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File #: 23-1586    Version: 1 Name: 10/16/23 - SCOOT Project City-State Agreement
Type: Resolution Status: Passed
File created: 10/16/2023 In control: City Council
On agenda: 10/16/2023 Final action: 10/16/2023
Enactment date: 10/16/2023 Enactment #: R-23-373
Title: Resolution to Approve a Contract with the Michigan Department of Transportation for the 2023 SCOOT Expansion Project ($1,737,765.00)
Attachments: 1. 208628_23-5374.pdf


Resolution to Approve a Contract with the Michigan Department of Transportation for the 2023 SCOOT Expansion Project ($1,737,765.00)


Attached for your review and consideration, please find a resolution to approve a contract between the City of Ann Arbor and the Michigan Department of Transportation (MDOT) for the construction phase of the FY 2023 SCOOT (Split Cycle Offset Optimization Technique) Expansion Project.  The agreement prescribes the cost sharing of the construction, as well as each party’s rights and responsibilities, and is required for the project to receive its share of federal funding from the Federal Congestion Mitigation and Air Quality Improvement Program (CMAQ).


This project consists of fiber optic communication expansion at approximately 65 intersections within the City.  New fiber cable will be installed along Barton Drive, from Pontiac Trail and Plymouth Road.  Fiber cable will be replaced along other corridors throughout the City.  Construction is expected to begin in December 2023 and be substantially completed by the Spring of 2024.


Completed plans were submitted to MDOT in June of 2023, and the project was advertised in October for a November 3, 2023, MDOT bid letting.  This memorandum and resolution were prepared prior to the letting date, so bid prices were not available.  MDOT will award a contract to the qualified low bidder and administer the contract.  The City will act as the Project Engineer.


Budget/Fiscal Impact:  This project is included as part of the City’s Capital Improvements Plan (TR-OT-22-01). The Engineer’s estimate for the project’s construction is $1,388,848.00. The estimated total cost of the project is $1,737,765.00. In total, the City will be receiving approximately $1,359,500.00 in Congestion Mitigation and Air Quality Improvement Program (CMAQ) funds for this project.  The federal funding will be used to fund participating construction expenses.  The City will be funding its share of the construction costs and the design, construction engineering, and material testing costs. 


A breakdown of the estimated project revenues and costs are shown below:


Federal Funds

$ 1,359,500.00

Major Street Fund

$    378,265.00

Estimated Total Revenue

$ 1,737,765.00


Construction Estimate

$ 1,388,848.00


$    138,917.00

Construction Engineering/Testing/Inspection/Admin

$    210,000.00

Estimated Total Expense

$ 1,737,765.00



Prepared by:     Nicholas Hutchinson, P.E., City Engineer

Reviewed by:    Brian Steglitz, Public Services Area Administrator

Approved by:    Milton Dohoney Jr., City Administrator


Whereas, The FY 2023 SCOOT Expansion Project will expand fiber connectivity and improve arterial traffic operations throughout the City;


Whereas, The City of Ann Arbor will receive Federal funding from the Federal Congestion Mitigation and Air Quality Improvement Program (CMAQ);


Whereas, Local share funding for this project is available in the approved Major Street Fund Capital Budget; and


Whereas, It is necessary to approve the cost sharing agreement with the Michigan Department of Transportation so that the project can proceed;


RESOLVED, That the Mayor and City Clerk be authorized and directed to execute Michigan Department of Transportation Contract No. 23-5374 for the FY 2023 SCOOT Expansion Project, substantially in the form on file with the City Clerk, following approval as to substance by the City Administrator, and approval as to form by the City Attorney; and


RESOLVED, That the City Administrator be authorized to take the necessary administrative actions to implement this resolution including approval of needed Traffic Control Orders, night work authorizations, and other similar administrative approvals to allow the work of the project to proceed without delay.