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HomeMy WebLinkAboutItem 06.g Date: August 19, 2019 Item No. ACCEPT PROPOSAL FROM BOLTON & MENK FOR PROFESSIONAL SERVICES FOR CSAH 46 TRAIL (SOUTH SIDE) IMPROVEMENTS Proposed Action Staff recommends adoption of the following motion: Move to accept proposal for professional services from Bolton & Menk for CSAH 46 Trail (south side) Improvements. Overview The draft 2020-2024 Capital Improvement Plan programs the construction of a pedestrian trail along the south side of County State Aid Highway (CSAH) 46 (160th Street) from Pilot Knob Road (CSAH 31) to Diamond Path (Future CSAH 33) in 2020. The estimated project cost is $300,000. The proposed trail would provide a connection to the existing sidewalk and trail network within Spirit of Brandtjen Farms, the North Creek Greenway Trail Corridor and the existing 160th Street and Pilot Knob Road trail system. Proposed financing for the trail improvements includes the Escrow Fund and Park Dedication Fund. Bolton & Menk’s proposal identifies the scope of services and estimated cost to prepare the final design and associated construction services. Primary Issues to Consider • 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 August 12, 2019. Financial Impact: $57,813 Budgeted: Y☒ N☐ Source: Multiple Sources Related Documents: Draft 2020 – 2024 Capital Improvement Plan Envision Lakeville Community Values: Design that Connects the Community Report Completed by: Alex Jordan, Assistant City Engineer Submitted by Bolton & Menk, Inc. CSAH 46 Trail Improvements | City of Lakeville 1 August 12, 2019 Mr. Alex Jordan, PE Assistant City Engineer City of Lakeville 20195 Holyoke Avenue Lakeville, MN 55044 Re: Proposal for Professional Engineering Services CSAH 46 Trail – Final Design & Construction Services City Project No. 20-11 Dear Mr. Jordan: Thank you for the opportunity to submit this proposal to complete final design and construction services for the CSAH 46 Trail Improvements – City Project No. 20-11. This project will complete the trail network along the south side of CSAH 46 from Pilot Knob Road to Diamond Path in accordance with the City’s 2040 Comprehensive Transportation Plan. The improvements are being completed in coordination with the adjacent Spirit of Brandtjen Farm additions. Based on our discussions with City staff, we have assembled a work plan that will include final design to City and Dakota County standards, stakeholder and private utility coordination, permitting, bidding, and construction services. 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 CSAH 46 Trail Project for the following reasons: Design Experience Our staff at Bolton & Menk has a strong and extensive background designing trail systems for both municipal and county clients. Our knowledge with trail design will allow us to get the project designed and bid efficiently and within the City’s schedule and budget. The design experience that we bring to this project will ultimately reduce the number of hours that City staff will need to spend reviewing and managing the project, allowing staff to focus on other important needs within the City. Streamlined Workflow We have recently worked through the project delivery process with City staff on the Kenyon Avenue and Hamburg Avenue reconstruction projects. Our complete understanding of the project delivery process will allow us to complete the project efficiently. We also have a strong understanding of the design specifications and plan standards that are important to City staff, both during design and during construction. A Consultant Who Listens Our focus on listening to understand and then responding keeps your needs front and center. We take pride in understanding the City’s goals and objectives for the project and then we keep them at the forefront during project delivery. Our staff wil l recommend various design and project alternatives for City staff to consider in order to achieve a timely and cost-effective project. Submitted by Bolton & Menk, Inc. CSAH 46 Trail 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 be approximately as follows: Contract Authorization August 19, 2019 Approve Plans and Specifications, Authorize Ad for Bid, Set Bid Date January 2020 Bid Opening February 2019 Award of Construction Contract March 2020 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. CSAH 46 Trail 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 CSAH 46 Trail Improvements Project. Task 1: Project Management Subtask 1.1 PMT Call Preparation Objective: Prepare for PMT Call Description: We will prepare a meeting agenda, necessary figures, and establish a conference call line for the PMT conference calls. Deliverables: Meeting agendas, figures, and call-in numbers. Subtask 1.2 PMT Conference Call Objective: Participate in a PMT conference call Description: We will participate in and/or lead the bi- weekly conference call discussions. These calls will include all necessary City decision makers. Deliverables: Not Applicable Subtask 1.3 PMT Conference Call Minutes Objective: Provide written documentation of design decisions. Description: Bolton & Menk will provide and distribute conference call minutes that will include any pertinent design discussion that occurred during the call. Deliverables: PMT Conference Call Minutes Task 2: Topographic Survey Objective: Create a base map identifying above and below ground existing features in electronic format. This base map will be used as the basis and background for final design. Description: We will gather pertinent field information on city infrastructure, adjacent buildings, right-of-way, contours, and private 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. 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. Task 3: Utility Identification and Coordination Subtask 3.1 Utility Coordination Meeting Objective: Prepare for and attend one utility coordination meeting. Description: We will identify all utility owners within the project limits and distribute invitations to a utility coordination meeting. We will also prepare an agenda, necessary figures, and meeting minutes with action items. Deliverables: List of utility owners, meeting materials, and meeting minutes. Subtask 3.2 Private Utility Conflict Tabulation Objective: Tabulate private utility conflicts Description: The trail improvement will significant change the existing grades, and as a result, existing private utilities will be negatively affected. We will tabulate each of the utility conflicts so that the project team can work effectively with the utility owners to address each conflict and keep the project on schedule. Deliverables: Private utility conflict tabulation. Subtask 3.3 Gas Main in Cross Section View Objective: Provide a preliminary set of cross sections that includes the gas main. Description: City staff has indicated that the existing gas main will almost certainly be in conflict with the proposed grade changes. As such, we will incorporate the gas main into the cross sections in order to identify the extent of relocation efforts, possible design modifications to limit gas main impacts, and areas to relocate the gas main. Deliverables: Cross sections that include the gas main. Submitted by Bolton & Menk, Inc. CSAH 46 Trail Improvements | City of Lakeville 4 Task 4: Drainage Analysis Objective: Review the project design to ensure proper surface drainage is maintained. Description: We will review the project design to ensure all surface drainage is managed and conveyed to appropriate structures. If necessary, we will add storm sewer structures and pipe to address low areas that do not drain naturally. Our work plan does not include time to incorporate stormwater management for the new impervious area. Deliverable: Storm sewer improvements, if necessary. Task 5: Final Design Subtask 5.1 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: • Title Sheet • General Layout & Index • Existing and Proposed Typical Sections • SEQ • Quantity Tabulations • Existing Conditions – Topography and Utilities • Utility Relocation and Tabulation • Removals • Construction Plans and Profiles • Erosion Control / SWPPP • Traffic Control Plan • Lighting Plans • Cross Sections at 25’ intervals Deliverables: Final Design Plans Subtask 5.2 Prepare 30% and 95% Plan Submittals Objective: Prepare and submit preliminary plans for review. Description: Assemble draft plans for City and County review at 30% and 95% plan stages. Each submittal will include a Preliminary Engineer’s Estimate. Deliverables: Draft plans. Subtask 5.3 Project Manual 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 5.4 Bidding Support Objective: Assist City staff during bidding. Description: We will host the project on QuestCDN, answer bidders’ questions, issue addenda as necessary, attend the bid opening, and tabulate the bids. Deliverables: Bid tabulation Task 6: Permits and Approvals 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 Task 7: Construction Services Subtask 7.1 Conformed Plans and Specifications Objective: Issue conformed documents issued for construction. Description: Bolton and Menk staff will update the plans and project manual after bidding to incorporate any addenda and low bid pricing. These documents will be stamped “Issued for Construction” and up to 10 sets will be created for the preconstruction meeting. Deliverables: Conformed Plans and Specifications Submitted by Bolton & Menk, Inc. CSAH 46 Trail Improvements | City of Lakeville 5 Subtask 7.2 Construction Engineering Support Objective: Provide technical engineering assistance to the project inspection team as necessary. Description: Bolton & Menk staff will attend the pre- construction meeting but will not attend weekly construction meetings unless requested. The preconstruction meeting agenda and minutes will be prepared by City staff. Additionally, this subtask includes time to assist field staff with technical questions relating to the project design on an as-needed basis during construction. Deliverables: Not applicable. Subtask 7.3 Construction Staking Objective: Complete necessary construction staking. Description: Survey crews will complete construction staking on the following features: • Construction / grading limits • Gas main relocation alignment • Trail stakes • Lighting stakes • Additional staking as requested by field staff Deliverables: Construction stakes and documentation of all survey points installed Subtask 7.4 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: Updated construction plans in an As-Built format and final survey points. PROJECT DESIGN Client: City of Lakeville Project: CSAH 46 Trail Improvements Task No. Work Task Description PrincipalProject ManagerDesign EngineerProject SurveyorSurvey TechnicianSurvey CrewTotal Hours Total Cost 1.0 Project Management 0 20 0 0 0 0 20 $3,000 2.0 Topographic Survey 0 0 0 10 9.5 71 90.5 $13,090 3.0 Utility Identification and Coordination 0 5.5 20 0 0 0 25.5 $2,865 4.0 Drainage Analysis 0 4 4 0 0 0 8 $1,008 5.0 Final Design / Specs / Bidding Support 8 76 88 0 0 0 172 $21,744 6.0 Permits and Approvals 0 2 6 0 0 0 8 $912 7.0 Construction Services 0 12 8 5.5 6.5 75 107 $15,194 Total Hours 8 119.5 126 15.5 16 146 431 Average Hourly Rate $171.00 $150.00 $102.00 $156.00 $130.00 $145.00 Subtotal $1,368 $17,925 $12,852 $2,418 $2,080 $21,170 $42,619 Detailed Fee Estimate Total Design Fee (Tasks 1-6) Bolton & Menk, Inc. TOTAL FEE:$57,813 Total Construction Services Fee (Tasks 7)$15,194 CSAH 46 Trail Improvements City of Lakeville, Minnesota Fee Estimate Summary