Title
Resolution to Approve Amendment No. 1 to a Professional Services Agreement with Fishbeck, Thompson, Carr & Huber ($16,591.23) for the Nichols Arboretum Sewer and Siphon Rehabilitation
Memorandum
Attached, please find a memo and resolution to approve Amendment No. 1 with Fishbeck, Thompson, Carr & Huber (FTCH) in the amount of $16,591.23 for additional services necessary in order to properly complete the project design and contract document preparation for the subject project.
During the course of the project’s design, it was necessary to add five additional tasks to the agreed upon scope of services in order to complete the project in accordance with City of Ann Arbor Standards and good engineering practices. The additional tasks were:
1. Additional field survey associated with constructing a gravel access path and maintenance pad that would allow Public Works personnel to maintain the sewer in the future;
2. Detailed design of the access path and maintenance pad to access the inverted siphon;
3. Design of new pre-cast concrete chamber roof slabs for two manholes that will be used as future maintenance/cleaning points for sections of the Southside Interceptor Sanitary Sewer;
4. Technical assistance with regard to reviewing, plotting, and locating historic easement descriptions, which were discovered during the design process;
5. Additional project coordination meetings with potential bidders, contractors that are expert in the work to be undertaken, the University of Michigan staff, and various City of Ann Arbor of Ann Arbor personnel involved with the project.
A more complete description of the five tasks outlined above are more thoroughly described as follows. Because of the number of unknown elements of this project during the initial project scoping and negotiations with FTCH, it was decided that the design of an access path would not be included in the original agreement as there were too many variables to consider and it would not be possible for either party to accurately determine the level of effort needed to design and specify this path. Consequently, this work is being added to the agreement at this time as the unknown elements have been studied and a practicable solution determined. Also, it was decided during the design of the project that in order to be able to effectively clean the inverted siphon and help prevent future blockages of that device, that the roof slabs of the chambers at the beginning and end of the inverted siphon would have to be removed and replaced in order to provide the Public Works staff the needed access so that they could clean the inverted siphon with the available maintenance equipment.
Finally, there were three other minor associated tasks that were needed in order to design the proposed access path and complete the City’s negotiations with the University of Michigan that will allow the City access to the project limits for the purposes of performing this project. The individual costs associated with each of the five additional tasks is contained within the compensation schedule contained in Exhibit “E” of the amendment.
The resolution originally approving the professional services agreement (R-16-245, copy attached) included a contingency amount of $15,800.00 for the approval of authorized requests for additional compensation. Consequently, with the approval of this amendment, an additional $791.23 will need to be approved, which will be funded by the Sewage Disposal Fund Capital Budget.
Staff
Prepared by: Nicholas S. Hutchinson, P.E., City Engineer
Reviewed by: Craig Hupy, Public Services Area Administrator
Approved by: Howard S. Lazarus, City Administrator
Body
Whereas, It was necessary to retain the services of a professional engineering firm to perform design engineering as part of the subject project;
Whereas, The firm of Fishbeck, Thompson, Carr & Huber, Incorporated (FTCH) was awarded a professional services agreement to prepare the plans and contract documents for the design of the rehabilitation of the sanitary sewer and inverted siphon associated with this project;
Whereas, Funding for this work is included in the approved Sewage Disposal Capital Budget;
Whereas, A contingency amount of $15,800.00 was established as a part of Council-approved Resolution Number R-16-245; and
Whereas, FTCH complies with the requirements of the City’s Non-discrimation and Living Wage Ordinances.
RESOLVED, That Amendment No. 1 to the professional services agreement with Fishbeck, Thompson, Carr & Huber, Incorporated in the amount of $16,591.23 be approved;
RESOLVED, That the Mayor and Clerk be authorized and directed to execute said agreement, after approval as to form by the City Attorney and approval as to substance by the City Administrator;
RESOLVED, That the City make the following declaration for the purpose of complying with the reimbursement rules of Treasure Regulations 1.150-2 pursuant to the Internal Revenue Code of 1986, as amended, that the City reasonably expects to reimburse itself for expenditures for the costs of the project with proceeds from the sale of Bonds; and,
RESOLVED, That the City Administrator be authorized to take the necessary administrative action to implement this resolution.