Title
Resolution to Approve a Professional Services Agreement with Hubbell, Roth & Clark, Inc. for Street Surface Condition Rating and Modeling Services ($151,280.00)
Memorandum
Attached for your approval is a resolution to approve a Professional Services Agreement (PSA) with Hubbell, Roth & Clark, Inc. (HRC) in the amount of $151,280.00 for street surface condition rating and modeling services.
The City of Ann Arbor sought professional services from a firm to perform street surface condition rating services for the City’s paved and gravel street systems and to perform statistical modeling and reports based on those ratings. The overall objective of this work is to provide an assessment of the City’s street system and provide modeling and analysis to advise the City in establishing an updated set of pavement condition goals to extend through the next ten years.
The contract with the selected firm will be a multi-year contract to perform ratings every two years through 2031, beginning in the Summer of 2025. The City’s Engineering Unit will oversee the direction and quality of work of the selected firm.
The City posted request for proposals RFP 25-11 to the Michigan Inter-governmental Trade Network (MITN) BidNet® website. In February of 2025, the City received proposals from two firms. A selection committee comprised of City staff reviewed the proposals and determined the most qualified firm based on several criteria:
• Professional Qualifications & Past Experience (30%)
• Proposed Work Approach (50%)
• Fee Proposal (20%)
Staff ranked the responding firms in the following order:
1. HRC
2. Wade Trim
The committee selected HRC based on their professional qualifications, past involvement with similar projects, proposed work plan, fee quotations, and the results of interviews with both firms.
Hubbell, Roth & Clark, Inc. is in compliance with the requirements of the City’s Non-Discrimination and Living Wage ordinances.
Budget/Fiscal Impact: Funding for this work is and will be available in the annual approved Major and Local Street Fund Operating and Maintenance budgets, if so approved by City Council. The breakdown of the annual costs for this work, which are fixed, lump sum amounts each year, are as follows:
2025 (FY 26) Pavement Evaluation $ 24,000.00
Surface Condition Analysis & Modeling $ 39,680.00
2027 (FY 28) Pavement Evaluation $ 26,400.00
2029 (FY 30) Pavement Evaluation $ 29,100.00
2031 (FY 32) Pavement Evaluation $ 32,100.00
TOTAL $151,280.00
The attached Resolution also includes a contingency amount of $60,000.00 to provide optional services to prepare the City’s Transportation Asset Management Plan, which is required by the State of Michigan once every three years. This contingency would cover those services, should they be needed, in 2026 and 2029.
Staff
Prepared by: Nicholas S. Hutchinson, P.E., City Engineer
Reviewed by: Jordan Roberts, Public Services Area Administrator
Approved by: Milton Dohoney Jr., City Administrator
Body
Whereas, The City needs to evaluate the condition of its road network on a regular basis in order to provide data for purposes of project selection and asset management planning;
Whereas, The City’s current pavement condition goals extend through 2026 and are in need of updating;
Whereas, Professional services are needed from a qualified firm to perform street surface condition rating services, evaluate the City’s progress towards those goals, and perform modeling and analysis to support the development of update goals;
Whereas, Hubbell, Roth & Clark, Inc. has demonstrated the required experience, professional qualifications, and competitive fee schedule for the required services;
Whereas, Hubbell, Roth & Clark, Inc. submitted to the City a proposal for the necessary services, setting forth the services to be performed by said firm, and the payments to be made by the City, all of which are agreeable to the City;
Whereas, Hubbell, Roth & Clark, Inc. is in compliance with the requirements of the City’s Non-Discrimination and Living Wage Ordinances; and
Whereas, Funding for this work is and will be available in the approved Annual Major and Local Street Funds Operating and Maintenance budgets, if so approved by City Council;
RESOLVED, That City Council approve a professional services agreement with Hubbell, Roth & Clark, Inc. in the amount of $151,280.00 for street surface condition rating and modeling services (RFP 25-11);
RESOLVED, That City Council approve a contingency in the amount of $60,000.00 and that the City Administrator be authorized to approve amendments to this professional services agreement not to exceed the contingency amount for additional as-needed support services in order to satisfactorily complete the project;
RESOLVED, That the funds be available for the life of the project without regard to fiscal year;
RESOLVED, That the Mayor and City Clerk be authorized and directed to execute said agreement, after approval as to form by the City Attorney and approval as to substance by the City Administrator; and
RESOLVED, That the City Administrator be authorized to take the necessary administrative actions to implement this resolution.