Title
An Ordinance approving Modification No. 1 to an Agreement for Professional Engineering Services for Sampson Road Bridge Replacement and Stormwater Improvements (RFQ NO. 2023-041) with Wilson & Company, for an increase of $573,340.00 with an amended not to exceed amount of $1,157,875.00 and authorizing the City Manager to execute an agreement for the same. (PWC 12/9/24)
Body
Issue/Request:
An Ordinance approving Modification No. 1 to an Agreement for Professional Engineering Services for Sampson Road Bridge Replacement and Stormwater Improvements (RFQ NO. 2023-041) with Wilson & Company, for an increase of $573,340.00 with an amended not to exceed amount of $1,157,875.00 and authorizing the City Manager to execute an agreement for the same.
Key Issues:
• Pursuant to Ordinance No. 9648, the City and Wilson & Company entered into an Agreement for Professional Engineering Services for Sampson Road Bridge Replacement and Stormwater Improvements (RFQ No. 2023-041) (hereinafter "Base Agreement").
• Wilson & Company (hereinafter "Engineer") has submitted a proposal with estimated costs to provide additional engineering services during construction of the Sampson Road Bridge Replacement and Stormwater Improvements.
• The City desires to modify the Base Agreement, with Engineer to provide said construction phase services (hereinafter "Modification No. 1").
Proposed Committee Motion:
I move to recommend to City Council approval of an Ordinance approving Modification No. 1 to an Agreement for Professional Engineering Services for Sampson Road Bridge Replacement and Stormwater Improvements (RFQ NO. 2023-041) with Wilson & Company, for an increase of $573,340.00 with an amended not to exceed amount of $1,157,875.00 and authorizing the City Manager to execute an agreement for the same.
Proposed City Council Motion:
FIRST MOTION: I move for a second reading of an Ordinance approving Modification No. 1 to an Agreement for Professional Engineering Services for Sampson Road Bridge Replacement and Stormwater Improvements (RFQ NO. 2023-041) with Wilson & Company, for an increase of $573,340.00 with an amended not to exceed amount of $1,157,875.00 and authorizing the City Manager to execute an agreement for the same.
SECOND MOTION: I move for adoption of an Ordinance approving Modification No. 1 to an Agreement for Professional Engineering Services for Sampson Road Bridge Replacement and Stormwater Improvements (RFQ NO. 2023-041) with Wilson & Company, for an increase of $573,340.00 with an amended not to exceed amount of $1,157,875.00 and authorizing the City Manager to execute an agreement for the same.
Background:
An agreement between the City and Wilson & Company was executed on April 21, 2023 for professional engineering services to design the Sampson Road Bridge Replacement and Stormwater Improvements project. Final Plans included the replacement of the Bridge over Mouse Creek, stream benching, culvert replacement and waterline replacement.
The City has advertised and awarded the construction of Sampson Road Bridge Replacement and Stormwater Improvements project to Radmacher Brothers Excavating Company, Inc. The Contractor will be required to submit shop drawings from fabricators, materials certifications from suppliers that must be reviewed by Wilson & Company to ensure conformance with the project's plans and specifications. Other engineering support during construction will include plan revisions as needed based on actual conditions in the field, reviewing change orders, answering questions related to the project design, attending periodic construction progress meetings, participating in the substantial completion walk-through, and prepare post-construction record drawings for City records.
The record high volume of the City’s public infrastructure construction work has committed all available construction inspections staff. The construction activity is expected to reach a peak in 2025 in start to draw down to levels that have been covered by the current number of inspections and construction management personnel. This temporary lack of in-house staff to cover all the projects under construction has led to this process of contracting with Wilson & Company to act in the City’s roles of construction project manager and CIP resident inspector for this project.
Exhibit A, Section 14 of the original contract’s scope of services states construction related services will be negotiated upon completion of design and construction contract award. This allows the construction scope of services to be “right-sized” to match the final design and construction schedules. This Section 14 state the intent included construction observation, bridge inspections, construction documentation, and other services as needed to complete construction. The original contract authorized a fee up to $584,535.00 that consisted of basic services and optional services. This modification for construction services will authorize a total fee up to $1,157,875.00.
Impact/Analysis:
This agreement will allow Wilson & Company to provide the City with Submittal Review of the items identified in the background paragraph. Not having appropriate engineering services during construction does not follow current standards of practice for engineering and construction quality assurance.
Timeline:
Start Construction: January 2025
End Construction: December 2025
Presenter
Karen Allison, Senior Staff Engineer
Recommendation
Staff recommends approval.
Committee Recommendation
Committee Recommendation: The Public Works Committee voted unanimously 3-0 (Vice Chair Prier "Absent"), to recommend to City Council approval of an Ordinance approving Modification No. 1 to an Agreement for Professional Engineering Services for Sampson Road Bridge Replacement and Stormwater Improvements (RFQ NO. 2023-041) with Wilson & Company, for an increase of $573,340.00 with an amended not to exceed amount of $1,157,875.00 and authorizing the City Manager to execute an agreement for the same.