Title
Resolution to Approve a Professional Services Agreement with Wade Trim Associates, Inc. for Construction Engineering Services for the Barton/Bandemer Park Pedestrian Tunnel Project and Appropriate Funding ($475,838.44) (8 Votes Required)
Memorandum
Attached for your review and action is a resolution to approve a Professional Services Agreement with Wade Trim Associates, Inc. (Wade Trim) in the amount of $475,838.44 for Construction Engineering Services for the Barton/Bandemer Park Pedestrian Tunnel Project.
Project Description
Construction of the Barton/Bandemer Park Pedestrian Tunnel is a complex and time-sensitive project that requires a professional engineering firm to provide construction engineering and inspection services. The prepa-ration and precision needed to install the box culvert tunnel beneath the railroad tracks during the short-term track outage period requires a high level of coordination with multiple stakeholders. An experienced team of project managers, engineers, and inspectors are critical to assisting the City and County in bringing this project to completion.
Construction engineering and inspection services will consist of project management, contract administration, construction engineering, construction inspection and coordination of materials testing. This will include staffing for inspection and project management staff during the 36-hour track outage. This scope of work also includes public & media relations, as-built plans, and project close-out services. Wade Trim will subcontract with Materials Testing Consultants for testing services.
The proposed fees for this work will be performed on an hourly not-to-exceed basis. The estimated total for construction engineering and inspection services is $475,838.44 Typically, construction assistance, engineering, and inspection fees average approximately 15% of construction costs and these proposed fees are lower at 9.8% of the construction contract with Davis Construction, Inc. ($4,823,840.25).
Solicitation of Proposals
Park staff solicited professional service proposals through Request for Proposals #24-22 through the City’s Procurement Unit. The scope of work and project plans and specifications were distributed electronically to through the City of Ann Arbor’s procurement website and MITN info.
On May 1, 2024, two proposals were received and opened. After a review of qualifications, experience, and cost, as well as conducting interviews, staff selected Wade Trim.
Wade Trim has extensive experience working on projects with a similar level of complexity. Wade Trim can 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 professional services contract with Wade Trim, Inc. in the amount of $475,838.44 for construction engineering and inspection services for the Barton/Bandemer Park Pedestrian Tunnel Project. It is requested that a $475,838.44 contract 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 July 16, 2024 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 a cost sharing agreement with the County.
Contract
Total Amount: $475,838.44
City of Ann Arbor (1/3rd): $158,612.82
Washtenaw County (1/3rd): $158,612.81
Huron Waterloo Pathways Initiative (1/3rd): $158,612.81
For the City’s portion of the costs, estimated at $158,612.82 funding is available from the Park Maintenance and Capital Improvement Millage Fund. The County will provide the remaining $310,309.06 on a reimbursement basis with the City.
Staff
Prepared by: Hillary Hanzel, Landscape Architect IV
Reviewed by: Josh Landefeld, Parks & Recreation Services Manager
Derek Delacourt, Community Services Area Administrator
Approved by: Milton Dohoney Jr., City Administrator
Body
Whereas, Construction of the Barton/Bandemer Park Pedestrian Tunnel is a complex and time-sensitive project that requires a professional engineering firm to provide construction engineering and inspection services;
Whereas, The preparation and precision needed to install the box culvert tunnel beneath the railroad tracks during the short-term track outage period requires a high level of coordination with multiple stakeholders;
Whereas, An experienced team of project managers, engineers, and inspectors are critical to assisting the City and County in bringing this project to completion;
Whereas, Construction engineering and inspection services will consist of project management, contract administration, construction engineering, construction inspection and coordination of materials testing;
Whereas, This contract will include staffing for inspection and project management staff during the 36-hour track outage;
Whereas, This scope of work also includes public & media relations, as-built plans, and project close-out services;
Whereas, Wade Trim will subcontract with Materials Testing Consultants for testing services;
Whereas, The proposed fees for this work will be performed on an hourly not-to-exceed basis;
Whereas, The estimated total for construction engineering and inspection services is $475,838.44;
Whereas, Park staff solicited professional service proposals through Request for Proposals #24-22 through the City’s Procurement Unit;
Whereas, Two proposals were received and after a review of qualifications and interviews, staff selected Wade Trim;
Whereas, Wade Trim has extensive experience working on projects with a similar level of complexity, and working with both the City and County Park staff;
Whereas, Wade Trim can 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 $158,612.82 and funding is available from the Park Maintenance and Capital Improvement Millage Fund;
Whereas, The County will provide the remaining $317,225.62 on a reimbursement basis with the City; and
Whereas, The Park Advisory Commission unanimously recommended approval of this contract at their July 16, 2024 meeting;
RESOLVED, That City Council approve a Professional Services Agreement with Wade Trim, Inc. in the amount of $475,838.44 for construction engineering and inspection services for the Barton/Bandemer Park Pedestrian Tunnel project (RFP 24-22);
RESOLVED, That City Council appropriate $158,612.82 from the Park Maintenance and Capital Improvement Millage Fund fund balance to the FY 2025 Parks & Recreation Park Maintenance and Capital Improvement Millage expenditure budget for the City’s share of this project;
RESOLVED, That City Council appropriate $317,225.62 to the FY 2025 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 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.