HomeMy WebLinkAboutItem 06.kAugust 1, 2011
Proposed Action
Staff recommends adoption of the following motion: Move to approve agreement with
WSB & Associates Inc. for engineering services identified as Phase 1 Project
Development Items 1 -5 associated with the Kenrick Trail Project.
Overview
Item No.
AGREEMENT WITH WSB & ASSOCIATES INC. FOR ENGINEERING
SERVICES IDENTIFIED AS PHASE 1 PROJECT DEVELOPMENT
ITEMS 1 -5 ASSOCIATED WITH THE KENRICK TRAIL PROJECT
In 2010, the City of Lakeville was awarded a $1,000,000 TE Grant from the Minnesota
Department of Transportation. The grant was awarded to construct a trail along the east
side of Kenrick Avenue from the Park & Ride south of 185 Street and East of 35W,
south to 205 Street. The grant also provided funding for purchase of land,
conservation easement or trail easement through the Bury bluffs on Lake Marion and
the construction of a Dakota County regional trail. The original grant was awarded for
funding year 2014. A process exists that allows grantees to accelerate funding forward
two years.
Lakeville has provided sufficient funding in the Park Dedication Fund to start the design
and engineering plans required to advance the funding forward to 2012. The attached
WSB agreement proposes to complete the first phase planning and engineering
necessary to forward the project to 2012. If approved by MNDOT, construction and
acquisition activity is eligible to start in 2012. In addition to the grant funds, Dakota
County has scheduled $100,000 to assist the regional trail construction and $300,000-
$400,000 towards the acquisition aspect of the project. Lakeville is required to provide a
20% match of the original $1,000,000 grant which has been planned for in the Park
Dedication Fund.
Primary Issues to Consider
• Congress must authorize federal transportation funding to support this project
• Minnesota DOT must authorize federal funds to construct the trail in 2012
Supporting Information
• ,Cake Marion rea Trail Extension / Right -of Way Agreement, Phase 1
Gerald S. Michaud
Parks & Recreation Director
Financial Impact: $ Budgeted: Source:
Related Documents (CIP, ERP, etc.):
Notes:
WSB
<V • 1 SS OCh urCu, In c.
July 11,2011
Infrastructure ® Engineering ® Planning ® Construction
Mr. Steve Michaud
Parks and Recreation Director
City of Lakeville
20195 Holyoke Avenue
Lakeville, MN 55044
Re: Proposal for Engineering Services
Lake Marion Area Trail Extension / ROW Acquisition
City of Lakeville, MN
Dear Mr. Michaud:
701 Xenia Avenue South
Suite #300
Minneapolis, MN 55416
Tel: 763 541.4800
Fax: 763 541 -1700
We appreciate the opportunity to present this proposal for professional engineering services
relating to the design and construction of the Lake Marion Area Trail Extension and Right -of-
Way Acquisition. The proposed scope of services, estimated cost and schedule presented in the
attached proposal is based on phone conversations with you, City Engineer Keith Nelson, and
our familiarity with the proposed project.
As indicated in our proposal we are available to begin work as soon as authorized by the City,
and anticipate we will complete the Phase 1 — Project Development by November in anticipation
of summer 2012 construction.
If this proposal is acceptable, please execute the signature block below and return as our
authorization to proceed. We are excited to continue our partnership with the City of Lakeville.
Please contact us if you have any questions regarding our proposal.
Sincerely,
WSB & Associates, Inc
Charles Rickart, PE
Principal / Project Engineer
WSB & ASSOCIATES, INC. PROPOSAL FOR:
Lake Marion Area Trail Extension / ROW
Acquisition Design Services
ACCEPTED BY:
City of Lakeville, MN
By
Its
Date
INTRODUCTION
LAKE MARION AREA TRAIL EXTENSION / ROW ACQUISITION
S.P. 188 - 118 -004
DESIGN AND CONSTRUCTION ENGINEERING PROPOSAL
CITY OF LAKEVILLE, MN
The City of Lakeville was successful in securing Federal Transportation Enhancement funding
for the Lake Marion Area Trail Extension and Right of way Acquisition. The funded project
includes:
• Construction of a 8' bituminous trail in the existing roadway right -of -way adjacent to
Kenrick Avenue between 185 Street and 205 Street
• Purchasing approximately 14 acres of park land in the scenic Bury Bluffs area
overlooking Lake Marion
• Construction of a 10' bituminous trail trough the Bury Bluffs area.
The project received $1,040,000 in funding and was programmed in the State Transportation
Improvement Plan for 2014. The City initiated the process and was successful for advance
funding the project to be constructed in 2012. The first step in getting the construction completed
in 2012 is the acquisition of the right -of -way.
In order to receive approval from Mn/DOT to begin the right -of -way acquisition process the
environmental documentation (Project Memorandum), a preliminary design (30% plans) and the
right of way plan needs to be completed. It is also the Cities intention to complete the
construction of the project during the summer of 2012, therefore the Final Design approval will
need to be completed in a timeframe for bidding the project in the spring of 2012.
The following Scope of Work outlines the required tasks to complete each phase:
Phase 1 — Project Development (preliminary design, environmental documents, right -of -way
plan and descriptions), Tasks 2 — 5
Phase 2 — Detail Design / Bidding (final design, cost estimates, permits, approvals, contract
documents and bidding), Tasks 6 — 9
Phase 3 — Construction Administration (observation, documentation, administration, survey),
Task 10
Following the Scope of Work a summary of the Estimated Fee and an anticipated Project
Schedule is included.
Scope of Services Page 1
SCOPE OF WORK
Phase 1— Project Development
Task 1 — Project Management
This task will include the day -to -day management of the project including all correspondence
with City of Lakeville staff, preparation of monthly progress reports, and invoices. In addition,
this task will include meeting with City staff to review the progress of the project and discuss
any issues associated with the project through the design and bidding phases. It is estimated that
six meetings will be held throughout the project.
Hours
Project Principal 12
Project Manager 36
Project Engineer 8
Technician 0
Total Hours 56
Task 2 — Data Collection / Survey / Base Mapping
Available data will be collected from the City and other impacted agencies for both the Kenrick
Avenue trail alignment and the Bury Bluffs trail alignment. WSB will work with the City of
Lakeville and Dakota County in securing the GIS data for these corridors and any topographic
information available. In addition design surveys will be completed for the areas not included as
part of the original Kenrick Avenue Trail Improvements Feasibility Study in 2006. Specifically,
the Bury Bluffs area and the area along Kenrick Avenue south of 195 Street to 205 Street.
The result of this task will be the preparation of a topographic base mapping suitable for
preparation of construction documents and right of way acquisition.
Hours
Project Principal 2
Project Manager 4
Project Engineer 12
Survey Crew 32
Technician 40
Total Hours 90
Task 3 — Preliminary Design (30% Plans)
Preliminary plans will be prepared showing the horizontal and vertical alignment of the trail on
Kenrick Avenue from 185 Street to 205 Street and the trail from Kenrick Avenue through the
Bury Bluffs area to 195 Street along Lake Marion. This will include identification of the
required trail right of way, any temporary construction easements needed through each corridor,
Scope of Services Page 2
drainage and utility impacts and preliminary bridge plans for the Lake Marion Channel Bridge.
The plans will also include preparation of a preliminary profile alignment and identification of
any topographic impacts or required MnDOT State Aid variances or Federal design acceptations.
The preliminary design will provide enough data to complete and submit the project
environmental documentation (Project Memorandum).
Project Principal 8
Project Manager 20
Project Engineer 36
Technician 54
Total Hours 118
Task 4 — Project Environmental Documentation (Project Memorandum)
WSB will prepare a Project Memorandum (PM) as required for the project, in accordance with
the Mn/DOT Highway Project Development Process Manual and current Standards and practices
that will meet the requirements for Federal funding. This document will include review of all
potential environmental impacts / issues including, but not limited to; flood plain, wetland,
endangered species, historical / archeological, noise, air quality, right of way, etc. A preliminary
copy of the PM will be submitted to the City of Lakeville and Mn/DOT State Aid for review,
any comments will be addressed, and a final copy for signature will be prepared and submitted to
Mn/DOT for final approval.
Hours
Project Principal 6
Project Manager 24
Project Engineer 40
Technician 12
Total Hours 82
Task 5 — Right of Way Plan / Descriptions
Hours
As part of the Preliminary Design, Task 3, WSB will identify the right -of way required for the
project. Based on the identified right of way we will prepare parcel sketches for use in preparing
legal descriptions of the trail corridor. These sketches and descriptions will be included in the
PM (Task 4) and be provided to the City and Dakota County for the acquisition purposes. This
task does not include appraisals.
Hours
Project Principal 16
Project Manager 30
Project Engineer 54
Technician 36
Total Hours 136
Scope of Services Page 3
Phase 2 — Detail Design / Bidding
Task 6 — Final Design
WSB will perform design computations, calculate quantities and prepare final design plans. The
final construction plan set will be in conformance with all Mn/DOT State Aid and Federal Aid
requirements and include:
1. Title Sheet
2. General Layout
3. Removals
4. Statement of Estimated Quantities
5. Soils and Construction Notes
6. Utility Tabulations
7. Quantity Tabulations
8. Typical Sections
9. Details
10. Alignment Plans and Tabulations
11. Construction Plans and Profiles
12. Grading, Erosion Control, and Turf Establishment Plans
13. Signing and Striping Plans
14. Cross Sections
15. Landscaping Plans
Final plans will be submitted to the City for review and requested changes incorporated. The
revised plans will then be submitted to Mn/DOT State Aid for review. Once Mn/DOT comments
have been incorporated, a final copy of the plans will be submitted for signature. A copy of the
plan in electronic format will be provided to the City.
Task 7 — Construction Cost Estimate
Hours
Project Principal 20
Project Manager 54
Project Engineer 80
Technician 110
Total Hours 264
WSB will prepare a construction cost estimate at the Preliminary Plan and Final Plan points in
the project to establish and refine the estimated construction cost. Additionally, we will tabulate
the construction cost splits based on Federal and local cost participation based on funding levels.
Hours
Project Principal 2
Project Manager 8
Project Engineer 16
Technician 4
Total Hours 30
Scope of Services Page 4
Task 8 — Permits / Approvals
WSB will coordinate and submit the project for review and / or approval from the following
agencies. For any permits required WSB will prepare the permit for City signature and submit the
permit on the Cities behalf.
• City of Lakeville
• Mn/DOT Federal Aid (Metro District and Central Office)
• Dakota County
• Vermillion JPO
• MPCA — NPDES
• US Corps of Engineers
• Mn/DNR
Task 9 — Bidding / Contract Documents
Hours
Project Principal 8
Project Manager 28
Project Engineer 20
Technician 12
Total Hours 68
WSB will prepare Special Provisions for all items, details, designs and procedures for the project
which are not covered in the project's governing specifications (Mn/DOT's Standard
Specifications for Construction) or the current Supplemental Specifications. The provision for
each item will contain a description, materials, construction requirements, method of
measurement and basis of payment.
WSB will prepare the final bid package for distribution to prospective bidders. The bid package
will include all documents required for the Federal funding. It is assumed that the City will
provide the boiler plate information including contract documents and standard City
specifications in electronic format.
WSB will provide information necessary for the advertisement of bids and distribution of bid
packages. We will be available to address any questions including issuing any addendums if
required through the bidding process. WSB will be in attendance at the bid opening and will
verify the bids and will make a recommendation of award to the City.
Hours
Project Principal 8
Project Manager 20
Project Engineer 32
Technician 1
Total Hours 76
Scope of Services Page 5
Phase 3 — Construction Administration
Task 10 — Construction Administration
WSB will follow the Delegated Contract Process (DCP) outlined by Mn/DOT for construction contract
administration. The WSB Project Manager will be responsible for all construction administration
activities. At the beginning of the project, a preconstruction conference will be conducted.
During the course of the project, weekly construction progress meetings will be conducted by the Project
Manager. Periodic visits to the site will be made by the Project Manager. The project Manager /Engineer
will be responsible for preparing all pay estimates, change orders, reviewing shop drawings, materials
and suppliers, and preparing the final acceptance letter. The Project Manager /Engineer will provide
coordination to all utility companies, property owners, surveyors, and all project personnel.
Prior to construction, WSB will provide staking for the construction phase. WSB will also provide day -
to -day on -site observation and record keeping of the construction and activities consistent with all
Mn/DOT Federal Aid requirements, the DCP, as well as providing coordination and record keeping for
contractor invoice approvals, change orders, and other construction coordination.
Hours
Project Principal 20
Project Manager 40
Project Engineer 60
Coast Observer 520
Survey Crew 60
Technician 20
Total Hours 720
The above estimate of hours is based on assuming a 10 to 12 week construction time frame.
Once the project has been bid, a contractor on board and a construction schedule provided a
more detail hourly estimated can be provided.
Scope of Services Page 6
Tasks
Cost
Phase 1 — Project Development
Task 1— Project Management
$6,156.00
Task 2 — Data Collection / Survey /Mapping
$10,192.00
Task 3 — Preliminary Design
$11,272.00
Task 4 — Project Environmental Document
$8,196.00
Task 5 — Right -of -Way Plan /Descriptions
$13,574.00
Expenses
$500.00
Total Phase 1 Cost
$49,890.00
Phase 2 — Detail Design / Bidding
Task 6 — Final Design
$25,490.00
Task 7 — Construction Cost Estimate
$2,988.00
Task 8 — Permits /Approvals
$6.964.00
Task 9 — Bidding / Contract Documents
$7,620.00
Expenses
$500.00
Total Phase 2 Cost
$43,562.00
Phase 3 — Construction
Task 10 — Construction Administration
$67,480.00
Total Phase 3 Cost
$67,480.00
Total Project Cost
$160,932.00
ESTIMATED FEE
Based on the hours outlined for each task and WSB fee schedule (attached), it is estimated that
the cost for design and construction engineering services will be as outlined below:
Currently WSB has a Consultant Engineering Services Agreement with the City. As outlined in
that agreement our engineering services should be calculated using the ASCE fee curves based
on the construction cost of the project. These fee curves are typically used for standard
construction projects with either average or above- average complexity. We are assuming that the
Lake Marion Area Trail Extension Project is an above - average complexity project because of the
additional construction plan details and requirements needed for the Federal funding. When
calculating these fees, items such as, Surveying (Task 2), Environmental Documents (Task 4),
Right of Way Plan (Task 5) and Construction Administration (Task 10) are not typically
included.
Scope of Services Page 7
The preliminary construction cost estimate based on the concept plans (not surveyed data) was
approximately $800,000. Using this estimated cost and assuming an above- average complexity
project a 7.8% fee ($62,400) for basic engineering services can be expected. Comparing this to
our estimated fee in the table above (removing Tasks 2, 4, 5 and 10) we are estimating the fee at
$61,490 or approximately 7.7 %. We therefore feel that our estimate is reasonable and are
requesting that the above Phase 1 and Phase 2 fee of $93,452 for engineering services (excluding
the Construction Administration, Task 10) be considered a cost not to exceed. WSB will only bill
for those hours actually work on the project and will not proceed with any additional work
without approval by the City. The Construction Administration fee is only an estimate at this
time. Once the project is bid and a contractor schedule is provided a detailed cost will be
provided.
WSB will only proceed with one Phase of the project as they are authorized by the City. The
schedule on the follow page indicates when each phase would need to be authorized in
anticipation of summer 2012 construction.
Scope of Services Page 8
SCHEDULE
Based on the Scope of Work outlined above and the Federal funding process guidelines, the
following schedule is anticipated:
Phase 1 — Project Development
Notice to Proceed Phase 1 July 18, 2011
City Staff Kick -off Meeting Week of July 25, 2011
Data Collection / Survey Week of July 25, 2011
Draft PM / Prel Design Plan / Prel ROW Plan to City August 26, 2011
City Staff Review Meeting Week of September 5, 2011
Draft PM / Prel Design Plan / Prel ROW Plan to Mn/DOT September 9, 2011
Mn/DOT Review Up to 6 Weeks
Address Mn/DOT comments Week of October 24, 2011
Final PM / Prel Design / ROW Plan to Mn/DOT October 28, 2011
Final Mn/DOT Approval of PM and Funding Authorization Up to 5 Weeks
Right of Way Appraisals October / November 2011
Right of Way Acquisition (Offers) can begin after Final PM Approval December 2011
Right of Way Certificate to Mn/DOT February 2012
Phase 2 — Detail Design / Bidding
Notice to Proceed Phase 2 October 1, 2011
Draft Final Plan Submittal to City and Mn/DOT November 11, 2011
City Staff / Mn/DOT Review Meeting (if needed) Week of November 21, 2011
Mn/DOT and City Review Up to 8 weeks
Address Mn/DOT and City Comments January 2012
Final Plan Submittal to Mn/DOT and City January 27, 2012
Final Mn/DOT Approval of Plans Up to 8 Weeks
Advertising for Bids April / May 2012
Bid Opening June 2012
Phase 3 — Construction Administration
Notice to Proceed Phase 3 June 1, 2012
Begin Construction July 2012
Complete Construction September 2012
Scope of Services Page 9