Title
Resolution to Authorize a Professional Services Agreement with Hubbell, Roth and Clark, Inc. for Engineering Services for Guardrail Evaluation and Design - Task 2 - RFP No. 978 ($39,178.50)
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 $39,178.50 for engineering services for Guardrail Evaluation and Design (Task 2).
The City has guardrail in approximately 60 locations throughout the City, and until this time, had only addressed the guardrail condition on a reactive basis, such as after it had been hit, or when it is within the limits of a roadway capital improvement project. Much of this guardrail has been in service for a number of years and was installed per design standards of the time, but since then, many standards have changed as research on safer designs has been completed and implemented.
To achieve a comprehensive understanding of the state of this asset, each site needed to be visited to collect information on the physical features in order to make a judgment on the adequacy of the current protection provided by the guardrail system. This 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.
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 quotations.
On June 19, 2016, HRC was authorized to proceed with the comprehensive evaluation of the asset. HRC performed all the field work necessary to evaluate and inventory the guardrail. A report was submitted to the City on April 19, 2017 with a prioritized list of repairs. The submission of this report completed Task 1 of the Professional Services Agreement.
The next task outlined in the Request for Proposal, Task 2, is for the preparation of design plans and implementation of repairs and improvements. As the details of what would be included in Task 2 were dependent on the findings from Task 1, it was determined that the Task 2 work would be done under a separate agreement once the scope was better defined. For the work on Task 2, HRC will prepare plans and specifications for bidding, and provide construction inspection services for the repairs and improvements.
Budget/Fiscal Impact
Funding for this project is available in the FY 18 approved Major Street Fund Operations and Maintenance Budget.
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, Hubbell, Roth and Clark, Inc. evaluated each location and submitted a comprehensive report of the condition of this asset, including a prioritized list of improvements to implement;
Whereas, It is necessary to begin implementing the guardrail improvements from the prioritized list developed during Task 1;
Whereas, Task 2 includes the preparation of plans and specifications, bidding, and inspection of the guardrail improvements;
Whereas, Hubbell, Roth and Clark, Inc. (HRC) is in compliance with the requirements of the City’s Non-Discrimination and Living Wage Ordinances;
Whereas, Funding for this contract is available in the approved FY 18 Major Street Fund Operations and Maintenance Budget;
RESOLVED, That the City Council approve the Professional Services Agreement with Hubbell, Roth and Clark, Inc. for $39,178.50 for engineering services for Guardrail Evaluation and Design - Task 2;
RESOLVED, That a contingency amount of $4,000.00 be established and that the City Administrator be authorized to approve change orders to the professional services agreement with Hubbell, Roth and Clark, Inc., not to exceed the $4,000.00 contingency amount, in order to satisfactorily complete the project;
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.