Title
Resolution to Amend the Professional Services Agreement with Northwest Consultants, Inc. for the E. Stadium Boulevard Bridges Replacement Project ($249,157.00)
Memorandum
Attached please find a resolution to approve an amendment with Northwest Consultants, Inc. (NCI) for the final design of the E. Stadium Boulevard Bridges Replacement Project.
The Project Management Services Unit (PMSU) has continued work on the design of the E. Stadium Boulevard Bridges Replacement Project (Stadium Bridges) as necessary to assure the ability to start construction in late 2010. PMSU staff completed the project design, held two public meetings with citizens to review the proposed design, and met with representatives of the University of Michigan and other agencies to review the project's design. We are now ready to complete the contract documents and construction plans and request your approval of the project design and authorization to amend the professional services agreement with NCI to include all the needed engineering services.
PROJECT BACKGROUND
Public Involvement
On October 28th and December 1st 2009 public meetings were held regarding the Stadium Bridges. At these meetings we shared our proposed plans and discussed the project. The meetings were well-attended and overall the project was well-received. A synopsis of the questions asked by the public and our responses is available on PMSU's webpage. We have also met with individual property owners and discussed the project's design with them in relation to their property.
Project Schedule and Funding
In August 2009 we presented council with the anticipated project schedule and funding scenarios for this project. Attached, please find a copy of the project schedule that was previously presented to you. The project remains on schedule. We continue to estimate the total project cost to be $23,000,000.00.
PMSU has also been working with various state and local agencies in order to secure Federal Funding to help offset some of the expenses of the project. At this time, we have begun the process to secure approximately $8,000,000.00 in Federal Surface Transportation funds over the course of fiscal years 2011 through 2014.
We are also working with MDOT staff to obtain Transportation Enhancement funds. We expect a response from MDOT in July 2010 if this project has been approved for funding. If these funds are secured, most or all of them will be Advance Construct (AC) funds. When using AC funds, we will interim fund the total amount of the approved AC funding. The source of the interim funding will be the Street Reconstruction Millage. MDOT will, in turn, reimburse the City in the agreed upon Fiscal year(s).
During consideration of the Capital Budget for FY2011 staff will provide updated information on funding and the impacts of the funding approach on the local and major streets programs. The timing of award notice for several of the potential sources of funding will not available during this timeframe , so we also plan to present you with additional information regarding the project's final project funding plan, and other related information once the construction plans and specifications have been completed and MDOT has received bids for the project. We anticipate this will occur in the latter part of 2010.
PROJECT DESIGN
Final Project Design
Attached, please find the drawings that represent the design that has been developed by PMSU and presented to the public as described above.
In summary, the project's design follows the "complete street" philosophy and includes a four-lane roadway with on-street bikelanes and sidewalks on both sides of E. Stadium Boulevard. Six retaining walls will be constructed as part of the project. The location of these walls is shown on the above referenced drawings. It is also necessary to replace and/or relocate certain utilities as part of this project. The utility work includes a portion of the City's Raw Water Transmission Main along the south side of E. Stadium Boulevard. It will also be necessary to replace much of the storm sewer within the vicinity of the project due to its condition and changes in the roadway's horizontal and vertical alignment. The design of the roadway along E. Stadium Boulevard also includes severing the connection between White Street and E. Stadium Boulevard so that we can more easily provide a handicap accessible route between S. State Street and E. Stadium Boulevard. The plan also includes pedestrian connections between E. Stadium Boulevard and S. State Street. As part of the project we plan to reconstruct a short segment of S. State Street in the immediate vicinity of E. Stadium Boulevard. This segment of S. State Street will include on-street bikelanes and a sidewalk on the west side of S. State Street. All elements of the project will meet the requirements of the Americans with Disabilities Act.
In order to construct this project, it will be necessary to close E. Stadium Boulevard to traffic for the duration of the major construction activities, approximately 18 months. Traffic will be detoured along E. Stadium Boulevard, S. Industrial Highway, Eisenhower Parkway, and S. Main Streets as shown on the attached drawing. Also, during the project's construction it will be necessary to close S. State Street while the existing bridge over S. State Street is demolished. We expect that this closure will last about a week. Traffic will be detoured along Stimpson, S. Industrial Highway, E. Stadium Boulevard, and Packard Road. This detour route is shown on an attached drawing. It will also be necessary to intermittently close S. State Street at the E. Stadium Boulevard Bridge while new beams are being placed. We expect this work to last about a day. Notices of all roadway and lane closures will be distributed in a manner that will inform the public of the proposed changes in traffic, well in advance.
Right-of-Way Acquisition
In order to construct the project we will need to obtain about 0.50 acres of permanent right-of-way from the University of Michigan. As part of our discussions with them regarding the project, the representatives of the University have shared their intent to donate this right-of-way to the City.
It will also be necessary to obtain grading permits from the University and two private property owners surrounding the project. We have discussed the project needs with the affected private property owners and they appear to be agreeable to our requests. We expect to finalize our negotiations with them over the course of the next several months.
In order to build the project, we need to use a portion of the University's Red Lot (the triangular portion of land bounded by E. Stadium Boulevard, S. State Street, and the Ann Arbor Railroad tracks (AARR)) as a construction staging and material storage area. We will also need to occupy a portion of the University's parking lot adjacent to the west side of the AARR tracks and a portion of their golf course parking lot.
AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT
In order to complete the preparation of the construction plans and project specifications, it is now necessary to amend NCI's Professional Services Agreement to add the needed engineering services.
When City Council approved the original professional services agreement it was limited to the preparation of a preliminary design and did not include the final design engineering services. Attached please find a copy of the resolution that approved the original professional services agreement.
We have worked with NCI and their project team to determine the needed engineering services to complete the project design in accordance with all relevant Federal, State, and Local requirements. The services include roadway, bridge, retaining wall, and utility design; maintenance of traffic and detour plans; grading and soil erosion control plans; street lighting and landscaping plans; and, all other needed design services. NCI will also prepare all needed easement descriptions and exhibit drawings. NCI will work with and assist PMSU to coordinate the project's design with various affected agencies such as MDOT, Ann Arbor Railroad, private utility companies, and the like.
When proposals were received for this project in March 2006, NCI estimated the cost of design engineering services would be about $1,514,900.00. To date, Council has approved $1,374,467.00 for preliminary design services with NCI, which amount includes $125,000.00 for possible change orders. Based on the amendment that we've negotiated with NCI, the costs of all needed design services for this project will be $1,623,624.00. As a result, the cost of the requested amendment will be $249,157.00. Given the change in scope of services this is a reasonable additional cost.
NCI received Human Rights approval on July 7, 2009. All personnel on the will receive a "living" wage. The form of the contract with NCI is the standard professional services agreement drafted by the City Attorney.
Staff
Prepared by: Homayoon Pirooz, P.E., Manager, Project Management Services Unit
Reviewed by: Sue F. McCormick, Public Services Area Administrator
Approved by: Roger W. Fraser, City Administrator
Body
Whereas, PMSU has presented the project design to the community during two public meetings on October 28th and December 1st, 2009 and has met with individual property owners to present and discuss the project during the last year. The design drawings and other relevant information regarding the project is posted on the City of Ann Arbor's website;
Whereas, On September 18, 2006 the City Council approved a professional engineering services agreement in the amount of $1,249,467.00 with Northwest Consultants, Inc., (NCI) for the preliminary engineering services for the E. Stadium Boulevard Bridges Replacement Project, and approved $125,000.00 to be available for change orders for an approved total amount of $1,374,467.00;
Whereas, Final engineering services are needed to complete the construction plans;
Whereas, It is necessary to amend NCI's existing professional services agreement to include additional services and to include the additional amount of $249,157.00 to complete the project plans in accordance with City of Ann Arbor and Michigan Department of Transportation standards; and
Whereas, NCI has received Human Rights approval on July 7, 2009, and pays its employees a living wage;
RESOLVED, The City Council approve the E. Stadium Boulevard Bridges Replacement Project as presented and that City Staff are directed to complete the project's design and ready the project for construction;
RESOLVED, That Council approve an amendment to the Professional Services Agreement with Northwest Consultants, Inc. in the amount of $249,157.00 for the E. Stadium Boulevard Bridges Replacement Project;
RESOLVED, That the additional funding in the amount of $249,157.00 for the work will come from the approved FY 10 Street Repair Millage Capital Budget;
RESOLVED, That the Mayor and City Clerk be authorized and directed to execute said amendment after approval as to form by the City Attorney and approval as to substance by the City Administrator; and
RESOLVED, That the City Administrator be authorized to take all necessary administrative actions to implement this resolution.