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File #: 19-2409    Version: 1 Name: 1/21/20 - Resolution to Approve PSA with Smithgroup ($74,850.00) and Appropriate $35,000.00
Type: Resolution Status: Passed
File created: 1/21/2020 In control: City Council
On agenda: 1/21/2020 Final action: 1/21/2020
Enactment date: 1/21/2020 Enactment #: R-20-017
Title: Resolution to Appropriate $35,000.00 from the General Fund and Approve a Professional Services Agreement with SmithGroup for Treeline Alignment Study (RFP #19-21, $74,850.00) (8 Votes Required)
Attachments: 1. PROPOSAL_SmithGroup Proposed Work Plan.pdf, 2. RFP_19-21_Document.pdf


Resolution to Appropriate $35,000.00 from the General Fund and Approve a Professional Services Agreement with SmithGroup for Treeline Alignment Study (RFP #19-21, $74,850.00) (8 Votes Required)


NOTE: This resolution is connected with the resolution to accept and appropriate a $50,000.00 Connecting Communities grant from Washtenaw County Parks and Recreation Commission that is also before City Council for approval. Both resolutions must be approved to move forward with the Alignment Study.


This resolution authorizes a contract with SmithGroup for a Treeline Alignment Study to conduct preliminary engineering for the portion of the trail from the Border-to-Border Trail near Argo Dam to the City property at 721 N. Main. This resolution also appropriates $35,000.00 of general fund money to be combined with the $50,000.00 Connecting Communities grant to fund this study and associated staff time.


Among other deliverables, this contract will include community engagement, an evaluation of specific potential trail locations and necessary structures, such as bridges and ramps, and cost estimates. Once preliminary engineering is complete, staff anticipates that this portion of the trail will have advanced to a stage where a greater variety of funding sources will be available to fund final design and construction.


Undertaking the Alignment Study now will coordinate well with the timing of installation of the Allen Creek Railroad Berm pedestrian tunnel beneath the MDOT railroad (anticipated this spring), which will serve as the Treeline’s initial connection to the Border-to-Border Trail;


Request for Proposal #19-21 was issued in the summer of 2019 with a proposal due date of August 2, 2019. Three firms submitted proposals. After a review of the proposals, the selection committee selected SmithGroup. The selection committee was composed of City staff and members of the Treeline Conservancy board. Selection scoring was based on:

                     Professional qualifications (20%)

                     Past involvement with similar work (30%)

                     Work plan (30%)

                     Fee proposal (20%)



The Treeline originated as the Allen Creek Greenway, an initiative that began nearly 20 years ago, which focused on flood mitigation and creating recreational space along the creek’s corridor. In 2011, the Ann Arbor City Council passed a resolution in support of advancing the Allen Creek Greenway initiative. In 2015, the City dedicated resources to take the next step of the Allen Creek Greenway initiative and to develop a Master Plan. This was an extensive, multi-year process that involved a high level of public engagement. In 2017 Ann Arbor’s City Council unanimously adopted the Treeline Master Plan into the City’s overall Master Plan.


Since the adoption of the Plan, the City has been engaged in a public/private collaboration with the Treeline Conservancy to implement the Plan. Together, the City and the Conservancy have made great strides and the work that the Connecting Communities grant offers to fund would help continue and accelerate this momentum.


Budget and Fiscal Impact:  This study was not included in the approved FY 20 Capital Budget; therefore, additional funds are needed from the general fund. The City has been awarded a Washtenaw County Parks and Recreation Commission Connecting Communities grant in the amount of $50,000.00 toward funding the costs of the Alignment Study. Provided that both the resolution accepting and appropriating the grant funds and the $35,000.00 appropriation in this resolution are approved, there will be sufficient funds in the Treeline Implementation Project Budget.


Estimated costs of the study total $85,000.00 and are as follows:


SmithGroup - Alignment Study Contract                                          $74,850.00

Study Contingency                                                                                                          $  5,150.00

Internal Staff Support Costs                                                               $  5,000.00


Sustainability Framework: The Treeline Implementation Project furthers the City’s Sustainability Goals.


Prepared by:                                          Heather Seyfarth, Community Engagement Specialist

Reviewed by:                       Craig Hupy, Public Services Area Administrator

Approved by:                        Howard S. Lazarus, City Administrator


Whereas, City Council unanimously adopted the Treeline - Allen Creek Urban Trail Master Plan as part of the City’s overall Master Plan;


Whereas, a preliminary engineering Alignment Study is critical to determining the best manner of crossing from Argo Pond to City-owned property at 721 N. Main, a significant trail link that is a key connector to the Border-to-Border Trail and is the Treeline’s most complicated road crossing;


Whereas, The City has been awarded a grant of $50,000.00 from the Washtenaw County Parks and Recreation Commission Connecting Communities Program for the Alignment Study; and


Whereas, The consultant selection team, composed of City staff and members of the Treeline Conservancy, found that SmithGroup demonstrated the required experience and professional qualifications, in addition to being the lowest bidder for the required services;


RESOLVED, That $35,000.00 is appropriated from the General Fund fund balance to increase the revenue and expenditure budget of the Treeline Implementation Project Budget;


RESOLVED, That City Council approves a professional services agreement with SmithGroup for the Alignment Study in the amount of $74,850.00;


RESOLVED, That the Mayor and City Clerk are authorized and directed to execute the professional services agreement after approval as to form by the City Attorney and as to substance by the City Administrator;


RESOLVED, That a contingency of $5,150.00 is established within the project budget and the City Administrator is authorized to approve amendments to the professional services agreement not to exceed $5,150.00 to satisfactorily complete the Alignment Study; and


RESOLVED, The City Administrator is authorized to take all appropriate actions to implement this resolution.