Title
Resolution to Approve Professional Services Agreements with Orchard, Hiltz & McCliment, Inc. in the amount of $750,000.00; Wade Trim Associates, Inc. in the amount of $750,000.00; Fishbeck in the amount of $500,000.00; and Spalding DeDecker Associates, Inc. in the amount of $500,000.00 for General Civil Engineering and Surveying Services (RFP No.23-27)
Memorandum
Attached for your review and consideration for approval is a resolution approving Professional Services Agreements with several firms for General Civil Engineering and Surveying Services to be performed on an as-needed basis for a variety of capital improvement projects managed by the Engineering Unit.
The City, through the Engineering Unit, provides a wide array of services including design and management of capital improvement projects; private development construction plan review; private development utility and road construction inspection; transportation engineering; civil engineering design; construction inspection; drafting; and surveying. The proposed professional services agreements are intended to supplement and support the existing Engineering staff during high demand periods for engineering and surveying services. These firms will only be used when additional support is needed and will not exceed the authorized amount for each firm.
Many of the activities provided or managed by the City’s Engineering Unit are directly impacted by the intensity of construction activities, the condition of the City’s infrastructure, private development in the area, and many other variables. These factors often contribute to short- and long-term fluctuations in demand for the unit’s services citywide. The variety of capital improvement projects managed by the Engineering Unit also occasionally creates the need for engineering expertise that is not available within the existing staff.
In the past, the Engineering Unit has selected professional consulting firms to provide services on an as needed basis. Making use of these firms on an ongoing basis has permitted the City to more effectively utilize the existing work force, while continuing to deliver quality and cost-effective engineering, surveying, and project management services.
In May of 2023, the City received proposals in response to RFP No. 23-27 from eight (8) firms for professional consulting engineering services for “General Civil Engineering and Survey Services”. A staff selection committee reviewed the proposals and determined the firms most qualified for the work according to several criteria:
• Professional Qualifications (15%)
• Past Involvement with Similar Projects (40%)
• Work Plan (20%)
• Fee Proposal (25%)
Staff ranked the responding firms in the following order:
1. Orchard, Hiltz & McCliment, Inc.
2. Wade Trim Associates, Inc.
3. Spalding DeDecker Associates, Inc.
4. Fishbeck
5. Hubbell, Roth & Clark, Inc.
6. Giffels Webster
7. Osborn Engineering
8. Mannik Smith Group
The selection committee decided that the top four (4) firms were qualified to perform the work and found their fee proposals to be reasonably comparable. To provide flexibility and adequate coverage as needed for the City’s projects, staff decided to recommend proceeding to contract with these four (4) firms.
All four (4) firms are in compliance with the requirements of the City’s Non-Discrimination and Living Wage ordinances.
Budget/Fiscal Impact: The services provided through the professional services agreements will be paid for within approved project budgets and annual operating budgets, as appropriate.
Staff
Prepared by: Nicholas S. Hutchinson, P.E., City Engineer
Reviewed by: Brian Steglitz, Public Services Area Administrator
Approved by: Milton Dohoney Jr., City Administrator
Body
Whereas, The City of Ann Arbor Engineering Unit provides services including design and management of capital improvement projects; private development construction plan review; private development utility and road construction inspection; transportation engineering; civil engineering design; construction inspection; drafting; and surveying;
Whereas, The demand for engineering and surveying services fluctuates with time and often creates periods of peak demand for services beyond the current staffing resources;
Whereas, During such periods of peak demand, Engineering Unit resources would be supplemented with additional resources provided by private professional engineering firms;
Whereas, In response to RFP No. 23-27 for General Civil Engineering and Surveying Services, the City received eight (8) proposals; and Orchard, Hiltz &
McCliment, Inc., Wade Trim Associates, Inc., Fishbeck., and Spalding DeDecker Associates, Inc. were selected based on their professional qualifications, past experience, work plan, and fee quotations;
Whereas, The engineering and surveying services will be paid for within approved project budgets and annual operating budgets, if so approved by City Council, and costs for work on private development projects will be recouped through fees charged to developers; and
Whereas, The firms are in compliance with the requirements of the City’s Non-Discrimination and Living Wage ordinances;
RESOLVED, That the City Council approve the Professional Services Agreement with Orchard, Hiltz & McCliment, Inc. in the amount of $750,000.00 for General Civil Engineering and Surveying Services (RFP No. 23-27);
RESOLVED, That City Council approve the Professional Services Agreement with Wade Trim Associates, Inc. in the amount of $750,000.00 for General Civil Engineering and Surveying Services (RFP No. 23-27);
RESOLVED, That City Council approve the Professional Services Agreement with Fishbeck in the amount of $500,000.00 for General Civil Engineering and Surveying Services (RFP No. 23-27);
RESOLVED, That City Council approve the Professional Services Agreement with Spalding DeDecker Associates, Inc. in the amount of $500,000.00 for General Civil Engineering and Surveying Services (RFP No. 23-27);
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;
RESOLVED, That the City Administrator be authorized to approve individual work statement agreements for the duration of the contracts; and
RESOLVED, That the City Administrator be authorized to take the necessary administrative actions to implement this resolution.