Title
Resolution to Authorize a Professional Services Agreement with Hubbell, Roth and Clark, Inc. for Guardrail Evaluation and Design ($38,540.00)
Memorandum
Attached for your review and consideration for approval is a resolution authorizing a Professional Services Agreement with Hubbell, Roth and Clark, Inc. (HRC) for $38,540.00 for the engineering services related to the evaluation and design of guardrail.
The City has guardrail in approximately 60 locations throughout the City, and until this time, has only addressed the guardrail on a reactive basis or when it is within the limits of a roadway Capital Improvement Project. Much of this rail has been in service for a number of years and was installed per design standards of the time, many of which have changed as research on safer designs has been completed and implemented.
The City does not have a comprehensive understanding of this asset because installation and maintenance records were not well documented. As a result, each site must be visited to collect information on the physical features, and make a judgment on the adequacy of the current guardrail at each location. A prioritized list of maintenance and replacement needs will then be created to help plan future work.
This has prompted the City of Ann Arbor to seek a qualified engineering firm to conduct an investigation to inventory and provide an evaluation of the existing guardrail throughout the City, and then to assist with the prioritization of repairs or replacement (Task 1 in the Scope of Services). This represents the scope of services presented for approval in the attached Resolution.
The intent of this RFP is to hire an engineering firm that will be retained for up to 3 years to provide as-needed design and construction engineering services (Task 2 in the Scope of Services). A separate resolution will be presented to Council for approval for Task 2, once Task 1 has been completed and the scope of Task 2 is more firmly established.
On June 10, 2016, a request for proposal (RFP No. 978) was issued. Proposals were received from five consultants on July 13, 2016. A team of staff members reviewed the proposals and selected Hubbell, Roth and Clark, Inc. (HRC) based on their professional qualifications, past involvement with similar projects, proposed work plan, and fee proposal.
Budget/Fiscal Impact
Funding is available in the FY17 approved Major and Local Street Fund Operating and Maintenance Budgets.
Staff
Prepared by: Nicholas Hutchinson, P.E., City Engineer
Reviewed by: Craig Hupy, Public Services Area Administrator
Approved by: Howard S. Lazarus, City Administrator
Body
Whereas, The City has guardrail in approximately 60 locations throughout the City;
Whereas, The City does not currently have a comprehensive understanding of the condition of this asset;
Whereas, It is necessary to visit each location to collect information on the physical features, and make a judgment on the adequacy of the guardrail at each location;
Whereas, It is necessary to retain the services of a professional engineering firm to conduct an investigation to inventory and provide an evaluation of the existing guardrail throughout the City, and then to assist with the prioritization of repairs or replacement;
Whereas, In response to RFP No. 978, the City received five proposals and selected Hubbell, Roth and Clark, Inc. (HRC) based on their professional qualifications, past involvement with similar projects, proposed work plan, and fee quotations;
Whereas, Hubbell, Roth and Clark, Inc. (HRC) complies with the requirements of the City’s Non-Discrimination and Living Wage Ordinances; and
Whereas, Funding for this contract is available in the FY17 approved Major and Local Street Fund Operating and Maintenance Budgets;
RESOLVED, That the City Council approve the Professional Services Agreement with Hubbell, Roth and Clark, Inc. (HRC) for $38,540.00 for engineering services for guardrail evaluation and design activities (Task 1 in the scope of services);
RESOLVED, That a contingency amount of $8,000.00 be established within the contract and that the City Administrator be authorized to approve change orders to the professional services agreement with Hubbell, Roth and Clark, Inc. (HRC), not to exceed the $8,000.00 contingency amount in order to satisfactorily complete the Task 1 activities;
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; and
RESOLVED, That the City Administrator be authorized to take the necessary administrative actions to implement this resolution.