for the Project Management and Construction Engineering Services to be performed on this project. On November 30, 2015, PMSU received two conforming proposals for the requested services from the following firms: Parsons Brinckerhoff Michigan, Inc. and Alfred Benesch and Company, Inc. (ABC). A non-conforming proposal was received from the firm of TTL Associates, Inc. that only included services for materials testing. This proposal was disqualified as it did not conform to the request and was considered incomplete.
A selection committee composed of City staff selected the firm of PBM based on the proposal received, project organization, past experience on similar projects, and project staff. The scope of services and costs were then finalized with PBM in accordance with the terms of the request for proposals.
Services to be provided by PBM on this project are broken down into nine major categories: project management and resident engineering; office engineering; facilitating public/media relations; project surveying and as-built preparation; on-site inspection; material testing and fabrication inspection; technical support; construction design services; and project close-out. Included within the major categories identified above, some of the services to be provided include, critical path schedule review and analysis; shop drawing review and approval; providing technical support in resolving issues that arise during the project; survey and construction layout of all project elements; full-time inspection of all project construction; design services on an as-needed basis should project conditions and/or site features require it; and preparation and maintenance of all required project documentation and records.
It is imperative to keep the community regularly informed on the status of this dynamic project. To that end, the contract with PBM provides resources to communicate project information to the community. This will be done in several different manners. A project website will be maintained, periodic meetings will be scheduled (anticipated to occur three times during the life of the project) where the public can meet with the project team to answer questions and discuss their concerns, the use of “door hangers” to inform residents of planned interruptions to their utility service or driveway access, and other such measures to better help the public understand the project and its workings. Regular communication will occur with affected agencies such as the University of Michigan, AAATA, Ann Arbor Public Schools, Huron Valley Ambulance, and Police and Fire Departments relative to existing, planned, or changing maintenance of traffic plans. The development of press releases for distribution to the local media is included, as is the development and distribution of “local” flyers to communicate issues of importance to immediately affected parties.
MDOT has included this project in their August 5, 2016 bid letting. A City-State Agreement for the construction of the project is planned to be submitted to Council for approval in August of 2016. The City-State agreement is the document that defines the parties’ rights and responsibilities and specifies the cost sharing of the project. At that time, Staff will provide Council with up-to-date project budget information and additional details regarding the project’s construction, planned strategies for maintaining traffic, and completion incentives contained within the construction contract.
PBM complies with the requirements of the City’s Non-Discrimination and Living Wage ordinances.
Budget Impact
The City’s Capital Improvement Plan includes several projects related to the Stadium Boulevard Reconstruction Project (TR-SC-09-03; UT-WS-17-01; UT-WS-09-03; UT-WE-10-12; UT-ST-09-04). As this is a planned project, it will not have any unexpected impact on budget or resources.
The construction engineering services for the project is included in the approved capital budgets from the following funding sources, Street Repair Millage, the Water Supply Fund, and Storm Water Funds.
Staff
Prepared by: Michael G. Nearing, P.E., Senior Project Manager
Reviewed by: Craig Hupy, Public Services Administrator
Approved by: Tom Crawford, Interim City Administrator
Body
Whereas, Professional engineering services are needed in the form of project management and construction engineering for the Stadium Boulevard Reconstruction Project;
Whereas, In response to RFP No. 952, the City received two valid proposals; and selected Parsons Brinckerhoff Michigan, Inc. based on their professional qualifications, past experience, and fee quotations;
Whereas, It is now necessary to enter into an agreement with Parsons Brinckerhoff Michigan, Inc. for the services associated with the project management and construction engineering associated with the Stadium Boulevard Reconstruction Project;
Whereas, Funding for this work exists within the appropriate, approved, Public Services Area Capital Budgets; and
Whereas, Parsons Brinckerhoff Michigan, Inc. complies with the requirements of the City’s Non-Discrimination and Living Wage ordinances.
RESOLVED, That Council approve a Professional Services Agreement with Parsons Brinckerhoff Michigan, Inc. in the amount of $1,654,078.01 for the Stadium Boulevard Reconstruction Project;
RESOLVED, That the City Administrator be authorized to approve amendments to the PBM professional services agreement up to $165,000.00 in order to satisfactorily complete the project;
RESOLVED, That the Mayor and City Clerk be authorized and directed to execute said agreement after approval as to form by the City Attorney and approval as to substance by the City Administrator; and
RESOLVED, The City Administrator be authorized and directed to take the necessary administrative actions to implement this resolution.