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HomeMy WebLinkAboutItem 06.k Date: 3 A REH Proposed Staff rec services Passage rehabilita Overview The reha program Station N The lift custome This reh incorpor and out o Two pro least cos Staff revi Primary  Why rehab coord expe insta Supporti  A cop Monica H Operatio Financial I Related Do Communit 3 September APPROVAL HABILITAT d Action commends contract wit of this mo ation of the w abilitation o m to ensure No. 6 was co station take ers located a habilitation rating subm of the pump posals were t. iewed the co Issues to Co is an engin bilitation p dination wi rtise neede llation phas ing Informa py of the con Heil, PE ons and Main mpact: ocuments (CIP ty Values: G r 2015 OF AN ENG TION OF LIF adoption o th Bolton & otion enable lift station. of the City’s the optima onstructed i es from adj long CSAH 5 involves th mersible pum p chamber, a e received w ontract and onsider neering serv roject with ith road re ed for proje es of the pro ation ntract for se ntenance En $42,833.00 P, ERP, etc.): Good Value for GINEERING FT STATIO of the follow Menk, Inc. fo es the desig s lift station al functioni n the mid-1 jacent resid 50. he remova mps in a larg and installin with Bolton associated vices contra h many dis constructio ect design n oject. ervices and t ngineer 0 Budget 2015 r Public Service G SERVICE ON NO. 6 W wing motio or the rehab gn, project ns is part of ng of the s 1970s with a dential areas l and repla ger wet we ng a larger e & Menk, Inc documents act necessa sparate par n project 1 nor the staf tabulation o ted: Yes 5-2019 CIP es Ite ES AGREEM WITH BOLTO on: Move t bilitation of manageme f an ongoin sanitary sew a shallow w s as well as acement o ll, bringing emergency g c. providing and recomm ry? 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City ffing to ma of proposals Source: em No. MENT FOR T ON & MEN to approve Lift Station ent, and ins ng preventi wer collecti et well and s a numbe f the exist the control generator. g all required mends its ap s an extrem ude wetlan y staff doe nage the c are attache 77 THE K, INC. an engine No. 6. spection fo ve mainten on system. pump cham r of comme ting lift sta ls above gro d services a pproval. mely complic nd impacts es not have construction d 712.6295 ering r the nance Lift mber. ercial ation; ound at the cated and e the n and Bolt Shor Re ton & Menk rt Elliott He PROPOSA habilitation k ndrickson I Contracto AL TABULA n of Lift Sta nc. or ATION ation No. 6 P $    $    C Public Wor Proposal   Total 42,833.00   52,759.00   City of Lake rks Departm eville ment September 1, 2015 Mr. Matt Little Mayor City of Lakeville 20195 Holyoke Avenue Lakeville, MN 55044 RE: Proposal for Engineering Services for the Lift Station No. 6 Rehabilitation Project Dear Mr. Little: Thank you for the opportunity to submit this proposal for the City of Lakeville’s Lift Station No. 6 Rehabilitation Project. As you examine our qualifications, we believe you will find that Bolton & Menk, Inc. will provide outstanding value in engineering services for the following reasons: Strong Project Management Marcus Thomas will serve as the Principal-in-Charge and will be responsible for providing general oversight for the project. Seth Peterson will be the day-to-day contact for this project. Both Marcus and Seth understand how strong project management will lead to successful projects and the importance of budget control, project scheduling, and delivering a high quality project to the City. Experienced and Proven Team of Professionals Seth Peterson will serve as the Environmental Project Manager and will lead the lift station and design tasks. Seth has designed many lift stations in communities such as Shoreview, Eagan and Inver Grove Heights. Seth will use his ‘hands on’ approach and will also be responsible for construction reviews as the project moves forward. Depth of Experience Bolton & Menk has delivered hundreds of lift stations in more than 100 communities. We will draw on this experience to deliver a high quality, cost effective project for the City of Lakeville. DESIGNING FOR A BETTER TOMORROW Bolton & Menk, Inc., is an equal opportunity employer Mr. Matt Little 9/1/2015 Page 2 Thank you for the opportunity to present this Proposal. We look forward to serving you and the City of Lakeville on this project. Please feel free to contact Marcus or Seth at the numbers listed below if you have any questions or need additional information. Attached are the Terms of Proposal. If you find this proposal satisfactory, your signature below will constitute acceptance of the terms outlined and your authority for us to proceed. Respectfully Submitted, BOLTON & MENK, INC. Marcus A. Thomas, P.E. Seth A. Peterson, P.E. Principal Project Manager Environmental Project Manager Cell Phone: (612) 859-6526 Cell Phone: (612) 803-5223 Accepted, City of Lakeville Signature Date Enclosure: Project Understanding, Approach, and Assumptions Project Schedule Proposed Fee Table Terms of Proposal Submitted by Bolton & Menk, Inc. Lift Station No. 6 Rehabilitation | City of Lakeville, Minnesota 1 Project Understanding The City of Lakeville currently operates Lift Station No. 6 (LS06) along Orchard Trail, within the City’s Lake Marion Sanitary Sewer District. The station is a wet well/ dry well station with three pumps and a firm capacity of 1150 gpm, according to the City’s Comprehensive Sanitary Sewer Plan. As-builts for the station suggest that it was originally constructed in 1975. The sewershed contributing to LS06 consists primarily of residential developments, however there is a larger commercial/retail area northeast of the I-35/CSAH 60 interchange that is also served by the station and is expected to generate an increase in future flows. LS06 shares its site with a wooden fence/shed that houses the lift station controls and backup generator. Adjacent to the site is a small City parcel that is currently maintained as an informal neighborhood gathering area by local residents. The City is interested in replacing Lift Station No. 6 with a new submersible lift station and has included it as a 2016 construction project in its current Capital Improvement Plan. The CIP budget for the project is $720,000. Some specific issues that have been identified relative to this project, which are expected to be addressed with the new designs, include: •Current and future influent from local restaurants and cafeterias is expected to introduce grease to the lift station, requiring the integration of a mixer into the station. The old Best Buy site, in particular, has potential for future school district/cafeteria uses. •Additional sound attenuation measures should be implemented with a new natural gas generator in order to reduce noise issues relative to the existing generator. •Elevations of the new station (particularly manhole rim elevations) should be set to accommodate highwater elevations of an adjacent wetland, as recorded by the City and DNR. •An off-street parking pad should be included in the site design to accommodate a vac truck which routinely maintains the lift station. •The site design should be compatible with adjacent road improvements along Orchard Trail, which will be designed concurrently by a separate consultant. •Professional landscaping and screening of the lift station and its components should be incorporated into the site design, in respect for the local residential neighborhood. •The project schedule should facilitate early construction of the lift station in order to minimize the potential for heavy construction traffic on the new adjacent roadway, which is scheduled for Fall 2016 construction. The City of Lakeville intends to retain a consultant to assist with the design, bidding, and construction administration of the LS06 replacement project, as described above. Project Approach Task 1 - Preliminary Engineering Design The preliminary engineering phase will start with a project kick-off meeting. This meeting is a time for our project team to meet with City staff and become familiar with the City of Lakeville’s vision for this project. This meeting is a chance to collect any data necessary for proceeding with the Preliminary Engineering phase. We would request any as-builts, survey information, control and SCADA information and flow data for the lift station. Task 1.1 - Site Survey and Base Mapping. Bolton & Menk will complete a topographic survey of the existing lift station site, including the adjacent open green area. The survey will include all visible features, such as but not limited to, pavements, curb lines, manholes, catch basins, valves, sidewalks, turf areas, driveways, power poles, trees, gardens, mailboxes, retaining walls, etc. All underground utility information will be located and described per available as-builts, field markings, and private utility map information. Manhole reports will also be completed for located manholes and catch basins. Right-of-way will be illustrated based on found field monumentation and plat information. A formal wetland delineation will also be completed along the adjacent edge of the pond immediately north of the site. The delineation will be formalized in a written report for submittal to the LGU. Lift Station No. 6 Rehabilitation | City of Lakeville, Minnesota 2Submitted by Bolton & Menk, Inc. Task 1.2 - Lift Station Design Considerations. In this task we will evaluate the various design considerations for the new lift station. Design considerations include the location of the station, current and ultimate design flow and site improvements for a more functional lift station site. A review of the permits required will be completed in this phase. Since this is a replacement of an existing lift station, permits from the MPCA and Met Council may not be required. These and other items will be discussed and summarized in a report for the City. Task 1.3 - Coordinate Soil Borings. We will assist the City in determining where soil boring(s) should be placed and the required depth. We will provide the City with a figure showing the proposed location(s) for the soil boring(s). The City will coordinate the completion of the work with its preferred geotechnical consultant and pay the geotechnical consultant directly. Task 1.4 - Develop Preliminary Cost Estimate. Based on the various design considerations, soil boring information and the available site for the new lift station we will develop a preliminary cost estimate. Task 1.5 - Meeting with City Staff. We will meet with City staff to review the lift station design considerations and the cost estimate. Recommendations from this meeting will allow us to proceed into the final design phase. Deliverables for Task 1: Final site survey in AutoCAD for use in lift station and site design; Wetland delineation report; Report on design considerations and cost estimate. Task 2 - Final Design and Bidding The Final Design and Bidding phase will take the recommendations from the Preliminary Design phase and incorporate those into the final design and bidding documents. Following are the key tasks for this phase: Task 2.1 - Design and Plan Preparation. The final design for the lift station will occur in this task and will include final design of the pumps, the structure size, location, piping configuration, electrical, and controls. Site design for the project is important from both a functional and aesthetic perspective. Site grades will be compatible with new street grades proposed along Orchard Trail, as well as accommodate lift station surface elevations above known local highwater elevations. We will work with the City’s road design engineer to facilitate these coordination efforts. We will also configure the site to work functionally with maintenance vehicles, and will integrate appropriate landscaping and screening to the benefit of neighboring residential properties. In general, we envision the site layout and landscaping design process to be straightforward, but iterative with City staff in order to accomplish the functional and aesthetic goals of the project. Our services will include a Landscape Architect who will meet with the City at the outset of the project to initiate site concepts. Task 2.2 - Prepare Project Specifications and Bid Documents. Specifications will include required City standard documents. Bid documents will contain requirements that prospective bidders must have experience in the construction of sanitary sewer lift stations. Task 2.3 - Develop Cost Estimate. The cost estimate from the preliminary design phase will be updated to incorporate the final design. The cost estimate will be provided to the City for review. Task 2.4 - Provide Bid Support Services. Bolton & Menk will provide bid support services consisting of answering bidders questions and issuing addenda as needed. Bolton & Menk will upload the bidding documents to QuestCDN and also advertise the project in Finance & Commerce. We will assist the City in submitting the advertisement for bids to the City’s local paper. The project will be listed on the Bolton & Menk website. Bolton & Menk will conduct a pre-bid meeting for the project and distribute meeting minutes to all planholders. Task 2.5 – Bidding Assistance. Bolton & Menk will attend the bid opening, compile the bids, prepare a bid tabulation, and provide a recommendation for awarding the project. Deliverables for Task 2: Final plans and specifications; final cost estimate; bid tabulation and bid recommendation. Lift Station No. 6 Rehabilitation | City of Lakeville, Minnesota 3Submitted by Bolton & Menk, Inc. Task 3 - Construction Administration and Observation Bolton & Menk will administer the construction contract and provide construction related services as noted below. Task 3.1 - Manage Construction Meetings. Bolton & Menk will prepare necessary agendas and minutes for all meetings. A preconstruction meeting will be conducted before construction starts. Likely, no progress meetings during construction will be needed as it is anticipated that construction will take less than one month. However, Bolton & Menk will organize and conduct any meetings if they are required. Task 3.2 - Review Shop Drawings. Bolton & Menk will review and approve all shop drawings. The major shop drawings will be for pumps, mixer, piping, valves, structures, electrical, and controls. Bolton & Menk will provide the City with final copies of the shop drawings for the City’s records. Task 3.3 – Construction Administration. Bolton & Menk will provide construction observation services for all critical aspects of the lift station construction. Observation will be conducted for excavation, placement of structures, pumps, electrical and controls, and for removal of the existing lift station. Necessary construction staking for the lift station will also be completed. Task 3.4 - Coordinate Geotechnical Services. Bolton & Menk will coordinate any geotechnical services required for the construction phase, based on the geotechnical consultant selected in the preliminary design phase. It is anticipated that only soils compaction testing will be required during the construction phase. Task 3.5 - Process Pay Requests. Bolton & Menk will review pay requests and provide a recommendation to the City for payment. Due to the relatively short construction time period, it is anticipated that no more than three pay requests will be processed for this project. Task 3.6 - Preparation of O&M Manuals and Record Drawings. Bolton & Menk will review manufacturer Operation & Maintenance manuals for completeness, and, once approved, submit the final O&M manuals to the City. Record drawings will be prepared and based on the actual construction for the lift station. Task 3.7 - Coordinate Start-Up Services. Bolton & Menk will work with the contractor to coordinate the start-up of the lift station. This will include start-up of the pumps and the controls system. Deliverables for Task 3: Final copies of shop drawings; pay requests; O&M manuals; record drawings. Assumptions Bolton & Menk has made the following assumptions regarding the Lift Station #6 project: •The City will contract directly with the project’s geotechnical engineer. •The City’s preferred equipment manufacturers are: °KSB – pumps °Quality Control & Integration – SCADA °CAT, Cummings – generators •Sound reduction, relative to the existing generator operations will be integrated; however, MPCA noise area classifications are not expected to be met. •The adjacent Orchard Trail street section will not have curb and gutter. Submitted by Bolton & Menk, Inc. Lift Station No. 6 Rehabilitation | City of Lakeville, Minnesota 4 Project Schedule Following authorization from the City of Lakeville, Bolton & Menk will begin work immediately on the Lift Station No. 6 Rehabilitation Project. We have outlined a general project schedule below that responds to and meets the City’s project schedule. We are committed to meeting this schedule. Month Week of 7 14 21 28 5 12 19 26 2 9 16 23 30 7 14 21 28 4 11 18 25 1 8 15 22 29 7 14 21 28 4 11 18 25 2 9 16 23 30 6 13 20 27 4 11 18 25 1 8 15 22 29 1.0 Preliminary Engineering Design 1.1 Site Survey and Base Mapping 1.2 Lift Station Design Considerations 1.3 Coordinate Soil Borings 1.4 Develop Preliminary Cost Estimate 1.5 Meeting with City Staff  2.0 Final Design and Bidding 2.1 Design and Plan Preparation 2.2 Prepare Project Specifications and Bid Documents 2.3 Develop Cost Estimate 2.4 Provide Bid Support Services 2.5 Bidding Assistance 3.0 Construction Administration and Observation 3.1 Manage Construction Meetings 3.2 Review Shop Drawings 3.3 Construction Administration 3.4 Coordinate Geotechnical Services 3.5 Process Pay Requests 3.6 Preparation of O&M Manuals and Record Drawings 3.7 Coordinate Start‐up Services June July AugustNovemeber December January February City of Lakeville Lift Station No. 6 Rehabilitation September October 2015 2016 March April May  11 Submitted by Bolton & Menk, Inc. Lift Station No. 6 Rehabilitation | City of Lakeville, Minnesota 5 CLIENT: City of Lakeville PROJECT: Lift Station No. 6 Rehabilitation Project TASK NO. WORK TASK DESCRIPTION Pr i n c i p a l ‐in ‐ Ch a r g e Se n i o r  Pr o j e c t   Ma n a g e r Pr o j e c t   En g i n e e r De s i g n   En g i n e e r El e c t r i c a l   En g i n e e r De s i g n   Te c h n i c i a n La n d s c a p e   Ar c h i t e c t Su r v e y  Cr e w We t l a n d   Sp e c i a l i s t Cl e r i c a l Totals 1.0 Preliminary Engineering Design 1.1 Site Survey and Base Mapping 1 16 8 25 1.2 Lift Station Design Considerations 2 4 4 8 6 2 26 1.3 Coordinate Soil Borings 1 2 3 1.4 Develop Preliminary Cost Estimate 1 2 3 1.5 Meeting with City Staff 2 2 4 SUBTOTAL HOURS ‐ TASK 1 27084 8 6 1 6 8 2 61 2.0 Final Design and Bidding 2.1 Design and Plan Preparation 4 6 6 20 24 8 68 2.2 Prepare Project Specifications and Bid Documents 1466 1 6 4 8 4 5 2.3 Develop Cost Estimate 2222 8 2.4 Provide Bid Support Services 4 6 2 2 14 2.5 Bidding Assistance 1 4 2 7 SUBTOTAL HOURS ‐ TASK 2 2 18 14 20 40 24 12 0 0 12 142 3.0 Construction Administration and Observation 3.1 Manage Construction Meetings 2 4 4 10 3.2 Review Shop Drawings 4 16 21 2 2 45 3.3 Construction Administration 8 10 40 6 12 76 3.4 Coordinate Geotechnical Services 1 2 3 3.5 Process Pay Requests 2 4 6 3.6 Preparation of O&M Manuals and Record Drawings 2 1 4 6 4 17 3.7 Coordinate Start‐up Services 2 6 8 SUBTOTAL HOURS ‐ TASK 3 2 23 11 76 21 6 8 12 0 6 165 FEES BOLTON & MENK, INC. Wagner Sanitary Sewer Lift Station  City of Roseville, Minnesota CLIENT: City of Lakeville PROJECT: Lift Station No. 6 Rehabilitation Project TASK NO.WORK TASK DESCRIPTION Pr i n c i p a l ‐in ‐ Ch a r g e Se n i o r  Pr o j e c t   Ma n a g e r Pr o j e c t   En g i n e e r De s i g n   En g i n e e r El e c t r i c a l   En g i n e e r De s i g n   Te c h n i c i a n La n d s c a p e   Ar c h i t e c t Su r v e y  Cr e w We t l a n d   Sp e c i a l i s t Cl e r i c a l Total  Hours Total Cost 1.0 Preliminary Engineering D e s i g n 2708486 1 6 82 6 1$7,470 2.0 Final Design and Bidding 2 18 14 20 40 24 12 0 0 12 142 $18,702 3.0 Construction Administration and Observation 2 23 11 76 21 6 8 12 0 6 165 $20,333 TOTAL HOURS 6 48 25 104 65 38 26 28 8 20 368 AVERAGE HOURLY RATE $180.00 $180.00 $143.00 $100.00 $150.00 $120.00 $120.00 $120.00 $90.00 $65.00 NOTES: 1)  Tasks No. 1 & 2 are proposed for a combined not‐to‐exceed fixed fee of $22,500. 2)Task No. 3 is proposed on an hourly basis, with an estimated fee of $20,333.TOTAL ESTIMATED FEE 42,833$        FEES BOLTON & MENK, INC. (1) (1) (2) Wagner Sanitary Sewer Lift Station  City of Roseville, Minnesota Proposed Fee Table Lift Station No. 6 Rehabilitation | City of Lakeville, Minnesota 6 Submitted by Bolton & Menk, Inc. Terms of Proposal Bolton & Menk, Inc. The accompanying Proposal (hereinafter referred to as “Proposal”) is subject to the following terms and conditions. These Terms of Proposal (hereinafter referred to as “Terms”) are an integral part of the Proposal as if stated directly therein. No change or deviation from these Terms will be binding without the written approval of Bolton & Menk, Inc. (BMI). Such changes may require an adjustment in the proposed fee, schedule or scope of the Proposal. A. Services: BMI proposes to perform the services outlined in the Proposal for the stated fee arrangement. Changes required by the Client or other controlling entities (regulatory agencies, contractors, courts, etc.) from the scope or schedule of services described in the Proposal shall be considered “Additional Services” and will be invoiced on an hourly basis in addition to the stated fee arrangement. B. Information from Client: Unless otherwise stated, Client agrees to provide BMI with all site information necessary to complete the proposed services. This information should include current site property descriptions (from abstract, title opinion or title commitment); other legal documents affecting the site; copies of previous surveys, maps, engineering studies and plans; existing or required soils and geotechnical reports; governmental, regulatory and utility reviews and determinations; and all other pertinent information. Client shall promptly inform BMI of any alleged defects in services provided or the project. C. Access to Site: Unless otherwise stated, Client agrees to provide BMI with access to the site, including adjoining properties, for activities necessary for the performance of services. It is understood that in the normal course of work, property damage may occur due to excavations, tree and brush trimming, marking lines, etc. The cost to correct resulting damages has not been included in the fee. BMI will take precautions to minimize damage due to these activities and the Client agrees to reimburse BMI for any costs associated with required restoration work. D. Standard of Care: Professional services provided under this Agreement will be conducted in a manner consistent with that level of care and skill ordinarily exercised by members of BMI’s profession currently practicing under similar conditions. BMI makes no expressed or implied warranty with respect to its undertakings described herein. E. Certifications: Any certification provided by BMI is a professional opinion based upon knowledge, information and beliefs available to BMI at the time of certification. Such certifications are not intended as and shall not be construed as a guarantee or warranty. BMI shall not be required to certify the existence of conditions whose existence BMI cannot reasonably ascertain. F. Project Approvals: Due to site limitations, code interpretations, regulatory reviews, political considerations and Client directed design and improvements, BMI makes no representations as to acceptability or approvability of the project; or, zoning requests, permit applications, site and development plans, plats and similar documents. Payment of fees to BMI is not contingent upon project approval. G. Opinions or Estimates of Project Costs: Where included as part of project scope or otherwise, opinions or estimates of project cost will generally be based upon public construction cost information. Since BMI has no control over the cost of labor, materials, competitive bidding process, weather conditions and other factors affecting the cost of construction, all cost estimates are opinions for general information of the Client and BMI does not warrant or guarantee the accuracy of construction cost opinions or estimates. Project financing should be based upon actual, contracted construction costs with appropriate contingencies. Lift Station No. 6 Rehabilitation | City of Lakeville, Minnesota 7 Submitted by Bolton & Menk, Inc. H. Construction Phase Services: If construction phase engineering or staking services are included in this Proposal or subsequently authorized, Client is notified that BMI is not be responsible for means, methods, techniques or procedures of construction selected by any contractor employed on the project nor for the safety precautions or programs incident to the work of any contractor. I. Ownership and Alteration of Documents: All documents, including reports, specifications, drawings, field data, notes and documents or electronic media prepared or furnished by BMI under this agreement shall remain the property of BMI. The Client may make and retain copies for its use in connection with this project. However, such documents are not intended for reuse by the Client on any other project or alteration of the project by others without the written consent of BMI. Electronic media may be furnished for convenience of Client; however, only signed and certified hard copies of submittals may be relied upon as documentation of professional services provided. J. Billings and Payments: Invoices for BMI’s services shall be submitted, at BMI’s option, either monthly or upon completion of services. Invoices are due and payable within 30 days after the invoice date. If the invoice is not paid within 30 days, BMI may, without waiving any claim or right against the Client, and without liability whatsoever to the Client, terminate the performance of its services. K. Late Payments: Accounts unpaid 30 days after the invoice date will be subject to a monthly service charge of 1.5% on the unpaid balance. If any portion or all of an account remains unpaid 90 days after billing, the Client shall pay all costs of collection, including reasonable attorney’s fees. L. Termination of Services: This agreement may be terminated, upon written notice, by the Client or BMI should the other fail to perform its obligations hereunder. In the event of termination, the Client shall pay BMI for services rendered to the date of termination, all reimbursable expenses, and reimbursable termination expenses. M. Limitation of Liability: In recognition of the relative risks, rewards and benefits of the project to both the Client and BMI, the risks have been allocated such that the Client agrees that, to the fullest extent permitted by law, BMI’s total liability to the Client for any and all injuries, claims, losses, expenses, damages or claimed expenses arising out of the performance of this agreement from any cause or causes, shall not exceed $42,833. Such claims include, but are not limited to, BMI’s negligence, errors, omissions, strict liability, breach of contract, or breach of warranty, if any. N. Dispute Resolution: Any claims or disputes made during or after the performance of services between BMI and the Client, with the exception of claims by BMI for non-payment of services rendered, shall be submitted to mediation and/or arbitration. This Proposal anticipates that BMI and the Client will include a similar requirement in all agreements with contractors, sub- contractors, suppliers, consultants and fabricators concerned with this project. O. Withdrawal of Proposal: This Proposal constitutes a non-binding offer to perform services and BMI reserves the right to withdraw or modify this Proposal, without liability to the Client, at any time prior to receipt of written acceptance from the Client and execution of a signed agreement in accordance with Paragraph P. P. Agreement: If the Proposal is accepted, the Client and BMI may enter into and execute an Agreement incorporating the Proposal, these Terms and such additional terms and conditions as may be mutually acceptable to BMI and Client. Upon request by the Client, BMI may, at its sole discretion and for the benefit of the Client, proceed with any proposed services prior to execution of a written agreement. In the absence of an executed written agreement, the accompanying Proposal and these Terms of Proposal shall constitute the whole and complete agreement between BMI and the Client.