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HomeMy WebLinkAboutItem 06.n Date: January 19, 2021 Item No. PROPOSAL FROM STANTEC FOR PROFESSIONAL SERVICES FOR 165th STREET WATERSHED DRAINAGE SYSTEM IMPROVEMENTS Proposed Action Staff recommends adoption of the following motion: Move to accept Stantec proposal for professional services for the 165th Street Watershed Drainage System Improvements, City Project 20-45. Overview The Lakeville 5-year Capital Improvement Plan (2021-2025) programs drainage system improvements to the 165th Street watershed. The project is intended to address localized flooding and stormwater infrastructure capacity issues. Proposed improvements include expansion of an existing stormwater management basin, installation of a new outlet control structure, and enhancements to facilitate infiltration and improve water quality. The proposed project schedule is a) design in Winter/Spring 2021; and b) construction in Summer/Fall 2021. Stantec’s proposal identifies the scope of services and estimated cost to complete the final design, construction staking and assistance in field construction oversight. Primary Issues to Consider • Proposal is subject to the Master Agreement for Professional Engineering Services between the City and Stantec approved by the City Council on July 18, 2016 • Additional project funding for engineering and construction is provided in the form of a $250,000 grant from the Lower Minnesota River Watershed District and the Minnesota Board of Soil and Water Resources. Supporting Information • Stantec proposal dated January 14, 2021 Financial Impact: $48,900 Budgeted: Y☒ N☐ Source: Stormwater Infra. Fund and Grant Related Documents: Lakeville 5-year Capital Improvement Plan (2021-2025) Envision Lakeville Community Values: Good Value for Public Services Report Completed by: McKenzie Cafferty, Environmental Resources Manager Stantec Consulting Services Inc. 1800 Pioneer Creek Center, Maple Plain, MN 55359 January 14th, 2021 File: B005895-19-020 Attention: Mac Cafferty, Natural Resource Manger City Hall 201995 Holyoke Avenue Lakeville, MN 55044 Dear Mr. Cafferty, Reference: Proposal to Complete Design, Bidding, and Construction Oversight for the 165th Street Water Quality Improvement Project We are pleased to present to you this proposal to assist the City of Lakeville with the next stage of the 165th Street Drainage Improvement Project. We have partnered with the City to complete the initial design evaluation for the project. This proposal describes efforts to complete the design and construction of a portion of the project. Project Understanding In 2020 the City of Lakeville (City) completed an evaluation for several drainage and water quality improvement options for the 165th Street Office Park. Wenck (now part of Stantec) assisted the City with this evaluation. In Fall of 2020, the City submitted an application for grant funding to the Lower Minnesota Watershed District. The City was awarded grant funds to complete one aspect of the project which includes modifications to the stormwater pond adjacent to the Harley Davidson dealership, located south of 165th Street between Kenrick Avenue and Kentucky Avenue. The project will include the multiple components: increase the live storage of the pond through excavation; installation of a new outlet control structure; and adding a sand filter bench for water quality treatment. This project will have the following benefits: adding flood storage volume to the Lee Lake/Crystal Lake watersheds (which generally lack storage volume), improving water quality within the watershed, and reducing nuisance drainage conditions (during larger rain events the public 165th Street sewer backs onto private property at the office park located east of the pond). This proposal provides a scope and budget to complete several tasks including: development of a grant work plan; complete the final design plan set; public bidding process; construction staking and oversight; as-built surveys; and assisting with grant administration. Task 1 – Develop Grant Workplan As part of the process to secure the grant funds, a work plan describing the tasks to be completed needs to be submitted to the Lower Minnesota River Watershed and the Minnesota Board of Soil and Water Resources (BWSR). We will work with the City to develop the work plan which will include a description of the activities to be completed and an estimated project schedule. We will develop the work plan based on examples from other grant projects. We will provide a draft of the plan to the City for review, address one round of comments, and then provide the final submittal to the Watershed and BWSR. Task Estimate: $1,500 January 14, 2021 Mr. Mac Cafferty Page 2 of 5 Reference: 165th Street Water Quality Project Proposal Task 2 – Complete Final Design and Engineering Plan Set The current plans for this project are at the 60% design level. We will prepare a 90% design plan set and provide these plans to the City for review and comment. We will also provide an updated cost estimate. We will coordinate a web-based design review meeting with the City to discuss comments. Based on the design review meeting and comments provided by the City, we will prepare the final engineering plan set for bidding and construction. We estimate that the final plan set will contain multiple sheets including: existing conditions; removals; notes & erosion control; plan view of the pond improvements; plan view of the outlet structure replacement; profile views of the pond improvements and outlet structure, and three detail sheets. Task Estimate: $14,600 Task 3 – Bid Package and Public Bidding Process We will prepare the full Bid Package including the engineering plans for construction, project details, project specifications, and notice to bidders. We will post the Bid Package to Quest to initiate the public bidding process. Our experience with recent City projects indicates that conducting a pre-bid meeting with potential contractors at the project site is beneficial to the overall bidding process. The onsite pre- bid meeting allows contractors to see important components of project access for construction and allows for time to directly answer contractor questions which results in competitive bid prices. We will attend the mandatory pre-bid field meeting with the potential bidders and attend the bid opening with the City. For this task we will plan to complete the bid opening following the online option through Quest to continue to follow COVID safety protocols. Our assumption is this task will be completed in the same manner as the Middle Creek online bid opening in September 2020. We will answer questions from the contractors during the bid period as needed. After the bid opening, we will compile the bid tabulation and will be provide it to the City along with a recommendation for moving forward with contractor selection. Task Estimate: $7,200 Task 4 – Contractor Management We will partner with the City to coordinate the field schedule with the project contractor. We will complete review of material submittals for specific project components in preparation for construction. We will also review the contract items submitted for payment and provide confirmation to the City on the completed items to authorize payment. Task Estimate: $4,500 Task 5 – Construction Staking and Field Construction Oversight We will provide field staking, including known utilities to facilitate the construction of the project. We will stake the access and staging areas along City property and clearly mark “No Access” areas identified by the City to the contractor. We will also provide stakes showing the locations of specific design features and elevations that need to be called out for the project. After the initial staking of work limits and design practices the contractor will be responsible for maintaining/replacing damaged or lost stakes. We have worked directly with City staff to conduct construction inspections site visits for similar stormwater projects. Based on the scale of the 165th Street project, we anticipate construction will take three to four weeks. We will lead an initial pre-construction kickoff meeting with the City and selected contractor. We will complete up to ten site visits in coordination with City staff during construction to ensure key design components are properly installed and connected to existing City infrastructure. We will January 14, 2021 Mr. Mac Cafferty Page 3 of 5 Reference: 165th Street Water Quality Project Proposal coordinate directly with City staff during construction and provide verbal field updates to City each day our field staff are onsite at the project. During the last week of project construction, we will develop a punch list of final project items that need to be addressed before construction can be certified as complete. We will review the punch list with the City and the construction contractor to ensure the project design and specifications have been met. Task Estimate: $16,000 Task 6 – Final Project Review and As-Built Surveys We will review the final contract submittals for the project from the construction contractor and provide a recommendation to the City on the final project status. The final payment application will be reviewed and provided to the City for their records and processing. Additionally, we will collect survey information on the installed elevation of various project features during construction of the project. We will use the survey data collected during construction to create a final as-built plan sheet that will be provided to the City in PDF and GIS format (shapefiles or geodatabases) for inclusion within their GIS database. Task Estimate: $2,500. Task 7 – Public Outreach There will be interest in the drainage improvement projects associated with the 165th Street office park, including this pond improvement project. The City will want to provide some information to residents and businesses in the area. Under this task we will assist the City with preparation of a one-page project summary to distribute and participate in one public informational meeting. Task Estimate: $1,400. Task 8 – Grant Assistance During the project there will be requirements to provide updates to the Lower Minnesota River Watershed and BWSR on the progress of the project under the grant. Additionally, some progress submittals are required. Our team has experience with grant reporting requirements. We will provide data and assistance to the City to submit interim project progress updates as part of the grant, which are usually required two times per year. Task Estimate: $1,200. Project Schedule and Cost We will begin working on the project immediately upon receipt of authorization from the City. Assuming that this proposal is approved at the Lakeville City Council meeting on Tuesday January 19th, we will begin completing Task 1 with a goal to have the work plan complete by the end of January. The bulk of the work for the project cannot begin until the grant funds are released to the City. It is estimated that the grant funds will be available to begin Tasks 2 through 7 sometime in late March to early April. Our goal will be to begin Task 2 design in April and have it completed by June 1st. This would allow bidding of the project in early summer, which should in turn allow for a wide construction window from late summer through the fall. We will work with the City to adjust the project schedule as needed to ensure the City goals for completion of this project are met. January 14, 2021 Mr. Mac Cafferty Page 4 of 5 Reference: 165th Street Water Quality Project Proposal We will complete the tasks described in this proposal for a total not to exceed cost of $48,900. Efforts will be billed following our time and materials rates. This project will be completed following the terms and conditions of the agreement between Stantec and the City of Lakeville. If out of scope tasks are identified or requested, we will provide an estimate to the City for completing additional tasks before proceeding. As your trusted and experienced partner, we understand the City of Lakeville's needs and will work closely with your staff from start to finish, maintaining open communication, and consistent responsiveness. To streamline the process and maintain consistency, we have assigned staff to this project that have experience working on City of Lakeville projects. Thank you for this opportunity to provide this proposal – we look forward to working with you. Regards, Stantec Consulting Services Inc. Jeff Madejczyk Project Manager 763-479-4263 jmadejczyk@wenck.com Daniel Elemes, PE Project Engineer 651-395-5225 delemes@wenck.com January 14, 2021 Mr. Mac Cafferty Page 5 of 5 Reference: 165th Street Water Quality Project Proposal By signing this proposal, the City of Lakeville authorizes Stantec to proceed with the services herein described and the Client acknowledges that it has read and agrees to be bound by the attached Professional Services Terms and Conditions. This proposal is accepted and agreed on the ____ day of January 2021 Per: City of Lakeville Print Name & Title Signature