Title
Resolution to Approve a Professional Services Agreement with Orchard, Hiltz & McCliment, Inc. for Engineering Design Services for the Pittsfield Village Improvements Project ($1,140,971.00) (RFP 23-34)
Memorandum
Attached for your review and consideration is a resolution to approve a Professional Services Agreement (PSA) with Orchard, Hiltz & McCliment, Inc. (OHM) for $ 1,140,971.00 for the engineering design of the Pittsfield Village Improvements Project (see attached map for the area covered by this project). This project is a composite of several Capital Improvements Plan (CIP) projects including:
Water Main (UT-WS-20-09)
• Upsizing of approximately 9,100 feet of aging water main. A small portion of the water mains within Pittsfield Village were already replaced in 2007.
Sanitary Sewer (UT-SN-20-01; UT-SN-18-07)
• Upsizing of approximately 1,700 feet of existing 8” to 12” in Norwood to improve wet weather capacity and reduce the likelihood of basement backups.
• Rehabilitation of other aging sanitary sewers and manholes as identified in the 2023 Pittsfield Village Sanitary Sewer and Stormwater Evaluation Survey (Attachment A in the PSA).
Street Improvements (TR-SC-24-10)
• Address pavement condition; determine whether roads need resurfacing or reconstruction.
• Consider filling sidewalk gap on Whitewood Street.
• Implement All Ages and Abilities (A3) bike corridor (Edgewood to Pittsfield to Washtenaw).
Stormwater Improvements (UT-ST-22-02; UT-ST-18-06)
• Rehabilitation of aging storm sewers and structures as identified in the 2023 Pittsfield Village Sanitary Sewer and Stormwater Evaluation Survey (Attachment A in the PSA).
• Evaluate stormwater improvements to improve street/surface flooding in Parkwood/Pittsfield area as identified in the 2015 Stormwater Hydraulic Model Calibration and Analysis Project.
• Incorporate recently constructed (2015) stormwater detention at 3500 Washtenaw into evaluation of stormwater management opportunities.
• Evaluate green infrastructure opportunities where possible to reduce surface flooding to the maximum extent practicable. Adherence with the City’s Green Streets Policy will be required in areas with road reconstruction.
• Installation of curb drains.
On June 20, 2023, a request for proposal (RFP No. 23-34) was issued, which included the engineering services to design, permit, and bid construction documents for the Pittsfield Village Improvements Project. Proposals were received from three (3) consultants on July 20, 2023. A staff selection committee reviewed the proposals and determined the firms most qualified for the work according to several criteria:
• Professional Qualifications (20%)
• Past Involvement with Similar Projects (20%)
• Work Plan (40%)
• Fee Proposal (20%)
Staff ranked the responding firms in the following order:
1. Orchard, Hiltz & McCliment, Inc. (OHM)
2. Wade Trim Associates, Inc.
3. Spalding DeDecker Associates, Inc.
The committee selected OHM based on their professional qualifications, past involvement with similar projects, proposed work plan, and fee quotations. OHM complies with the requirements of the City’s Non-Discrimination and Living Wage Ordinance.
In addition to the engineering design, the Pittsfield Village Improvements Project has numerous key components for which the consultant will also be responsible, including public engagement and coordination with stakeholders.
Project Schedule: Design work for this project is expected to extend through 2024. Construction is expected to be done in two phases, with work beginning in 2025.
Budget/Fiscal Impact: Funding for this work is available in the approved Public Services Area Capital Budgets. The identified projects include TR-SC-18-08 and TR-SC-22-18 (Street Millage); UT-WS-20-09 (Water Supply System); UT-SN-20-01; UT-SN-18-07 Sanitary Sewer): and, UT-ST-22-02; UT-ST-18-06 (Stormwater Improvements) that comprise the Pittsfield Village Improvements Project.
Staff
Prepared by: Nicholas Hutchinson, P.E., City Engineer
Reviewed by: Brian Steglitz, Public Services Area Administrator
Approved by: Milton Dohoney Jr., City Administrator
Body
Whereas, It is necessary to resurface the existing roads, replace water mains, upsize and rehabilitate sanitary sewers, upgrade stormwater facilities, and improve safety features in the Pittsfield Village area to ensure safe and reliable infrastructure;
Whereas, It is necessary to retain the services of a professional engineering firm to perform the design engineering tasks and needed public engagement associated with the project;
Whereas, In response to RFP No. 23-34, the City received three (3) proposals and selected Orchard, Hiltz & McCliment, Inc. based on their professional qualifications, past involvement with similar projects, proposed work plan, and fee quotations;
Whereas, Orchard, Hiltz & McCliment, Inc. complies with the requirements of the City’s Non-Discrimination and Living Wage Ordinance; and
Whereas, Funding for the Pittsfield Village Improvements Project is available in the appropriate approved Public Services area Capital Budgets;
RESOLVED, That the City Council approve a Professional Services Agreement with Orchard, Hiltz & McCliment, Inc. in the amount of $1,140,971.00 for design of the Pittsfield Village Improvement Project (RFP 23-34);
RESOLVED, That the City Administrator be authorized to approve amendments to Orchard, Hiltz & McCliment, Inc.’s professional services agreement up to $140,000.00 in order to satisfactorily complete the project;
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.