Title
Resolution to Approve a Professional Service Agreement with DLZ Michigan, Inc. ($208,510.42) and Establish a Project Budget for the 2022/2023 Bridge Inspection Program ($248,000.00)
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 $208,510.42 for the completion of the 2022/2023 Bridge Inspection Program. This resolution also establishes the project budget of $248,000.00 for this work.
This project includes the inspection and evaluation of thirteen City vehicular bridges on public roadways, 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 that is classified as a vehicular bridge. These inspections will occur over the course of the next two years.
The City is required by federal regulations (National Bridge Inspection Standards, sub-part §650.303) to inspect our vehicular bridges on, or over, public roadways 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.
The project also includes the inspection, evaluation, and load rating of sixteen bridges controlled by the Community Services Area - Parks Division. These bridges are more precisely described within the professional services agreement to be approved. The estimated cost of this portion of the work is about $56,834.74. The Parks Bridges inspection is being performed at this time as these structures are deemed necessary to re-inspect to ensure their continued use is allowable and safe.
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 the 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 2022, the following vehicular 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; E. Medical Center Drive over the Wolverine Line; and Wastewater Treatment Plant Drive over the Huron River. In addition to these structures, the sixteen Parks Division structures will be inspected as well.
In 2023, the following vehicular 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 (this bridge is now being inspected every 12 months due to its condition); 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.
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, RFP #968, for six years (three inspection cycles.) The last set of inspections were awarded based on the merits of their previous work. They have performed the City’s bridge inspections at a very high level. Consequently, Engineering staff has negotiated a price with DLZ, which includes a nominal inflationary increase for the proposed 2022 and 2023 routine bridge inspections as stated in the prior resolution that awarded the PSA in 2020 (R-20-0645, copy attached.)
In order to perform this project, approximately 150 City 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, Parks Division staff, 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: Funding for this work is included in the approved Major Street Fund (Fund 0021) Capital Budget, the Operation and Maintenance Budget of the Sewage Disposal Fund (Fund 0043), and Parks Maintenance and Capital Improvements Millage (Fund 0071).
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 actual costs of the inspection and project administration will be invoiced and reimbursed. These costs are estimated to be approximately $10,000.00.
Staff
Prepared by: Nicholas S. Hutchinson, P.E., City Engineer
Reviewed by: Brian Steglitz, Interim Public Services Area Administrator
Approved by: Milton Dohoney Jr., City Administrator
Body
Whereas, It is necessary to retain the services of a professional consulting engineering firm to perform the 2022/2023 Bridge Inspection Program;
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 City Council approve a professional services agreement with DLZ Michigan, Inc. in the amount of $208,510.42 for completion of the 2022/2023 Bridge Inspection Program be approved; and
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 2024 budget appropriations and funding availability as indicated:
Section I - Revenue
Major Street Fund (0021) - FY 23 $84,755.19
Sewage Disposal Fund (0043) - FY 23 $4,500.00
Parks Maintenance and Capital Improvements Millage Fund (0071) FY 23 $56,834.74
Major Street Fund (0021) - FY 24 $91,910.07
Major Street Fund (0021) - FY 24 $10,000.00*
TOTAL $248,000.00
*(To be interim financed pending reimbursement from U of M and DDA)
Section II - Expense
Consulting engineering services $208,510.42
Other charges including project management, City-owned vehicles,
Overhead, Direct Fringes, Materials and Supplies, etc. $20,000.00
Contingencies to be approved by the City Administrator $19,489.58
TOTAL $248,000.00
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; and
RESOLVED, That the City Administrator be authorized to take the necessary administrative actions to implement this resolution including approval of needed Traffic Control Orders, night work authorizations, and other similar administrative approvals to allow the work of the project to proceed without delay.