HomeMy WebLinkAboutItem 06.k
Date: Item No.
ACCEPT PROFESSIONAL SERVICE PROPOSAL FROM SEH, INC.
FOR THE WELL#4 RAW WATERMAIN REPLACEMENT PROJECT
Proposed Action
Staff recommends adoption of the following motion: Move to accept professional services
proposal from SEH, Inc. for well # 4 raw watermain replacement, City project No. 21-08
Overview
Well # 4 is located next to 167th Street on the north side of Bunker Hill Park. The raw watermain
from the well runs though the park to the southeast side of the park. The raw water main over
the years has had several breaks and is no longer reliable. The plan is to directional drill a new
pipe next to the old pipe and abandon the old pipe in place. This is the least disruptive
construction method to the park area.
Scope of the consultant work includes surveying, preliminary and final design, bidding services
and as-built drawings. City staff will complete construction observation and administration.
Staff received two proposals from consultants for the work as follows:
SEH, Inc. $32,042.00
Bolten & Menk, Inc. $55,055.00
The preliminary schedule for the project is to complete the design in January, bid the project in
February and have the construction completed in July. Staff is coordinating the work with the
Parks department.
Primary Issues to Consider
• Is the replacement of the raw watermain necessary at this time? The raw watermain for Well
#4 has had many watermain breaks over the past several years. The raw watermain is not
reliable and staff is reluctant to turn on Well #4 for fear the raw watermain may break again.
Supporting Information
• SEH, Inc. proposal
• Project location map
Financial Impact: $ Budgeted: Y☒ N☐ Source:
Related Documents: (CIP, ERP, etc.):
Envision Lakeville Community Values: Good Value for Public Services
Report Completed by: Paul Oehme, Public Works Director
December 21, 2020
$32,042.00 Water Operations Fund, 7612.6295
CIP
Short Elliott Hendrickson Inc. | 3535 Vadnais Center Drive | S aint Paul MN 55110-5196
SEH is an equal opportunity employer | www.sehinc.com | 651.490.2000 | 800.325.2055 | 651.490.2150 fax
December 9, 2020 RE: Proposal for Professional Engineering
Services for Well #4 Raw Watermain
Replacement
City of Lakeville, Minnesota
City Project No. 21-08
SEH No. LAKEV P-158288
Mr. Paul Oehme, Public Works Director
City of Lakeville
20195 Holyoke Avenue
Lakeville, MN 55044
Dear Paul:
The City of Lakeville is proposing to replace a portion of a failing raw water pipeline critical to its
public water system. This letter outlines the scope of services necessary to provide professional
engineering services for the design of a new raw water main between existing wells #2 and #4.
All provisions of the existing Master Agreement for Professional Engineering Services between
the City of Lakeville, MN (Owner), and Short Elliott Hendrickson (SEH) and the contents of the
professional services described herein shall form the full agreement for this proposed project.
The proposed scope of services includes the following tasks:
A. PROJECT DESCRIPTION
This Project involves construction of a new raw water main between existing well #4 and well
#2 for the City of Lakeville.
Facilities to be designed by SEH for this project include:
1. Design of approximately 1300’ of trenchless water main installation to replace an existing
deteriorating raw water main.
2. A removal plan and abandonment of existing raw water main.
3. Site grading, seeding and restoration for disturbed areas.
B. SCOPE OF SERVICES
The scope of work for this Project has been broken down into three (3) primary phases,
identified as follows:
Phase Description
1 Preliminary Design
2 Final Design and Bidding Services
3 Construction Administration & Observation
SEH agrees to provide the following Services under this Agreement:
Mr. Paul Oehme
December 9, 2020
Page 2
Phase 1 Preliminary Design
During this phase of the Project, the following services will be performed:
Concept Design
1. Perform a field survey to verify the existing topographic information and prepare a base
map drawing of the proposed water main location and existing well houses.
2. Perform a utility GSOC locate request for miscellaneous utility mapping.
3. Analyze city provided soil borings and report. Provide geotechnical engineering services
and recommendations for utility installation.
4. Prepare preliminary site utility plan showing water main alignment and profile.
5. Provide preliminary estimate of Probable Cost.
Phase 2 Design Services
1. Prepare permit applications for water main construction.
2. Prepare erosion and sediment control permit for the project.
3. Prepare design contract drawings and specifications.
4. Review drawings for compliance with geotechnical recommendations
5. Prepare a final estimate of probable Project costs for the proposed improvements after a
final design is completed.
6. Submit copies of documents to the Owner for review and approval at milestones noted
below.
7. Attend up to four project meetings (held virtually) through duration of Phase 2: Design
initiation, 60 percent review, 90 percent review, City Council plan review and approval.
8. Address comments from up to two reviews (60 percent review and 90 percent review) by
City staff.
9. Submit the plans and specifications to Minnesota Department of Health (MDH) for review
and approval and respond to MDH comments. MDH review fee is not included in SEH
proposal.
10. Submit the plans and specifications to Department of Natural Resources (DNR) for
review and approval of utility crossing license and respond to DNR comments. DNR
license fee is not included in SEH proposal.
11. Bidding & Award
a) Prepare bid proposal and contract forms
b) Issue bid advertisement
c) Reproduce project bid documents and distribute to interested contractors
d) Respond to questions from prospective bidders
e) Issue necessary addenda to Project Bid Documents
f) Attend bid opening to receive bids
g) Analyze bids, prepare bid tabulation, and prepare bid summary letter to City Staff
Mr. Paul Oehme
December 9, 2020
Page 3
Phase 3 Construction Administration and Engineering Support
For this project, it is understood that the City of Lakeville staff will provide most of the
construction administration (CA) and construction observation (CO) efforts. To assist with
this endeavor, SEH proposes to provide the following CA/CO services:
1. Assist Owner in preparing contract documents for review and execution by Owner and
contractor.
2. Assist Owner in conducting pre-construction conference with representatives of the
Owner, contractor, SEH, and affected agencies and utilities.
3. Review shop drawings and technical submittals required of the contractor by the
Contract Documents.
4. Provide construction staking as follows:
a. One survey baseline and benchmark for contractor reference.
b. Alignment and grade staking for water main.
5. Respond to questions from City staff and provide interpretation of the construction
contract documents as requested.
6. Where applicable, witness field-testing or provide site observation of the facilities
furnished under the construction contract to help assure conformance with the Contract
Documents. Assumed not to exceed 8 hours of field time to assist and support City staff.
7. Prepare contract change orders for Owner execution and perform other construction
administration during Project.
8. Revise the original drawings upon completion of the Project in accordance with the
construction observation records of the contractors and supply the Owner with three
copies of the revised drawings.
C. PROJECT STAFF
For this project, the complete SEH project team will number close to 10 individuals. Several
of the key members of the team you have worked with on past projects with the City.
Justin Bergerson will serve as project manager and lead engineer for this project and will be
responsible for coordinating the work and the work schedule with all team members.
Chad Setterholm will serve as the senior project engineer for the civil construction elements
and expertise in directional drilling.
Luke Thompson will serve as SEH’s geotechnical expert, performing the soils analysis and
recommendations based off city provided geotechnical report.
Miles Jensen serves as SEH client service manager to Lakeville and will be responsible for
quality assurance and design oversight on this project.
Mr. Paul Oehme
December 9, 2020
Page 4
D. SCHEDULE
We will begin work promptly after receipt of your authorization. We expect the schedule to
proceed with the following estimated milestones:
1. Preliminary design: completed Jan. 8, 2021.
2. Final design: completed Jan. 22 2021.
3. Bidding and Award: Feb. 1, 2021 to Feb. 22, 2021.
4. Construction:
a. Begin: Spring 2021
b. Project Close-Out: July 30, 2021.
E. COMPENSATION
We propose to complete the outlined Professional Services as listed below, a task-hour
budget summary is attached for your reference as supporting documents:
Phase 1 & 2 Engineering Fees: We propose to complete the outlined Phase 1&2 efforts on an
hourly basis in accordance with our current-year standard billing rate schedule. Phase 1-
Preliminary Design and Phase 2 – Final Design and Bidding Assistance efforts for a Not-to-
Exceed fee of $23,635, which includes reimbursable expenses. We understand the sum of these
amounts to be a Not-to-Exceed value that cannot increase without further authorization from you .
Total Fee for Phase 1 & 2: $23,635.
Phase 3 Construction Administration & Observation Engineering Fees: Compensation for
this Phase is also proposed on an hourly basis in accordance with our current-year standard
billing rate schedule. In the Task, Hour and Fee (THF) schedule attached, we have estimated
hours associated with various efforts that the City may ask SEH to undertake. Upon review of this
THF schedule, we would ask the City to let us know if the hours and tasks fairly represent the
City’s estimation of SEH participation. If the City wishes modification, SEH will be happy to adjust
the THF schedule to match the City’s anticipated Phase 3 costs and participation by SEH. Please
note that there can be significant factors outside our control that we have tried to not
overestimate, such as:
1. Extent of on-site presence desired by the City
2. The contractor’s responsiveness and competency.
3. Weather conditions and schedule adherence.
In general, and as currently estimated, we propose to complete the outlined Phase 3 efforts on an
hourly basis in accordance with our current-year standard billing rate schedule. Assuming a 2-
month construction period, and a 1-month project closeout, we estimate labor costs at $7,887 for
contract administration assistance, construction staking, construction engineering periodic
construction observation, record drawings, plus Reimbursable Expenses. Reimbursable
expenses are estimated at no more than $520 for the entire construction phase. We understand
the sum of these amounts to be a Not-to-Exceed value that cannot increase without further
authorization from you.
Total Not-to-Exceed Fee for the Phase 3 Engineering efforts: $8,407.
Mr. Paul Oehme
December 9, 2020
Page 5
SUMMARY
This letter and the existing Master Agreement for Professional Engineering Services between the
City of Lakeville, MN represent the entire understanding between the Owner and SEH in respect
of the Project. This agreement may only be modified in writing and if signed by both parties. If this
letter satisfactorily sets forth your understanding of our agreement, please sign the enclosed copy
of this letter in the space provided below and return one copy to us.
If you have any questions or would like to discuss this proposal in greater detail, please contact
me at your convenience at 651.775.5031. We look forward to working with you.
Sincerely,
Justin R. Bergerson, PE (MN)
Project Manager
Miles B. Jensen, PE
(AZ, CO, IA, IL, IN, MD, MI, MN, ND, NE, NM, OH, SD, VA, WI)
Principal/Client Service Manager
Accepted by:
City of Lakeville, Minnesota
By: By:
Date: Date:
Well #4 Raw Watermain Replacement
Raw Watermain to
be replaced