HomeMy WebLinkAboutItem 06.k
Date: Item No.
ACCEPT PROPOSAL FROM STONEBROOKE FOR PROFESSIONAL SERVICES FOR
DODD BOULEVARD AND FLAGSTAFF AVENUE INTERSECTION IMPROVEMENTS
Proposed Action
Staff recommends adoption of the following motion: Move to accept proposal for professional
services from Stonebrooke for Dodd Boulevard and Flagstaff Avenue Intersection Improvements.
Overview
The City and County are partnering to complete intersection improvements at County State Aid
Highway (CSAH) 9 (Dodd Boulevard) and Flagstaff Avenue to improve intersection
operations/alleviate congestion, make safety improvements and provide for increasing traffic levels
(CP 18-05). Proposed improvements include a single-lane roundabout. The proposed project
schedule is a) project design in 2017; b) right-of-way acquisition in 2018; and c) construction in
2019. The City is the lead agency for design and construction administration of the project.
Stonebrooke’s proposal identifies the scope of services and estimated cost to complete the project.
Stonebrooke will prepare preliminary concepts of the intersection improvements and ultimately a
final design and bid package prior to construction. Stonebrooke will also provide construction
staking and assist with construction administration and inspection.
The Dakota County Board of Commissioners authorized execution of a Joint Powers Agreement
(JPA) with the City at its June 20, 2017 meeting. A JPA will be brought forward for Council
consideration at a future meeting.
Primary Issues to Consider
• The adopted 2017-2021 Transportation Capital Improvement Plan programs a total
project cost of $1,550,000. The City is responsible for 45% of the project costs. Potential
City funding sources include the Municipal State Aid Fund and Trunk Storm Sewer Fund.
Supporting Information
• Stonebrooke proposal dated May 23, 2017
Financial Impact: $ Budgeted: Y☒ N☐ Source:
Related Documents: (CIP, ERP, etc.):
Envision Lakeville Community Values: Design that Connects the Community
Notes: Additional funding provided by Dakota County
Report Completed by: Zach Johnson, City Engineer
July 5, 2017
137,560 Municipal State Aid Fund
2017-2021 Transportation Capital Improvement Plan
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May 15, 2017
Attn: Alex Jordan
City of Lakeville
20195 Holyoke Ave
Lakeville, MN 55044
RE: Dodd and Flagstaff Roundabout Project Scope of Services and Fee Estimate
Dear Mr. Jordan
Thank you for the opportunity to provide this scope of services and fee estimate for the Dodd Boulevard and
Flagstaff Avenue Roundabout Project.
Dodd Boulevard is currently a County Road located in Dakota County and the City of Lakeville. The road is
identified in the Dakota County Transportation Plan as being turned back to the City in the future. Dakota
County has done initial study work at this intersection and it is near the top of the County’s intersection control
assessment list. Dakota County has obtained traffic counts (2015) for the intersection and their assessment of
the intersection has indicated that a single lane roundabout is the preferred alternative as improvements are
considered.
As the lead agency for improvements at this intersection, the City of Lakeville has requested that Stonebrooke
Engineering provide a scope of services and fee estimate to provide engineering services on this project, to
include:
• Project Management
• Public Involvement
• Topographic Survey
• Preliminary Design
• Final Design
• Optional Tasks for Construction Administration/Inspection, Construction Staking, As-Built Plans
The follow provides a brief summary of our understanding of the scope of services for the project.
Task 1 – Project Management
Our project manager, Tyler Newhall, will work in partnership with the key project stakeholders to ensure the
most responsible, efficient, and cost effective solutions for this project are achieved. We will be responsible for
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the preparation of monthly progress reports, meeting minutes, invoicing, cost and schedule updates,
communication with project personnel, and other non-technical tasks.
In additional to coordination efforts with both City and County staff, Stonebrooke will be responsible for
coordination with the City selected Right-of-Way consultant, Braun Intertec for geotechnical exploration and
reporting, and the City of Lakeville Fire Department, if necessary, to work through impacts to the parking lot.
Task 2 – Public Involvement, PMT, and Utility Coordination Meetings
Stonebrooke Engineering will execute public involvement for the project through leading the coordination and
organization of two public involvement meetings (PIM). The approximate timing and scope of each meeting is
as follows:
• PIM #1, Summer 2017. This meeting will be used to present the project to the public and gather
feedback. The justification/preliminary recommendation for a single lane roundabout as the preferred
intersection control will be presented, along with a comparison to a signal alternative, which will include
comparison of costs, conceptual layouts, approximate construction impacts, and operational and safety
comparison. The information presented for operational and safety comparison/analysis will be based
on information provided by Dakota County.
• PIM #2, 2018. This meeting will present the final intersection layout/design, construction impacts,
Right-of-Way needs, detour or traffic control plan, and approximate schedule for completing design and
construction. We will answer any questions the public may have and evaluate any further feedback for
consideration as the final plan is assembled.
• We have included a third PIM in our scope/fee to be held if deemed necessary by the City and County.
This meeting would most likely be held towards the end of the design process to present more details
on construction schedule and impacts to adjacent properties and the traveling public.
In discussion with the City and County, it is our understanding that no significant roundabout educational
component will be needed here given there are a number of roundabouts already in this area. Stonebrooke can
provide educational materials in the form of handouts and boards at the PIM’s if necessary.
Our understanding of the key roles related to Public Involvement is as follows:
• Stonebrooke: Attend PIM’s, Prepare Layouts/Graphics, Collect Information and Prepare Summary of
Meeting, Provide Educational Roundabout Materials if requested (limited to flyers/boards), Prepare
Notice.
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• City of Lakeville: Attend PIM’s, Schedule/Reserve Meeting Facility, Prepare Mailing Lists and Distribute
PIM Notices, Social Media Updates.
• Dakota County: Attend PIM’s, including Staff to Answer Specific Questions Related to Traffic Analysis,
Operations, and Safety.
Additional meetings/coordination provided by Stonebrooke will be as follows:
PMT Meetings (4 meetings): These meetings will be used to identify and address potential areas of concern,
review the project schedule, discuss design details, and coordinate the public involvement meetings. Our team
will prepare for these meetings by drafting agendas after consulting with the City and County, and any other
stakeholders on issues to be addressed. We will schedule and attend the meetings, present completed work to
date, and take and distribute meeting minutes.
Utility Coordination Meetings:
Our team will conduct two utility coordination meetings with the private utility companies located inside the
project limits. The first meeting, which will take place during the preliminary design phase, will be used to
familiarize the utility companies with the project and to verify the existing utility locations. The second meeting,
which will take place during the final design phase, will be used to coordinate and schedule any relocation work
that may need to take place due to the proposed construction. Utility coordination will be completed in
accordance with MnDOT’s Utility Coordination Process for Design Plans and applicable state statutes.
Task 3 – Survey Data
Stonebrooke’s survey team will identify the limits required and perform the necessary topographic survey and
existing right-of-way survey and mapping for the project area. We will process this data into an existing
conditions map of the topographical features and existing right-of-way. The initial topographic survey will
include a gopher state one call request to field locate all existing utility facilities.
Task 4 – Preliminary Design
Stonebrooke Engineering will complete preliminary design of the roundabout which will include determination
of the proposed construction limits and right-of-way needs. Key tasks included in the preliminary design phase
of the project will include:
• Initial Concept Layouts: Stonebrooke will complete initial concept layouts for a roundabout and
signalized option prior to PIM #1. The roundabout concept will be taken to the approximately 70% -
80% complete horizontal geometrics at this point. Both layouts will include preliminary construction
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cost estimates. Stonebrooke will also review the intersection assessment conducted by the County for
concurrence.
• Final Concept Layout for the preferred alternative. This is anticipated to be a single lane roundabout.
This will also include evaluation of the City of Lakeville Fire Station Parking Lot. The lot may need to be
reconfigured to accommodate the roundabout, and the design will need to ensure that all fire truck
movements in the parking lot can still be accommodated after construction.
• Preliminary Design of Roadways: Stonebrooke will develop alignments, profiles, and cross sections for
approach roadways and the intersection to establish construction limits.
• Preliminary Drainage Design: Stonebrooke will design a storm sewer system to accommodate the
roadway reconstruction to State Aid and City Standards. This will include a pond or alterative
treatment/BMP device at the SW corner of the intersection.
• Roundabout Justification Report (RJR): Stonebrooke will prepare a RJR to meet State Aid standards. We
will use intersection analysis information provided by Dakota County as the basis for development of
this report.
• Right-of-Way Needs: We will provide parcel sketches and legal descriptions of affected properties that
require Right-of-Way or temporary easements to aid in the acquisition process.
Task 5 – Final Design
Stonebrooke Engineering will provide a final construction plan set for the proposed improvements that is
consistent with City of Lakeville, Dakota County, and MnDOT State Aid standards, procedures and requirements.
Specific plan content included in the fee estimate is noted on the attached sheets. We anticipate 3 plan
submittals for this project, at the 60%, 90%, and 100% plan stages. The 100% plan will be submitted to MnDOT
State Aid and the City/County.
In addition to the final plan this task includes quality control review of the plan set and roundabout design, final
bid package including construction specifications, construction cost estimates, and permitting.
Optional Tasks
In addition to the above tasks 1-5, we have provided an additional fee estimate for Construction Administration
and Inspection, Construction Staking, and As-Built Survey/Plan set.
Upon request, Stonebrooke Engineering will provide construction administration services in accordance with
MnDOT and City of Lakeville standards and guidelines, and will monitor the work of the contractor for
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conformance with the plans and specifications. All administration services will be provided in accordance with
MnDOT’s standard specifications for construction.
We will document quantities in accordance with the MnDOT contract administration manual. We will prepare
partial estimates in accordance with State guidelines or as specified by the City. We will certify each partial
estimate and if changes are made to the plan or the character of the work, we will process work orders, change
orders, and supplemental agreements as required.
Stonebrooke Engineering staff will facilitate a preconstruction meeting and hold weekly construction meetings
with the chosen contractor, City and County Staff, affected utilities and project stakeholders.
Upon completion of the project we will prepare a final estimate in accordance with the terms of the
construction contract. We will also prepare project closeout documents as required by State Aid.
We will provide at least one experienced, certified, and qualified inspector to monitor construction activities on
a full-time basis to ensure the project is properly constructed and documented. We anticipate a construction
schedule with multiple operations going simultaneously and we are fully prepared to add additional qualified
inspection staff as needed to cover the project properly.
Our inspection staff will attend all meetings necessary to coordinate day-to-day progress of the work or as
required for completing this project.
We will perform daily reviews of the construction signing, detour signing, and construction traffic control
maintenance. We will perform daily and weekly reviews of all erosion control measures, as well as any
additional site issues that may arise and assure that everything is in compliance with the project SWPPP and the
MPCA.
We will provide a single point of contact as a first line of communication for project stakeholders, area residents,
affected property owners, area businesses, and utility companies. Local communication will be facilitated by
establishing direct communication with individuals impacted by the project. Our inspector will contact each
property owner in person to provide contact information including their cell phone number. A team member
will be available on a continuous basis both during and after work hours to address project concerns. Any
communications or concerns raised by area residents or businesses will be relayed to agency staff immediately.
Additionally, we will provide on-going construction staking including the items listed below. All construction
staking activities will be completed in accordance with the MnDOT Surveying and Mapping Manual. Anticipated
services include:
• Control Verification
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• Construction Limits & Removals
• Slope Stakes/Trail Centerline
• Curb
• Blue Tops – Base Grade
• Storm Sewer
• Pavement Markings, Signs & Delineators
• Pond/Site Grading
• Lighting
• As-builts
Our estimated fee does not include material testing services during construction. We can provide a fee estimate
for those services (some completed in house, some contracted out) separately upon request.
In addition to construction administration services leading up to, during, and following construction, we are
assuming that a full-time project inspector will be on site for the duration of the project. We have assumed this
to be for 15 weeks at 55 hours/week.
Summary
Stonebrooke Engineering services will be provided on an hourly basis with a not to exceed cost. If for any
reason an unforeseen situation is identified that would affect the cost, Stonebrooke will notify the City prior to
completing the work.
A cost proposal to complete the work is attached, including the hourly rates and the total not to exceed total
project fee (which does not include optional tasks). A detailed cost breakdown by task has also been attached
for your information. Note that rates for all staff except one person survey crew and project inspector are 2018
rates, as we expect the majority of work to occur in 2018. Any work completed in 2017 will be billed at 2017
rates. The one person survey crew and project inspector are shown at 2019 rates, which is the anticipated year
of construction. Again, any work under these two roles prior to 2019 will be billed at the appropriate rate for
that year.
Thank you again for this opportunity. We look forward to continuing to work with the City of Lakeville. If you
have any questions regarding this proposal feel free to contact me at your convenience.
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Sincerely,
Tyler W. Newhall, PE
Project Manager
Stonebrooke Engineering, Inc.
CLIENT:City of Lakeville
PROJECT:Dodd Boulevard and Flagstaff Avenue Roundabout
CONSULTANT:Stonebrooke Engineering, Inc.
Task No.Work Task Description
TASK 1.0 PROJECT MANAGEMENT 68 0 0 0 4 0 0 0 0 0 0 72 $9,714.36
TASK 2.0 PUBLIC INVOLVEMENT, PMT AND UTILITY COORDINATION MEETINGS 50 6 45 6 0 0 0 4 0 0 0 111 $11,327.30
TASK 3.0 SURVEY DATA 4 0 0 0 0 0 0 0 31 85 0 120 $15,992.10
TASK 4.0 PRELIMINARY DESIGN 35 216 0 0 69 40 35 8 15 0 0 418 $40,715.97
TASK 5.0 FINAL DESIGN 45 237 156 0 50 80 84 123 1 16 0 792 $74,487.36
TOTAL HOURS 202 459 201 6 123 120 119 135 47 101 0 1513
HOURLY RATE $135.21 $77.20 $70.79 $82.96 $130.00 $104.08 $106.23 $105.08 $107.70 $142.50 $97.33
TOTAL LABOR COST $27,312.66 $35,436.54 $14,228.39 $497.74 $15,990.00 $12,489.70 $12,641.73 $14,185.85 $5,061.98 $14,392.50 $0.00 $152,237.10
$1,000.00
$8,918.50
$162,155.60
Optional Tasks
TASK 6.0 CONSTRUCTION ADMIN AND INSPECTION 104 0 0 0 0 0 0 0 0 0 972 1076 $108,669.82
TASK 7.0 CONSTRUCTION STAKING 0 0 0 0 0 0 0 0 30 222 0 252 $34,866.05
SUBCONSULTANT - BRAUN INTERTEC
Stonebrooke will run photometrics and recommend lighting layout based on City preferred poles/fixtures. Plan sheets will
reflect lighting layout by others. Dakota Electric/City of Lakeville will take proposed layout and finalize lighting
design/specs for construction by others.
Assumes that traffic will be detoured and roadway will be closed except for fire station access.
Proposal Assumptions (additional assumptions included in detailed cost estimate sheets)
The City will coordinate all utility relocation activities following permit submittal (unless Stonebrooke is selected to
perform construction administration and staking.
Alternate tasks don't include testing services
City to coordinate bidding process
Stonebrooke to coordinate with City selected Right-Of-Way consultant including parcel sketches and legal descriptions for
up to 3 properties.
No wetland delineation/permitting
Rates provided reflect majority of design work occurring in 2018. Work done in 2017 will be billed at a lesser (2017) rate.
The City will will provide open house meeting locations and mail out all notices.
TOTAL PROJECT FEE
Project
Manager
One Person Survey
Crew
Water
Resources
Engineer
Total CostProject Inspector
EXPENSES (printing, plan set, mileage, etc.)
COST PROPOSAL
Dodd Boulevard and Flagstaff Avenue Roundabout
City of Lakeville
Engineering
Tech Total HoursSr. Trans
Engineer
Project
Engineer
Traffic
Engineer
Senior Eng.
Tech RLSDesign
Engineer
CLIENT: City of LakevillePROJECT: Dodd Boulevard and Flagstaff Avenue RoundaboutCONSULTANT: Stonebrooke Engineering, Inc.Task No. Work Task DescriptionTASK 1.0 PROJECT MANAGEMENT1.01 Administration20 4241.02 General Coordination20201.03 Coordination with Braun/Review of Geotechnical Reports 881.04 Coordination with City Selected/Hired R/W Consultant (City will handle majority) 551.05 Coordination with Dakota County 1515SUBTOTAL HOURS ‐ TASK 1.068 0 0 0 4 0 0 0 0 0 0 72TASK 2.0 PUBLIC INVOLVEMENT, PMT AND UTILITY COORDINATION MEETINGS2.01 Project Team Meetings (assume 4 PMT meetings) 20202.02 Utility Coordination + 2 Utility Coordination Meetings 6 6 45572.03 Public Open House (assume 3 open houses and Stonebrooke preparation of notices) 24 6 4 34SUBTOTAL HOURS ‐ TASK 2.050 6 45 6 0 0 0 4 0 0 0 111TASK 3.0 SURVEY DATA3.01Topographic Survey (1000' in each direction, SW corner ponding area, up to fire station building front and front parking lot)2685 933.02 Process Survey Data ‐ Create Existing Conditions Drawing ‐ R/W Determination 222 243.03 Gopher State One Call (Maps and Locates)33SUBTOTAL HOURS ‐ TASK 3.04 0 0 0 0 0 0 0 31 85 0 120TASK 4.0 PRELIMINARY DESIGN4.01 Initial Concept Layouts for Roundabout/Signal Options (Prior to Open House #1) 6 65 8 794.02 Initial Cost Estimates/Takeoffs for Roundabout/Signal Options (Prior to Open House #1) 3 20234.03 Review and Evaluation of County Provided Intersection Analysis (Prior to Open House #1) 2 464.04Finalize Preferred Geometric Layout for Roundabout Intersection, Including Fire Station Parking Lot (including all design checks and fire station turning movements as necessary)345484.05Alignments, Profiles and Cross Sections for Roadway and Intersection (with Final Construction Limits)8 1401484.06 Update Profiles and Cross Sections Per City/County Comments.38114.07Preliminary Drainage Design (assume wet pond or other form of treatment/rate control at the SW quadrant)440444.08 Prepare RJR to be Submitted to State Aid and Local Agencies435394.09 Finalize Right‐of‐Way Needs, Including up to Three Parcel Sketches 2 315 20SUBTOTAL HOURS ‐ TASK 4.035 216 0 0 69 40 35 8 15 0 0 418TASK 5.0 FINAL DESIGN5.01 Title Sheet1235.02 General Layout1345.03 Statement of Estimated Quantities 2 121155.04 Standard Plates and Tab Index2245.05 Soils and Construction Notes3145.06 Quantity Tabulations120 351575.07 Earthwork Tabulation & Summary 1 18195.08 Utility Tabulation112 121265.09 Typical Sections215 12837Project InspectorWater Resources EngineerSr. Trans EngineerEngineering TechTotalsDETAILED COST ESTIMATEESTIMATED PERSON‐HOURS AND FEESDodd Boulevard and Flagstaff Avenue RoundaboutCity of LakevilleProject ManagerTraffic Engineer Senior Eng. TechRLSOne Person Survey CrewProject EngineerDesign Engineer
CLIENT: City of LakevillePROJECT: Dodd Boulevard and Flagstaff Avenue RoundaboutCONSULTANT: Stonebrooke Engineering, Inc.Task No. Work Task DescriptionProject InspectorWater Resources EngineerSr. Trans EngineerEngineering TechTotalsDETAILED COST ESTIMATEESTIMATED PERSON‐HOURS AND FEESDodd Boulevard and Flagstaff Avenue RoundaboutCity of LakevilleProject ManagerTraffic Engineer Senior Eng. TechRLSOne Person Survey CrewProject EngineerDesign Engineer5.10 Miscellaneous Details3365.11 Standard Plan Sheets2245.12 Traffic Control Plans & Tabulations (Detour for Intersection Full Closure) 2 4 24305.13 Alignment Plan & Tabulation2355.14 Existing Topography and Utility Plan 2 28125.15 Removal Plan288185.16 Construction Plan and Roadway Profiles 4 12 128365.17 Intersection/ADA Details224 43335.18 Fire Station Parking Lot Details and Reconfiguration 2 20 155425.19 Drainage Plan, Profiles and Tabulations (includes grading plan for pond) 4 2 70765.20 SWPPP445.21 Turf Establishment and Erosion Control Plans 1 48135.22 Pavement Marking Plan and Tabulations 220 1 235.23 Signing Plan and Tabulations 230 1 335.24 Cross Section Sheets128115.25 Lighting Plan and Design 110 2 135.26 Provide Electronic Files to City (if we are staking assume City need for files is minimal)05.27 QA/QC ‐ Peer Review of Roundabout Final Design & Plan Set50505.28 60% Plan Submittal14 44135.29 Address 60% Plan Comments 1 4 44135.30 90% Plan Submittal14 44135.31 Address 90% Plan Comments 1 4 44135.32 100% Plan Submittal, including State Aid and State Aid Drainage Packages 1 4 4 6 4 195.33 Address 100% Plan Comments 1 4 44135.34 Cost Estimates (at 90% and 100% plan stages) 1 8 8175.35 Special Provisions/Bid Package 4 40445.36 As‐Build Survey and Plan Set 2 3020 1 16 695.37 Permits (NPDES ‐ assume completed by Contractor)0SUBTOTAL HOURS ‐ TASK 5.045 237 156 0 50 80 84 123 1 16 0 792 TASK 6.0 CONSTRUCTION ADMIN AND INSPECTION6.01 Construction Administration During Construction (Average 3 Hrs/Week outside of Meetings) 42426.02 Preconstruction Meeting47116.03 Construction Preparation/ Project Set Up 620 266.04 Weekly Construction Meetings (17 meetings) (inspector already on site) 40406.05 Utility Coordination Prior to Construction Start for facility relocations 660 666.06 Construction Closeout Tasks (6 Weeks ‐ 10 Hrs/Week) 660 666.07 Full Time Inspection (15 weeks Full Time M‐F (55 Hrs/Week)825 825SUBTOTAL HOURS ‐ OPTIONAL TASK 6.0104 0 0 0 0 0 0 0 0 0 972 1076TASK 7.0 CONSTRUCTION STAKING7.01 Project Management & Scheduling12 127.02 Office Calculations18 187.03 Removals/Limits/Silt Fence20 207.04 Rough Grading40 407.05 Storm Sewer20 207.06 Blue Tops30 307.07 Curb/EOP60 607.08 Walk/Trails30 307.09 Pond887.10 Electrical667.11 Signs447.12 Striping44SUBTOTAL HOURS ‐ OPTIONAL TASK 7.00 0 0 0 0 0 0 0 30 222 0 252