Title
Resolution to Approve a Professional Services Agreement with Baker and Associates for Inspection Services ($124,178.47) (RFP No. 24-35) and Establish a Project Budget for the 2024-2025 Bridge Inspection Program ($175,000.00)
Memorandum
Attached for your review and consideration is a resolution to approve a Professional Services Agreement (PSA) with Baker Associates for $124,178.47 for the annual bridge inspections as part of the 2024 - 2025 Bridge Inspection Program.
This project includes the inspection and evaluation of eighteen City vehicular bridges on public roadways, 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 are classified as a vehicular bridge. These inspections will occur over the course of the next two years.
The City is required by federal regulations (National Bridge Inspection Standards, sub-part §650.303) to inspect our vehicular bridges on, or over, public roadways 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.
The project also includes the inspection, evaluation, and load rating of twenty bridges controlled by the Community Services Area - Parks Division. These bridges are more precisely described within the attached professional services agreement. The inspection of Parks bridges is being performed at this time as these structures are deemed necessary to re-inspect to ensure their continued use is allowable and safe.
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 2024, the following vehicular 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; E. Medical Center Drive over the Wolverine Line; and Wastewater Treatment Plant Drive over the Huron River. In addition to these structures, the ten Parks Division structures will be inspected as well.
In 2025, the following vehicular 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; Wastewater Treatment Plant Drive over the Huron River (if the bridge is not replaced in 2024); Bandemer Park Vehicle Bridge over Huron River, Gallup Park Vehicle Bridge over Huron River, the portion of the 5th Avenue Parking Structure under South Fifth Avenue; and the University of Michigan Tunnel under Huron Parkway. In addition to these structures, an additional ten Parks Division structures will be inspected as well.
On May 16, 2024, a request for proposal (RFP No. 24-35) was issued for bridge inspection services, the scope of which included state mandated bridge inspections for eighteen (18) Ann Arbor bridges and additional requested Parks-owned bridges. Proposals were received from five (5) consultants on June 18, 2024. 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. Baker and Associates (Baker)
2. DLZ Michigan, Inc.
3. NTH Consultants
4. TYME
5. Niricson
The committee selected Baker based on their professional qualifications, past involvement with similar projects, proposed work plan, and fee quotations. Baker complies with the requirements of the City’s Non-Discrimination and Living Wage Ordinance.
The contract will be structured with the option to be renewed for the 2026-2027 Bridge Inspection Program, pending successful completion of the 2024-2025 Bridge Inspection Program. If Baker fails to perform in a manner that meets the expectations of the City or does not retain their key personnel, the City will issue a new RFP for these services;
Budget/Fiscal Impact: Funding for this work is included in the approved FY25 Major Street Fund (Fund 0021) Capital Budget, the Operation and Maintenance Budget of the Sewage Disposal Fund (Fund 0043), and Parks Maintenance and Capital Improvements Millage (Fund 0071) and will be included in the FY26 budget if so, approved by Council as outlined below:
Major Street Fund (0021) - FY 25 $70,000.00
Sewage Disposal Fund (0043) - FY 25 $4,000.00
Parks Maintenance & Capital Improvements
Millage Fund (0071) FY 26 $40,000.00
Major Street Fund (0021) - FY 26 $51,000.00
Major Street Fund (0021) - FY 26 $10,000.00*
TOTAL $175,000.00
In order to perform this project, approximately 150 City staff hours are expected to be expended during the course of the two-year project. These hours will be utilized for tasks such as coordination of project work with various City Service Units or outside agencies (such as the University of Michigan, Parks Division staff, 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.
*The Major Street Fund will interim finance the work of inspecting the privately-owned structures for which the City is responsible to inspect. Upon completion of the work, the actual costs of the inspection and project administration will be invoiced and reimbursed. These costs are estimated to be approximately $10,000.00.
Staff
Prepared by: Nicholas Hutchinson, P.E., City Engineer
Reviewed by: Sue F. McCormick, Interim Public Services Area Administrator
Approved by: Milton Dohoney Jr., City Administrator
Body
Whereas, It is necessary to retain the services of a professional engineering firm to perform the 2024-2025 Bridge Inspection Program;
Whereas, In response to RFP No. 24-35, the City received five (5) proposals and selected Baker based on their professional qualifications, past involvement with similar projects, proposed work plan, and fee quotations;
Whereas, Baker complies with the requirements of the City’s Non-Discrimination and Living Wage Ordinance;
Whereas, The total cost of the 2024-2025 Bridge Inspection Program is estimated to be $175,000.00;
RESOLVED, That a project budget of $175,000.00 shall be established for the 2024-2025 Bridge Inspection Program;
RESOLVED, That the City Council approve a Professional Services Agreement with Baker in the amount of $124,178.47 (RFP 24-35)
RESOLVED, That the City Administrator be authorized to approve amendments to Baker professional services agreement up to $25,000.00 in order to satisfactorily complete the project;
RESOLVED, That the City Administrator be authorized to approve the renewal of the Professional Services Agreement for the 2026-2027 Bridge Inspection Program, contingent upon the availability of funding;
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, That the City Administrator be authorized to take the necessary administrative actions to implement this resolution including approval of needed Traffic Control Orders, night work authorizations, and other similar administrative approvals to allow the work of the project to proceed without delay.