Title
An Ordinance approving a sole source agreement with Affinis Corporation for Engineering and Design Services for the Sidewalk Gap Phase 3 Project in the amount of $339,460.00 and authorizing the City Manager to execute an agreement for the same. (PWC 11/9/26)
Body
Issue/Request:
An Ordinance approving a sole source agreement with Affinis Corporation for Engineering and Design Services for the Sidewalk Gap Phase 3 Project in the amount of $339,460.00 and authorizing the City Manager to execute an agreement for the same.
Key Issues:
• Sidewalk Gaps were first identified as part of a 2007 study conducted by the City.
• Funding to build new sidewalks that eliminate gaps was approved by voters as part of the 2017 CIP Sales Tax and 2023 Bond Issue.
• The Sidewalk Gap Program is included in the Capital Improvement Plan.
• Affinis Corp. is conducting the survey work associated with Sidewalk Gap Phase 3 under contract with the City for on-call surveying. Therefore, Affinis has special knowledge and information that will save the City time and money to complete the design work for Sidewalk Gap Phase 3.
Proposed Committee Motion:
I move to recommend to City Council Approval of An Ordinance approving a sole source agreement with Affinis Corporation for Engineering and Design Services for the Sidewalk Gap Phase 3 Project in the amount of $339,460.00 and authorizing the City Manager to execute an agreement for the same.
Background:
Previous phases of the Sidewalk Gap Program were designed in-house by Public Works staff. Due to recent budget cuts and staffing reductions/reallocations, Public Works no longer has the staff available to design this magnitude of work in-house in a timely manner. Delaying the work until in-house resources become available will increase construction costs associated with inflation as well as defer schedules beyond ideal bonding periods. A qualified civil engineering design firm is needed to prepare plans and bid documents to build more sidewalks in these difficult areas identified for Phase 3 improvements.
Affinis was contracted to perform the survey work in Phases 2 and Phase 3 for the Sidewalk Gap program under the City’s on-call surveying contract. The City does not have licensed surveyor's on staff. Affinis is a firm qualified to perform civil infrastructure design, and they have successfully completed previous projects for the City. Based on their familiarity with the Sidewalk Gap Projects, having the topographic survey work in hand for Phases 2 and 3, using a sole-source procurement process will save the City both time and money to complete the design.
Phase 3 is the most complex sidewalk work to be completed. The work requires grading, retaining walls, driveway replacements, and utility relocations. The CIP Sales tax contributed $3.5 million to complete Phases 1 and 2. $5 million from the 2023 bond issue will be used to complete this third phase.
Impact/Analysis:
Remaining Project Budget: $4,964,418.53
Survey Fee: $119,748.00
Requested design: $339,460.00
Balance: $4,505,273.53
Other Information/Unique Characteristics:
Presenter
Erin Ralovo, Sr. Staff Engineer
Recommendation
Staff Recommendation:
Staff recommends approval.
Committee Recommendation: