Title
Resolution to Approve a Construction Contract with the Doan Construction Company for the 2019 Sidewalk Gap Elimination Project ($602,002.65)
Memorandum
Attached for your review and approval, please find a resolution that approves a construction contract between the Doan Construction Company in the amount of $602,002.65 and the City of Ann Arbor for the 2019 Sidewalk Gap Elimination Project.
Project Description
This project consists of filling two significant sidewalk gaps that exist within the City of Ann Arbor. Once these projects are completed, the sidewalk system along Jackson and Washtenaw Avenues will essentially be complete throughout the entire City of Ann Arbor and well into the City of Ypsilanti.
The first gap to be completed as a result of this project will be along the south side of Washtenaw Avenue from Huron Parkway to Pittsfield Boulevard. The planned construction will build a 12-foot wide non-motorized path along the north edge of the existing service drive within the project limits. The design is consistent with the City’s approved Non-motorized Transportation Plan. In order to best-fit the path into the area, the existing parking lot will be reduced in “width” in order to save many of the existing street trees in this area. The parking lot will remain in service during construction and function in the same capacity after the project has been constructed. Six parking spaces will be added as a result of the project.
The second gap to be completed is the lengthy sidewalk gap that exists along Jackson Avenue from just west of Westover Avenue to Park Lake Avenue along the south side of the eastbound lanes of Jackson Avenue. This project will construct a 5-foot wide sidewalk about 15 feet south of the south edge line of the existing roadway.
Both the non-motorized path and the sidewalk have been carefully laid out such that they minimize disturbance to as many of the natural features and trees within the project areas as possible while still maintaining compliance with the requirements of the Americans with Disabilities Act (ADA), other relevant design standards, and City operational needs. Attached, please find two rendered drawings that depict the planned layouts of the proposed non-motorized path and the sidewalk.
Engineering staff created plans and contract documents and bid the project through the City’s Procurement Unit following city standard procedures. On March 17, 2020 three bids were received for this work. Doan Construction Company of Ypsilanti, Michigan was determined to be the lowest responsible bidder with a bid amount of $602,002.65.
The following is the tabulation of the bids received:
Doan Construction Company $602,002.65
E.T. MacKenzie Company, Inc. $1,052,930.40
Audia Concrete Construction, Inc. $1,396,012.00
The Engineer’s Estimate for the project’s construction was $733,501.92. The lowest responsible bid for this project is 17.9% below the Engineer’s Estimate. Upon review of the bids received, the lowest bid conforms with the contract requirements, the contractor has worked within the City on many projects in the past, has good references, and a history of successfully completing this type of work. Consequently, staff recommends awarding this contract to Doan Construction Company.
Construction is expected to start on, or about, May 14, 2020. The Contractor has been given until October 14, 2020 to complete all the work of the project. The construction will start on the Washtenaw Non-motorized Path and is required to be completed on, or before, August 21, 2020. Once that construction is substantially completed, work will then begin on the Jackson Avenue Sidewalk and will be completed in accordance with the time requirements of the contract. Personnel from Engineering will oversee and manage the work and will work with the Contractor to minimize disruption during the construction.
Staff from the Engineering Unit held two public meetings to discuss the project in detail with residents and business owners of the areas and discuss issues such as the planned construction, maintaining traffic, construction impacts, expected special assessment costs, and several others. On January 23, 2020 a meeting was held regarding the Washtenaw Avenue Non-motorized Path and was attended by one business owner who was supportive of the project and only inquired as to the repair timeline for the service drive itself.
The meeting that was held for the Jackson Avenue sidewalk was scheduled for March 12, 2020. Understandably, due to issues that arose regarding the COVID-19 virus, no one attended that meeting except a member of the Parks Staff to discuss issues along the Dolph Nature Area. Consequently, in addition to the meeting, staff mailed letters to each affected property owner and provided them information regarding the project, a link to the Engineering webpage that contains the Power Point presentation that was prepared for the meeting, as well as estimates of their expected special assessment. At the time of this writing, staff had not been contacted by any property owners regarding this project.
Budget/Fiscal Impact: The total projects costs for the Jackson Avenue Sidewalk Gap and the Washtenaw Service Drive Shared use Path including a contingency of $60,200.00 is $948,500.00. The funding, as indicated below, is included in the appropriate approved capital budgets (Project Numbers TR-AT-18-03 and TR-AT-14-04)
Expenditure budget
Construction $602,003.00
Estimated Engineering, Testing, Inspection and Internal Staff time $286,297.00
Contingencies $ 60,200.00
Total $948,500.00
Revenue Budget
Washtenaw County Road Millage $500,000.00
Street, Bridge, and Sidewalk Millage $223,107.00
Special Assessments $110,972.00
Park Maintenance and Capital Improvement Millage $114,421.00
Total $948,500.00
Staff
Prepared by: Nicholas S. Hutchinson, P.E., City Engineer
Reviewed by: Craig Hupy, Public Services Area Administrator
Approved by: Tom Crawford, Interim City Administrator
Body
Whereas, Public Services Area Staff has identified and prioritized several significant gaps in the existing sidewalk and non-motorized path network that make active transportation challenging in certain areas due to these identified gaps;
Whereas, Public Services Area Staff have prioritized filling these gaps in the non-motorized network and the subject project will complete gaps in two critical and highly travelled areas of the city;
Whereas, Funding is available in the appropriate approved Capital Budgets;
Whereas, The City of Ann Arbor received three bids for this work on March 17, 2020 and Doan Construction Company of Ypsilanti, Michigan was the lowest responsible bidder for this work with a total bid amount of $602,002.65;
Whereas, It is now necessary to enter into a contract with Doan Construction Company for the performance of this work; and
Whereas, Doan Construction Company has submitted all required Human Rights, Living Wage, and Conflict of Interest Disclosure forms and complies with the requirements of the City’s Non-Discrimination and Living Wage ordinances;
RESOLVED, That the Mayor and City Clerk be authorized and directed to execute the construction contract with the Doan Construction Company in the amount of $602,002.65 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 a contingency amount of $60,200.00 be established within the project budget and that the City Administrator be authorized to approve change orders to the contract with Doan in order to satisfactorily complete the project;
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.