Title
Resolution to Approve Amendment No. 2 to the Professional Services Agreement with Wade Trim Associates, Inc. for Gallup Park Vehicle and Pedestrian Bridge Design (RFP No. 22-51) and Appropriate Funding ($537,593.52, Total Contract $878,720.60) (8 Votes Required)
Memorandum
Your approval is requested for Amendment No. 2 to the Professional Services Agreement for Engineering Design Services with Wade Trim Associates, Inc. for Gallup Park Vehicle and Pedestrian Bridge Design for $537,593.52.
The City of Ann Arbor Parks and Recreation Services Unit has contracted with Wade Trim Associates, Inc. for the design engineering of the new Gallup Park vehicle and pedestrian bridge. The original professional services agreement was approved by Resolution #22-244 on 08/04/2022 in the amount of $285,524.06. Amendment No. 1 was approved by Resolution #23-202 on 06/20/2023 in the amount of $55,603.00 for a total amended contract amount of $341,127.06.
Background: When the original professional services agreement contract was approved, it was noted in Council Resolution #22-244 that “during construction the project will require construction inspection and oversight services. It is the intent of City staff to have Wade Trim provide these services as well, but it is recommended to wait until further in the design process when there will be a better understanding of the scope of construction administration and oversight that will be needed. Staff anticipates a contract amendment for these services to be approved by the City Administrator.” Now that design of the bridge is complete and there is full understanding of the construction needs, Wade Trim has submitted the attached proposal for construction administration, engineering, and inspection services for the duration of the construction project.
Project Description: The attached proposal’s scope of services includes construction assistance, engineering, and inspections for the construction of the Gallup Park pedestrian and vehicle bridge. Construction Phase services will consist of project management, contract administration, construction engineering, construction inspection and coordination of materials testing. This will include full time inspection of the bridge construction and part-time inspection of the site work. This scope of work also includes pre-construction services and coordination as well as post-construction project closeout services.
As the design engineer, Wade Trim is familiar with the project scope and goals. Wade Trim’s team consists of experienced and qualified engineers and technicians, with experience working on many MDOT and local agency bridge construction projects. SmithGroup, Inc. will be a subconsultant providing construction assistance for the site and road work portion of the scope they were involved with during the design phase of this project.
The proposed fees for this work will be performed on an hourly not-to-exceed basis. The estimated total for construction assistance is $130,918.54 and the estimated total for construction engineering and inspection services is $406,675.00. The total not-to-exceed fee for this Amendment 2 would be $537,593.54. Typically, construction assistance, engineering, and inspection fees average approximately 15% of construction costs and these proposed fees are slightly lower at 12.8% of the construction contract with Anlaan Corporation ($4,184,015.40).
It is requested that $537,593.54 be approved for construction administration, engineering, and inspection services for Amendment No. 2. Additionally, a contingency of 10% ($53,759.00) is requested to cover potential additional services that may be required to complete the project, to be approved by the City Administrator.
Budget/Fiscal Impact: Funding is available in the fund balance of the Park Maintenance and Capital Improvement Millage fund. It is being requested that $537,593.54 be approved for Amendment 2 from the Park Maintenance and Capital Improvement Fund. The total amount of the contract with Amendment 2 will be $878,720.60.
The Park Advisory Commission recommended approval of this contract at their September 19, 2023 meeting.
Staff
Prepared by: Josh Landefeld, Parks and Recreation Services Manager
Reviewed by: Derek Delacourt, Community Services Area Administrator
Approved by: Milton Dohoney Jr., City Administrator
Body
Whereas, The City of Ann Arbor Parks and Recreation Services Unit has contracted with Wade Trim Associates, Inc. for the design engineering of the new Gallup Park vehicle and pedestrian bridge;
Whereas, The original Professional Services Agreement (RFP No. 22-51) was approved by Resolution #22-24 on August 4, 2022 in the amount of $285,524.06;
Whereas, Amendment No. 1 was approved by Resolution #22-51 on June 20, 2023 in the amount of $285,524.06;
Whereas, Construction administration, engineering and inspection services are needed for the Gallup Park bridge project;
Whereas, Wade Trim is familiar with the project scope and has qualified engineers and technicians with experience working on many MDOT and local agency bridge construction projects;
Whereas, Funding is available in the fund balance of the Park Maintenance and Capital Improvement Millage fund; and
Whereas, the Park Advisory Commission recommended approval of this contract at their September 19, 2023 meeting;
RESOLVED, That City Council approves Amendment No. 2 to the Professional Services Agreement with Wade Trim Associates, Inc. in the amount of $537,593.54 to provide engineering design services for the Gallup Park Vehicle and Pedestrian Bridge Design (RFP No. 22-51);
RESOLVED, That City Council approves a contingency in the amount of $53,759.00 to fund additional necessary services as approved by the City Administrator;
RESOLVED, That City Council appropriate $537,594.00 from the fund balance of the Park Maintenance and Capital Improvement Millage fund to the Parks and Recreation FY24 Park Maintenance and Capital Improvement Millage fund expenditure budget for amendment number 2 with Wade Trim;
RESOLVED, That City Council appropriate $53,759.00 from the fund balance of the Park Maintenance and Capital Improvement Millage fund to the Parks and Recreation FY24 Park Maintenance and Capital Improvement Millage fund expenditure budget a project contingency for amendment number 2 with Wade Trim, subject to City Administrator approval;
RESOLVED, That all amounts herein are without regard to fiscal year;
RESOLVED, That the Mayor and City Clerk be authorized and directed to execute Amendment No. 2 to the Professional Services Agreement after approval as to substance by the City Administrator and approval as to form by the City Attorney; and
RESOLVED, That the City Administrator be authorized to take the necessary administrative actions to implement this resolution.