CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
title
Approve the award of Work Order 17-122H, Sylvan Circle and E. Porter Avenue Roadway Improvements Phase I & II Engineering, to Thomas Engineering Group, LLC, for an amount not to exceed $304,025
body
DEPARTMENT: Transportation, Engineering and Development
SUBMITTED BY: William J. Novack, Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
The City Council awarded Contract 17-122 to Alfred Benesch; Civiltech Engineering; Crawford, Murphy, and Tilly; EXP US Services; Thomas Engineering; and TranSystems on January 15, 2018, for a two-year term with three one-year options. The short list remains in effect until February 11, 2023.
The purpose of this contract is to maintain a shortlist of qualified consulting firms to complete Phase I (preliminary engineering) and Phase II (detailed engineering design) work for Capital Improvement Projects (CIP) to improve roadways and intersections.
As projects arise during the term of this contract, shortlisted vendors are selected via Request for Proposal responses based upon qualifications and/or costs. The City also retained the right to use the services of a successful consultant for future phases of a specific project.
Staff has used the services of the shortlisted engineering consultants for several CIP
projects over the past few years including:
1. SC190 - 248th Street Improvements (Civiltech Engineering)
2. SC196 - 95th and Book Road (Crawford, Murphy, and Tilly)
3. SC014 - Downtown Streetscape (Civiltech Engineering)
4. SC019 - Columbia Street Improvements (Thomas Engineering)
DISCUSSION:
Quotations were received from the following short-listed vendors:
|
Vendor Name |
Proposed Cost |
|
Engineer’s Estimate |
$325,000.00 |
|
Thomas Engineering Group, LLC |
$304,025.00 |
|
EXP |
$353,816.00 |
|
TranSystems |
$362,382.00 |
|
Crawford, Murphy, & Tilly, Inc. |
$366,258.00 |
Thomas Engineering’s quote of $304,025.00 came in $49,791.00 lower than the second lowest bid. A telephone conversation was held with Thomas Engineering on January 19th, 2023 to discuss their proposed cost. Thomas Engineering confirmed that their quote includes all the necessary manhours to prepare preliminary and final engineering plans, perform the necessary drainage analysis, as well as to prepare any exhibits, drawings, and materials needed for virtual meetings, public outreach, and public information meetings with residents.
The term of this contract is for one-year with no options to extend.
FISCAL IMPACT:
CIP#: SC259
Phase I & II engineering for the Sylvan Circle and E. Porter Avenue Roadway Improvements Project (SC259) is expensed to the Architect and Engineering Services accounts listed below. This work is expected to span multiple years. The 2023 budget included $325,000 for SC259 engineering, and the proposed 2024 budget includes $5,050,000. In 2023, $250,000 is budgeted in the Capital Projects Fund, and $75,000 is budgeted in the Water Capital Fund for Phase I & II engineering. The requested award is within budget.
|
Account Number |
Fund Description |
Total Budget Amount |
|
30282200-531301 |
Capital Projects Fund |
$5,222,000 |
|
41252000-531301 |
Water Capital Fund |
$6,420,000 |