Title
Resolution to Approve a Professional Services Agreement with OHM Advisors, Inc. for Pavement Condition Rating Services ($65,800.00)
Memorandum
Attached for your approval is a resolution to approve a Professional Services Agreement (PSA) with OHM Advisors, Inc. (OHM) in the amount of $65,800.00 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 contract with the selected firm was intended to be a multi-year contract to perform pavement condition ratings every two years through 2025, beginning in the Fall of 2019.
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
Based on the results of the proposal evaluation, staff recommended award of a contract to Hennessey Engineers, which was approved by Council on August 19, 2019 (R-19-381). Hennessey performed the first set of pavement ratings in the fall of 2019, however City staff were not satisfied with the timeliness of their performance, with work being continually delayed. In addition, a key staff member left the company, leaving the firm with a lack of staff highly qualified in this area.
Because of this experience, the City terminated the contract with Hennessey following completion of the first year of pavement condition ratings. Staff now recommends awarding a contract to the next highest-ranking firm, OHM Advisors, to complete the pavement condition rating work for 2021, 2023, and 2025. OHM has agreed to hold the prices that they submitted in their proposal in 2019 for this work. In addition, the City requested additional services from OHM to provide technical assistance on the Roadsoft pavement asset management software, and to provide an evaluation of the City’s current pavement condition goals.
OHM Advisors, Inc. is in compliance with the requirements of the City’s Non-Discrimination and Living Wage ordinances.
Budget/Fiscal Impact: Funding for this work 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:
Roadsoft Modeling Assistance $ 5,200.00
Pavement Condition Goal Evaluation $ 2,600.00
Council Presentation (if needed) $ 1,900.00
2021 (FY 22) Pavement Evaluation $17,600.00
2023 (FY 24) Pavement Evaluation $18,700.00
2025 (FY 26) Pavement Evaluation $19,800.00
TOTAL $65,800.00
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 in the future.
Staff
Prepared by: Nicholas S. Hutchinson, P.E., City Engineer
Reviewed by: Craig Hupy, Public Services Area Administrator
Approved by: Tom Crawford, City Administrator
Body
Whereas, Professional services are needed from a qualified firm to perform pavement condition rating services to evaluate the City’s progress towards the pavement asset management goals;
Whereas, OHM Advisors, Inc. has demonstrated the required experience, professional qualifications, and competitive fee schedule for the required services;
Whereas, OHM Advisors, 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, OHM Advisors, 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 OHM Advisors, Inc. in the total amount of $65,800.00;
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.