Title
Resolution to Approve a Contract Agreement with the Michigan Department of Transportation for the Stone School Road Sidewalk Project ($148,900.00)
Memorandum
Attached for your review and consideration, please find a resolution to approve a contract agreement between the City of Ann Arbor and the Michigan Department of Transportation (MDOT) for the construction phase of the Stone School Road Sidewalk Project. The agreement defines the cost sharing of the construction, as well as each party’s rights and responsibilities, and is required for the project to receive its share of federal funding from the Surface Transportation Program (STP).
In accordance with the City’s Non-Motorized Plan and Complete Streets approach, it is proposed to install a new sidewalk to close gaps and provide a continuous and improved pedestrian connection along the west side of Stone School Road from Birch Hollow Drive to Packard Road.
To meet Federal regulations for the protection of Northern Long Eared and Indiana bats, tree removals will be completed by the contractor prior to March 31, 2017. Sidewalk construction is expected to occur in spring/summer of 2017.
Completed plans were submitted to MDOT in August of 2016, and the project was advertised in October for the November 4, 2016 MDOT bid letting. This memorandum and resolution were prepared prior to the letting date so bid results were not available. MDOT will award a contract to the qualified low bidder and administer the contract. The City will act as the project engineer.
Budget/Fiscal Impact
The Engineer’s Estimate for the project’s construction is $148,900.00. The estimated total cost of the project is $208,460.00. In total, the City will be receiving about $121,849.00 in federal funds for this project. The federal funding will be used to fund participating construction expenses. The City will be funding its share of the construction costs and the design, construction engineering, and material testing costs. Funding for this project will be paid by Special Assessment and from various funds as described below:
Federal STP Funds (FY17) $ 63,467.00
Federal STP Funds (FY18) 58,382.00
Special Assessments 6,154.00
Parks Maintenance & Capital Repair Millage 25,327.00
Risk Fund 10,509.00
General Fund 44,621.00
TOTAL $208,460.00
Staff
Prepared by: Nicholas Hutchinson, P.E., City Engineer
Reviewed by: Craig Hupy, Public Services Area Administrator
Approved by: Howard Lazarus, City Administrator
Body
Whereas, The City of Ann Arbor will receive federal funding for a portion of the construction cost of the project from the Surface Transportation Program (STP);
Whereas, Funding for the local share of this project will be paid for by Special Assessment and through various City funds including the Parks Maintenance and Capital Repair Millage Fund, Risk Fund, and General Fund; and
Whereas, It is necessary to approve the cost sharing agreement with the Michigan Department of Transportation so that the project can proceed;
RESOLVED, That the Mayor and City Clerk be authorized and directed to execute Michigan Department of Transportation Contract No. 16-5474 for the Stone School Road Sidewalk Project, substantially in the form on file with the City Clerk, following approval as to substance by the City Administrator, and approval as to form by the City Attorney;
RESOLVED, That Council authorize the City Administrator to take the necessary administrative actions to implement this resolution; and
RESOLVED, That the City Administrator be authorized to take the necessary administrative actions to implement this resolution including approval of needed Traffic Control Orders, night work authorizations, and other similar administrative approvals to allow the work of the project to proceed without delay.