Title
Resolution to Approve a Construction Contract with Erie Construction LLC for the Barton Nature Area Border to Border Trail Project and Appropriate Funding ($1,287,382.00) (8 Votes Required)
Memorandum
Attached for your review and action is a resolution to approve a construction contract with Erie Construction LLC in the amount of $1,287,382.00 for the Barton Nature Area Border to Border Trail project which will entail creating a paved pathway through the Barton Nature Area peninsula to the Barton Dam parking lot.
Project Description: This project is the first phase of a larger project to build a pedestrian tunnel that will extend beneath the Michigan Department of Transportation (MDOT) railroad tracks between Barton Nature Area and Bandemer Park and would provide a highly desired non-motorized connection. The Parks and Recreation Open Space Plan identifies this project as a high priority project and a critical gap Border-to-Border Trail (B2B), which is a part of the statewide Iron Belle trail. This project will also improve non-motorized traffic around the North Main Street & M-14 corridor by providing a safe pedestrian and bicycle gateway to the City.
This contract includes an accessible 0.6-mile-long concrete paved Border-to-Border Trail (B2B) through Barton Nature Area to the Barton Dam parking lot and the addition of two accessible parking spaces. This trail will improve accessibility at this popular Nature Area as part of the City’s commitment to improving accessibility throughout the park system. The pedestrian tunnel to be built in the second phase will connect this new B2B trail with the existing one in Bandemer Park. The pedestrian tunnel scope of work is not included in this contract. The project is being split into two phases with the trail phase being constructed first because of an upcoming construction project at the Barton Dam embankment that will limit construction access in the next couple of years. It is anticipated that construction of the pedestrian tunnel will occur either in the summer of 2024 or 2025.
Solicitation of Bids: Park staff solicited construction proposals through Request for Proposals #23-54 through the City’s Procurement Unit. Project plans and specifications were distributed electronically to contractors, subcontractors, and suppliers through the City of Ann Arbor’s procurement website and MITN.info. The bid included one alternate for the base material below the pathway.
On October 18, 2023, three proposals were received and opened. The highest scoring proposal was from Erie Construction LLC, in the amount of $1,287,382.00 for the base bid. A summary of the scores for the proposals is attached here.
Erie Construction LLC is a prequalified contractor with MDOT and has successfully completed pathway work for the Border to Border Trail for the Washtenaw County Parks and Recreation Commission. Erie Construction LLC is able to meet the project requirements and has submitted all required Non-Discrimination, Prevailing Wage, Living Wage, and Conflict of Interest Disclosure forms and complies with the requirements of the City’s Non-Discrimination and Living Wage ordinances.
Therefore, Staff recommends that City Council approve a construction contract with Erie Construction LLC in the amount of $1,287,382.00 for construction of the Barton Nature Area Border to Border Trail project. A 10% construction contingency of $128,738.00 is requested to cover potential contract change orders to be approved by the City Administrator. It is requested that a $1,416,120.00 contract and contingency amount be approved for the life of the project without regard to fiscal year.
The Park Advisory Commission unanimously recommended approval of this contract at their November 21, 2023 meeting.
Budget/Fiscal Impact: This project is jointly funded by the City, the Washtenaw County Parks and Recreation Commission (“County”), and the non-profit Huron Waterloo Pathways Initiative (“HWPI”). Each organization is responsible for 1/3rd of the cost of the project and HWPI’s portion will be provided through the attached cost sharing agreement with the County.
For the City’s portion of the costs, estimated at $429,213.16 ($472,134.27 including contingency), funding is available from the Park Maintenance and Capital Improvement Millage Fund fund balance. The County will provide the remaining $858,168.84 ($943,985.73 including contingency) on a reimbursement basis with the City.
Staff
Prepared by: Hillary Hanzel, Landscape Architect IV
Reviewed by: Josh Landefeld, Parks & Recreation Services Manager
Reviewed by: Derek Delacourt, Community Services Area Administrator
Approved by: Milton Dohoney Jr, City Administrator
Body
Whereas, This project is the first phase of a larger project to build a pedestrian tunnel that will connect between Barton Nature Area and Bandemer Park and would provide a highly desired non-motorized connection;
Whereas, The Parks and Recreation Open Space Plan identifies this project as a high priority project and a critical gap Border-to-Border Trail (B2B), which is a part of the statewide Iron Belle trail;
Whereas, The pedestrian tunnel is not included in this contract and will be a future phase;
Whereas, This contract includes an accessible 1.2 mile long paved Border-to-Border Trail (B2B) through Barton Nature Area to the Barton Dam parking lot and the addition of two accessible parking spaces;
Whereas, This trail will improve accessibility at Barton Nature Area as part of the City’s commitment to improving accessibility throughout the park system;
Whereas, The pedestrian tunnel to be built in the second phase will connect this new B2B trail with the existing one in Bandemer Park;
Whereas, Park staff solicited construction proposals through Request for Proposals #23-54 through the City’s Procurement Unit;
Whereas, Three proposals were received and the highest scoring proposal was from Erie Construction LLC, in the amount of $1,287,382.00 for the base bid;
Whereas, Erie Construction LLC is a prequalified contractor with MDOT and has successfully completed pathway work for the Border to Border Trail for the Washtenaw County Parks and Recreation Commission;
Whereas, Erie Construction LLC is able to meet the project requirements and has submitted all required Non-Discrimination, Prevailing Wage, Living Wage, and Conflict of Interest Disclosure forms and complies with the requirements of the City’s Non-Discrimination and Living Wage ordinances;
Whereas, This project is jointly funded by the City, the Washtenaw County Parks and Recreation Commission and the non-profit Huron Waterloo Pathways Initiative;
Whereas, Each organization is responsible for 1/3rd of the cost of the project and HWPI’s portion will be provided through the attached cost sharing agreement with the County;
Whereas, The City’s costs are estimated at $429,213.16 ($472,134.27 including contingency) and funding is available from the Park Maintenance and Capital Improvement Millage Fund fund balance;
Whereas, The Park Advisory Commission unanimously recommended approval of this contract at their November 21, 2023 meeting; and
Whereas, The County will provide the remaining $858,168.84 ($943,985.73 including contingency) on a reimbursement basis with the City;
RESOLVED, That City Council approve a construction contract with Erie Construction LLC in the amount of $1,287,382.00 for construction of the Barton Nature Area Border to Border Trail project (RFP 23-54)
RESOLVED, That a contingency amount of $128,738.00 (10%) be established within the project budget to cover potential contract change orders for the life of the project without regard to fiscal year and that the City Administrator be authorized to approve additional change orders to the construction contract with Erie Construction LLC not to exceed the contingency amount in order to satisfactorily complete this project;
RESOLVED, That City Council appropriate $429,213.00 from the Park Maintenance and Capital Improvement Millage Fund fund balance to the FY24 Parks & Recreation Park Maintenance and Capital Improvement Millage expenditure budget for the City’s share of this project;
RESOLVED, That City Council appropriate $858,169.00 to the FY24 Parks & Recreation Park Maintenance and Capital Improvement Millage expenditure budget with the source of revenue being reimbursement from Washtenaw County Parks and Recreation Commission for this project;
RESOLVED, That City Council appropriate up to $128,738.00 for a ten percent (10%) project contingency to the FY FY24 Parks & Recreation Park Maintenance and Capital Improvement Millage expenditure budget with the source of revenue being up to $85,817.00 in reimbursement from Washtenaw County Parks and Recreation Commission and up to $42,921.00 from the Park Maintenance and Capital Improvement Millage Fund fund balance, subject to City Administrator approval;
RESOLVED, That all amounts herein are without regard to fiscal year;
RESOLVED, That the Mayor and City Clerk are authorized and directed to execute the contract after 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 necessary administrative actions to implement this resolution, including issuing temporary and permanent Traffic Control Orders and night work authorizations as required for the construction of the project.