Fiscal Note
The proposed resolution authorizes a non-competitive service contract with AECOM Technical Services, Inc. for the profeesional planning services of the Bus Rapid Transit project. Carry forward federal and state funds totaling $1.6 million are available in the adopted 2019 capital budget to fund the preliminary phase of the service contract for Bus Rapid Transit in 2019. Scope of work beyond the existing federal and state funds with this consultant in 2020 and beyond will be subject to budget appropriation via the 2020 capital budget approval process.
The estimated cost of this consultant's professional planning, 30% preliminary engineering, design and environmental (NEPA) documentation services is approximately $1,500,000.
Adoption of this Resolution will not commit the City of Madison to additional expenditures, but represents the next step towards future City capital and operating expenses associated by Bus Rapid Transit implementation. Future capital costs would be borne by a mix of Federal, State and Local dollars via adoption of the annual capital budget and capital improvement plan (CIP).
MUNIS:
11991
Title
Authorizing the City to execute a non-competitive service contract with AECOM Technical Services, Inc., for continued professional planning, 30% preliminary engineering, design and environmental documentation services.
Body
AECOM Technical Services Inc. was selected as the Phase 1 Bus Rapid Transit team based on a competitive RFP process via RFP #8706-0-2018-JA in 2018. The proposed resolution authorizes the City of Madison to execute a non-competitive service contract with AECOM Technical Services, Inc. for continued professional planning, preliminary engineering, design and environmental documentation services necessary for submitting a Small Starts grant application and entering project evaluation. The agreement includes options for additional renewals, subject to Common Council approval. Funding for the cost of the contract has been submitted with the Department of Transportation’s 2020 capital budget for $3,500,000, of which approximately $2,000,000 consists of federal and state dollars.
WHEREAS, the AECOM Technical Services, Inc. team was selected through a competitive RFP process with the City of Madison to complete the Phase 1 Bus Rapid Transit Project Development process, scoping of the project, preparing Bus Rapid Transit route evaluation, and preparing the study to enter the project development stage; and,
WHEREAS, the AECOM Technical Services, Inc. team will have successfully completed their services in the Fall of 2019 when the City requests permission from the Federal Transit Administration to enter the project development phase; and,
WHEREAS, in Fall 2019, after the City receives approval from the Federal Transit Administration to enter the project development process, further planning, engineering and environmental documentation work will be required; and,
WHEREAS, it is most efficient for the City of Madison to continue working with the AECOM Technical Services, Inc. team on the basis of time, money and quality of services to retain the same consultant. AECOM is a national leader in Bus Rapid Transit implementation and familiar with the City’s review processes, transportation and public outreach policies. AECOM is available to continuing performing services in the timeframe needed; and,
WHEREAS, the funds being used for Phase 2 of the project include federal dollars with a requirement from the Brooks Act to use Qualifications-Based Selection (QBS) for architectural and engineering services; and,
WHEREAS, City Purchasing Ordinances provide under sec. 4.26(4)(b), of the Madison General Ordinances that, if the aggregate amount of the fee for services in a contract exceeds $50,000 and the contract was not subject to a competitive bidding process, the contract shall meet one of the other requirements of sec. 4.26(4) (a) and must be approved by the Common Council; and,
WHEREAS, for the reasons stated in the attached Non-competitive Selection Request Form, the proposed contract with AECOM Technical Services, Inc. meets the exception to the bidding process in section 4.26(4)(a)7. which states “A particular consultant has provided services to the City on a similar or continuing project in the recent past, and it would be economical to the City on the basis of time and money to retain the same consultant”; and,
WHEREAS City of Madison Resolution ID 47513 (adopted 1-2-18) resolved that the Mayor and Common Council support the Bus Rapid Transit Inter-Agency Staff Team recommendation to proceed with Phase 1 Project Development in an east-west corridor running through the UW Campus and Madison’s Central Business District, with the east and west project termini to be determined; and,
WHEREAS City of Madison Resolution ID 47513 (adopted 1-2-18) authorized the issuance of Request for Proposals #8706-0-2018-JA for Bus Rapid Transit Project Development services, and the City received five (5) bid proposals from consultant teams located throughout the country; and,
WHEREAS an Interagency Bus Rapid Transit Proposal Evaluation Staff Team (consisting of staff from Metro Transit, MATPB/MPO, Traffic Engineering and Planning Division) reviewed and thoroughly evaluated the proposals - utilizing criteria such as the firms’ qualifications, relevant experience, and references; the strength of the project staff team; the proposal’s technical approach and work plan; the project management plan; the proposal’s commitment to Disadvantaged Business Enterprise (DBE) firm participation; and, the fee proposal; and,
WHEREAS the Interagency Bus Rapid Transit Proposal Evaluation Staff Team interviewed the top scoring applicants and concluded that the consultant team of AECOM Technical Services, Inc. presented the proposal that demonstrated the highest level of technical competence, included most qualified and experienced personnel, thus providing the City the highest likelihood of a successfully-implemented project;
NOW, THEREFORE, BE IT RESOLVED, that the Mayor and City Clerk are authorized to negotiate a scope and contract, for continued professional planning, preliminary engineering, design and environmental documentation services from AECOM Technical Services, Inc. The negotiated scope and corresponding service fees will not exceed $3,500,000; and,
BE IT FURTHER RESOLVED, that Mayor and City Clerk are authorized to negotiate a scope and contract for Phase 3 final (100%) design and engineering services, with the final contract amount subject to Common Council approval at some future date.