Title
Resolution to Approve a Professional Service Agreement with DLZ Michigan, Inc. ($104,564.68) and Establish a Project Budget for the 2018/2019 Bridge Inspection Program ($140,000.00)
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 $104,564.68 for the 2018/2019 Bridge Inspection Program. This resolution also establishes the project budget of $140,000.00 for this work.
In order to perform this project, 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 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 Operation and Maintenance Budgets of the Major Streets Fund (Fund 0021) and the Sewage Disposal Fund (Fund 0043.)
The Major Streets 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 Major Street Fund will be reimbursed for the actual costs of the inspection and project administration by the appropriate City fund or outside agency.
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 project also includes the inspection, evaluation, and load rating of six bridges controlled by the Community Services Area - Parks Division. The bridges are the wooden vehicular Gallup Park bridge located near the main entrance into the park; the Border-to-Border trail bridge over the Huron River located in the University of Michigan’s Mitchell Field; the two Bandemer Park structures located off of Barton Drive; and, the North and South Barton Nature Area structures over the Huron River. These bridges are more precisely described within the professional services agreement to be approved. The estimated cost of this work is $34,810.00. This work is being performed at this time as these structures have either not been inspected, or have not been inspected or load rated within the last ten years or longer and it is necessary to do so in order to help ensure they can be maintained in a state of good repair.
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.
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 its 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 2018,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 addition to these structures the six Parks structures will be inspected as well.
In 2019, 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.
The form of contract will be the standard professional services agreement drafted by the City Attorney’s Office.
Direction of the Bridge Inspection Program
The City of Ann Arbor Engineering staff has worked diligently over the last two decades to reconstruct and restore the City’s bridge system to a high-functioning level with the majority of our bridges currently deemed to be in good condition (the highest rating using FHWA/MDOT nomenclature) with no structural deficiencies. As a result, Engineering staff is proposing that the City perform “routine” bridge inspections in 2018 and 2019 on many of our bridges they are expected to remain in good condition and detailed hands-on inspections every two years are not necessary. Detailed inspections will then be performed again in 2020 and 2021 and alternate inspection types 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 six years (three inspection cycles.) They (DLZ) have performed the City’s bridge inspections at a very high level. Consequently, Engineering staff has negotiated a price with DLZ for the proposed 2018 and 2019 routine bridge inspections as stated in the prior resolution that awarded the PSA in 2016 (R-16-289, copy attached.) The attached resolution contains a clause that states that pending satisfactory performance of the inspections by DLZ in 2018/2019, that the City can elect to create a new PSA to include the inspections to be performed in 2020/2021.
Note, Resolution R-16-289 stated that the City would amend the existing PSA with DLZ to include this work. However, upon further consideration of this issue, a new PSA is being created in order to clearly separate all costs associated with the project and simplify the billing process to the DDA and the University of Michigan, and better ensure transparency.
Staff
Prepared by: Nicholas S. Hutchinson, P.E., City Engineer, Project Management
Reviewed by: Craig Hupy, Public Services Area 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 2018/2019 Bridge Inspection Program;
Whereas, Funding has been included in the approved FY 19 Operation and Maintenance Budgets of the Major Streets Fund (Fund 0021), the Sewage Disposal Fund (Fund 00443), and the Parks Maintenance and Capital Improvements Millage (0071);
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 therefor, 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 $104,564.68 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 2020 budget appropriations and funding availability as indicated:
Section I - Revenue
Major Street Fund (0021) - FY 19 $49,910.00
Sewage Disposal Fund (0043) - FY 19 $3,010.00
Parks Maintenance & Capital Improvements Millage - FY 19 $34,810.00
Major Street Fund (0021) - FY 20 $45,920.00
Major Street Fund (0021) - FY 20 $6,350.00*
*(To be interim financed pending reimbursement from the U of M and DDA)
Section II - Expense
Consulting engineering services $104,600.00
Other charges including project management, City-owned vehicles,
Overhead, Direct Fringes, Materials and Supplies, etc. $24,900.00
Contingencies to be approved by the City Administrator $10,500.00
TOTAL $140,000.00
RESOLVED, That the City Administrator be authorized to approve amendments to DLZ Michigan, Inc.’s professional services agreement up to $10,500 in order to satisfactorily complete the project;
RESOLVED, That pending successful completion of the currently proposed two-year cycle of bridge inspections, that Engineering negotiate and recommend for City Council’s approval, a professional services agreement with DLZ Michigan, Inc. for the performance of bridge inspections in 2020/2021 without performing a new services solicitation 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.