City Council Agenda
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CITY of NOVI CITY COUNCIL Agenda Item D December 18, 2017 SUBJECT: Approval of recommendation from the Consultant Review Committee to award the Agreement for Civil Engineering Private Development Field Services to Spalding DeDecker for a five-year term and adoption of associated fees and charges, effective December 18,2017. SUBMITTING DEPARTMENT: Department of Public Services, Engineering Division CITY MANAGER APPROVAL: ~~ BACKGROUND INFORMATION: The contract with the City's current consultant for civil engineering field services for private development projects, Spalding DeDecker Associates, Inc. (SDA), expires on December 17, 2017. This consultant primarily provides engineering services related to private development, such as review of residential plot plans, construction inspection, project closeout paperwork assistance, and the completion of record drawings. The current contract was awarded at the April 23, 2012 City Council meeting and became effective on May 1, 2012 as a two-year contract. This contract has been extended four times, most recently on February 6, 2017. The pending expiration of the contract resulted in the City issuing a Request for Qualifications (RFQ) to consulting engineering firms. Listing minimum qualifications helped to ensure the responding firms met certain critical criteria, such as staff credentials, number of qualified staff, distance from the City, and relevant municipal experience. The RFQ was posted publicly and resulted in responses from three firms. The review process consisted of two components: 1) reviewing and scoring each of the qualifications; and 2) opening sealed fee proposal forms from the most qualified firm(s). The three submittals were evaluated by staff from Public Services, Community Development and Finance Departments, using the Qualifications Based Selection (QBS) process, with an emphasis on each firm's experience and understanding of the scope. The results of the staff review of qualifications were as follows: Firm Staff Review Score Proposal Rank Spalding DeDecker (SDA) 332 1 AECOM 145 2 Giffels Webster Engineers 123 3 Of the three firms that submitted qualifications, SDA had the highest staff review score and met all the requirements listed in the RFQ. Since their score was significantly higher than the two other firms' scores, theirs was the only fee proposal opened. The proposed fees are generally comparable to those awarded as the most recent extension of the contract in 2017. The staff review team recommends awarding the consulting agreement with Spalding DeDecker based on the review of qualifications and proposed fees. SDA has performed field civil engineering services for private development for Novi since 2005, and staff has been satisfied with SDA's performance. SDA received the highest review score and has proposed fees that are generally comparable to those awarded as an extension of the contract in 2017. The Consultant Review Committee (CRC) convened on this matter on Monday, November 27, 2017 and concurs with staff's recommendation to award a contract to SDA. Furthermore, the language in the agreement has recently been updated by the City Attorney for additional clarity and liability protection. The work completed under this agreement is completely funded by fees charged to developers and builders. Therefore, staff recommends approval of the adoption of fees and charges per the fee proposal provided by SDA, dated October 16, 2017. RECOMMENDED ACTION: Approval of recommendation from the Consultant Review Committee to award the Agreement for Civil Engineering Private Development Field Services to Spalding DeDecker for a five-year term and adoption of associated fees and charges, effective December 18, 201 7. CITY OF NOVI, MICHIGAN REQUEST FOR QUALIFICATIONS (RFQ) REQUEST FOR FEE PROPOSALS (RFP) September 26, 2017 CIVIL ENGINEERING PRIVATE DEVELOPMENT FIELD SERVICES A. General. The City of Novi, Michigan, population 59,395, located in Oakland County, seeks a highly qualified firm to provide civil engineering private development field services for private commercial, industrial and residential development sites. The selected consultant will provide professional engineering services in support of the City Council, Planning Commission, and the City’s Public Services and Community Development Departments. Details pertaining to the City and its organization are available on the City’s website, www.cityofnovi.org. The qualifications and approved fees for civil engineering private development field services will remain in effect for a period up to five (5) years from the date of City Council approval. The qualifications period may be extended beyond five years at the discretion of City Council. The City will follow a two-step selection process. The Statement of Qualifications will be reviewed and the firms deemed to be the most qualified in the disciplines involved will be selected for a short list. The Fee Proposals of those firms will then be opened and reviewed. The City’s evaluation of the most qualified firms in conjunction with their proposed fees will determine the recommendation to City Council for the final selection of one firm. B. Schedule. The process for selecting a civil engineering field services consultant will follow this schedule: City issues RFQ & RFP September 26, 2017 Deadline for written questions regarding RFQ & RFP October 10, 2017 Qualifications and fee proposals submittal due October 17, 2017 Award by City Council and date of Contract start December 18, 2017 Request for Qualifications – Civil Engineering Private Development Field Services City of Novi, Michigan Page 2 C. Minimum Qualifications. Firms interested in submitting qualifications shall meet the following minimum requirements: 1) The firm should have an established office, prior to the date of this RFQ, within thirty (30) miles of the City of Novi that is staffed with personnel who provide civil engineering field services. 2) With the exception of geotechnical/sub-surface investigation services, the firm shall perform all duties listed below in the Scope of Services section of this RFQ without the use of sub-consultants. 3) The firm shall employ a minimum of three (3) licensed professional engineers, all of whom shall be registered in the State of Michigan. 4) The firm shall employ at least one (1) licensed professional surveyor who shall be registered in the State of Michigan. 5) The firm shall employ a qualified Project Manager, who has a minimum of ten (10) years of experience in construction management and/or inspection related services on commercial, industrial and residential development sites. This individual shall have knowledge of construction standards, specifications and details similar to those used by the City of Novi, Oakland County, Michigan Department of Environmental Quality, and Michigan Department of Transportation. 6) The firm shall employ and be capable of providing a minimum of five (5) qualified full-time construction inspectors other than the project manager during the term of the contract. 7) The firm shall employ at least one person certified in administering Part 91, Soil Erosion and Sedimentation Control, of the Natural Resources and Environmental Protection Act as enforced by the Michigan Department of Environmental Quality – Water Bureau. Because the City of Novi is a Municipal Enforcing Agency, a firm that only presents a certified Storm Water Operator will not meet this requirement. 8) The firm shall employ at least one person registered as a Certified Floodplain Manager (CFM). 9) The firm shall have at a minimum, ESRI® ArcGIS® for Desktop version 10 or better and AutoCad® 2016 or higher software packages for record drawing preparation. 10) The firm shall demonstrate that it possesses relevant municipal engineering consulting experience. D. Scope of Services. The following describes the duties and responsibilities of the civil engineering field services consultant and constitutes the basis for the firm’s qualifications submittal and fee determination. Request for Qualifications – Civil Engineering Private Development Field Services City of Novi, Michigan Page 3 Core Services under Construction Inspection Fee Schedule: See Appendix A-1 for an example of a Construction Inspection Fee Schedule. 1) Coordinate and conduct all pre-construction (environmental, full-site, special and/or supplementary) meetings relating to site plan work, including, the preparation of meeting agenda and minutes; review of shop drawings and material specifications; and handling follow-up questions or responses to private contractors/developers/engineers. 2) Implement procedures to coordinate with all other City Staff and outside consultants involved with soil erosion and sedimentation control, wetlands and woodland protections, traffic control and other governmental agencies as needed for a seamless project review and observation team. 3) Provide construction inspection, material testing review, easement review, storm water facilities inspections, and preparation of record or as-built drawings for paving and utility construction for private developments. The fee basis of inspection is based on the percentage of construction cost. a) Construction Inspection – The consultant will provide for full- time and/or part-time inspection services for all site work related infrastructure items as indicated in Appendix A-1. This includes the preparation of a daily inspection report and any report attachments (i.e., photographs, drawings, testing reports, etc.). All said reports are