Title
Resolution to Approve an Agreement with Parsons Brinckerhoff Michigan, Inc. (PBM) for Project Management and Construction Engineering Services for the E. Stadium Boulevard Bridges Replacement Project ($3,587,456.80)
Memorandum
This is to recommend the approval of the attached resolution authorizing a Professional Services Agreement for Project Management and Construction Engineering Services in the amount of $3,587,456.80 with Parsons Brinckerhoff Michigan, Inc. In addition to the services that will be provided by PBM, we are presenting another resolution tonight for your approval of Northwest Consultants Inc. (NCI) for additional Construction Engineering Services of the project.
On January 13, 2011, the Project Management Services Unit (PMSU) requested proposals for the Project Management and Construction Engineering Services to be performed on this project in accordance with the requirements of the Brooks Act of 1972. The Brooks Act outlines a qualifications-based selection process and provides direction relating to the procurement of engineering and design related service contracts using Federal-aid funds.
On February 4, 2011, PMSU received proposals for the requested services from the following six firms: Parsons Brinckerhoff Michigan, Inc.; Wade-Trim, Inc.; Tetra Tech of Michigan, PC; URS Corporation Great Lakes; Wilcox Professional Services, LLC; and, Fishbeck, Thompson, Carr, and Huber, Inc.
After a thorough review of all the submitted proposals, we selected three firms to move into the next stage of the selection process, formal presentations with oral interviews. The teams were: Parsons Brinckerhoff Michigan, Inc.; Wade-Trim, Inc.; and Tetra Tech of Michigan, P.C A three-person selection committee comprised of two members of PMSU and one Community Services staff conducted the interviews. The Selection Committee selected the firm of Parsons Brinckerhoff Michigan, Inc. (PBM) based on the proposal received, project organization, past experience on similar projects, and project staff. A complete scope of services and costs therefore were then negotiated with PBM in accordance with the Brooks Act requirements.
The E. Stadium Boulevard Bridges Replacement project is a large construction project which requires expertise in many areas of civil engineering and project management. As a result, we need to retain the services of a team that is expert in bridge and structural engineering, underground utility and roadway construction, and is very knowledgeable in the requirements of the Michigan Department of Transportation. We believe that services provided by the PBM team, when augmented with the expertise from Northwest Consultants Inc. (NCI), will provide the seamless construction engineering and project management services that are required to complete the reconstruction of the bridges with complete success.
Services to be provided by PBM on this project are broken down into nine major categories: project management and resident engineering; office engineering; public/media relations; project surveying and as-built preparation; on-site inspection; material testing and fabrication inspection; technical support; construction design services; and project close-out. Included within the major categories identified above, some of the services to be provided include, pre-cast concrete and metal fabrication shop inspection associated with the bridge railings; shop drawing review and approval; providing technical support in resolving issues that arise during the project; survey and construction layout of project elements; full-time inspection of all project construction; vibration monitoring; design services on an as needed basis should project conditions and/or site features require it; and preparation and maintenance of all required project documentation and records.
We believe that it is imperative to keep the community regularly informed on the status of this dynamic project. To that end, the contract with PBM provides resources to communicate project information to the community. This will be done in several different manners. We will maintain a project website, schedule regular meetings (anticipated to occur at monthly intervals) at the same facility where the public can meet with the project team to answer questions and discuss their concerns, we'll also be providing "door hangars" to inform residents of planned interruptions to their utility service or driveway access, and other such measures to better help the public understand the project and its workings. Regular communication will occur with affected agencies such as the University of Michigan, AATA, Ann Arbor Public Schools, Huron Valley Ambulance, and Police and Fire Departments relative to existing, planned, or changing maintenance of traffic plans. The development of press releases for distribution to the local media is included, as is the development and distribution of "local" flyers to communicate issues of importance (such as needed night work) to immediately affected parties.
We expect the Michigan Department of Transportation to include this project in its September 2, 2011 bid letting. We further expect the contractor will begin mobilizing to the site on, or about, October 3, 2011. This will result in an implementation of the project detour and the closure of E. Stadium Bridges to all traffic on Monday, November 28, 2011. S. State Street will be closed to traffic for two weeks to demolish the bridge and install storm sewer that is needed in a future phase of the project. This closure will begin on November 28, 2011 as well. E. Stadium Boulevard is expected to be re-opened to traffic on, or about, November 14, 2012. Final completion of the project including final restoration, completion of pavement markings, and other related tasks is expected to be completed by May 30, 2013.
In August 2011 we plan to present the City-State Agreement for the construction of the project to you for your approval. The City-State agreement is the document that defines the parties' rights and responsibilities and specifies the cost sharing of the project. At that time we will provide you with the up-to-date project budget and our final financing plan for the project.
The construction engineering services for the project will be funded from a combination of sources including the Street Repair Millage; the Water Supply Fund, Sanitary Sewer Fund; Storm Water Funds; the Alternative Transportation Fund; and, the Major Street Fund.
The form of the contract is the standard professional services agreement drafted by the City Attorney.
PBM received Human Rights approval on April 12, 2011. All personnel involved with this project will receive a "living" wage.
Staff
Prepared by: Homayoon Pirooz, P.E., Project Management Manager
Reviewed by: Sue F. McCormick, Public Services Area Administrator
Approved by: Tom Crawford, Interim City Administrator
Body
Whereas, Professional engineering services are needed in the form of project management and construction engineering for the E. Stadium Boulevard Bridges Replacement Project;
Whereas, It is now necessary to enter into an agreement with Parsons Brinckerhoff Michigan, Inc. for the services associated with the project management and construction engineering associated with the reconstruction of the E. Stadium Boulevard Bridges; and
Whereas, Parsons Brinckerhoff Michigan, Inc. received Human Rights approval on April 12, 2011.
RESOLVED, That Council approve a Professional Services Agreement with Parsons Brinckerhoff Michigan, Inc. in the amount of $3,587,456.80 for the E. Stadium Boulevard Bridges Replacement Project;
RESOLVED, That the City Administrator be authorized to approve amendments to the PBM professional services agreement up to $360,000.00 in order to satisfactorily complete the project in accordance with MDOT and FHWA Standard;
RESOLVED, Funding for this work exists with the approved Capital Budgets from the following funds presented below in the approximate amounts. The specific amount of the funds to be obligated from each City funding source will be provided after bids for the project have been opened by the Michigan Department of Transportation in September 2011and the equitable distribution of costs are determined. This information will be provided when the City-State Agreement is presented to City Council for their approval. This is expected to occur in August 2011;
Water Supply Fund (pending sale of bonds) Fund 0042 $ 698,722.00
Storm Water Fund (Fund 0069) $1,018,484.00
Sanitary Sewer Fund (pending sale of bonds) Fund 0043 $ 82,856.00
Street Repair Millage Fund (Fund 0062) $2,147,442.00
Total $3,947,504.00
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, The City Administrator be authorized and directed to take the necessary administrative actions to implement this resolution.