Title
Resolution to Appropriate $151,600.00 from General Fund to Major Grant Fund (00MG) Ann Arbor Station Project Budget and to Approve an Agreement for Professional Services with Neumann/Smith Architecture for Ann Arbor Station Preliminary Design and Engineering ($2,135,310.67) (8 Votes Required)
Memorandum
Attached for your review and approval, please find a resolution to appropriate $151,600.00 from the General Fund fund balance to the Major Grant Fund (00MG) Ann Arbor Station project budget and to approve a Professional Services Agreement with Neumann/Smith Architecture for professional services in the amount of $2,135,310.67 for Preliminary Design and Engineering, including continuation of public engagement related to the Ann Arbor Station. The Preliminary Design and Engineering phase will follow completion of the Environmental Review phase that is currently being conducted by AECOM, Inc.
The $151,600.00 in funds for the project budget (which includes $101,131.00 in unallocated contingency) are being requested to allow timely and uninterrupted continuation of effort within the time constraints of the overarching Federal Rail Administration (FRA), Michigan Department of Transportation (MDOT) and City Agreement(s). The overarching agreement expires in September 2017 and FRA has indicated they require all invoicing related to this project submitted by no later than the end of May 2017. The FRA has agreed to fund 100% of expenses incurred up to 80% of the total project budget amount during this timeframe, with the City funding the final 20% of this phase of the project.
Budget/Fiscal Impact
The estimated total cost of Preliminary Design and Engineering is $2,370,194.67, which includes the contract with Neumann/Smith for $2,135,310.67 and a City staff budget of $234,884.00. An unallocated contingency of $101,131.00 will remain in the project budget to be used if necessary to complete either the Environmental Review phase or the Preliminary Design and Engineering phase. In the event that expenditure of the contingency funds is required for contracts in either phase, an appropriate contract amendment will be brought to City Council for approval.
If the entire amount of the Neumann/Smith contract and the contingency is necessary to complete the project, the total cost would be $2,471,325.67. Of this amount the City would be eligible to receive 80% or $1,977,061.00 in federal funds. The City’s required 20% match of the federal funding would be $494,265.00. City funds in the amount of $342,665 are available in the current project budget previously established by City Council. Therefore, an additional $151,600.00 needs to be appropriated to fulfill the City’s remaining financial obligation.
Description of Work
The services to be provided by Neumann/Smith consist of providing public engagement planning; preliminary site design and layout; architectural and engineering design services related to both the internal and external components of the station; on-site utility design; traffic engineering and analysis; coordination of private utility relocation work; landscape architecture; land surveying activities; and, other similar tasks needed to prepare the preliminary design plans related to the Ann Arbor Station. The goal is to develop the necessary preliminary engineering documents for the Ann Arbor Station project resulting in 30% design drawings and a completed FRA Final Design (FD) Project Application, or equivalent.
These efforts are a necessary part of the planning, engineering design, and project development activities associated with the Ann Arbor Station project. The Ann Arbor Station Project includes development of an intermodal inter-city passenger rail station, associated boarding platforms, and transportation infrastructure related to the station. This project is a step toward improving Ann Arbor community access to the existing Amtrak inter-city passenger rail service on the Detroit-to-Chicago corridor.
Understanding significant public interest in this project exists, a continuing comprehensive public participation process is included in the project work program. The public participation process includes elements and activities that are designed to facilitate comprehensive public input from the initial stages of concept design development through the preparation of preliminary engineering and architectural drawings. This public participation process has been designed to meet the public’s interest in this project. The project is anticipated to begin in January 2017 and be completed on, or before, July 2017. Due to the interest of continuing to facilitate maximum public participation in the early phases of design work, the scope of services will include activities intended to foster community involvement and understanding of the factors and issues involved in rail station design development.
Solicitation Process
The City received proposals from three firms for the required professional services. A selection committee consisting of staff from Systems Planning, Project Management, and Community Planning, as well as representatives from Ann Arbor Area Transportation Authority (AAATA) and MDOT’s Office of Rail reviewed the proposals, and selected NS using a qualifications-based selection process. The selection was based on the proposed staff members and their qualifications, involvement with similar projects, the overall project team and its structure, and the proposed work plan.
Neumann/Smith has received the necessary Human Rights and Living Wage approvals and complies with the City’s Nondiscrimination Ordinance.
A portion of the funds for the requested services are available in the project budget for the Ann Arbor Station NEPA/PE project authorized by Council on October 15, 2012. An additional $151,600.00 is requested from the General Fund fund balance to complete this effort.
Staff
Prepared by: Eli Cooper, A.I.C.P., Transportation Program Manger
Reviewed by: Craig Hupy, Public Services Area Administrator
Approved by: Howard S. Lazarus, City Administrator
Body
Whereas, The Federal Railroad Administration (FRA) has awarded funds for the conceptual planning, preparation of, and acquiring approvals for environmental documentation and preliminary architectural design and engineering relating to the proposed Ann Arbor Station to improve the existing Amtrak inter-city passenger rail service on the Detroit-to-Chicago corridor;
Whereas, The completion of such tasks will allow for future final design and construction of an improved inter-city passenger rail station;
Whereas, It is necessary to retain a qualified professional design firm to perform the needed Preliminary Design and Engineering services for the Ann Arbor Station project;
Whereas, Proposals were received by the City Procurement Unit and evaluated by a selection committee of staff from the Systems Planning, Project Management, and Community Planning units as well as representatives from Ann Arbor Area Transportation Authority (AAATA) and the Michigan Department of Transportation (MDOT) Office of Rail;
Whereas, The selection committee utilized a qualifications-based consultant selection process based on the proposed staff members and their qualifications, involvement with similar projects, the overall project team and its structure, and the proposed work plan;
Whereas, Neumann/Smith Architecture has 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 therefore, all of which are agreeable to the City; and
Whereas, Neumann/Smith Architecture has submitted all required Human Rights, Living Wage, and Conflict of Interest Disclosure forms;
RESOLVED, That City Council appropriates $151,600.00 from the General Fund fund balance to increase the Major Grant Fund (00MG) Ann Arbor Station project budget revenue and expenditure budget for the purpose of advancing the Ann Arbor Station project without regard to fiscal year;
RESOLVED, That an Agreement for Professional Services with Neumann/Smith Architecture in the amount of $2,135,310.67 be approved for the Preliminary Design and Engineering efforts to advance the Ann Arbor Station project;
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;
RESOLVED, That to the extent alternative funding becomes available during the life of this Project, it shall be utilized to replace the General Fund reserve that was expended on funding this project; and
RESOLVED, That the City Administrator be authorized to take the necessary administrative actions to implement this resolution.