Title
Resolution to Approve a Professional Service Agreement with DLZ Michigan, Inc. ($119,741.32) and Establish a Project Budget for the 2016/2017 Bridge Inspection Program ($141,800.00)
Memorandum
Attached for your review and approval, please find a resolution to approve a professional services agreement with DLZ Michigan, Inc. (DLZ) in the amount of $119,741.32 for the completion of the 2016/2017 Bridge Inspection Program. This resolution also establishes the project budget of $141,800.00 for this work.
In order to perform this work, approximately 150 staff hours are expected to be expended during the course of the two year project. These hours will be utilized for tasks such as consultant selection; coordination of project work with various City Service Units or outside agencies (such as the University of Michigan or the DDA); review of various consultant work products and inspection reports; planning and scoping future bridge work; preparation of Local Bridge Program Funding applications; maintaining FHWA/MDOT required bridge files and information regarding each structure; and other related tasks.
Budget/Fiscal Impact
Funds for this work have been approved in the FY 17 Operation and Maintenance Budgets of the Major Streets Fund (Fund 0021) and the Sewage Disposal Fund (Fund 0043.)
The Major Streets funds will provide interim funding for the work of inspecting the privately-owned structures for which the City is responsible to inspect. Upon completion of the work, the City will invoice and be reimbursed for the actual costs of the inspection and project administration. These costs are estimated to be approximately $4,800.00.
The project includes the inspection and evaluation of thirteen City bridges, the Fifth Avenue Parking Structure (the portion under South Fifth Avenue that is considered a bridge), and the University of Michigan’s tunnel under Huron Parkway. These inspections will occur over the course of the next two years.
The City is required by federal law to inspect its bridges every two years and submit updated inspection forms to the Michigan Department of Transportation. About one-half of the City’s bridges are inspected each year in order to normalize costs as much as possible. This year, the bridges scheduled for inspection will be completed in the fall of 2016 and the specified forms will be uploaded to the MDOT’s Bridge Management System in early November.
A professional engineering firm with expertise in bridge inspection work is required to be retained as the City does not have staff with the required certifications and structural engineering expertise to inspect the bridge structures. Also, specialized inspection equipment, traffic control devices, and significant planning and effort are required to inspect the structures. Consequently, it is prudent to have this work performed by outside consultants.
In 2016, the following bridges will be inspected: Island Drive over the Traver Creek; Maiden Lane over the Huron River; Fuller Road (Eastbound and Westbound) over the Huron River; Huron Parkway over the Huron River, the Wolverine Line and Geddes Avenue; and Wastewater Treatment Plant Drive over the Huron River.
In 2017, the following bridges will be inspected: Broadway over the Huron River; Broadway over Depot Street and the Wolverine Line; E. Stadium Boulevard Bridge over S. State Street; E. Stadium Boulevard Bridge over the Ann Arbor Railroad tracks; Fuller Road over the Wolverine Line; East Medical Center Drive over the Wolverine Line; Eisenhower Parkway over the Ann Arbor Railroad; the portion of the 5th Avenue Parking Structure under South Fifth Avenue; and the University of Michigan Tunnel under Huron Parkway.
On May 11, 2016, the City received four proposals from professional engineering firms for the performance of the work. A selection committee comprised of Project Management staff thoroughly evaluated each proposal and interviewed two firms. DLZ was found to be the most qualified firm for the project based on their proposed scope of work, competitive fee schedule, and interview. DLZ complies with the requirements of the City’s Non-discrimination and Living Wage ordinances and has received the necessary approvals.
Future Direction of the Bridge Inspection Program
The City of Ann Arbor Project Management Services (PMSU) staff has worked diligently over the last two decades to reconstruct and restore the City’s bridge system to a high-functioning level with all of the bridges currently deemed to be in good condition (the highest rating using FHWA/MDOT nomenclature) with no structural deficiencies. As a result, PMSU staff is proposing that after this two-year cycle of detailed inspections is completed, that we perform “routine” bridge inspections in 2018 and 2019 as the bridges are expected to remain in good condition and detailed inspections every two years are not necessary. Detailed inspections will resume again in 2020 and 2021 and inspection types will alternate following this pattern for the foreseeable future. This will allow the City to better allocate its financial resources and utilize the cost savings for other needed bridge work such as routine maintenance expenses.
DLZ has consistently proven to be reliable, thorough, responsive, and able to complete the needed work efficiently and effectively. In addition, DLZ has been chosen in a competitive selection process for the last four years (two inspection cycles). They (DLZ) have performed the City’s bridge inspections at a very high level. Consequently, staff has negotiated a price with DLZ for informational purposes for the proposed 2018 and 2019 routine bridge inspections. The attached resolution contains a clause that states that pending satisfactory performance of the inspections by DLZ in 2016/2017, that the City can elect to amend their PSA to include the routine inspections to be performed in 2018/2019 at the currently negotiated price of approximately $71,700.00 which is expected to be about a $55,500.00 cost savings over the performance of detailed bridge inspections and RFP creation and consultant selection processes.
Note that the total amount of savings to be realized is subject to change due to factors that are outside of the City’s control such as inflation, potential revisions to the federal bridge inspection standards, or worker safety requirements. However, staff believes a significant amount of savings will be realized by this proposed change to the bridge inspection program without affecting the quality of the work or the integrity of the bridge structures.
Staff
Prepared by: Nicholas S. Hutchinson, P.E., City Engineer, Project Management
Reviewed by: Craig Hupy, Public Services Administrator
Approved by: Howard S. Lazarus, City Administrator
Body
Whereas, It is necessary to retain the services of a professional consulting engineering firm to perform the 2016/2017 Bridge Inspection Program;
Whereas, Funding has been included in the approved FY 17 Operation and Maintenance Budgets of the Major Streets Fund (Fund 0021) and the Sewage Disposal Fund (Fund 00443).
Whereas, The professional engineering firm of DLZ Michigan, Inc., of Lansing, Michigan has submitted to the City a proposal 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, DLZ Michigan, Inc. complies with the requirements of the City’s Non-Discrimination and Living Wage ordinances; and
Whereas, DLZ Michigan, Inc. has performed previous bridge inspections with a very high level of knowledge, expertise, and client satisfaction and the City desires to leverage this experience to realize future cost savings should they continue to perform at their current high level of service.
RESOLVED, That a professional services agreement with DLZ Michigan, Inc. in the amount of $119,741.32 be approved;
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;
RESOLVED, That the following project budget be adopted for the life of the project, to be available without regard to fiscal year and pending FY 2018 budget appropriations and funding availability as indicated:
Section I - Revenue
Major Street Fund (0021) - FY 17 $55,200.00
Sewage Disposal Fund (0043) - FY 17 $5,800.00
Major Street Fund (0021) - FY 18 $76,000.00
Major Street Fund (0021) - FY 18 $4,800.00*
TOTAL $141,800.00
*(To provide interim financing pending reimbursement from the U of M and DDA)
Section II - Expense
Consulting engineering services $119,800.00
Other charges including project management, City-owned vehicles,
printing, materials and supplies, etc. $15,000.00
Contingencies to be approved by the City Administrator $7,000.00
TOTAL $141,800.00;
RESOLVED, That pending successful completion of the currently proposed two-year cycle of bridge inspections, that the Project Management Services Unit negotiate and recommend for City Council’s approval, an amendment to the professional services agreement with DLZ Michigan, Inc. for the performance of bridge inspections in 2018/2019 without performing a new procurement process. If DLZ Michigan, Inc. fails to perform in a manner that meets the expectations of the City or does not retain their key personnel, the City will undertake its normal services solicitation procedures to find a suitably qualified consultant to perform the work; and
RESOLVED, That the City Administrator be authorized to take the necessary administrative actions to implement this resolution.