Title
Resolution to Approve a Construction Contract with T & M Asphalt Paving for Bicentennial Park Improvements Phase II ($532,431.00)
Memorandum
On September 18, 2023, City Council approved the renaming and dedication of Southeast Area Park to Bicentennial Park. To commemorate Ann Arbor’s Bicentennial, Bicentennial Park is undergoing several significant improvements, including the installation of the City’s first splash pad, replacement of the existing play structure, renovations to the existing pavilion and restrooms, removal of barriers identified in the ADA transition plan and overall site improvements.
In coordination with the other proposed park Bicentennial Park enhancements, this project will include the resurfacing of the existing southern asphalt parking lot, and the existing park drive to Ellsworth Road as described in the plans and specifications.
The project bid documents also included two alternate bid items for consideration. The first alternate item included the paving of the existing northern gravel parking lot and drive to Packard Road. The second alternate item included resurfacing existing asphalt sidewalks throughout the park. Parks staff are recommending the addition of the second alternate to include resurfacing the existing asphalt sidewalks based on funding availability.
Solicitation of Bids:
Park staff solicited bids with Invitation to Bid #4755 through the City’s Procurement Unit. The bid documents were advertised on the City’s Website and on the Michigan Inter-governmental Trade Network (MITN) website. On October 10, 2024, five (5) proposals were received and publicly opened. The City evaluated the bids and found no irregularities. T & M Asphalt Paving was the lowest responsible bidder for the project. Use of Federal funds require the project to be awarded to the lowest responsible bidder.
Budget/Fiscal Impact: Funding is available from the federal American Rescue Plan Act (ARPA) funds that were allocated to this project. City Council approved resolution R-24-280 to direct the reallocation of ARPA funds, which allocated $400,000.00 toward the Bicentennial Park Improvements project to be used for construction. The remaining $132,431.00 will be funded from the approved Park Maintenance and Capital Improvement Millage budget.
The Park Advisory Commission unanimously recommended approval of this contract at their October 15, 2024 meeting.
Staff
Prepared by: Hillary Hanzel, Park Planner and Landscape Architect
Reviewed by: Josh Landefeld, Parks & Recreation Services Manager
Derek Delacourt, Community Services Area Administrator
Approved by: Milton Dohoney Jr., City Administrator
Body
Whereas, City Council approved the renaming and dedication of Southeast Area Park to Bicentennial Park on September 18, 2023;
Whereas, Bicentennial Park is undergoing a series of improvements, including the installation of the City’s first splash pad, replacement of the existing play structure, renovations to the existing pavilion and restrooms, removal of barriers identified in the ADA transition plan, and overall site improvements;
Whereas, In coordination with the Bicentennial Park enhancements, the City prepared design documents for the resurfacing of the existing southern asphalt parking lot, existing park drive to Ellsworth Road, and existing asphalt pathways;
Whereas, Parks staff solicited bids for construction of the project through the City’s Procurement Unit and on October 10, 2024 five bids were received for this work;
Whereas, Use of Federal funds requires the project to be awarded to the lowest responsible bidder;
Whereas, The lowest responsible bid, from T & M Asphalt Paving, was in the amount of $532,431.00 for the base bid and Alternate II;
Whereas, T & M Asphalt Paving 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, Prevailing Wage, and Living Wage Ordinances;
Whereas, Funding is available from the American Rescue Plan Act funds which was allocated by City Council resolution R-24-280 as well as the approved Park Maintenance and Capital Improvement Millage budget; and
Whereas, The Park Advisory Commission unanimously recommended approval of this contract at their October 15, 2024 meeting;
RESOLVED, That City Council approves a construction contract with T&M Asphalt Paving in the amount of $532,431.00 for the Bicentennial Park Phase II Improvements project (ITB 4755);
RESOLVED, That a contingency amount of $53,243.00 (10%) is 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 is authorized to approve additional change orders to the construction contract with T&M Asphalt Paving not to exceed the contingency amount in order to satisfactorily complete this project;
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 is 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.