HomeMy WebLinkAboutItem 06.f
Date: Item No.
APPROVE PROPOSAL FROM WENCK ASSOCIATES FOR PROFESSSIONAL
ENGINEERING SERVICES FOR 205TH STREET CHANNEL STABILIZATION PROJECT
Proposed Action
Staff recommends adoption of the following motion: Move to approve Proposal from Wenck
Associates for Professional Engineering Services for the 205th Street Channel Stabilization project.
Overview
An existing stream, located north of 205th Street and between Jupiter Way and Kensington Way,
is experiencing progressively eroding stream bank failures. The channel is directly tributary to
Lake Marion and requires stabilization and restoration to improve function, stability and water
quality to Lake Marion. The City partnered with the Vermillion River Watershed Joint Powers
Organization and Dakota Soil & Water Conservation District to complete a restoration project
on the upstream portion of this stream in 2009. City staff proposes a 2nd restoration project,
downstream of the 2009 improvements, to reconstruct and stabilize the channel. Attached is a
proposal from Wenck Associates to provide professional engineering services. The proposal
identifies the scope of work and estimates the associated engineering costs.
Primary Issues to Consider
• The proposal identifies a project scope in four tasks. Field Surveys (Task 1: $17,500);
Public Outreach (Task 2: $4,500); and Project Design (Task 3: $25,200) are anticipated to
be completed in 2016. Project Bidding and Construction Oversight (Task 4: $14,800);
and Final Survey and Record Drawings (Optional Task: $5,400) will coincide with
construction of the project, programmed for winter 2016/2017. The City’s funding
source is the Utility Fund – Environmental Resources.
Supporting Information
• Wenck Associates proposal dated September 23, 2016
Financial Impact: $ Budgeted: Y☒ N☐ Source:
Envision Lakeville Community Values: Access to a Multitude of Natural Amenities and
Recreational Opportunities
Notes:
Report Completed by: McKenzie Cafferty, Environmental Resources Manager
October 3, 2016
67,400 Utility Fund – Env. Res.
Wenck Associates, Inc. | 1800 Pioneer Creek Center | P.O. Box 249 | Maple Plain, MN 55359-0249
Toll Free 800-472-2232 Main 763-479-4200 Email wenckmp@wenck.com Web wenck.com
Sept 23, 2016
Zach Johnson
City Engineer
City of Lakeville
20195 Holyoke, Ave
Lakeville, MN 55044
RE: 205th Street Channel Stabilization and Reconstruction Project
Dear Mr. Johnson:
As requested, Wenck Associates, Inc. (Wenck) submits this proposal to assist the City of
Lakeville (City) with the reconstruction and stabilization of the stream channel that flows from
205th Street to Lake Marion. The City completed the first phase of this project along 600 feet
of this channel downstream of 205th Street in 2009. The first phase successfully stabilized the
stream channel and was well received by the residents living along the stream. A stream
assessment of the channel was completed by Bluewater Science in 2015, which determined
that the initial project was stable and functioning properly but also noted areas of scouring,
bank erosion, and instability within the channel downstream of the where the first project
ended. This current project will focus on reconstructing and stabilizing the channel by tying
into the first project and continuing downstream
1,200 feet to a wetland area. Based on the project
goals and objectives discussed at the meeting
between the City, Wenck, and the Vermillion River
Watershed on September 12, 2016, we have
provided a description of tasks and a budgetary cost
estimate to complete design, bid, and provide
construction management services for this current
phase of the 205th Street Channel Stabilization and
Reconstruction Project.
Wenck has completed numerous stream channel
reconstruction projects over the last decade for our
municipal, county and watershed clients. Based on
our recent experience and review of the project
information we have identified four tasks to be
completed for the 205th Street Channel Stabilization
and Reconstruction Project including: field surveys;
public outreach; project design; and project bidding
& construction oversight. A description of the scope for each task is provided.
Task 1 – Field Surveys
The stream channel to Lake Marion is located to the north of 205th Street and is bordered on
the east by Jupiter Way and to the west by Kensington Way. The channel flows to the
northeast from 205th Street for approximately 1,800 feet to a low wetland area. The first 600
feet of channel were previous stabilized in 2009. The current stabilization project will begin at
the end of the first project and continue for approximately 1,200 feet to the wetland area.
This stream channel flows between back yards of a residential neighborhood that is heavily
Example: Bank reshaping before the installation of
vegetated riprap on the Perkins bank stabilization
project.
Zach Johnson City of Lakeville
September 23, 2016
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wooded and has limited access for construction equipment. There is a walking trail between
the houses that is located approximately 300 feet downstream of where the first project
ended. There is also a stormwater pond located on the east side of the channel section to be
stabilized and adjacent to the backyards of three residences. The pond is also adjacent to the
walking trail.
The field surveys for this stabilization project will include four different aspects of data
collection:
Longitudinal Channel Profile and Channel Cross-sections
Topographical Survey
Significant Tree Inventory and Survey
Pond Survey and Testing
Due to the wooded nature of the stream channel and adjacent backyard areas, data collection
for the channel profile, cross sections, topography, and tree locations will require the use of a
two person survey crew and total station. Wenck will survey the longitudinal profile and
measure typical cross sections of the reach and the existing channel. This task will include
eight total cross sections as well as sufficient topography data collection needed to develop
site contours. Additionally features of significance such as grade changes, obstacles,
residential rear yard features (i.e., retaining walls), and areas of bank sloughing or erosion will
also be surveyed to properly facilitate stream channel design. These features of significance
will not be limited to the areas where cross sections are collected but will be surveyed on an
as needed basis to ensure proper design. Up to two soil grab samples will be collected from an
appropriate location within the channel. The soil samples will be sent to the lab for a sieve test
analysis, with the results used to aid in project design.
The field data collection will also include a tree
inventory. The purpose of the inventory is to mark
trees for both removal and preservation. Tree size
and species information will be recorded. Trees of
significance (defined in City ordinances as those
with a diameter greater than six inches) will be
preserved to the maximum extent possible within
the design requirements. Poor quality trees that
do not provide value to the project or area along
the channel will be removed as needed. The
locations of the trees for both removal and
preservation will be surveyed and recorded by the
total station survey crew. Information from the
tree inventory will be included on the design plan
sheets as well as within the bidding specifications.
There is a stormwater pond located on the southeast side of the stream channel just to the
north of the walking path. This pond has not been assessed by the City since its construction
and as a result the need for maintenance is not known. The stormwater pond will be assessed
as part of the field survey to compare the pond volume to the original design dimensions. The
City will provide the pond as-builts to Wenck as part of this effort. During the field survey,
pond depth point data will be collected from a small boat. The water depths will be tied into
the topography survey points to get elevation data for the edge as well as the bottom of the
Example: Riprap Toe with 1 Month of Vegetation
Establishment
Zach Johnson City of Lakeville
September 23, 2016
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pond. Once the surveyed water depth point data is
tied to elevations, the existing pond depth and
volume will be compared to design dimensions to
determine if significant siltation has occurred. If a
significant reduction in the pond volume has
occurred (i.e., if 30 to 50 percent of design volume
has been lost), then maintenance can be performed
in the pond as part of the overall stream channel
project. During the pond survey a sediment grab
sample will be collected and sent to an appropriate
laboratory for testing. The MPCA testing
requirements for sediment disposal from
stormwater ponds include the parameters of
copper, arsenic, and PAH’s. If it is determined that
the pond requires maintenance, the sediment
samples will be sent in for testing. Results of the
sediment testing will be included in the bidding
specifications as applicable to identify proper
sediment disposal requirements to potential
contractors.
All collected field data will be provided to the City as GIS shapefiles and/or spreadsheet format
as needed. The total estimated cost for the Task 1 Field Surveys is $17,500.
Task 2 – Public Outreach
During the first phase of the 205th Street Channel Reconstruction the City undertook a public
information and outreach program that included public
meetings with City residents who’s properties bordered the
project area. This program was well received by the
property owners and beneficial to the overall success of the
channel reconstruction project. Based on the amount of the
current public interest and recent inquiries to the City
regarding the status of this next phase of the channel
reconstruction project, public outreach will again be an
important component to ensure a successful project. The
first step in the public outreach program will be to send out
a letter to the residential property owners along the project
reach. It may also be beneficial to send the letter to other
residents in the adjacent neighborhood (along Jupiter Way
and Kensington Way) to make sure they are aware of the
project. This letter will be drafted by Wenck and provided
to the City for review. The letter will be sent out by the City
on appropriate letterhead to the residents in the project
area. Even though this item is listed under Task 2, it will be
one of the first items completed for the project. Field
surveys will not take place until after the letter has been
sent out to the residents. The letter will generally describe the field activities that will take
place and also some other project details related to goals and schedule.
Example: Winter Construction began after hard freeze to
minimize disturbance to the creek bed, ravine slopes and
required relocation of fallen trees out of the creek
Example: Boulder toe placement completed before
the spring melt to prevent further erosion from the
stormwater/runoff flow.
Zach Johnson City of Lakeville
September 23, 2016
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In addition to the letter, public meetings will be held to allow the public to learn more details
about the reconstruction project, ask questions, and provide input regarding the project goals.
There will be two public meetings held one during the initial stage of project design and then
one as the project is getting ready to be sent out for bid. The meetings will be held at City Hall
or an appropriate location near the project area. The meetings will be attended by two Wenck
staff who will provide visual aids including aerial photographs, design drawings, and landscape
renderings of final project features for the meetings. Wenck will participate in the meetings as
directed by City staff to provide project details to the residents and answer questions.
The total estimated cost for the Task 2 Public Outreach is $4,500.
Task 3 - Project Design
Wenck will utilize the field survey data collected under Task 1 to complete project design.
Additionally, Wenck will review the plan sets from the first phase of the channel reconstruction
project (to be provided by the City) for design elements such as rock sizes and types,
stabilization features, and vegetation species included. The goal will be to ensure that the
second phase of the project match the first
phase in function and appearance, while taking
into account the need for proper engineering
and stabilization requirements. Wenck will
develop the design options and plan sheets to
prepare a 40% design set submittal for the City
to review. This initial submittal will also include
quantity estimates, construction cost estimates,
proposed construction access points, and
potential project challenges (i.e., limited space
on City property to be able to construct a
needed design feature). The 40% design
submittal will be provided to the City for review
and comment. Wenck will then incorporate the
City’s comments and complete the final overall
design, plan sheets, project quantities, and
updated construction cost estimate. Wenck will
provide a 90% design submittal for a second round of City review to ensure all of the
comments provided by the City from the first submittal are properly incorporated.
The following deliverables would be provided to the City under Phase 3:
40% Plan Set for Review and Comment
90% Plan Set for Review and Comment
Final Plan Set, Quantities and Construction Cost Estimates
Bid Documents
The total estimated cost for the Task 3 Project Design is $25,200.
Example: Stream Barbs and Vegetated Riprap
Zach Johnson City of Lakeville
September 23, 2016
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Task 4 – Project Bidding and Construction Oversight
Upon completion of the project design, Wenck will take the lead to direct the City through the
process of soliciting and selecting bids for the project. Wenck will coordinate all of the
following construction management tasks with the consent of the City:
Prepare the bid announcement and post to Quest CDN and the local official newspaper.
Call five contractors that Wenck is that familiar with and is confident that they know
how to complete the project, to make them aware of the bidding.
Conduct an on-site pre-bid meeting.
Answer contractor questions and post answers to all bid holders.
Prepare bid addenda if needed.
Review and tabulate bids for math accuracy, unit price outliers, contractor
references and completeness.
Prepare a bid recommendation memorandum.
Construction inspection notes
A visit to the site will be conducted to stake project design elements and participate in a
site overview, walk and discussion with potential construction contractors. Wenck staff will
be available to answer technical questions pertaining to the design and bid documentation
during the bidding process. Once a contractor is selected and work begins, Wenck
assumes three weeks for construction with three site visits per week and two follow up
visits for warranty and vegetation verification plus an initial project kick-off site visit and a
final walk through.
We will lead contractor contract administration with executing the contract, pay application
processing and construction progress communication. The following deliverables would be
provided to the City under Phase 4:
Bid Documents
Bid Announcement
Inspection Notes
Construction Photos
This task also includes costs for permitting assistance. Based on review of the DNR Public
Waters Inventory GIS shapefile, the stream channel is not a public water and as a result
permitting needs are expected to be limited for this effort. The estimated project effort for
Task 4 elements including bidding and CMS is based on the following:
Eight plan sheets
Three weeks for channel stabilization construction
Permitting with multiple agencies (as needed)
Publicly bid project
The total estimated cost for the Task 4 Project Permitting, Bidding and Construction Oversight
is $14,800.
Zach Johnson City of Lakeville
September 23, 2016
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Optional Task for As-Built Drawings:
Once construction of the project is complete and there are no more punchlist items, if
requested Wenck would be able to complete an as-built survey of the project obtaining record
information and developing as-built drawings for the City’s records. If the City desires a set of
as-built record drawings for the project they could be completed for a cost of $5,400 including
the field survey and deliverable.
The deliverables under this task include As-built drawings, paper and digital.
Project Schedule and Budget
Based on discussions with the City the project would be authorized to start in early October (if
approved by Council) and work would need to begin immediately. Wenck would target field
surveys in mid-October and begin design work after field data has been collected. The target
for the first meeting with residents in the project area will be the last week of October or the
first week of November. The overall schedule goal of the project will be to have final design
plans for discussion at the December 2nd City Council meeting.
Wenck proposes to complete the tasks outlined above following the terms and conditions of
the current Master Services Agreement. The work would be completed under our time and
materials rates for a not to exceed amount of $62,000 as outlined in the table below. We
would not exceed this budget amount without prior authorization from the City. If additional
services are requested or out-of-scope tasks are identified, Wenck would provide the City with
a scope and budget for authorization before proceeding.
Task Cost
Task 1 – Field Surveys $17,500
Task 2 – Public Outreach $4,500
Task 3 – Project Design $25,200
Task 4 – Project Bidding and Construction Oversight $14,800
Total $62,000
Optional Task - Final Survey and Record Drawings $5,400
On behalf of the 270+ employee-owners of Wenck, thank you for this opportunity to work
with the City of Lakeville. Should you have questions or need clarification of information
presented in this proposal please do not hesitate to call Jeff Madejczyk at 763-479-4263
(jmadejczyk@wenck.com) or Lucius Jonett at 763-479-4254 (ljonett@wenck.com).
Sincerely,
Wenck Associates, Inc.
Jeff Madejczyk Lucius Jonett
Principal Associate
cc: Travis Thiel, Vermillion River Watershed - Joint Powers Organization