Title
Resolution to Approve an Amendment to Professional Services Agreement with Wade Trim, Inc. for Construction Engineering Services for the Washtenaw Avenue Water Main Replacement Project ($43,569.80)
Memorandum
Attached for your review and approval, please find a resolution approving an amendment to the professional services agreement dated July 30, 2008 for construction engineering services in the amount of $43,569.80 with Wade Trim, Inc. (Wade Trim).
The FY 2009-2014 Capital Improvements Plan (CIP) includes project UT-WS-06-14, the Washtenaw Avenue Water Main Replacement Project. The project consists of replacing approximately 2,900 feet of 12" water main in the Washtenaw Avenue corridor from US-23 to a point approximately 350 feet west of the Washtenaw Avenue/Huron Parkway Intersection (near the Midas Auto Service Store). The project is expected to begin mid-July and be completed by mid-October. We have made the necessary contract provisions such that Washtenaw Avenue and the side streets will not be blocked during the Art Fair or University of Michigan Home football weekends. Most all of the construction will occur at night, but certain road restoration activities will occur during the day in order to minimize the duration of the planned work.
Wade Trim was approved by Council on July 30, 2008 to perform the design engineering associated with this project. The amount of the original agreement with Wade Trim was $95,084.30. Due to the current workload and staffing of existing projects, it is necessary to retain an outside firm to provide assistance with the construction engineering and to perform surveying and construction staking services. As a result, we are recommending that Wade Trim provide these additional services based on their knowledge of the project, staff qualifications, past experience, and their fee schedule. The amendment includes $38,569.80 for these services.
This amendment also includes an amount of $5,000.00 for additional design engineering and drafting services that were required to be performed. The additional design and drafting services were required because certain water valves were broken during the last major water main break that occurred during the winter and needed to be replaced in order to facilitate the construction of this project.
The total amount of this amendment is $43,569.30, bringing the total contract amount to $138,654.10. Authority for the City Administrator to approve amendments for additional services up to $10,000 also is requested and recommended.
The form of the contract with Wade Trim is the standard professional services agreement drafted by the City Attorney. Wade Trim received Human Rights Approval on June 10, 2009 and Living Wage approval on April 28, 2009.
Funding for this project is included in the approved Capital Budget. This project has also been included in our Drinking Water Revolving Fund (DWRF) project plan. We are hopeful that we will be selected to receive this funding. If we are successful, we then expect to receive low interest financing on approximately 60% of the principle amount with the remaining portion being forgiven by the DWRF program. We expect to receive notification from the State of Michigan on, or about, August 1, 2009 if we have been selected to receive DWRF funding.
Staff
Prepared by: Homayoon Pirooz, P.E., Manager, Project Management
Reviewed by: Sue F. McCormick, Public Services Area Administrator
Approved by: Roger W. Fraser, City Administrator
Body
Whereas, Professional engineering services are needed in the form of construction engineering, surveying, and construction staking services for the Washtenaw Avenue Water Main Replacement Project;
Whereas, It is now necessary to amend our existing agreement with Wade Trim, Inc., for the needed services associated with the project; and
Whereas, Wade Trim, Inc. received Human Rights Approval on June 10, 2009 and Living Wage approval on April 28, 2009;
RESOLVED, That Council approve Amendment No. 1 to the Professional Services Agreement with Wade Trim, Inc. in the amount of $43,569.80 for the Washtenaw Avenue Water Main Replacement Project;
RESOLVED, That the City Administrator is authorized to approve additional amendments to the professional services agreement up to $10,000.00, in order to satisfactorily complete the project;
RESOLVED, That the Mayor and City 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 Public Services Administrator and the City Administrator;
RESOLVED, That the City make the following declaration for the purpose of complying with the reimbursement rules of Treasury 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 of Bonds; and
RESOLVED, The City Administrator be authorized and directed to take the necessary administrative actions to implement this resolution.