Title
Resolution to Approve an Agreement with the Regents of the University of Michigan for the South University Pavement and Utility Improvements Project ($2,980,000.00)
Memorandum
Attached for your review and consideration for approval, please find a resolution to authorize an agreement between the City of Ann Arbor (“City”) and the Regents of the University of Michigan (“University”) for the South University Pavement and Utility Improvements Project, which will extend from South State Street to East University Avenue. The agreement identifies each party’s responsibilities and cost allocation for the project.
The City and University desired to improve underground utilities and infrastructure, storm water management, and the pavement condition along South University Avenue, and agreed to work collaboratively on the design and construction of this project. Key components include:
• The consolidation of three water mains (two City owned and one University owned) into one City owned main
• Upgrades to the storm sewer system to better manage storm water runoff
• Sanitary sewer lining
• University-owned tunnel, high voltage electrical, and water main work;
• Street resurfacing
Other improvements include some curb and gutter replacements, sidewalk and hardscape work; and for pedestrian safety purposes, minor street lighting additions and the removal and reinstallation of pedestrian crossing signals; and other ancillary work. Combining all of these into a single contract will minimize the overall cost, City staff time, and disruption to the community. More detailed project summary and scope information, together with the project background, can be found in Exhibit A to the Agreement (attached).
The University, with City approval, contracted with OHM Advisors (“Consultant”) to conduct the project design. City and University staff worked together with the Consultant throughout the design process, and as part of this process determined both the City’s and University’s respective level of responsibility related to the project scope items. The Consultant used this information as a basis to apportion each party’s cost share for those items, or features of work. Exhibit B provides a detailed breakdown of the total project costs associated with the features of work and the allocation of those costs.
The Consultant is presently finalizing the project plans and bid documents in preparation for procurement through a University-led competitive bidding process. The University will select the low bidder and, with City approval, enter into and award the construction contract. The University, working directly with City staff, will manage the project construction and administer the construction contract and all other construction related contracts. The construction timeframe is from February to November of 2020.
Budget/Fiscal Impact: The proposed City of Ann Arbor Capital Improvements Plan (CIP) and proposed capital budgets include the South University Pavement and Utility Improvements Project (TR-SC-18-16, UT-ST-18-03, UT-SN-21-01, and UT-WS-18-57). The recommended FY 21 Capital Budget proposes to utilize $40,000.00 of the $200,000.00 funding previously allocated to school zone pedestrian safety signage installations in the County Mental Health Millage Fund (#0100) as a transfer to the existing project budget for purposes of funding the upgrade of crosswalk lighting within the project boundaries to address pedestrian safety. Proposed Funding for the City's share of the project is recommended as follows:
Revenue Source Amount
Street, Bridge, and Sidewalk Millage Fund $455,000.00
Stormwater System Fund $1,240,000.00
Water System Fund $1,025,000.00
Sanitary System Fund $165,000.00
FY 21 County Mental Health Millage Fund $40,000.00
IT Fund $55,000.00
Total 2,980,000.00
Staff
Prepared by: Nicholas Hutchinson, P.E., City Engineer
Reviewed by: Craig Hupy, Public Services Area Administrator
Approved by: Howard S. Lazarus, City Administrator
Body
Whereas, The City of Ann Arbor (“City”) and the Regents of the University of Michigan ("University") desired to improve underground utilities and infrastructure, storm water management, and the pavement condition along South University Avenue;
Whereas, Streetlighting will be upgraded at the crosswalks within the project limits to improve safety;
Whereas, The City and University agreed it would be beneficial to collaborate on the design and construction of the infrastructure improvements for the South University Pavement and Utility Improvements Project to minimize the overall cost, City staff time, and disruption to the community;
Whereas, The University, with City approval, contracted with OHM Advisors (“Consultant”) to conduct the project design, and worked with the City and the Consultant throughout the design process;
Whereas, The University, with City approval, will select the contractor, enter into, and award it the construction contract;
Whereas, The University, working directly with City staff, will manage the project construction and administer the construction contract and all other construction related contracts;
Whereas, The proposed City of Ann Arbor Capital Improvements Plan (CIP) and proposed capital budgets include the South University Pavement and Utility Improvements Projects (TR-SC-18-16, UT-ST-18-03, UT-SN-21-01, and UT-WS-18-57);
Whereas, Funding for the City's share of this project is available in the appropriate capital budgets, if so approved by City Council;
Whereas, The City and University have drafted the attached Agreement to cover their respective responsibilities for the design and construction of the project, including their allocations of costs; and
Whereas, The University will pay the consultants and the Contractor and will invoice the City for its share of the project costs as detailed in the attached Agreement;
RESOLVED, That City Council approve the attached Agreement in the amount of $2,980,000.00 with the Regents of the University of Michigan for responsibilities and cost allocations for the design and construction of the South University Pavement and Utility Improvements 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 the City Administrator, within the project budget, be authorized to approve change orders as provided for in the Agreement, and to approve amendments to the Agreement to reflect the actual final costs of the work; and
RESOLVED, That the City Administrator be authorized to take all other 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.