Title
Resolution to Approve Amendment No. 1 to the Professional Services Agreement with Wade Trim Associates Inc. ($39,085,36 Increase, Total Contract $514,923.80)
Memorandum
The City of Ann Arbor Parks and Recreation Services Unit contracted with Wade Trim Associates, Inc. to provide construction engineering and inspection services for the Barton-Bandemer pedestrian tunnel project. The original professional services agreement was approved by Resolution R-24-307 on August 8, 2024, in the amount of $475,838.44.
Amendment No. 1 would increase the contract by $39,085.36, resulting in a revised total contract amount of $514,923.80.
The primary reasons for the Amendment request are for the additional effort associated with quality assurance materials testing performed by its subconsultant, Materials Testing Consultants (MTC) as well as additional construction administration and inspection because of the extended construction duration of the project.
Wade Trim’s scope included materials testing services provided by its subconsultant, Materials Testing Consultants, Inc. (MTC). These testing services were originally budgeted based on estimated hours and site visits; however, actual costs exceeded the budget due to changes in the contractor’s work plan and unanticipated project delays. Contributing factors included:
• Changes to the contractor’s plan to reuse existing embankment material, which required additional laboratory testing and field visits by MTC.
• Delays in fabrication of precast concrete elements, necessitating extended inspection and engineering services by MTC.
• Delays in execution of the railroad closure, which exceeded the planned 48-hour duration and required MTC to remain on site longer than anticipated.
• Additional site visits for smaller concrete placements and work in limited areas.
Budget/Fiscal Impact: Funding for this amendment is available from the Park Maintenance and Capital Improvement Millage Fund.
The project is jointly funded by the City of Ann Arbor, the Washtenaw County Parks and Recreation Commission (County), and the Huron Waterloo Pathways Initiative (HWPI), with each entity responsible for one-third of the total project cost. HWPI’s share is provided through a cost-sharing agreement with the County, which includes all amendments to this contract.
The City’s share of the contract was originally estimated at $158,612.82 and will increase to $171,641.27 with this amendment. The County will reimburse the City for the remaining $343,282.53.
Staff
Prepared by: Hillary Hanzel, Landscape Architect Capital Project Manager
Reviewed by: Derek Delacourt, Community Services Area Administrator
Approved by: Milton Dohoney Jr., City Administrator
Body
Whereas, The City of Ann Arbor Parks and Recreation Services Unit has contracted with Wade Trim Associates, Inc. for construction engineering and inspection services for the Barton-Bandemer Pedestrian Tunnel project;
Whereas, The original professional services agreement was approved by Resolution R-24-307 on 8/8/2024 in the amount of $475,838.44;
Whereas, Additional construction administration and inspection services were needed from Wade Trim because of the extended construction duration of the project;
Whereas, The additional construction administration and inspection services resulted in an increase of $12,585.36;
Whereas, Materials quality assurance testing during construction exceeded the estimated amount budgeted;
Whereas, The additional testing requirements resulted in an increase of $26,500 in professional fees;
Whereas, This project is jointly funded by the City, the Washtenaw County Parks and Recreation Commission, and the non-profit Huron Waterloo Pathways
Initiative; and
Whereas, Funding is available the Park Maintenance and Capital Improvement
Millage Fund;
RESOLVED, That City Council approves Amendment No. 1 to the Professional Services Agreement with Wade Trim Associates, Inc in the amount of $39,085.36;
RESOLVED, That the Mayor and City Clerk are authorized to sign the amendment after approval as to substance by the City Administrator and approval as to form by the City Attorney; and
RESOLVED, That the City Administrator is authorized to take all appropriate actions to implement this resolution, including signing all necessary documents and sub-agreements.