Title
Resolution to Approve a Construction Contract with PHX Construction, Inc. d/b/a Phoenix Contractors, Inc., Establish the Project Budget, and Appropriate Funds for the Renovation of the Election Center Facility (RFP 25-30) ($2,548.446.00) (8 Votes Required)
Memorandum
Attached for your review and consideration is a resolution that approves an agreement between the City and Phoenix Contractors, Inc., Dexter, MI, for the renovation of the new Election Center at 3021 Miller Rd. Ann Arbor, MI.
The new Election Center needs renovation to ensure efficient election operations and to accommodate both the City’s Community Television Network (CTN) whose current lease is nearing expiration and the newly established Economic Development Director position. The facility currently lacks an adequate layout and design for modern equipment and staff and must be updated to meet the City’s standards.
The planned renovation of the Election Center includes several key upgrades to enhance functionality and reliability. Improvements feature updating to some HVAC systems, soundproofing for CTN operations, and a space better suited for secure election result storage, vote counting, and voting activities. The facility will also receive a much-needed facelift, including new carpeting, wall finishes, ceiling updates, and refreshed common areas as well as light construction for new walls. In addition, the project includes updated electrical and low-voltage systems, installation of EV charging stations, and hookups for solar arrays, battery backup systems and generator ensuring uninterrupted operations in the event of a power outage, particularly on election days.
A Public Improvement Request for Proposals was solicited under RFP# 25-30, and three bids were received on June 27, 2025. Using the best value procurement requirements, Phoenix Contractors, Inc., scored the highest of the three firms who submitted proposals.
Phoenix Contractors, Inc. complies with the requirements of the City’s Conflict of Interest, Living Wage, Prevailing Wage and Non-Discrimination ordinances.
Establish the Project Budget
The Election Center Renovation project budget is established as follows:
|
Project Revenue |
Amount |
|
Grant Funds for Clerks Office Related to Renovations |
$1,407,060.00 |
|
CTN Funds Related to Renovations |
$606,081.00 |
|
Climate Action Millage Funds Related to Renovations |
$312,191.00 |
|
Funding from the General Fund |
$223,114.00 |
|
TOTAL REVENUE: |
$2,548,446.00 |
|
|
|
|
Project Expense |
Amount |
|
Construction Costs |
$2,416,691.00 |
|
Public Art |
$24,000.00 |
|
IT/Telecom |
$22,755.00 |
|
Furnishing and Fixtures |
$61,000.00 |
|
Construction/Project Contingency |
$24,000.00 |
|
|
|
|
TOTAL EXPENSE: |
$2,548,446.00 |
Budget/Fiscal Impact: Funding for this project shall be from State of Michigan grant funds received for elections ($1,407,060.00), Community Television Network fund balance ($606,081.00), Climate Action Millage fund balance ($312,191.00) and General Fund revenue from the sale of Air Rights at 616 S Forest ($223,114.00).
Staff
Prepared by: Carl Konopaska, Fleet & Facilities Manager
Reviewed by: Mariah Walton, Deputy City Administrator
Approved by: Milton Dohoney Jr., City Administrator
Body
Whereas, The new Election Center is in need of updates and needs to be renovated;
Whereas, The City has planned to renovate the Election Center to accommodate the needs of the Clerks Office, CTN, and Economic Development;
Whereas, The City needs to establish an Election Center Renovation project budget to manage the expenses for the project;
Whereas, The City of Ann Arbor solicited proposals for the Election Center Renovation under PI RFP# 25-30 and three proposals were received in June 2025;
Whereas, Phoenix Contractors, Inc. was the highest ranked proposal of the three received utilizing the City’s best value procurement requirements outlined in RFP# 25-30;
Whereas, Phoenix Contractors, Inc. has provided a proposal at a cost of $2,416,691.00 to complete the Election Center Renovation;
Whereas, the City has established an Election Center Renovation project budget in the amount of $2,548,446.00.00 to cover the cost of construction, construction administration, outside testing/inspections, furnishes and fixtures, IT/telecom, grant issuance costs, installation of public art, and construction/project contingency;
Whereas, Staff has requested that the construction/project contingency in the amount of $24,000.00 is included in the project budget to cover any unknown conditions or necessary scope changes upon approval of the City Administrator;
Whereas, Adequate funding for this project in the amount of $2,548,446.00, has been identified; and
Whereas, Phoenix Contractors, Inc. complies with the requirements of the City’s Conflict of Interest, Living Wage, Prevailing Wage and Non-Discrimination ordinances;
RESOLVED, That City Council approves a Construction Contract with PHX Construction, Inc. d/b/a Phoenix Contractors, Inc. in the amount of $2,416,691.00 for the Election Center Renovation project (RFP 25-30);
RESOLVED, That a contingency amount of $24,000.00 be established within the project budget and that the City Administrator be authorized to approved change orders not to exceed the contingency amount in order to satisfactorily complete the project;
RESOLVED, That City Council approves a project budget for the Election Center Renovation in the amount of $2,548,446.00;
RESOLVED, That City Council appropriates $312,191.00 from the fund balance of the Climate Action Millage to the FY 2026 Sustainability & Innovations expenditure budget for the Election Center Renovation project;
RESOLVED, That City Council appropriates $606,081.00 from the fund balance of the Community Television Network fund to the FY 2026 Community Television Network expenditure budget for the renovation of the CTN space at the Election Center building;
RESOLVED, That City Council appropriates $223,114.00 to the FY 2026 General Fund Non-Departmental expenditure budget with the source of revenue being proceeds received from the sale of the air rights at 616 S Forest for the Election Center Renovation project;
RESOLVED, That City Council appropriates $1,141,386.00 to the FY 2026 Fleet & Facility General Capital Fund expenditure budget with the source of revenue being a $312,191.00 transfer from the Climate Action Millage, a $606,081.00 transfer from the Community Television Network Fund and a $223,114.00 transfer from the General Fund;
RESOLVED, That all amounts herein are without regard to fiscal year;
RESOLVED, That the Mayor and City Clerk be authorized and directed to execute said 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 all appropriate action to implement this resolution.