The URL can be used to link to this page

Home My WebLink AboutItem 06.oApril 2, 2012 Item No. AGREEMENT WITH WSB & ASSOCIATES INC. FOR FINAL ENGINEERING SERVICES IDENTIFIED AS PHASE 2 AND 3 ASSOCIATED WITH THE KENRICK TRAIL PROJECT Proposed Action Staff recommends adoption of the following motion: Move to approve agreement with WSB & Associates Inc. for final engineering services identified as Phase 2, Items 6 -9, and Phase 3, Item 10 associated with the Kenrick Trail Project. Overview City Council reviewed advancing the Kenrick Trail Project at the March 26, 2012 City Council work session. As stated at the work session, approving the attached WSB agreement would authorize completion of the final trail design, plans, construction, complete the bidding process and authorize the necessary construction administration by WSB through the construction process. Attached is an agreement with WSB authorizing them to proceed with Phase 2 and 3 as outlined in the original proposal. Funding has been programmed in the approved 2012 Park Dedication Fund for this project. Also, as suggested by Council, two alternate bid scenarios will be offered. Both options are described on page 4. By providing this option, it presents an opportunity for contractors to accelerate the project providing incentives to both the City and the contractor. Staff is therefore recommending City Council consider approving the attached agreement with WSB to complete the final engineering services for construction of the Kenrick Trail Project. If City Council has any questions prior to the meeting, please do not hesitate to contact me. Primary Issues to Consider • Timely receipt of the federal grant funding Supporting Information • Lake Marion Area Trail Extension / Right -of Way Agreement, Phase 2 and 3 9 v C---? _tom Gerald S. Michaud Parks & Recreation Director Financial Impact: $111,042.00 Budgeted: Source: Park Dedication Fund Related Documents (CIP, ERP, etc.): Notes: AL WSB cti Associal(w. hle. Infrastructure ■ Engineering ■ Planning ■ Construction March 28, 2012 Mr. Steve Michaud Parks and Recreation Director City of Lakeville 20195 Holyoke Avenue Lakeville, MN 55044 Re: Proposal for Final Design and Construction Services Lake Marion Area Trail Extension City of Lakeville, MN Dear Mr. Michaud: 701 Xenia Avenue South Suite #300 Minneapolis, MN 55416 Tel: 763541 -4800 Fax: 763 541 -1700 We appreciate the opportunity to present this proposal for professional engineering services relating to the final design and construction of the Lake Marion Area Trail Extension. The proposed scope of work, estimated cost and schedule presented in the attached proposal is based on the current work being completed on the project and our knowledge of the State and Federal funding requirements for these types of projects. As indicated in our proposal we are currently completing work on Phase 1 — Project Development for the project in anticipation of beginning construction during the fall of 2012. If this proposal is acceptable, please execute the signature block below and return as our authorization to proceed. We are excited to continue our partnership with the City of Lakeville. Please contact us if you have any questions regarding our proposal. Sincerely, WSB & Associates, Inc WSB & ASSOCIATES, INC. PROPOSAL FOR: Lake Marion Area Trail Extension Charles Rickart, PE Principal / Project Engineer ACCEPTED BY: City of Lakeville, MN Its Date LAKE MARION AREA TRAIL EXTENSION S.P. 188 - 118 -004 DESIGN AND CONSTRUCTION ENGINEERING PROPOSAL CITY OF LAKEVILLE, MN INTRODUCTION The City of Lakeville was successful in 2009 in securing Federal Transportation Enhancement funding for the Lake Marion Area Trail Extension and Bury Bluff Right of way Acquisition. On August 1, 2011 the City Council authorized Phase 1— Project Development (preliminary design, environmental documents, right -of -way plan and descriptions) for the project. Over the past year the City of Lakeville and Dakota County have been in active communication with the property owners of the Bury Bluff area. Through these discussions it has become very apparent that until such time as this property is developed and the current mining operations are completed, there will not be any potential for acquisition of even part of the property. As a part of Phase 1, Project Development, the City has reviewed possible alternative trail alignments that would provide the same benefit to the local and regional recreational trail and park system. It should be noted that the City is NOT abandoning the Bury Bluffs trail, only providing a viable option that can be planned and constructed within the funding time frame and that the Cities Park and Open Space system plan still identifies the Burry Bluff as a priority acquisition. The result of the alternative review determined that the 195 Street trail alignment was a viable option to the Bury Bluff alignment. Based on the new alignment the City initiated and has received approval for a "Scope Change" for the project through the Metropolitan Council. The attached exhibit shows the revised project location. The project will include the following components: The primary changes are shown as italicized. a) Construct a 8 -foot multi - purpose trail adjacent to Kenrick Avenue between 185 °i Street and 205 Street; b) Purchase 14 acres (six additional acres to be secured through park dedication) for a park and trail area in a scenic bluff location overlooking the northwest portion of Lake Marion; (this element will be completed as development occurs on the Burry Bluff property with possible funding from the State Heritage Conservation Grant, Dakota County and Park Dedication fees) c) Construct a 10 -foot multi -use trail through the purchased bluff area to be part of a Dakota County regional greenway. (this element will be completed as development occurs on the Burry Bluffproperty with possible funding from Dakota County and Park Dedication fees) d) Construction of an 8-foot multi -use trail along 195 Street, connecting the regional and local trail systems between Casperson Park, Ritter Farm Park and Murphy Hanrehan Regional Park. Scope of Services Page 1 The original estimated total cost for construction and right of way was $2,577,000. Transportation Enhancement (TE) funding of $1,000,000 was approved with the City of Lakeville and Dakota County funding the remaining $1,577,000 using a variety of sources. The $1,000,000 was allocated $677,000 for the trail construction and $323,000 for right of way acquisition. Based on the proposed change in scope and the preliminary Phase 1 (30 %) plan the following estimated cost has been developed: Kenrick Avenue Trail $923,000 195 Street Trail $110,000 Total Construction Cost $1,033,000 Based on the revised estimate the City will be receiving $826,400 in Federal funding and will be required to provide the $206,600 matching funds using a combination of City and County sources. It should be noted that this project was originally programed for FY 2014. With the City advancing the project to FY 2012 they will be required to advance the federal portion of the funding for payback in FY 2014. The earliest the City can request these funds is July 1, 2013. The next steps in proceeding with the project, anticipating a fall 2012 beginning to the construction, would be completion of the final detail design, bidding and construction. The following Scope of Work outlines the required tasks to complete these phases: Phase 2 — Detail Design / Bidding (final design, cost estimates, permits, approvals, contract documents and bidding), Tasks 6 — 9 Phase 3 — Construction Administration (observation, documentation, administration, survey staking), Task 10 Following the Scope of Work a summary of the Estimated Fee and an anticipated Project Schedule is included. Scope of Services Page 2 SCOPE OF WORK Phase 1 — Project Development — Authorized by City Council August 11, 2011 Task 1— Project Management Task 2 — Data Collection / Survey / Base Mapping Task 3 — Preliminary Design (30% Plans) Task 4 — Project Environmental Documentation (Project Memorandum) Task 5 — Right of Way Plan / Descriptions Phase 2 — Detail Design / Bidding Task 6 — Final Design WSB will perform design computations, calculate quantities and prepare final design plans. The final construction plan set will be in conformance with all Mn/DOT State Aid and Federal Aid requirements and include: 1. Title Sheet 2. General Layout 3. Removals 4. Statement of Estimated Quantities 5. Soils and Construction Notes 6. Utility Tabulations 7. Quantity Tabulations 8. Typical Sections 9. Details 10, Alignment Plans and Tabulations 11. Construction Plans and Profiles 12. Bridge Plans and Details 13. Grading, Erosion Control, and Turf Establishment Plans 14. Signing and Striping Plans 15. Cross Sections 16. Landscaping Plans Final plans will be submitted to the City for review and requested changes incorporated. The revised plans will then be submitted to Mn/DOT State Aid for review. Once Mn/DOT comments have been incorporated, a final copy of the plans will be submitted for signature. A copy of the plan in electronic format will be provided to the City. Hours Project Principal 20 Project Manager 54 Project Engineer 80 Technician 110 Total Hours 264 Scope of Services Page 3 Task 7 — Construction Cost Estimate WSB will prepare a construction cost estimate at the Preliminary Plan and Final Plan points in the project to establish and refine the estimated construction cost. Additionally, we will tabulate the construction cost splits based on Federal and local cost participation based on funding levels. Total Hours 30 Task 8 — Permits / Approvals WSB will coordinate and submit the project for review and / or approval from the following agencies. For any pei7nits required WSB will prepare the permit for City signature and submit the permit on the City's behalf. • City of Lakeville • Mn/DOT Federal Aid (Metro District and Central Office) • Dakota County • Vermillion JPO • MPCA — NPDES • US Corps of Engineers • Mn/DNR Hours Project Principal 8 Project Manager 28 Project Engineer 20 Technician 12 Total Hours 68 Task 9 — Bidding / Contract Documents WSB will prepare Special Provisions for all items, details, designs and procedures for the project which are not covered in the project's governing specifications (Mn /DOT's Standard Specifications for Construction) or the current Supplemental Specifications. The provision for each item will contain a description, materials, construction requirements, method of measurement and basis of payment. Alternate bid forms and documents will be included for two schedule scenarios: the first bid alternate would be completing the project with no schedule restrictions other than normal end of the year weather and temperature requirements. The contractor would be able to set their own schedule including paving all or portions of the project in the fall of 2012; the second bid alternate would be restricting the amount and nature of the work in the fall of 2012 and spring of 2013 prior to the City receiving the Federal funds in July of 2013. Scope of Services Page 4 Hours Project Principal 2 Project Manager 8 Project Engineer 16 Technician 4 Total Hours 30 Task 8 — Permits / Approvals WSB will coordinate and submit the project for review and / or approval from the following agencies. For any pei7nits required WSB will prepare the permit for City signature and submit the permit on the City's behalf. • City of Lakeville • Mn/DOT Federal Aid (Metro District and Central Office) • Dakota County • Vermillion JPO • MPCA — NPDES • US Corps of Engineers • Mn/DNR Hours Project Principal 8 Project Manager 28 Project Engineer 20 Technician 12 Total Hours 68 Task 9 — Bidding / Contract Documents WSB will prepare Special Provisions for all items, details, designs and procedures for the project which are not covered in the project's governing specifications (Mn /DOT's Standard Specifications for Construction) or the current Supplemental Specifications. The provision for each item will contain a description, materials, construction requirements, method of measurement and basis of payment. Alternate bid forms and documents will be included for two schedule scenarios: the first bid alternate would be completing the project with no schedule restrictions other than normal end of the year weather and temperature requirements. The contractor would be able to set their own schedule including paving all or portions of the project in the fall of 2012; the second bid alternate would be restricting the amount and nature of the work in the fall of 2012 and spring of 2013 prior to the City receiving the Federal funds in July of 2013. Scope of Services Page 4 WSB will prepare the final bid package for distribution to prospective bidders. The bid package will include all documents required for the Federal funding. It is assumed that the City will provide the boiler plate information including contract documents and standard City specifications in electronic format. WSB will provide information necessary for the advertisement of bids and distribution of bid packages. We will be available to address any questions including issuing any addendums if required through the bidding process. WSB will be in attendance at the bid opening and will verify the bids and will make a recommendation of award to the City. Hours Project Principal 8 Project Manager 28 Project Engineer 40 Technician 16 Total Hours 92 Phase 3 — Construction Administration Task 10 — Construction Administration WSB will follow the Delegated Contract Process (DCP) outlined by Mn/DOT for construction contract administration. The WSB Project Manager will be responsible for all construction administration activities. At the beginning of the project, a preconstruction conference will be conducted. During the course of the project, weekly construction progress meetings will be conducted by the Project Manager. Periodic visits to the site will be made by the Project Manager. The project Manager /Engineer will be responsible for preparing all pay estimates, change orders, reviewing shop drawings, materials and suppliers, and preparing the final acceptance letter. The Project Manager /Engineer will provide coordination to all utility companies, property owners, surveyors, and all project personnel. Prior to construction, WSB will provide staking for the construction phase. WSB will also provide day - to -day on -site observation and record keeping of the construction and activities consistent with all Mn/DOT Federal Aid requirements, the DCP, as well as providing coordination and record keeping for contractor invoice approvals, change orders, and other construction coordination. Hours Project Principal 20 Project Manager 40 Project Engineer 72 Const Observer 560 Survey Crew 60 Technici 20 Total Hours 772 The above estimate of hours is based on assuming 4 to 6 weeks of construction in the fall of 2012 and 6 to 8 weeks of construction in 2013. Once the project has been bid, a contractor on board and a construction schedule provided a more detail hourly estimated can be provided. Scope of Services Page 5 ESTIMATED FEE Based on the hours outlined for each task and WSB fee schedule (attached), it is estimated that the cost for design and construction engineering services will be as outlined below: Currently WSB has a Consultant Engineering Services Agreement with the City. As outlined in that agreement our engineering services should be calculated using the ASCE fee curves based on the construction cost of the project. These fee curves are typically used for standard construction projects with either average or above - average complexity. We are assuming that the Lake Marion Area Trail Extension Project is an above - average complexity project because of the additional construction plan details and requirements needed for the Federal funding. When calculating these fees, items such as, Surveying (Task 2), Environmental Documents (Task 4), Right of Way Plan (Task 5) and Construction Administration (Task 10) are not typically included. Scope of Services Page 6 Phase 1— Project Development Tasks Tasks Cost Cost Task 1— Project Management Task 6 —Final $6,156.00 Task 2 — Data Collection / Survey / Mapping Task 7 — $10,192.00 Task 3 — Preliminary Design Task 8 — $11,272.00 Task 4 — Project Environmental Document Task 9 — $8,196.00 Task 5 — Right -of -Way Plan /Descriptions $13,574.00 Expenses $500.00 Total Phase 1 Cost (.Authorized 8/11/2011) $43,562.00 $49,890.00 Currently WSB has a Consultant Engineering Services Agreement with the City. As outlined in that agreement our engineering services should be calculated using the ASCE fee curves based on the construction cost of the project. These fee curves are typically used for standard construction projects with either average or above - average complexity. We are assuming that the Lake Marion Area Trail Extension Project is an above - average complexity project because of the additional construction plan details and requirements needed for the Federal funding. When calculating these fees, items such as, Surveying (Task 2), Environmental Documents (Task 4), Right of Way Plan (Task 5) and Construction Administration (Task 10) are not typically included. Scope of Services Page 6 Phase 2 and 3 — Detail Design / Bidding l Construction Tasks Cost Phase 2 — Detail Design / Bidding Task 6 —Final Design $25,490.00 Task 7 — Construction Cost Estimate $2,988.00 Task 8 — Permits /Approvals $6,964.00 Task 9 — Bidding / Contract Documents $7,620.00 Expenses $500.00 Total Phase 2 Cost $43,562.00 Phase 3 — Construction Task 10 — Construction Administration $67,480.00 Total Phase 3 Cost $67,480.00 Total Cost Phase 2 and 3 F S111,042.00 Currently WSB has a Consultant Engineering Services Agreement with the City. As outlined in that agreement our engineering services should be calculated using the ASCE fee curves based on the construction cost of the project. These fee curves are typically used for standard construction projects with either average or above - average complexity. We are assuming that the Lake Marion Area Trail Extension Project is an above - average complexity project because of the additional construction plan details and requirements needed for the Federal funding. When calculating these fees, items such as, Surveying (Task 2), Environmental Documents (Task 4), Right of Way Plan (Task 5) and Construction Administration (Task 10) are not typically included. Scope of Services Page 6 The preliminary construction cost estimate based on the preliminary plans completed with Phase 1 is $1,033,000. Using this estimated cost and assuming an above - average complexity project a 7.8% fee ($80,574) for basic engineering services can be expected. Comparing this to our estimated fee in the table above (removing Tasks 2, 4, 5 and 10) we are estimating the fee at $61,490 or approximately 6.0 %. We therefore feel that our estimate is reasonable and are requesting that the above fee of $111,042 for Phase 2 and Phase 3 be approved as a cost not to exceed. WSB will only bill for those hours actually work on the project and will not proceed with any additional work without approval by the City. The Construction Administration fee is based on the estimated time outlined in the scope of work. Once the project is bid and a contractor schedule is provided a revised cost will be provided if necessary. Scope of Services Page 7 SCHEDULE Phase 1— Project Development — Authorized by City Council on August 1, 2011 Scone Change Renuest • TAC Funding and Programing Committee ......................... Approved — February 16, 2012 • TAC ...................................... ............................... .......................Approved - March 7, 2012 • TAB Programming Committee ......................... .......................Approved - March 21, 2012 • TAB .................................... ............................... .......................Approved - March 21, 2012 Preliminary Design • 30% Plan ............................................................................... ............................... Completed • Layout Submittal to Mn/DOT and County for Approval ............................ March 30, 2012 Right of Wav Acquisition • Initial Parcel Work and Landowner Notification (By City) ....................March /April 2012 • Construction Limits Determined ........................................... ............................... Completed • Parcel Descriptions and Exhibits .................................... ............................... April 20, 2012 • Acquisition (By City) ........................ ............................... ..........................April / May 2012 • Title and Possession ............................................................... ............................... June 2012 • R/W Certificate #1 ................................................................. ............................... June 2012 Proiect Development and Documentation • Draft PM Submittal ....................................................... ............................... March 30, 2012 • Final PM Submittal (pending Mn/DOT review time) ........... ............................... April 2012 • PM Approval (pending Mn/DOT review time) ..................... ............................... May 2012 Phase 2 and Phase 3 — Detail Design / Bidding / Construction Administration Final Design and Construction • City Council Authorize Final Design and Construction Administration • Final Design Preparation ■ 60% Plan Submittal ...................................... ............................... ■ 95% Mn/DOT Plan Submittal ...................... ............................... ■ Mn/DOT State Aid Plan Approval .............. ............................... • Permits ........................... ............................... • Bidding .......................... ............................... • Begin Construction ........ ............................... • Complete Construction .. ............................... April 2, 2012 .... April 27, 2012 ..... May 18, 2012 ........... June 2012 May / June 2012 June / July 2012 ....... August 2012 ..... Summer 2013 Scope of Services Page 8 W ti W mm 05 Legend N 5 Project Location Atyonne 175TH Si W i �} So 25 n I 0.:0 k V� S i 9 k 60 18STHStW 185tHStW 185;HSt 60 POST -i StW % pall A +ttlels Pa�i. S ANOKA WASHINGTON bs 20""1 SLY.' 64 { HENN PIN RA EY m General H E 210TH Si w 110TH St W 70.1 '4X CARVER Project I Area DAKOTA �¢ SCO1 T 4 Lake Marion Trail Extension Scope Change Request S.P. 188 -118 -004 Exhibit 1 Project Location City of Lakeville, Minnesota January 26 2012 '40 F.lAtir Piihhr.Tr;dI-cz Super TARGET T Commercial Area Lake Marion Trail Extension Scope Change Request S.P. 188-118-004 Exhibit 2 City of Lakeville, Minnesota Project Layout January 26, 2012 61 1 BOO f 1COO ft tiw , 4 fil Yt w inw , MY, t L ako Matta cmmulot N'k Warioi? Lake Ir Juno Trail Head Pa rk 7, Gist"' PubhcTrails .- fj; I '.!"' E, T! I�f" Ul t T xmtinq P.bll�ctfafl. tiw , 4 fil Yt w inw , MY, t L ako Matta cmmulot N'k Warioi? Lake Ir Juno Trail Head Pa rk 7, Gist"' PubhcTrails .- fj; I '.!"'