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File #: 20-1284    Version: 1 Name: 9/21/20 - Streetlight Replacement & Asset Management
Type: Resolution Status: Passed
File created: 9/21/2020 In control: City Council
On agenda: 9/21/2020 Final action: 9/21/2020
Enactment date: 9/21/2020 Enactment #: R-20-359
Title: Resolution to Authorize Professional Services Agreements with Orchard, Hiltz & Mccliment, Inc. (OHM) for $187,000.00 for Streetlight Replacement and Asset Management.
Attachments: 1. OHM_streetlight_replacement_asset_management.contract.pdf

Title

Resolution to Authorize Professional Services Agreements with Orchard, Hiltz & Mccliment, Inc. (OHM) for $187,000.00 for Streetlight Replacement and Asset Management.

Memorandum

Attached for your review and consideration for approval is a resolution authorizing Professional Services Agreements with Orchard, Hiltz & Mccliment, Inc. (OHM) for $187,000.00 for Streetlight Replacement and Asset Management.

 

The City, through the Engineering Unit, owns and maintains over 3,000 streetlights in the City Right-of-Way (ROW). A condition assessment of City streetlights performed in 2017 has identified the locations where maintenance and replacement of streetlights would be needed for the next several years. This assessment was also used to indicate the level of annual investment needed to maintain the necessary level of service for streetlight functionality. The proposed professional services agreement is intended to continue the design and construction engineering work for streetlight maintenance and replacement that has occurred over the last several fiscal years.

 

In the past, the Public Works Unit has utilized qualified professional consulting firms under General Civil Engineering Services contract to provide the design and construction engineering services related to streetlight maintenance and replacement projects. Selecting firms designated for their expertise with installation, maintenance, and replacement of streetlights will permit the City to more effectively utilize the existing work force, while continuing to deliver quality and cost effective design, review, operations and management services.

 

In June of 2020, the City received proposals in response to Request for Proposal (RFP) No. 20-22 from five professional engineering firms.  The RFP required each consultant to submit a statement of qualifications, work plan, fee schedule, and resumes of personnel that it proposed were qualified and available to work on City projects.  A selection committee comprised of Engineering and Systems Planning staff reviewed the proposals and determined which firms were most qualified to perform the required services. The firms were evaluated and scored on several criteria:

 

                     Professional Qualifications (20%)

                     Past Involvement with Similar Projects (30%)

                     Proposed Work Plan (30%)

                     Fee Proposal (20%)

 

After reviewing and scoring the proposals, staff ranked the responding firms in the following order:

 

1.                     OHM

2.                     WadeTrim

3.                     Tanko Lighting

4.                     Metro Engineering Solutions

5.                     NTH Consultants

 

Based on the proposals and fee schedules submitted, the selection committee decided to award a contracts to the top firm, OHM.

 

OHM Advisors, Inc. is in compliance with the requirements of the City’s Non-Discrimination and Living Wage ordinances.

 

Budget/Fiscal Impact:  Funding for these services is available in the approved Streetlight Replacement Capital Budget.

Staff

Prepared by:  Raymond Hess, Transportation Manager

Reviewed by:  Craig Hupy, Public Services Area Administrator

Approved by:  Tom Crawford, Interim City Administrator

Body

Whereas, The City of Ann Arbor owns and maintains over 3,000 streetlights in the City ROW;

 

Whereas, A condition assessment of City streetlights performed in 2017 has identified the locations where maintenance and replacement of streetlights would be needed for the next several years;

 

Whereas, This assessment was also used to indicate the level of annual investment needed to maintain the necessary level of service for streetlight functionality;

 

Whereas, The proposed professional services agreement is intended to continue the design and construction engineering work for streetlight maintenance and replacement that has occurred over the last several fiscal years;

 

Whereas, In response to RFP No. 20-22 for Streetlight Replacement and Asset Management, the City received five proposals; and selected OHM based on their professional qualifications, past experience, work plan, and fee quotations;

 

Whereas, Funding for these services is available in the approved Streetlight Replacement Capital Budget; and

 

Whereas, The firm is in compliance with the requirements of the City’s Non-Discrimination and Living Wage ordinances;

 

RESOLVED, That the City Council approve the Professional Services Agreement with Orchard, Hiltz & Mccliment, Inc. in the amount of $187,000.00 for Streetlight Replacement and Asset Management (RFP No. 20-22);

 

RESOLVED, That a contract contingency amount of $18,700.00 be established and that the City Administrator be authorized to approve change orders to the professional services agreement with Orchard, Hiltz & McCliment, Inc., not to exceed $18,700.00 in order to satisfactorily complete the project;

 

RESOLVED, That the funding be available without regard to fiscal year until project completion;

 

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 Interim City Administrator;

 

RESOLVED, That the Interim City Administrator be authorized to approve individual work statement agreements for the duration of the contract; and

 

RESOLVED, That the Interim City Administrator be authorized to take the necessary administrative actions to implement this resolution.