Title
Resolution to Approve Amendment No. 2 to the Professional Services Agreement with Wade Trim Associates, Inc. for the State and Hill Streets Improvements Project ($521,399.00 Amendment, $1,356,213.00 Contract Total)
Memorandum
Attached for your approval, please find a resolution to approve Amendment No. 2 to the Professional Services Agreement (PSA) with Wade Trim Associates, Inc. (Wade Trim) in the amount of $521,399.00 for construction engineering, inspection, and surveying support services, as well as additional engineering design effort for the State and Hill Streets Improvements Project.
In December 2021, the City entered into an agreement with Wade Trim for design engineering, permitting, and public engagement services for the State and Hill Streets Improvements Project for $449,034.00 (Resolution R-21-424). In March 2023, City Council approved an amendment for additional design engineering due to scope and design changes. Construction Services, which included construction engineering and survey staking and layout, were also included in the amendment, bringing the total services contract amount with Wade Trim to $834,814.00 (Resolution R-23-095). This amendment would bring the total services amount to $1,356,213.00, and includes:
Additional Engineering Design ($19,712.00)
Due to a delay in MDOT obligation and letting, the project had a delayed construction start, which would have extended construction on State Street into the fall, impacting traffic during the University of Michigan home football games. In order to adjust to the delay, the project phasing was redesigned to span two years, completing State Street in 2023 and Hill Street in 2024 and shortening the construction seasons during both years. This required the following changes be made:
o Update detours and maintenance of traffic details;
o Provide information on plan sheets to delineate 2023 work versus 2024 work for the contractor;
o Update the project’s Progress Clause and Sequence of Construction to account for a two-year schedule;
o Update the cost estimate to account for a change in temporary paving and maintenance of traffic measures; and
o Coordinate with MDOT engineer to ensure viability of split.
Construction Engineering, Inspection, Staking, and Layout Phase ($501,687.00)
The construction support services in the previous amendment were approved prior to adjusting the project construction to span two construction seasons. The services had not included Certified Office Technician support, but was unexpectedly needed as the construction season approached. Additionally, construction engineering services exceeded expected hours due to unforeseen circumstances during the 2023 State Street Phase. The additional construction support services provided in 2023 are captured in this amendment.
The remaining construction is expected from March 2024 through August 2024, and Wade Trim is best suited to continue providing the construction engineering assistance, which includes the engineering design team, on-site field engineering, and certified office technicians as needed to respond to contractor’s requests for clarification and preparing field design changes design, as well as managing the documents in accordance with MDOT requirements.
Additionally, Wade Trim will provide construction inspection services, which includes oversight of contractor activities, enforcement of construction standards, measurement of pay item quantities, and providing record drawings.
Lastly, they will continue to provide construction staking and layout, as well as monument witnessing and resetting. This addendum captures additional staking effort due to the project being phased over two construction seasons.
Summary
The above $521,399.00 of additional work is the amount of the proposed Amendment to the Professional Services Agreement. This brings the total services amount with Wade Trim for the State and Hill Streets Improvements Project to $1,356,213.00.
Budget/Fiscal Impact: Funding for this work is identified in the Capital Improvements Plan. The identified projects TR-SC-18-08 and TR-OT-22-03 funded by the Street, Bridge, Sidewalk Millage Fund; UT-WS-18-56 and UT-WS-16-30 funded by the Water Supply System Fund; and TR-OT-22-03 funded by the Major Streets Fund, in addition contributions will be made by the Stormwater Fund, and the Sewage Disposal Fund.
Staff
Prepared by: Nicholas Hutchinson, P.E., City Engineer
Reviewed by: Brian Steglitz, Public Services Area Administrator
Approved by: Milton Dohoney Jr., City Administrator
Body
Whereas, The City added additional services to the original contract scope with Wade Trim Associates, Inc. as necessary to best address the project goals;
Whereas, Construction engineering and construction staking services are required for the State and Hill Streets Improvements Project on an as-needed basis;
Whereas, Wade Trim Associates, Inc. has demonstrated the required experience, personnel, and competitive fees to provide these services for the State and Hill Streets Improvements Project;
Whereas, Wade Trim Associates, Inc. provided design engineering services for the project and therefore have an in-depth understanding of the project design;
Whereas, Wade Trim Associates, Inc. complies with the requirements of the non-discrimination and Living Wage Ordinances; and
Whereas, Funding for this amendment is available in the appropriate approved capital budgets;
RESOLVED, That the City Council approves Amendment No. 2 to the professional services agreement with Wade Trim Associates, Inc. in the amount of $521,399.00 for additional design and construction engineering services for the State and Hill Streets Improvements Project;
RESOLVED, That the City make the following declaration for the purposes of complying with the reimbursement rules of Treasury Regulations 1.150-2 pursuant to the Internal Revenue Code of 1986, as amended, that the City reasonably expect to reimburse itself for expenditures for the costs of the Project with proceeds of Bonds;
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 authorizes the City Administrator to take necessary administrative actions to implement this resolution.