Subject:
Title
Award RFP 16-08 Creek Crossing Road Improvement - Design Services
Body
EXPLANATION AND SUMMARY:
The Fairfax County Transportation Priorities Plan includes pedestrian improvements on one side of Creek Crossing Road NE from Beulah Road to Fairway Drive within the Town of Vienna and on the northeast side of Creek Crossing Road from Millers Lane to Old Courthouse Road in Fairfax County to replace the existing asphalt path with a fully ADA-compliant sidewalk. Conceptually, along with a new concrete sidewalk, it may make sense to replace the existing ditches with curb & gutter to control street drainage and provide a separation between the road shoulder and sidewalk. The county’s current $2 million in project funding includes CA&I taxes collected by the county from Town businesses. More funds will be needed for construction.
On February 1, 2016, Council approved a Memorandum of Understanding for the Creek Crossing NE pedestrian improvements, which provided for Fairfax County funding of $400,000 for engineering services. On May 12, 2016, RFP 16-08 was advertised for engineering services. During the process of scoping and negotiations with top-rated design firms and in coordination with Fairfax County staff, it was determined that cost of the project would exceed the budgeted amount by $200,000. The county has determined that it can fund the additional costs, and, on April 23, 2018, Council approved an amended Memorandum of Understanding, which increased the engineering budget to $600,000.
A Request for Proposals (RFP) was issued to solicit engineering and design services for this project. Proposals were received from thirteen (13) firms for the subject RFP. As a result of the initial evaluation by four (4) Evaluation Committee members, the top four (4) firms were interviewed: Rinker Design Associates, Stantec Consulting, Bowman Consulting, and Urban. After the interviews, Stantec was the top-ranked firm. A cost proposal was requested and received August 2, 2016. Negotiations were entered into; however, due to a lack of timely response on multiple occasions throughout the negotiation period, negotiations were terminated March 22, 2017.
The second-ranked firm, Rinker Design Associates, was contacted and a cost proposal requested. Negotiations were entered into, and an agreement was reached in the amount of $598,200 for design services specified in the RFP.
Departmental Recommendation: Recommend approval
Finance Recommendation: Recommend approval
Purchasing Recommendation: Recommend approval
Town Attorney Recommendation: The Town may award the proposed contract for engineering and design services to the highest-rated and responsive bidder in its discretion.
Town Manager's Recommendation: I recommend the Town Council award RFP 16-08 Creek Crossing Road Improvement Design Services to Rinker Design Associates as presented.
Cost and Financing: $600,000
Account Number: 300-000-0000-39445-48801; Project 4161039445
Decision Needed by This date: July 9, 2018
PROPOSED/SUGGESTED MOTION
Recommended Action
"I move to award RFP 16-08 Creek Crossing Road Improvement Design Services to Rinker Design Associates in an amount of $600,000."
Or
Other action deemed necessary by Council.