Title
Resolution to Amend the Professional Services Agreement with Hubbell Roth & Clark, Inc. for the West Stadium Blvd. Improvements Project ($465,079.00)
Memorandum
The attached resolution authorizes a second amendment to the Professional Services Agreement with Hubbell Roth & Clark, Inc (HRC) for an additional $465,079.00 for additional design and construction engineering services for the West Stadium Blvd Improvements Project.
Project Background
The West Stadium Blvd Improvements project was originally conceived to be one project that extended from Pauline Blvd to Main Street. In November 2007, the City entered into an agreement with HRC for design engineering services for the West Stadium Improvements Project (Resolution 07-0246). After the contract was awarded to HRC, the project was divided into two separate projects for various reasons including the opportunity to capture subsequently available Federal Funds:
§ 2009 West Stadium Improvements at Pauline Blvd
§ 2010 West Stadium Improvements (Suffolk to Hutchins)
The first amendment to HRC's contract included the construction engineering and staking for the 2009 West Stadium Improvements at Pauline (Resolution 09-0192). The attached resolution proposes a second amendment to HRC's agreement. If approved, the total amount of HRC's agreement will be $1,025,996.00.
Design Engineering 2009 and 2010
A number of changes were made to HRC's original design scope. These changes were made to better address community input and to allow capture of additional Federal Funds, including Surface Transportation Funds ($850,000.00) and American Resource Recovery Act Funds (approximately $516,800.00). The additional efforts by HRC resulted in costs in excess of the contract amount. HRC's design work is now complete and all additional costs associated with the design work are included in the proposed amendment (see Attachment #1). A summary of the additional work is given below.
This project was to be designed and bid as one MDOT project to include the reconstruction of West Stadium from Pauline to Main Street. However, the opportunity to capture $850,000.00 in FY 08 Federal Surface Transportation Funding resulted in the project being divided into two separate projects:
2009 West Stadium Improvements at Pauline Blvd
2010 West Stadium Improvements (Suffolk to Hutchins)
The changes resulted in additional efforts by HRC to provide two separate designs, bidding documents, public engagement, and associated MDOT review work and permitting.
In addition, other changes to the original scope of design work included:
- HRC coordinated with the Washtenaw County Water Resources Office to obtain State Revolving Funds (SRF) for the storm water improvements. This included providing research for various storm water BMPS (Best Management Practices) and providing information/application materials for the principal forgiveness of the SRF Loan with ARRA (American Resource Recovery Act) funding. The ARRA application was successful and the project is expected to receive 40% forgiveness of the SRF Loan - the total ARRA funding is currently estimated at $516,800.00.
- The City asked HRC to preliminarily design multiple alignments for the Franklin and Seventh Street section to evaluate the impacts on the adjacent neighbors.
- A Citizen's Advisory Committee was assembled to help guide design decisions for the Suffolk to Hutchins section and a number of meetings were held with this group.
- HRC conducted evening field measurements of sample LED lights. This was in response to community desires for continuity of the street light poles along the West Stadium corridor, but with less brightness than in the commercial section. Softer yellow and softer white LED bulbs were installed in test areas west of Pauline to help make this determination.
2009 Construction Engineering and Staking
The 2009 construction of West Stadium Blvd at Pauline extended beyond the original contract time due to a number of events such as utility conflicts (e.g., DTE was unable to locate the gas main), broken water valves, and damaged curb replacements. The additional time and events led to additional construction layout and construction engineering in excess of HRC's original contract scope for this work.
2010 Construction Engineering and Staking
The 2010 construction will extend from Suffolk Avenue to Hutchins Avenue. This construction is expected March to November 2010. Bids for the construction were opened by MDOT on November 6, 2009 and Council approved the City-State agreement on November 16, 2009 (09-466). Because HRC prepared the design and is most familiar with the project, they are best suited to provide the construction engineering services.
Below is the breakdown of the scope of services included in the proposed amendment for the 2010 work:
- Construction Engineering ($92,284.00). HRC will provide construction engineering assistance on an as-needed basis, including preparing field design changes, reviewing construction claims and contractor submittals, meeting with the neighbors, weekly meetings with the contractor, and review of survey cut sheets.
- Construction Staking and Surveying ($252,303.00). HRC will provide all the necessary construction staking and layout throughout the job. Should city staffing become available, this work will be done in house.
Summary
The attached resolution authorizes an Amendment to the Professional Services Agreement for a total contract amount of $1,025,996.00.
HRC received Human Resources Department approval in October 2009. Employees working on this project will be paid living wages per the contract.
The amendment will be funded from the previously approved project budget in which sufficient funds exist.
Staff
Prepared by: Homayoon Pirooz, P.E., Project Management Manager
Reviewed by: Sue F. McCormick, Public Services Administrator
Approved by: Roger W. Fraser, City Administrator
Body
Whereas, The City added additional services to the original contract scope with Hubbell Roth & Clark as necessary to best address the project goals including the capture of additionally available Federal Funds which resulted in additional design work;
Whereas, Construction engineering and construction staking services are required for the 2010 West Stadium Blvd (Suffolk to Hutchins) Improvements Project;
Whereas, Hubbell Roth & Clark, Inc. has demonstrated the required experience, personnel, and competitive fees to provide construction engineering services for the West Stadium Blvd. Improvements Project;
Whereas, Hubbell Roth & Clark, Inc. designed the project for the City;
Whereas, Hubbell Roth & Clark, Inc. received Human Rights approval in October 2009 and complies with the Living Wage Ordinance; and
Whereas, Funding for this amendment is available in the previously established project budget;
RESOLVED, That the City Council authorize an amendment to the professional services agreement with Hubbell Roth & Clark, Inc. in the amount of $465,079.00 for a new total amount of $1,025,996.00 for design and construction engineering services for the West Stadium Blvd Improvements Project;
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 Council authorize the City Administrator to take the necessary administrative actions to implement this resolution.