Title
Resolution to Approve a Professional Services Agreement with Hennessey Engineers, Inc. for Construction Engineering Services for Pavement Condition Rating Services ($54,580.00)
Memorandum
Attached for your approval is a resolution to approve a Professional Services Agreement (PSA) with Hennessey Engineers, Inc. (Hennessey) in the amount of $54,580.00 for pavement condition rating services.
The City of Ann Arbor sought professional services from a firm to perform pavement condition rating services for the City’s paved street system and to develop statistical reports based on those ratings. The overall objective of this work is to provide an assessment of the City’s progress toward reaching the target street condition goal of 80% of the City’s streets to be scored as a 7 or better on the PASER rating system by 2026.
The contract with the selected firm will be a multi-year contract to perform pavement condition ratings every two years through 2025, beginning in the Fall of 2019. The City’s Engineering Unit will oversee the direction and quality of work of the selected firm.
The City posted a request for proposals (RFP) to the Michigan Inter-governmental Trade Network (MITN) BidNet® website. In January of 2019, the City received proposals from seven firms. A selection committee comprised of City staff reviewed the proposals and determined the most qualified firms based on several criteria:
• Professional Qualifications & Past Experience (60%)
• Proposed Work Approach (20%)
• Fee Proposal (20%)
The RFP selection process requires an initial evaluation, after which the fee proposals are only opened for the top proposals. The selection committee completed the initial scoring based on qualifications, past projects, and the proposed work plan.
Based on the results, the selection committee determined that five of the seven firms were qualified, and fee proposals were opened from those firms. After opening fee proposals, staff elected to interview the three highest scoring firms to discuss their work plan, qualifications, and fee proposal in more detail.
Following the interviews, staff reviewed and rescored the proposals of the firms interviewed. The final rank of the five firms whose fee proposals were opened was as follows:
1. Hennessey Engineers
2. OHM Advisors
3. Spalding DeDecker
4. Wade Trim
5. Hubbel, Roth & Clark
Hennessey Engineers, Inc. is in compliance with the requirements of the City’s Non-Discrimination and Living Wage ordinances.
Budget/Fiscal Impact: Funding for this work is and will be available in the annual approved Major and Local Street Fund Operating and Maintenance budgets, if so approved by City Council. The breakdown of the annual costs for this work, which are fixed, lump sum amounts each year, are as follows:
2019 (FY 20) Pavement Evaluation $13,180.00
2021 (FY 22) Pavement Evaluation $13,500.00
2023 (FY 24) Pavement Evaluation $13,800.00
2025 (FY 25) Pavement Evaluation $14,100.00
TOTAL $54,580.00
The attached Resolution also includes a contingency amount of $10,000.00 to provide for optional additional services, such as providing further technical assistance in updating the City’s Pavement Asset Management Plan, should they be needed.
Staff
Prepared by: Nicholas S. 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 a target street condition goal of 80% of the City’s streets to be scored as a 7 or better on the PASER rating system by 2026;
Whereas, Professional services are needed from a qualified firm to perform pavement condition rating services to evaluate the City’s progress towards those goals;
Whereas, Hennessey Engineers, Inc. has demonstrated the required experience, professional qualifications, and competitive fee schedule for the required services;
Whereas, Hennessey Engineers, Inc. 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, all of which are agreeable to the City;
Whereas, Hennessey Engineers, Inc. is in compliance with the requirements of the City’s Non-Discrimination and Living Wage Ordinances; and
Whereas, Funding for this work is and will be available in the approved Annual Major and Local Street Funds Operating and Maintenance budgets, if so approved by City Council;
RESOLVED, That a professional services agreement be approved with Hennessey Engineers, Inc. in the total amount of $54,580.00;
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 City Administrator be authorized to approve amendments to this professional services agreement up to $10,000.00 for additional as-needed support services for the duration of the agreement; and
RESOLVED, That the City Administrator be authorized to take the necessary administrative actions to implement this resolution.