HomeMy WebLinkAboutItem 06.o
Date: Item No.
ACCEPT PROPOSAL FROM BOLTON & MENK, INC. FOR PROFESSIONAL SERVICES
FOR KENYON AVENUE ROADWAY IMPROVEMENTS
Proposed Action
Staff recommends adoption of the following motion: Move to accept proposal for professional
services from Bolton & Menk for Kenyon Avenue Roadway Improvements.
Overview
The City is proposing to reconstruct/widen Kenyon Avenue to a 2-lane urban roadway to improve
safety and provide for increasing traffic levels (CP 18-06). The approximate project limits are
between Celebration Church’s northerly-most driveway to a point 1,400 feet south of 160th Street.
The improvements coincide with and support recent adjacent developments (Kenyon Retail, Lee
Lake Subdivision and Schneidermans Furniture) and will complete the Kenyon Avenue corridor
between Kenwood Trail and 160th Street. Proposed improvements include roadway widening,
concrete curb and gutter and utility construction (storm sewer and storm water management).
Construction is programmed for 2018. Bolton & Menk’s proposal identifies the scope of services
and estimated cost to complete the project. The project scope incudes preparing and delivering
preliminary concepts, final design and bid package prior to construction. Bolton & Menk will also
provide construction staking and assist with construction administration and inspection.
Primary Issues to Consider
• The adopted 2018-2022 Transportation Capital Improvement Plan programs a total
project cost of $800,000. Potential City funding sources for project engineering and
construction include the Escrow Fund, Municipal State Aid Fund, Trunk Storm Sewer
Fund and Sanitary Sewer and/or Water Operating Fund.
• Proposal is subject to the Master Agreement for Professional Engineering Services between
the City and Bolton & Menk, Inc. approved by the City Council on July 18, 2016.
Supporting Information
• Bolton & Menk, Inc. proposal dated October 9, 2017
Financial Impact: $ Budgeted: Y☒ N☐ Source:
Related Documents: (CIP, ERP, etc.):
Envision Lakeville Community Values: Design that Connects the Community
Report Completed by: Zach Johnson, City Engineer
October 16, 2017
97,020 Municipal State Aid Fund
2018-2022 Transportation Capital Improvement Plan
Submitted by Bolton & Menk, Inc. Kenyon Avenue Reconstruction Project | City of Lakeville, Minnesota 1
October 9, 2017
Alex Jordan, P.E., Senior Project Engineer
City of Lakeville
20195 Holyoke Avenue
Lakeville, MN 55044
RE: Kenyon Avenue Reconstruction Project
Dear Mr. Jordan,
The Kenyon Avenue Reconstruction Project will urbanize the last segment of Kenyon Avenue, a city collector street,
to accommodate traffic and pedestrian use associated with developing local parcels. The work will include roadway
widening, retaining wall(s), storm sewer, water quality improvements, and potential utility relocation. The project will be
bid in early 2018 for summer 2018 construction. Bolton & Menk, Inc. has the experience and qualifications to provide
quality, client-focused engineering, surveying, and construction services for the City of Lakeville on this project. We
believe you will find outstanding value in our approach to your project for the following reasons:
Client Focus – A successful project comes from a thorough understanding of the City’s goals and expectations. Our
staff actively works to understand the City’s needs through meaningful and sustained communication. We
understand the importance of communicating the City’s goals to other project stakeholders (developers, regulatory
agencies, private utilities) and will do so in order to make this a successful project.
Past Project Experience – Our team has provided a high level of engineering service on a variety of similar state-aid
collector roadway reconstruction projects. We are confident that our experience on these projects will translate well to the
City’s reconstruction of Kenyon Avenue.
•2017 Charlton Street Reconstruction, City of West St. Paul, MSAS 123
•2017 Franklin Trail, City of Prior Lake, MSAS 124
•2016 Marie Avenue, City of West St. Paul, MSAS 122
Municipal Engineering Background – Our strength in municipal engineering is derived from our talented and experienced
staff, extensive project experience, and relationships with governmental and regulatory agencies. This project presents
intricate challenges with solutions that will be drawn from our staff’s various experiences, through multiple disciplines.
A cost proposal to complete this work is attached, including hourly rates and the total not to exceed $64,630 (which does
not include optional tasks). It is understood that any modifications to the scope of work may need to adjust the contract
price. In continued service to the City of Lakeville, we are excited at the opportunity to complete the Kenyon Avenue
Reconstruction Project for you. I will personally serve as your Project Manager and lead client contact on this project.
Please contact me at 612-328-4729 or brianhi@bolton-menk.com if you have any questions regarding our proposal.
Respectfully submitted,
Bolton & Menk, Inc.
Brian Hilgardner, P.E. Douglas P. Anderson Charlene Friedges
Principal Engineer Mayor, City of Lakeville City Clerk, City of Lakeville
Submitted by Bolton & Menk, Inc. Kenyon Avenue Reconstruction | City of Lakeville, Minnesota 2
Detailed Work Plan
Bolton & Menk understands the importance of not only
achieving the desired outcome of each of the following
tasks, but also completing them on time and within budget.
It is our commitment to facilitate a successful process for
the City of Lakeville’s Kenyon Avenue Reconstruction
Project. We will put special emphasis on working with
City staff to assure the project’s success. A summary of
our approach to key project elements is outlined in the task
descriptions below.
Task 1: Topographic Survey
Objective: Create a base map identifying above and below
ground existing features in electronic format. This base map
will be utilized as the basis and background for final design.
Description: Gather pertinent field information on City
infrastructure, adjacent buildings, right-of-way, contours,
and private small utilities. Underground utility information
will be located and described per available as-builts, field
markings, and private utility map information facilitated
through Gopher State One Call. Manhole reports will
also be completed for located manholes and catch basins.
Right-of-way and property lines will be illustrated based
on found field monumentation and plat information
received from the City.
Deliverables: Topographic survey information and a digital
copy of the base map
Task 2: Geotechnical Exploration
Objective: Secure a geotechnical consultant to complete soil
borings and prepare a geotechnical report with pavement
and retaining wall recommendations.
Description: Bolton & Menk will obtain soil borings and a
geotechnical report for pavement and retaining wall design
from selected geotechnical consultant.
Deliverables: Report and correspondence
Task 3: Design
Subtask 3.1 Existing Plans
Objective: Prepare a base plan for use in preliminary and
final design.
Description: Prepare a base plan identifying locations and
elevations of all physical features, right-of-way, and
existing profiles in Auto CAD Civil 3D format.
Deliverables: Base plan for review and verification
Subtask 3.2 Preliminary and Final Design Plans and
Specifications
Objective: Complete preliminary and final design.
Description: Prepare preliminary and final plans and
specifications to state aid standards in coordination
with City staff. Major design components to include the
following:
•Roadway alignment and width
•Alignment geometry that meet state aid standards for
designated design speed and urban section
•Retaining wall design
•Storm sewer sizing and design, including discussions
with governing agencies and City staff on proper
stormwater management plan for the project area;
potential water quality coordination with adjacent
property owners and developers
•Cross-sections at 50-foot intervals, driveways, and
critical design locations
•Existing location and elevations of all existing utilities
•Analysis of existing City utilities and incorporation of
rehabilitation measures where appropriate
•Location of signing and striping
•Preparation of Stormwater Pollution Prevention Plan
(SWPPP), including plan sheets and specifications
•Preparation of traffic control and construction phasing
plan with an emphasis on neighborhood access during
construction
•Preparation of statement of estimated quantities,
including street, utilities, and miscellaneous
construction items, all consistent with the City’s
Standard Specifications and specifically, the City’s
method of measurement and payment
Deliverables: Preliminary and final plans
Kenyon Avenue Reconstruction Project | City of Lakeville, Minnesota 3Submitted by Bolton & Menk, Inc.
Subtask 3.3 Private Utility Coordination
Objective: Coordinate with private utility stakeholders
throughout the project.
Description: Hold private utility coordination meetings
during preliminary design, final design, and construction.
Adjust designs where appropriate to avoid major utility
conflicts. Work with private utility owners to adjust or
relocate facilities when necessary.
Deliverables: Not applicable
Subtask 3.4 Prepare Contract Documents
Objective: Prepare contract documents based on City
standards.
Description: Work with City staff to prepare the overall
contract documents for bidding and construction purposes.
Documents will include the following:
•Plans
•Standard City specifications
•Standard City details
•Special provisions for street & utility construction
•Bidding schedule
Deliverables: Hard and electronic copy of final plans and
specifications
Subtask 3.5 Submit to City and State Aid for Review and
Approval
Objective: Submit final plans and specifications to City for
review and approval.
Description: Work with City staff to submit multiple copies
of plans and specifications for final City staff approval.
Deliverables: Preliminary and final plans at 50%, 75%, and
100% complete stages; statement of estimated quantities;
and meeting notes from all design review with City staff
Subtask 3.6 Obtain All Required Permits
Objective: Obtain approval on all required permits.
Description: Prepare permit applications, secure City
signature, and submit to governing agencies. Permit fees to
be paid for by the City.
Deliverables: Copies of all submitted permits, including
cover letters
Subtask 3.7 Prepare Opinion of Probable Construction Costs
Objective: Prepare opinion of probable construction cost.
Description: Use past City of Lakeville bid information,
current contractor pricing, overall knowledge of the City,
local contractors, and site conditions. We will prepare an
opinion of probable construction cost.
Deliverables: Electronic and hard copy opinion of probable
cost
Task 4: Bidding Administration
Subtask 4.1 Prepare Advertisement for Bids and Submit to
Required Publications
Objective: Prepare an advertisement for bids.
Description: City staff will prepare and submit to required
publications.
Deliverables: Not applicable
Subtask 4.2 Distribute Plan Sets
Objective: Distribute plans to potential bidders.
Description: City staff will prepare and submit to required
publications.
Deliverables: Electronic and paper copies of plans and
specifications
Subtask 4.3 Answer Bidder’s Questions
Objective: Answer all bidders’ questions.
Description: Answer all written and verbal questions from
potential bidders.
Deliverables: Not applicable
Kenyon Avenue Reconstruction Project | City of Lakeville, Minnesota 4Submitted by Bolton & Menk, Inc.
Subtask 4.4 Issue Addenda
Objective: Prepare addenda.
Description: Prepare addenda for distribution by City.
Deliverables: Addenda in electronic and hard copy versions
Subtask 4.5 Bid Opening and Tabulation
Objective: Assist the City with bid opening.
Description: Attend bid opening.
Deliverables: Not applicable
Subtask 4.6 Prepare Letter of Award Recommendation
Objective: Award contract to Contractor.
Description: Prepare letter of award recommendation.
Deliverables: Letter of award
Task 5: Meetings and Public Involvement
Objective: To contribute in the public involvement plan and
coordinate with adjacent property owners.
Description: Work with City staff on public involvement plan
and attend informational meetings to identify key project
issues and concerns from adjacent property owners and
developers. This information will be incorporated into the
design.
Deliverables: Copies of meeting notes and any necessary
project analysis
Task 6: Construction Services
Subtask 6.1 Construction Administration
Objective: Perform construction administration.
Description: The Project Manager will perform the following
construction administration responsibilities:
•Facilitate preconstruction meeting
•Perform on-site review pertaining to work and progress
•Attend weekly progress meetings as needed
•Prepare Change Orders and written directives
•Approve shop drawings, material lists, and suppliers
•Review and approve pay requests
Deliverables: Copies of meeting notes, change orders,
directives, shop drawings, materials lists, supplier’s lists,
and pay requests
Subtask 6.2 Field Staking
Objective: Complete necessary construction staking.
Description: Survey crews will complete construction staking
on the following features:
•Construction limits and right-of-way
•Grading
•Retaining wall(s)
•City utilities
•Concrete curb and gutter
•Signage
•Miscellaneous infrastructure features
Deliverables: Construction stakes and documentation of all
survey points installed
Subtask 6.3 Construction Observation
Objective: Provide a highly qualified individual to serve
as Resident Project Representative (RPR) to perform
construction administration and observation of the
contractor’s work while in progress.
Description: The RPR will be on-site full-time during the
various stages of construction in order to observe and
review the quality of work as an experienced and qualified
design professional. All of our RPRs are MnDOT certified
and have had extensive training and experience. The RPR
will perform the following tasks:
•Provide day-to-day construction observation and
coordination between Contractor, City, and residents
•Maintain daily construction logs
•Prepare monthly pay request
•Track and assemble all required state aid construction
documentation
Deliverables: Inspection notes, photos, and other field records
Kenyon Avenue Reconstruction Project | City of Lakeville, Minnesota 5Submitted by Bolton & Menk, Inc.
Task 7: Project Close-Out
Subtask 7.1 Conduct Final Review of Project
Objective: Review project site with the City and Contractor.
Description: Walk site with project stakeholders and identify
any punchlist items that need to be addressed. Review any
punchlist items until acceptable by the City.
Deliverables: Copy of any punchlist items
Subtask 7.2 Prepare Letter of Final Acceptance
Objective: Prepare final acceptance of the project by the City.
Description: Prepare letter of final acceptance and ensure
all bonds, liens, waivers, and IC 134 Forms have been
completed and submitted by the Contractor.
Deliverables: Copies of all final paperwork and acceptance
letter
Subtask 7.3 Obtain Record Information from Field
Representatives
Objective: Obtain record drawing information from field
representatives.
Description: Gather field information prepared by the
contractor and subcontractors for use in preparing record
drawings.
Deliverables: Copies of all field information obtained from
contractor
Subtask 7.4 Prepare Record Drawings
Objective: Prepare final record drawings.
Description: Prepare record drawings in electronic format.
Deliverables: Electronic and paper drawings
Kenyon Avenue Reconstruction Project | City of Lakeville, Minnesota 6Submitted by Bolton & Menk, Inc.
Fees
The following tables summarize the hours and cost breakdown for each major work task item. The estimated fee includes
labor, general business, and other normal and customary expenses associated with operating a professional business.
Unless otherwise noted, the fees include vehicle and personal expenses, mileage, telephone, survey stakes, and routine
expendable supplies; and no separate charges will be made for these activities and materials. Expenses beyond the agreed
scope of services and non-routine expenses, such as large quantities of prints, extra report copies, out-sourced graphics
and photographic reproductions, document recording fees, outside professional and technical assistance, and other items
of this general nature will be invoiced separately.
Scope and Hours
Project Name
City of XXX, Minnesota Section X - Page X
PROJECT DESIGN
Client: City of Lakeville
Project: Kenyon Avenue Rehabilitation
Task No.Work Task Description Project ManagerProject EngineerSenior Engineering TechnicianWater Resources EngineerResident Project RepresentativeProject SurveyorSurvey TechnicianSurvey CrewTotals
1.0 Topographic Survey
1.1 Topographic Survey 11 9 34 54
Subtotal Hours - Task 1 0 0 0 0 0 11 9 34 54
2.0 Geotechnical Exploration
2.1 Geotechnical Exploration 0
Subtotal Hours - Task 2 0 0 0 0 0 0 0 0 0
3.0 Design
3.1 Existing Plans 16 16
3.2 Preliminary and Final Design 4 100 100 20 224
3.3 Private Utility Coordination 2 36 38
3.4 Prepare Contract Documents 2 16 12 30
3.5 Submit to City and State Aid for Review 2 16 8 26
3.6 Obtain All Required Permits 8 8
3.7 Prepare Opinion of Probable Cost 8 8
Subtotal Hours - Task 3 10 176 128 20 0 0 16 0 350
4.0 Bidding Administration
4.1 Prepare Advertisement for Bids 4 4
4.2 Distribute Plan Sets 4 4
4.3 Answer Bidders' Questions 1 6 7
4.4 Issue Addenda 4 4
4.5 Bid Opening and Tabulation 3 3
4.6 Prepare Letter of Award Recommendation 2 2
Subtotal Hours - Task 4 1 23 0 0 0 0 0 0 24
5.0 Meetings and Public Involvement
5.1 Meetings and Public Involvement 13 13 2 28
Subtotal Hours - Task 5 13 13 0 2 0 0 0 0 28
OPTIONAL - CONSTRUCTION SERVICES
Client: City of Lakeville
Project: Kenyon Avenue Rehabilitation
Task No.Work Task Description Project ManagerProject EngineerSenior Engineering TechnicianWater Resources EngineerResident Project RepresentativeProject SurveyorSurvey TechnicianSurvey CrewTotals
6.0 Construction Services
6.1 Construction Administration 24 24
6.2 Field Staking 6 8 38 52
6.3 Construction Observation 180 180
Subtotal Hours - Task 6 0 24 0 0 180 6 8 38 256
7.0 Project Close-Out
7.1 Conduct Final Review of Project 4 4
7.2 Prepare Letter of Final Acceptance 3 3
7.3 Obtain Record Information from Field Reps 2 4 6
7.4 Prepare Record Drawings 6 6
Subtotal Hours - Task 7 0 3 0 0 10 0 2 4 19
Detailed Fee Estimate
See Cost Summary
Bolton & Menk, Inc.
Bolton & Menk, Inc.
Kenyon Avenue Reconstruction Project | City of Lakeville, Minnesota 7Submitted by Bolton & Menk, Inc.
Project Name
City of XXX, Minnesota Section X - Page X
PROJECT DESIGN
Client: City of Lakeville
Project: Kenyon Avenue Rehabilitation
Task No.Work Task Description
Project ManagerProject EngineerSenior Engineering TechnicianWater Resources EngineerResident Project RepresentativeProject SurveyorSurvey TechnicianSurvey CrewTotal
Hours
Total
Cost
1.0 Topographic Survey 0 0 0 0 0 11 9 34 54 $6,860
2.0 Geotechnical Exploration $7,500
3.0 Design 10 176 128 20 0 0 16 0 350 $43,460
4.0 Bidding Administration 1 23 0 0 0 0 0 0 24 $2,920
5.0 Meetings and Public Involvement 13 13 0 2 0 0 0 0 28 $3,890
Total Hours 24 212 128 22 0 11 25 34 456
Average Hourly Rate $160.00 $120.00 $130.00 $125.00 $115.00 $140.00 $100.00 $130.00
Subtotal $3,840 $25,440 $16,640 $2,750 $0 $1,540 $2,500 $4,420
OPTIONAL - CONSTRUCTION SERVICES
Client: City of Lakeville
Project: Kenyon Avenue Rehabilitation
6.0 Construction Services 0 24 0 0 180 6 8 38 256 $30,160
7.0 Project Close-Out 0 3 0 0 10 0 2 4 19 $2,230
Total Hours 0 27 0 0 190 6 10 42 275
Average Hourly Rate $160.00 $120.00 $130.00 $125.00 $115.00 $140.00 $100.00 $130.00
Subtotal $0 $3,240 $0 $0 $21,850 $840 $1,000 $5,460
*Assumes 50 hour per week inspector for 2 weeks of utility work, 20 hour per week inspector for 4 weeks during roadway work
*Assumes 4 hours per week project administration for 6 weeks
$64,630
Detailed Fee Estimate
Total Design Fee
Bolton & Menk, Inc.
Geotechnical Sub-Consultant
Bolton & Menk, Inc.
Total Construction Services Fee (Optional)$32,390
Total Fee