Title
Resolution to Approve a Contract with DLZ Michigan, Inc. to Provide Professional Design Engineering Services for the Rehabilitation of Bridges in Barton Nature Area, Bandemer Park, Mitchell Field and Gallup Park ($50,032.56)
Memorandum
Attached for your review and action is a resolution to approve an up to $50,032.56 contract with DLZ Michigan, Inc. (DLZ) to provide professional design engineering services, including construction drawings and specifications, for the rehabilitation of bridges in Barton Nature Area, Bandemer Park, Mitchell Field and Gallup Park.
The Parks and Recreation Open Space Plan identifies bridge repair as an on-going need and one of the major categories of capital project improvements. Recent bridge condition assessments have concluded that the bridge structures in Barton Nature Area (both north and south), Bandemer Park (pedestrian and vehicle), Mitchell Field, and Gallup Park (vehicle bridge) would benefit from repairs in the near-term in order to sustain their use. These repairs should be performed soon to maintain current use and prevent further deterioration and more costly repairs. Some of the identified repairs can be completed by Parks Staff, while more technical work will need to be performed by a licensed contractor. DLZ will complete two sets of design drawings and specifications, one for the work that will be bid out to a contractor and the other for work to be completed by City staff so that they will have a sufficient level of detail to allow them to complete the work accurately and efficiently.
DLZ’s engineering design work will be completed in Winter/Spring 2019, allowing the construction contractor portion of the project to be bid in early Summer 2019 so that work can commence in the fall. City staff will commence with other repair work as soon as the design documents are complete.
The project meets the sustainability goals of promoting active living and learning and providing transportation options, as the park bridges form important linkages in the non-motorized system in our community. This project also supports the goal of having a safe community by minimizing the risk to public health from deferred bridge maintenance.
Staff recommends a contingency of 10% ($5,003.25) is requested to cover potential changes that occur during design, as the full extent of repair work may not be evident until the design plans are prepared and finalized. Additionally, during construction the project will require construction inspection and oversight services. It is the intent of City staff to have DLZ provide these services as well, but due to the non-standard nature of the various bridge projects, it is recommended to wait under after the project is designed to determine the level of oversight that will be required.
Staff recommends DLZ for this work as a best source for the following reasons:
1. DLZ has already conducted detailed condition assessments, invested significant time familiarizing themselves with the bridges, the design of each structure, and the particular issues associated with each bridge. These assessments include load-rating calculations that were particularly time-consuming for the unique wooden vehicle bridge in Gallup Park, a very non-standard structure that required significant modelling effort, and research into its original construction and design. Because of its unique features, if another consultant was used, they would spend significant time validating or even possibly repeating the analysis, incurring additional time and costs. City staff estimate that this could potentially cost the City $7,500-$10,000 in additional engineering design fees.
2. City Engineering staff and DLZ have recommended these repairs be completed as soon as possible. If another consultant were to be used, the City would lose valuable time as they reviewed the reports, familiarized themselves with the unique aspects of the bridges, and performed additional analysis. Additionally, a request for proposals selection process would add considerable time to the project schedule, as staff estimates that it would take approximately four months or more to perform the selection and hiring process, limiting the City’s ability to repair these structures in a timely manner.
Therefore, due to DLZ’s familiarity with the project issues and the significant time they have already invested inspecting and analyzing the structures, combined with the urgent need to complete repairs as quickly as possible, DLZ is recommended to be used as a Best Source.
Budget Impact: It is requested that expending up to $55,035.81 for this project be approved without regard to fiscal year. Funding is available in the approved FY2019 Park Maintenance and Capital Improvement Millage budget. The Park Advisory Commission unanimously recommended approval of this contract at their January 29th meeting.
Staff
Prepared by: Hillary Hanzel, Parks Planner
Reviewed by: Colin Smith, Parks and Recreation Manager
Derek Delacourt, Community Services Area Administrator
Approved by: Howard S. Lazarus, City Administrator
Body
Whereas, The City has identified bridge repair as an on-going need and one of the major categories of capital project improvements;
Whereas, Tecent bridge condition assessments have concluded that the bridge structures in Barton Nature Area, Bandemer Park, Mitchell Field, and Gallup Park all would benefit from repairs;
Whereas, Some of the identified repairs can be completed by Parks Staff to save costs, while more technical work will need to be performed by a licensed contractor working from design drawings;
Whereas, These bridge repairs should be performed soon in order to maintain their current use and prevent further deterioration and more costly repairs;
Whereas, The project supports the City sustainability goals of promoting active living and learning and providing transportation options;
Whereas, Funding for design engineering is available in the approved FY2019 Park Maintenance and Capital Improvement Millage budget;
Whereas, It is not be economically feasible for another vendor to provide the engineering services as DLZ Michigan, Inc. has already invested significant time familiarizing themselves with the bridges;
Whereas, The repairs should be completed as soon as possible;
Whereas, The City would lose valuable time if another consultant had to familiarize themselves with the project;
Whereas, A request for proposals selection process would add considerable time to the project schedule, limiting the City’s ability to repair the bridges in a timely manner;
Whereas, Staff is recommending that DLZ Michigan, Inc. be used as a Best Source; and
Whereas, The Parks Advisory Commission recommended approval of this contract at their January 29, 2019 meeting;
RESOLVED, That City Council approve a contract with DLZ Michigan, Inc. for professional design engineering services for the rehabilitation of park bridges for an amount of up to $50,032.56, and also approve a construction contingency of $5,003.25 (10%) to cover potential contract change orders, for a total of $55,035.81 for the life of the project, without regard to fiscal year;
RESOLVED, That the City Administrator be authorized to take all necessary administrative actions to implement this resolution including the authority to approve change orders within the approved contingency; and
RESOLVED, That the Mayor and City Clerk be authorized and directed to execute the contract after approval as to substance by the City Administrator and approval as to form by the City Attorney.