Title
Consider/Discuss/Act on a Resolution Authorizing the City Manager to Execute a Contract with Gresham Smith for Professional Engineering Design Services for the CO2405 - Combined Infrastructure Reconstruction (Graves and First Street) Project and Authorizing Any Necessary Supplemental Agreements
Summary
COUNCIL GOAL: Operational Excellence
(2A: Balance available resources to accommodate the growth and maintenance needs of the city)
MEETING DATE: March 18, 2025
DEPARTMENT: Development Services / Engineering
CONTACT: Katie McKenzie, PE, CIP Engineering Manager
Melvin Machayo, PE, Senior Utility Engineer
RECOMMENDED CITY COUNCIL ACTION:
• Approval of Resolution.
ITEM SUMMARY:
• This Resolution authorizes the City Manager to execute a contract in the amount of $1,165,414, as well as all required supplemental agreements thereto, with Gresham Smith for professional consulting engineering services for the Combined Infrastructure Reconstruction (Graves and First Street) Project (CO2405), for a total aggregate contract amount, inclusive of any supplemental agreements, not to exceed $1,282,000.
BACKGROUND INFORMATION:
• The FY25 Capital Improvement Program (CIP) includes annual funding focused on prioritized replacement of street pavement, water mains, and wastewater mains citywide based on current condition and needs.
• The FY25 Budget has identified these improvements for the utilities and paving for the following streets:
o Graves Street between Greenwood Road and Harroun Avenue.
o First Avenue between Graves Street and College Street.
• Design will provide improvements to street pavement reconstruction, underground water and wastewater, enclosed storm drainage system construction, recommendation for pedestrian walkways/ADA accessibility, construction of driveways and retaining walls, grading, landscaping, and other associated street elements.
• Gresham Smith submitted a response to RFQ 24-47 for On-call Utility Design Services. They were one of sixteen firms shortlisted by City Council on September 17, 2024.
• Gresham Smith, Inc. submitted a proposal for this project in the amount of $1,165,414 which has been reviewed by staff and is recommended for approval. Their scope includes the following elements:
o Basic Services (Design & Bid Phase Services)
o Special Services (Construction Administration, Surveying for Design, Franchise Utility Coordination, Subsurface Utility Engineering, ROW and Easement Documents, Geotechnical Investigations, Public Involvement, Environmental Investigation, Sidewalk E valuation and Alternate Bid Package Preparation)
• The preliminary opinion of probable construction cost (OPCC) is $12,785,000 which includes assumed construction inflation contingencies.
• The fee for basic services is $717,630 (5.57% of the OPCC) and the fee for special services is $447,784 (3.48% of the OPCC).
• Staff is recommending a 10% contract contingency (included as a total aggregate contract amount) in the event minor additional engineering services are required during the design or construction phase.
• Pending approval of this item, design would begin immediately with construction expected to begin as soon as Summer 2025.
FINANCIAL SUMMARY:
• The Resolution authorizes a contract with Gresham Smith for an amount not to exceed $1,282,000. Professional Services under this contract will utilize the following projects and funding accounts:
o Project CO2405 - Fund 21 - Streets (63.00%) - $807,660.
o Project CO2405 - Fund 20 - Water (21.45%) - $275,000.
o Project CO2405 - Fund 20 - Wastewater (15.55%) - $199,340.
• With the approval of this item, $42,340 will remain in CO2405 Fund 21 (Streets).
• With the approval of this item, $175,660 will remain in CO2405 Fund 20 (Utility).
• Additional funding necessary for the construction of these improvements will be included in the upcoming Capital Improvement Program Budget to be determined.
BOARD OR COMMISSION RECOMMENDATION:
• N/A