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HomeMy WebLinkAboutItem 06.p Date: Item No. ACCEPT PROFESSIONAL SERVICES PROPOSAL FROM WENCK ASSOCIATES, INC. FOR SOUTH CREEK SEDIMENT REDUCTION PROJECT Proposed Action Staff recommends adoption of the following motion: Move to accept professional services proposal from Wenck Associates, Inc. for the South Creek Sediment Reduction project. Overview The City and Vermillion River Watershed Joint Powers Organization (JPO) are partnering on a project to improve South Creek water quality. A recent assessment of the South Creek watershed evaluated areas where storm water enters directly into South Creek and identified locations where significant amounts of sediment deposits were found. The sediment reduction project (CP 17-06) involves the installation of a hydrodynamic separator (to be located approximately ¼ mi. southeast of Holyoke Ave./210th St. intersection) that removes sediment from storm water prior to entering South Creek. The project helps meet the City’s waste load allocation reduction requirement of the Minnesota Pollution Control Agency and improves South Creek water quality. Attached is a proposal from Wenck Associates to provide professional engineering services. The proposal identifies the scope of work and estimates associated engineering costs. Primary Issues to Consider • The proposal identifies a project scope in two tasks. Project Design and Engineering (Task 1: $13,650); and Project Bidding/Construction Oversight (Task 2: $12,500). Project design and construction is programmed for 2017. The City’s funding sources are the Trunk Storm Sewer Fund and the Utility Fund – Environmental Resources. Supporting Information • Wenck Associates proposal dated March 16, 2017 Financial Impact: $ Budgeted: Y☒ N☐ Source: Related Documents: (CIP, ERP, etc.): Envision Lakeville Community Values: Good Value for Public Services Notes: Additional funding provided by Vermillion River Watershed Joint Powers Organization Report Completed by: McKenzie Cafferty, Environmental Resources Manager March 20, 2017 26,150 Multiple Sources Wenck | Colorado | Georgia | Minnesota | North Dakota | Wyoming Toll Free 800-472-2232 Web wenck.com March 16th, 2017 Mac Cafferty Environmental Resources Manager City of Lakeville 20195 Holyoke, Ave Lakeville, MN 55044 RE: Engineering & Design for the South Creek Hydrodynamic Separator Project Dear Mr. Cafferty: Thank you for this opportunity to submit this proposal to assist the City of Lakeville (City) with the engineering and design for the South Creek Hydrodynamic Separator project. This proposal outlines our project understanding, our proposed scope of work, schedule, and budget. Project Understanding In 2016 Wenck partnered with the City and the Vermillion River Watershed (VRW) to complete a sub-watershed assessment for South Creek. The sub-watershed assessment included downtown Lakeville and the Airlake Industrial Park. Multiple stormwater improvement projects were identified within the assessment. The VRW used information developed within the assessment to successfully secure grant funds for a hydrodynamic separator to remove total suspended solids (TSS) from stormwater runoff entering South Creek, a trout stream and a tributary to the Vermillion River. The project outcome will be progress towards the TSS TMDL reductions for the Vermillion River; reduced TSS load to South Creek; and improved stream habitat for South Creek and the Vermillion River. Under this project Wenck will provide the design and engineering plans to add the hydrodynamic separator to the existing City stormwater system. Task 1 – Project Design and Engineering Wenck will take the design concepts for the hydrodynamic separator from the sub-watershed assessment and carry them forward to complete the design and engineering for the project. Under this task, we will participate in a project kick-off meeting with the City to go over project objectives and gather data. We will utilize as-built data (to be provided by the City) and other relevant details related to the existing stormwater infrastructure as the basis for the project design. We will also utilize the existing City stormwater model to estimate design flows (to be provided by the City). The tasks needed to finalize the design for the project include:  Verifying the drainage area to the treatment device;  Conducting a geotechnical investigation to get soils data (sub-contracted);  Investigating different products to develop device options;  Presenting device options to the City and select a final project;  Preparing construction plan set (estimated at six (6) plan sheets); and  Preparing a SWPPP sheet (if necessary). Mac Cafferty City of Lakeville March 14th, 2017 2 T:\5895 Lakeville\Treatment MH\2017-03-16 Wenck Proposal_Treatment MH.docx Wenck will utilize flow data from the existing City stormwater model to establish sizing of the structure. Data from this model, along with stormwater infrastructure data from the as-builts, will be provided to up to three different product vendors. Wenck will require each vendor to provide estimates of structure performance including removal efficiencies. Wenck will summarize vendor data and present these details to the City so a final product for the project can be selected and carried forward into the engineering plan set. We will provide the 70% design plan set to the City and address one round of City comments before finalizing the plans and preparing the bid package. Task 2 – Project Bidding and Oversight Upon completion of the project design, we will coordinate soliciting, obtaining, and reviewing bids for the project. This tasks assumes this will be a publicly bid project. Wenck will coordinate the following tasks with the consent of the City to bid the project:  Preparing bid documents;  Preparing the bid announcement and post to Quest CDN & the local official newspaper;  Answering contractor questions and post answers to all bid holders;  Preparing bid addenda if needed;  Reviewing bids to determine accuracy and responsiveness to the request of bids;  Checking contractor references; and  Providing bid recommendation based on tabulation. Wenck will coordinately directly with City staff during the bidding and contractor selection process, following the steps from recently completed projects. Specifications from recent City project will be incorporated into the bidding package to increase project efficiency. After contractor selection, Wenck assumes that the project will include up to a three-week construction period. Wenck will conduct an on-site pre-construction meeting with the contractor and City. Wenck will also provide construction oversight for up to three visits per week. Project Schedule and Budget Based on discussions with the City, the project is targeted to be built this summer. Wenck proposes to have the initial project meeting with City staff within one week of notice to proceed. Draft plans would be provided to the City for review within six weeks of the project start date to allow for scheduling of the geotechnical investigation. Wenck would address City comments and prepare the final plan set within two weeks of receipt of comments. Wenck will prepare the bid package within two weeks of completion of the final plan set. 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 total cost of $26,150 as outlined in Table 1 below. Wenck will directly with the City to minimize cost for this project. We will 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. Mac Cafferty City of Lakeville March 14th, 2017 3 T:\5895 Lakeville\Treatment MH\2017-03-16 Wenck Proposal_Treatment MH.docx Table 1: Cost Summary by Task Task Cost Task 1: Project Design and Engineering $10,900 Geotech Investigation (sub contracted) $2,750 Task 1 Total $13,650 Task 2: Project Bidding $5,650 Construction Oversight $6,850 Total 2 Total $12,500 Project Total $26,150 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 contact Jeff at 763-479-4263 or via email at jmadejczyk@wenck.com . Sincerely, Jeff Madejczyk, Principal Joel Toso, PE Wenck Associates, Inc. Wenck Associates, Inc.