Recommendation

Staff recommends that the Mayor and Council approve an increase in the award to the various firms listed below from the aggregate amount not to exceed $1,000,000 to the aggregate amount not to exceed $3,000,000 through June 30, 2009, with the option to extend for three additional one-year periods contingent upon funding.

Discussion

Introduction
The Departments of Public Works, Recreation and Parks, and Community Planning and Development Services have been using Contract #08-08 since award in October 2007 to obtain architectural and engineering services on an as-needed basis. There has been considerably more use of this contract in FY 2009 than originally anticipated and there is a need for a significant increase to the aggregate annual award amount.

The long review time for a contract of this magnitude and complexity required the solicitation to begin in July of 2007 before the FY 2009 budget was prepared. Therefore, the contractual capacity of this contract was estimated using preliminary figures on anticipated projects. Since then, the list and magnitude of several project have added significantly to the need for services under this contract. For example, the scope of the large Water Main Rehabilitation and Water Tank Assessment CIPs were largely unknown at the time of solicitation; the City's pedestrian safety requirements have increased due to the revenues now available through the speed camera program; a decision was made during negotiations on the Verizon FTTP project to utilize this contract for drawing review and permit inspections; and the Gude Drive Facility Improvement project, while not originally anticipated to use this contract, was added to the list when favorable firms were selected.

Thus far in FY 2009, there has been approximately $900,000 in Contract #08-08 awards. Staff also has identified approximately $1,300,000 in potential contract awards in FY 2009. This approval does not obligate the city to utilize the full $3,000,000 amount, but instead provides the capacity for the substantial amount of work in the City's program. Each purchase order issued under this contract still requires individual budgetary and purchasing approvals per the City's standard procedures. Additionally, all awards exceeding $100,000 require Mayor and Council approval. Approval of this contract increase will facilitate current contract awards, future known contract awards, and provide flexibility for other unanticipated requirements this fiscal year and in future years.

Staff has successfully utilized a contract of this type since 2003. A task order or on-call services contract helps to shorten the time it takes to begin design on Capital Improvement Projects (CIP), as well as to shorten response time on smaller projects that are typically initiated by citizen requests. It also facilitates obtaining services that will decrease the City’s response time in the case of an emergency engineering or architectural issue. There are multiple (generally three) consultants available to provide services in the architectural and engineering disciplines listed below.

The following is a list of some major projects with contract awards in FY 2009:

Capital Improvement Project
Gude Drive Facility Improvement 420-900-7D91
King Farm "Farmstead" Park 420-900-9E61
Stonestreet Water Main Upgrade 210-850-5D34
Water Main Rehabilitation 210-850-5C34
Water Tank Assessment 210-850-7A34
Woodley Gardens Park Stream 330-850-2G59


The following is a list of some major projects with potential contract awards in FY 2009:

Capital Improvement Project
Asphalt Pavement Maintenance 420-850-8H11
Gude Drive Facility Improvement 420-900-7D91
Horizon Hill Park - SWM 330/420-850-2C59
King Farm "Farmstead" Park 420-900-9E61
Pedestrian Safety 380/420-850-4B71
Pumphouse Facility Improvement 420-900-3C61
Senior Center Improvements 420-900-1D67
Southlawn Lane Water Main 210-850-3E45

Mayor and Council History
The initial Contract #08-08 award was approved by the Mayor and Council on October 22, 2007 for an aggregate amount not to exceed $1,000,000 through June 30, 2008, with the option to extend for four additional one-year periods contingent upon funding.

Procurement Information
Staff prepared and publicly advertised RFP #08-08 in accordance with the Purchasing Ordinance 17-61 in July 2007. The Mayor and Council approved the Contract award in October 2007. The following firms are under contract:

Group A – Architectural

Proffitt & Associates; Frederick, MD

Shaffer, Wilson, Sarver & Gray; Reston, VA

WGM Architecture and Interiors; Annapolis, MD

Group B – Mechanical, Electrical, Plumbing Engineering

Greenman, Pedersen, Inc.; Rockville, MD

Johnson, Mirmiran & Thompson; Sparks, MD

URS Corporation; Hunt Valley, MD

Group C – Energy Management
Weigand Associates, Inc.; Gaithersburg, MD

Group D – Civil Engineering

AMT Consulting Engineers; Rockville, MD

Charles P. Johnson; Silver Spring, MD

KCI Technologies, Inc.; Hunt Valley, MD

URS Corporation; Hunt Valley, MD

Group E – Environmental Engineering

KCI Technologies, Inc.; Hunt Valley, MD

URS Corporation; Gaithersburg, MD

Group F – Geo-technical Engineering and Construction Support Services

Century Engineering; Hunt Valley, MD

CTI Consultants; Rockville, MD

Specialized Engineering; Ijamsville, MD

Group G – Traffic Engineering

Johnson, Mirmiran &Thompson; Sparks, MD

Sabra Wang Associates, Inc.; Baltimore, MD

Wallace Montgomery & Associates; Towson, MD

Group H – Transportation Planning

Vanasse Hangen Brustlin; Silver Spring, MD

Wallace Montgomery & Associates; Towson, MD

Group I – Landscape Architect_

AMT Consulting Engineers; Rockville, MD

Johnson, Mirmiran & Thompson; Sparks, MD

Group J – Surveying

AMT Consulting Engineers; Rockville, MD

Charles P. Johnson & Associates; Silver Spring, MD

Maddox Engineers & Surveyors; Rockville, MD

Group K – Water Distribution System Analysis

Hazen and Sawyer; Baltimore, MD

Sabra Wang Associates, Inc.; Baltimore, MD

Group L – Water Treatment Plant Analysis and Design

Hazen and Sawyer; Baltimore, MD

Group M – Sewer System Analysis

KCI Technologies, Inc.; Hunt Valley, MD

Johnson, Mirmiran & Thompson; Sparks, MD

URS Corporation; Baltimore, MD

Group N – Stormwater Management

AMT Consulting Engineers; Rockville, MD

Century Engineering; Hunt Valley, MD

Charles P. Johnson & Associates; Silver Spring, MD

Group O – Environmental Restoration

Biohabitats, Inc.; Baltimore, MD

Charles P. Johnson & Associates; Silver Spring, MD

URS Corporation; Hunt Valley, MD

Fiscal Impact
Below is a list of CIP projects and operating accounts that have or likely will utilize architectural and engineering services from this contract. This list is merely a representative list of projects used to demonstrate the variety and extent of uses for these services; it is likely that services could be utilized for additional projects and accounts not listed here. Funding is programmed in FY 2009 through FY 2011 in the following CIP accounts:

CIP Budget
Air Release Valves 210-850-8B34-0425
Asphalt Pavement Maintenance 420-850-8H11-0426
Bridge Rehabilitation 420-850-8L11-0425
Community Landscape Enhancements 420-900-8C61-0426
Concrete Repair Program 420-850-7F11-0425
Courthouse Square Fountain Plaza 420-900-6A21-0426
F. Scott Fitzgerald Theatre 420-900-2C61-0425
Gude Drive Facility Improvement 420-900-7D91-0425
Horizon Hill Park - SWM 330/420-850-2C59-0425
King Farm "Farmstead" Park 420-900-9E61-0425
Park System Sign Replacement 420-900-5A61-0425
Pedestrian Safety 380/420-850-4B71-0425
Pumphouse Facility Improvement 420-900-3C61-0425
Pump Stations Upgrade 220-850-4C34-0425
Rockcrest Recreation Center 420-900-3D61-0425
Senior Center Improvements 420-900-1D67-0425
Southlawn Lane Sewer/Water Main 210/220-850-3E45-0425
Stonestreet Water Main Upgrade 210-850-5D34-0425
Water Main Rehabilitation 210-850-5C34-0425
Water Plant Maintenance and Repair 210-850-8A84-0425
Water Tank Assessment 210-850-7A34-0425
Welsh Park SWM 330-850-2F59-0425

Funding is available in the following FY 2009 Operating Budget accounts:

Operating Budget
Consultants (DPW-Environmental Management) 110-850-9401-0201
Facilities (Contract Services-Building) 110-900-8511-0230
Facilities (Contract Services-Grounds) 110-900-7530-0231

Next Steps
Staff will continue to make awards and monitor usage for Contract #08-08.

Department Head:



Craig Simoneau, P.E.; , Director of Public Works
Approved on: 09/15/2008

City Manager:

Scott Ullery, City Manager
Approved on: 09/17/2008