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HomeMy WebLinkAboutItem 08• • ☒ Submitted by Bolton & Menk, Inc. Hamburg Avenue Improvements | City of Lakeville 1 November 19, 2018 Mr. Alex Jordan, PE Assistant City Engineer City of Lakeville 20195 Holyoke Avenue Lakeville, MN 55044 Re: Proposal for Professional Engineering Services Hamburg Avenue Improvements – Final Design & Construction Services Dear Mr. Jordan: Thank you for the opportunity to submit this proposal to complete final design and construction staking services for the Hamburg Avenue Improvement Project – City Project No. 19-05. This project will urbanize and expand the existing roadway to function as a minor collector road in accordance with the City’s comprehensive plan. The improvements will also provide utility access to existing homes and provide treatment for stormwater surface water runoff. Under a prior agreement, Bolton & Menk performed preliminary design of the corridor and assembled a Feasibility Report for consideration by the City Council. The Feasibility Report was received and approved on October 15, 2018. As such, City staff has requested this proposal for final design and construction services to take the project through construction. Based on our discussions with City staff, we have assembled a work plan that will include final design to State-Aid standards, stakeholder coordination, permitting, bidding, materials testing, and construction services. Our work plan also includes time to update the assessment roll with as-bid construction cost estimates. We will support the City’s efforts in property owner communication and engagement through the final design phase of the project. We believe you will find outstanding value in our approach to the Hamburg Avenue Improvement Project for the following reasons: Project Familiarity The Project Team we have assembled is very familiar with collector roadway and utility improvement projects. We understand the complexities and intricacies of designing a project that will be constructible, cost-effective, and with the least impacts to property owners and the traveling public. Additionally, our team performed the preliminary design and feasibility report for this project; our thorough understanding of the project will improve efficiencies during final design and ultimately save on project professional services fees. Streamlined Workflow We have worked through the project process with the City on the Kenyon Avenue reconstruction project. Our complete understanding of the proposed project process will allow us to complete the project efficiently, while minimizing the time you and your staff have to dedicate to the project, so time can be spent on other important items and activities within your department. A Consultant Who Listens Our focus on listening to understand and then responding keeps your needs front and center. We understand the City has various priorities for this project including pavement rehabilitation, stormwater treatment, utility extensions, and construction staging/coordination. Our team will provide sound recommendations to create long-lasting and maintainable infrastructure. Submitted by Bolton & Menk, Inc. Hamburg Avenue Improvements | City of Lakeville 2 Project Schedule We are committed to following a Project Schedule that meets and exceeds the City’s expectations. Through conversations with City staff, we understand the Project Schedule will need to follow standard Minnesota Statute Chapter 429 rules and will be approximately as follows: Public Hearing for Improvements November 19, 2018 Order Improvements, Authorize Preparation of Plans and Specifications November 19, 2018 Contract Authorization November 19, 2018 Approve Plans and Specifications, Authorize Ad for Bid, Set Bid Date January 21, 2019 Bid Opening February 27, 2019 Begin Construction May 2019 Substantial Completion Fall 2019 Thank you, again, for inviting Bolton & Menk to offer you this proposal, as well as your continued consideration of our services to the City of Lakeville. We look forward to working with you and the City on this project. If you have any questions regarding our proposal, please do not hesitate to call us. Sincerely, Bolton & Menk, Inc. Eric Seaburg, P.E. Project Manager Brian Hilgardner, P.E. Principal Douglas P. Anderson Mayor, City of Lakeville Charlene Friedges City Clerk, City of Lakeville Submitted by Bolton & Menk, Inc. Hamburg Avenue Improvements | City of Lakeville 3 DETAILED WORK PLAN The City of Lakeville can be assured the Bolton & Menk team will provide outstanding technical deliverables, exceptional leadership in public and stakeholder involvement, and superior project management in a timely and cost-effective manner. The detailed work plan below is outlined by tasks addressing all elements of the Hamburg Avenue Improvement Project. Task 1: Design Subtask 1.1 Final Design Objective: Complete final design Description: Final plans and specifications will be prepared in coordination with city staff. Major design components will include the following: • Roadway alignment and width • Profiles and intersection layout with curb and gutter elevations • Cross-sections at 50-foot intervals, driveways, and critical design locations • Existing location and elevations of all existing utilities • Storm sewer analysis; this includes discussions with governing agencies and city staff on the proper stormwater management plan for the developed area • Integration of Dakota County’s 10-step utility coordination process into project design to identify necessary replacement and/or relocation of private utilities (including electric, gas, telephone, cable TV, etc.) • Work with public works staff to review sanitary sewer for locations of replacements, repairs, or lining • Work with public works staff to review the condition of the existing watermain and propose improvements as necessary • Preparation of the Stormwater Pollution Prevention Plan (SWPPP), including plan sheets and specifications • Preparation of statement of estimated quantities including street, utilities, and miscellaneous construction items, all consistent with the city’s Standard Specifications, specifically the city’s method of measurement and payment Deliverables: Final Plans and Specifications Subtask 1.2 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 1.3 Contract Documents Objective: Prepare contract documents based on city standards Description: Bolton & Menk will work with city staff to prepare the overall contract documents for bidding and construction purposes and will include: • Plans • Standard city specifications • Standard city details • Special provisions for street and utility construction • Bidding schedule Deliverables: Hard copy and electronic copy of final plans and specifications Subtask 1.4 Plan Review Objective: Submit plans to City and State-Aid for review. Description: Work with city staff to submit multiple copies of plans and specifications for final city staff approval. Deliverables: Preliminary and final plans at 60%, 90%, and 100% complete stages; statement of estimated quantities; and meeting notes from all design review with city staff Subtask 1.5 Permit Applications Objective: Obtain approval on all required permits Description: We will prepare permit applications, secure city signature, and submit to governing agencies. Permit fees will be paid for by the city. Deliverables: Copies of all submitted permits, including cover letters Submitted by Bolton & Menk, Inc. Hamburg Avenue Improvements | City of Lakeville 4 Subtask 1.6 Opinion of Probable Construction Costs Objective: Prepare opinion of probable construction cost. Description: Using 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 of opinion of probable cost Task 2: Stormwater BMP Subtask 2.1 Topographic Survey Objective: Develop an existing conditions model for use in final design and construction plan development. Description: Gather pertinent information of the existing conditions at the proposed basin location. Deliverables: Topographic survey information and a digital copy of the base map. Subtask 2.2 Easement Acquisition Objective: Develop a parcel sketch and legal description for City’s use in easement acquisition. Description: Based on final design of the stormwater BMP, develop a parcel sketch and legal description that the City will use during easement acquisition. Deliverables: Parcel sketch and legal description. Subtask 2.3 Final Design Objective: Achieve 100% design of the stormwater BMP. Description: Balance the environmental benefit, site conditions, overall footprint, and cost to maximize the efficiency of the proposed stormwater BMP. Deliverables: Final stormwater BMP plans, specifications, and hydrology report Subtask 2.4 Multi-Agency Coordination and Permitting Objective: Coordinate improvements with Vermillion River Joint Powers Organization (VRJPO), DNR and FEMA. Description: Engage VRJPO stakeholders. Identify impacts to floodway and prepare appropriate permitting documentation for review and approval. Deliverables: Copies of all submitted documentation and correspondence. Prepare no-rise certification for approval. Subtask 2.5 Geotechnical Review and Coordination Objective: Incorporate findings of geotechnical investigation into design. Description: Based on the results of soil borings at the proposed BMP site, alter or modify design as required to best-utilize in-place soils. Deliverables: Not applicable Subtask 2.6 State-Aid Hydraulic Documentation and Submittal Objective: Deliver required State-Aid hydraulic documentation for approval. Description: Upon completion of final hydraulic design, submit a letter with hydraulic modeling calculations to the State-Aid design office for review and approval. Deliverables: Not applicable. Task 3: Bidding Administration Subtask 3.1 Advertisement for Bids Objective: Advertisement for bids. Description: Prepare the Ad for Bid for posting in official City newspaper and QuestCDN. Deliverables: Not applicable Subtask 3.2 Plan Distribution Objective: Distribute plans to potential bidders. Description: Bolton & Menk will host a QuestCDN site where electronic copies of bid documents will be kept. We will also provide the City with hard copies of bid documents for issuance by City staff. Deliverables: Electronic and paper copies of plans and specifications. Submitted by Bolton & Menk, Inc. Hamburg Avenue Improvements | City of Lakeville 5 Subtask 3.3 Bidding Questions Objective: Answer all bidders’ questions. Description: We will answer all written and verbal questions from potential bidders. Deliverables: Not applicable Subtask 3.4 Addenda Objective: Prepare addenda. Description: Prepare addenda for distribution. Deliverables: Electronic and hard copy of addenda Subtask 3.5 Bid Opening and Tabulation Objective: Assist the city with bid opening. Description: We will attend the bid opening and assist the City with the tabulation of bids and any cost breakdowns as required. We will also update the Assessment Roll Deliverables: Bid abstract Subtask 3.6 Award Recommendation Objective: Award contract to contractor. Description: We will prepare the letter of award recommendation. Deliverables: Letter of Award Task 4: Meetings/Stakeholder Coordination Subtask 4.1 Project Progress Meetings Objective: Meet with city staff monthly or necessary to discuss project progress. Description: Meetings will be held to discuss key issues, finalize scope, and achieve final design. Deliverables: Meeting agendas and meeting minutes Subtask 4.2 County and Developer Design Coordination Objective: Coordinate with necessary stakeholders. Description: Share design files and coordinate construction details with the Dakota County 202nd Street Project and Aspen Grove development project. Deliverables: Meeting agendas and meeting minutes Subtask 4.3 Public Informational Meeting (1) Objective: Engage the public and provide a forum for valuable project discussion. Description: We will work with city staff to hold a public informational meeting Deliverables: Copies of meeting notes and any necessary project analysis Task 5: Construction Services Subtask 5.1 Construction Staking Objective: Complete necessary construction staking. Description: Survey crews will complete construction staking on the following features: • Construction limits • Grading • City utilities • Concrete curb and gutter • Signage • Miscellaneous infrastructure features Deliverables: Construction stakes and documentation of all survey points installed Subtask 5.2 Record Drawings Objective: Final record drawings. Description: We will survey the final improvements and prepare record drawings in electronic format. All final project documents will be conveyed to the city including survey points in a form compatible with AutoCad Civil3D. Deliverables: Electronic and paper drawings Task 6: Geotechnical Services Subtask 6.1 Geotechnical Exploration Objective: Take three soil borings at the proposed stormwater BMP and take four aggregate samples from road base. Description: Identify the soil characteristics at the location of the proposed stromwater BMP. Also, road base samples (recycled concrete) will be collected and tested and recommendation of reclamation suitability will be provided. Deliverables: Amendment to Geotechnical Report. Submitted by Bolton & Menk, Inc. Hamburg Avenue Improvements | City of Lakeville 6 Subtask 6.2 Construction Materials Testing Objective: Provide construction materials testing in accordance with City and State-Aid standards. Description: Braun Intertec will provide materials testing as requested by City staff. Deliverables: Materials testing reports Client: City of Lakeville Project: Hamburg Avenue Improvements Project ManagerPrincipal-in-ChargeDesign EngineerWater Resources EngineerProject SurveyorCAD/GIS/Survey TechnicianSurvey CrewClericalTotal Hours Total Cost 1.0 Design 158 20 536 20 0 0 0 20 754 $94,530 2.0 Stormwater BMP 0 0 0 138 9.5 10 23 0 180.5 $23,147 3.0 Bidding Administration 14 1 12 0 0 0 0 0 27 $3,630 4.0 Stakeholder Coordination 18 4 18 0 0 0 0 2 42 $5,564 TOTAL HOURS 190 25 566 158 9.5 10 23 22 1004 AVERAGE HOURLY RATE $145.00 $160.00 $120.00 $128.00 $145.00 $100.00 $135.00 $77.00 SUBTOTAL $27,550 $4,000 $67,920 $20,224 $1,378 $1,000 $3,105 $1,694 $126,871 5.0 Construction Services 2 0 10 0 16 15 172 0 215 $28,530 6.0 Geotechnical Services $30,021 TOTAL HOURS 2 0 10 0 16 15 172 0 215 AVERAGE HOURLY RATE $145.00 $160.00 $120.00 $128.00 $145.00 $100.00 $135.00 $77.00 SUBTOTAL $290 $0 $1,200 $0 $2,320 $1,500 $23,220 $0 $58,551 TOTAL FEE *Our rates include labor, general business, and other normal and customary expenses associated with operating a professional business. The rates 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. $185,422 FEE ESTIMATE SUMMARY WORK TASK DESCRIPTION BOLTON & MENK, INC. See Breakdown Hamburg Avenue Improvements City of Lakeville, Minnesota Page 1 of 2 Client: City of Lakeville Project: Hamburg Avenue Improvements Project ManagerPrincipal-in-ChargeDesign EngineerWater Resources EngineerProject SurveyorCAD/GIS/Survey TechnicianSurvey CrewClericalTotals 1.0 Design 1.1 Final Design 80 20 460 20 580 1.2 Private Utility Coordination 16 10 26 1.3 Contract Documents 40 20 60 1.4 Plan Review and Approval 8 40 48 1.5 Permit Applications 10 10 1.6 Opinion of Probable Construction Costs 14 16 30 SUBTOTAL HOURS - TASK 3 158 20 536 20 0 0 0 20 754 2.0 Stormwater BMP 2.1 Topo Survey 5.5 8 23 36.5 2.2 Easement Acquisition 4 2 6 2.3 Final Design 80 80 2.4 Multi-Agency Coordination and Permitting (DNR/FEMA) 30 30 2.5 Geotechnical Review and Coordination 4 4 2.6 State-Aid Hydraulic Documentation and Submittal 24 24 SUBTOTAL HOURS - TASK 3 0 0 0 138 9.5 10 23 0 180.5 3.0 Bidding Administration 4.1 Advertisement for Bids 2 2 4.2 Plan Distribution 2 2 4.3 Bidding Questions 8 8 4.4 Bid Opening and Tabulation 4 4 8 4.5 Award Recommendation 2 1 4 7 SUBTOTAL HOURS - TASK 4 14 1 12 0 0 0 0 0 27 4.0 Stakeholder Coordination 4.1 Monthly Progress Meetings 8 4 4.2 County and Developer Design Coordination 8 16 4.3 Public Informational Meeting (1)2 2 2 SUBTOTAL HOURS - TASK 5 18 4 18 0 0 0 0 2 42 5.0 Construction Services 5.1 Construction Staking 13 12 152 5.2 Record Drawings 2 10 3 3 20 SUBTOTAL HOURS - TASK 6 2 0 10 0 16 15 172 0 215 6.0 Geotechnical Services 6.1 Geotechnical Exploration 6.2 Construction Materials Testing SUBTOTAL HOURS - TASK 7 0 0 0 0 0 0 0 0 0 Total Project Hours 192 25 576 158 26 25 195 22 1219 Lump Sum: $5,375 Estimated: $24,646 DETAILED FEE ESTIMATE WORK TASK DESCRIPTION Bolton & Menk, Inc. 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