Title
Resolution to Approve Amendment No. 1 to the Professional Services Agreement with Wade-Trim Associates, Inc. for General Civil Engineering and Surveying Services ($168,729.00)
Memorandum
The Approved Capital Improvements Plan (CIP) contains the South Main Street Water Main Replacement Project from Huron to E. William Streets (UT-WS-16-33); and the South Main Street Resurfacing Project (TR-SC-16-11) within the same limits as the water main replacement project. These projects, when completed, will replace and upsize the existing water main along S. Main Street to a 12-inch pipe, replace and upgrade several broken valves, improve fire flows and water quality, and repair and repave the roadway within the project limits.
S. Main Street within the project limits is one of the busiest areas of the Downtown, and the entire City, coupled with the fact that this area is vibrant, dynamic, and bustling at all times of the year with special events. S. Main Street is also one of the primary locations for premier Ann Arbor events such as the Art Fair, Rolling Sculpture, and Taste of Ann Arbor. Therefore, it is important that this work be planned, designed, and constructed in a manner that is sensitive to the needs of the business owners and residents of S. Main Street (and the immediately abutting property owners on the surrounding side streets) while balancing construction staging and constructability, cost-effective construction techniques, and safe and reliable construction practices.
In addition to the challenges of working along S. Main Street in the heart of the downtown, the COVID-19 pandemic has created additional concerns for this project, especially the substantial impact it has had on local businesses. Accordingly, this area has specific needs that must be studied and mitigated to the extent practicable as part of the project’s design. At this time, we expect that this project would be constructed in 2023. The exact timing of the work has yet to be determined. An important element of the project’s design and construction must contemplate how to perform the needed construction work while still maintaining access and water service to the businesses and residents of the area. Also, to be studied is how best to complete the planned construction in relation to the special events that occur throughout the construction season. Given the impactful nature of the work, we expect that this will be a significant challenge.
To meet these many anticipated demands, Engineering staff began working with one of its approved General Services Consultants, Wade-Trim Associates, Inc. (WT) in Summer 2020 to determine the needed services that would allow the project’s design to reflect the unique needs of the S. Main Street corridor, its business owners and residents, and the many special events that are expected to occur during the period of time the project is constructed. As a result, Engineering staff and WT personnel worked closely to develop a project scope that provided the needed public engagement support, survey, utility analysis, design, private utility coordination, traffic control (both pedestrian and vehicular traffic) schemes, and associated resources to properly plan and design this project so that it can be constructed with minimal delays due to unexpected circumstances. A comprehensive and robust public outreach effort will be performed with the affected business owners and residents to understand and create practicable solutions that balance, to the extent possible, the many competing interests this project must address. As a result of Engineering staffs’ collaboration with WT, a project scope, design schedule, and public engagement strategy was developed to accomplish the project’s objectives. The estimated cost of these services is $395,159.00. The current available spending authorization on the existing Professional Services Agreement with WT is $226,430.00.
The original agreement with WT was approved on January 21, 2020 and was in the amount of $400,000.00. A copy of the resolution approving the agreement is attached (R-20-019.) The inclusion of these additional services creates a shortfall of $168,729.00, which will be covered by Amendment No. 1 if approved.
WT is in compliance with the City’s Non-discrimination, Living Wage, and Conflict of Interest policies.
Budget/Fiscal Impact: Funding for this work will come from the approved Public Services Area Capital Budgets. The public engagement and design work of this project will begin upon execution of the amendment, if it is approved.
Staff
Prepared by: Nicholas S. Hutchinson, P.E., City Engineer
Reviewed by: Craig Hupy, Public Services Area Administrator
Approved by: Tom Crawford, City Administrator
Body
Whereas, The City of Ann Arbor Engineering Unit provides services including design and management of capital improvement projects; private development construction plan review; private development utility and road construction inspection; traffic engineering; civil engineering design; construction inspection; drafting; and surveying;
Whereas, The demand for these services fluctuates over time and often creates periods of peak demand for services beyond the current staffing resources;
Whereas, During periods of peak demand for civil engineering, surveying, and project management services, Engineering resources are supplemented with additional resources provided by private professional engineering firms;
Whereas, Council approved an agreement with Wade Trim Associates, Inc. for said services on January 21, 2020 (R-20-019);
Whereas, An additional $168,729.00 is required on the existing contract to fully complete the work assigned to Wade Trim by City staff including the design of the South Main Street Watermain and Resurfacing Project;
Whereas, All services associated with this work will be paid for within approved capital project budgets; and
Whereas, Wade Trim Associates, Inc. is in compliance with the requirements of the City’s Non-Discrimination and Living Wage ordinance;
RESOLVED, That City Council approve Amendment No. 1 to the Professional Services Agreement with Wade Trim Associates, Inc. for General Civil Engineering and Surveying Services in the amount of $168,729.00, which Amendment will increase the total possible contract amount to $608,229.00 (including contingencies).
RESOLVED, That a contingency amount of $39,500.00 be established within the S. Main Street Water Main Replacement and Resurfacing Project budget and the City Administrator be authorized to approve additional amendments to this professional services agreement, if needed, to satisfactorily complete the public engagement and design of the S. Main Street Water Main and Resurfacing 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; and
RESOLVED, That the City Administrator be authorized to take the necessary administrative actions to implement this resolution.