HomeMy WebLinkAbout9A - WSB Project #02-02
DATE:
AGENDA #:
PREPARED BY:
AGENDA ITEM:
DISCUSSION:
CITY COUNCIL AGENDA REPORT
MARCH 18, 2002
9A
SUE MCDERMOTT, CITY ENGINEER
CONSIDER APPROVAL OF A RESOLUTION AUTHORIZING THE MAYOR
AND CITY MANAGER TO ENTER INTO A CONTRACT WITH WSB &
ASSOCIATES, INC. TO PREPARE PLANS AND SPECIFICATIONS AND
PROVIDE CONSTRUCTION OBSERVATION SERVICES FOR LIFT
STATION NO. 18 IMPROVEMENTS (CITY PROJECT #02-02).
HISTORY
The 2002 - 2006 Capital Improvement Program (CIP) identifies the renovation
of two to three lift stations per year. Staff is proposing to upgrade the Estate
Avenue lift station (lift Station 18) in conjunction with the 2002 Street
Improvement Project. This lift station was constructed in 1974 and serves
approximately 400 homes and 2 smaller lift stations.
CURRENT CIRCUMSTANCES
The long-term plan for the area is to reroute the existing forcemain from an
easement that runs along the lake to a new route along Lori Road and 150th
Street. The force main will be installed in Lori Road with the proposed 2002
street improvements and in 150th Street with 2005 improvements. Also
included in the proposed renovation is adding the lift station to the existing City
SCADA system.
City staff requested proposals from WSB & Associates, Inc. and Bonestroo,
Rosene, Anderlik and Associates, Inc. (BRAA) for the preparation of plans and
specifications for the lift station renovation and construction services. The
quotes are summarized in the following table and are hourly not to exceed
figures:
Consultant Plans & Construction TOTAL
Specs Observation
WSB $14,013 $1,240 $15,253
BRAA $14,500 $8,900 $23,400
The work that WSB will complete under this contract includes preparing plans
and specifications for the lift station renovation, which will be bid with the 2002
Street Improvement project. The scope of the proposed contract also includes
elf8~OO Eagle Creek Ave. S.E., Prior Lake, Minnesota 55372-1714 / Ph. (952) 447-4230 / Fax (952) 447-4245 I
AN EQUAL OPPORTUNITY EMPLOYER
FISCAL IMPACT:
ALTERNATIVES:
RECOMMENDED
MOTION:
estate lift
construction services, consisting of shop drawing review, periodic construction
observation and a final inspection at lift station start-up. A copy of the City's
standard contract, which includes WSB's proposal is attached to this report.
CONCLUSION
Staff recommends award of contract for lift Station No. 18 design and
construction observation to WSB & Associates.
Staff proposes that the contract amount of $1~,253 paid by the Trunk Reserve
Fund as proposed in the 2002 CIP.
There are three alternatives for the City Council to consider:
1. Approve Resolution 02-XX awarding contract and authorizing the
Mayor and City Manager to enter into a Standard Professional Services -
Contract . with WSB & Associates, Inc. to provide plans and
specifications and construction observation services for the Lift Station
Improvements.
2. Deny this item for a specific reason and provide staff with direction.
3. Table this item until some date in the future.
A motion and s~cond to approve Resolution 02-XX awarding contract and.
authorizing the Mayor and City Manager to enter into a Standard Professional-
Services Contract with WSB & Associates, Inc. to provide plans and
specifications and construction observaf n services for the lift Station No. 18
Improvements.
REVIEWED BY:
2
RESOLUTION 02.XX
RESOLUTION AWARDING CONTRACT AND AUTHORIZING WSB & ASSOCIATES, INC. TO PREPARE
PLANS AND SPECIFICATIONS AND PROVIDE CONSTRUCTION OBSERVATION SERVICES FOR
LIFT STATION NO. 18 IMPROVEMENTS
MOTION BY:
SECOND BY:
WHEREAS, lift Station No. 18 located on Estate Avenue is in need of upgrading, and
WHEREAS, the reconstruction of Estate Avenue is scheduled for 2002, and
WHEREAS, the City received a cost proposal to prepare plans and specifications and provide
construction observation services from WSB & Associates in the amount of $15,253.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE, MINNESOTA,
that
1. The recitals set forth above are incorporated herein.
2. W8B & Associates, Inc. is hereby authorized to prepare plans and specifications and provide
construction observation services for the lift Station No. 18 Improvements in accordance with
their proposal dated February 28, 2002 in the amount not to exceed $15,253.00.
3. The funding for these services will be drawn from the Trunk Reserve Fund.
. BE IT FURTHER RESOLVED, that the Mayor and City Manager are authorized to execute said
~. agreement on behalf of the City.
Passed and adopted this 18th day of March, 2002.
YES NO
Hauqen Hauaen
Gundlach Gundlach
Petersen Petersen
Zieska Zieska
{Seal}
Frank Boyles
City Manager
16200 Eagle Creek Ave. S.E., Prior Lake, Minnesota 55372-1714 / Ph. (952) 447-4230 / Fax (952) 447-4245
AN EQUAL OPPORTUNITY EMPLOYER
G:\ResoI02\estatelift. DOC
STANDARD AGREEMENT
FOR ENGINEERING SERVICES
THIS AGREEMENT is made on the 18th day of March, 2002, between the City of Prior Lake,
Minnesota (hereinafter "City"), whose business address is 16200 Eagle Creek Avenue S.E., Prior Lake, MN
55372-1714, and WSB & Associates. Inc. (hereinafter "Engineer ") whose business address is 4150 Olson
Memorial Highway. Suite 300. Minneapolis. MN 55442.
PRELIMINARY STATEMENT
The City has adopted a policy regarding the selection and hiring. of consultants to provide a .variety of
professional services for City projects. That policy requires that persons, firms or corporations. providing
such services enter into written contracts with the City. The purpos~ ofthis contract is to set forth the terms
and conditions for Professional Engineering Services for Lift Station No. 18 (City Proiect #02-02).
The City and Engineer agree as follows:
1. Engineer's Services. The Engineer agrees to provide professional services as described in Exhibit
A, attached and made a part of this Agreement.
2. Timefor Performance of Services. The Engineer shall perform the services as required as outlined
in Exhibit A and according to the City's construction schedule.
3. Compensation for ServicesIMaximum Agreement Amount. City agrees to pay th~ Engineer
$15.253.00 (referred to herein as the "Maximum Agreement Amount") for the services described in
Exhibit A. Compensation shall be in accordance with Exhibit A, attached and made a part of this
Agreement. .,
4. Emlineering Service for Project. The Engineer, upon direction of the City, agrees to perform the
following professional engineering services:
A. See Exhibit A.
B. Special Engineer may be utilized by the Engineer when required by the complex or
specialized nature ofthe Project and when authorized in writing by the City.
C. City agrees to pay Engineer for extra services by the Engineer or Special Engineer when
authorized in writing by the City.
. .
5. The City agrees to provide the Engineer with the complete information concerning the s~ope of the
Project and to perform the following services:
A. Access to the Area. The City shall obtain access to and make all provisions for the
Engineer to enter upon public and private lands as required for the Engineer to perform such
work as surveys and inspections in the development ofthe Project.
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B. Consideration of the Engineer's Work. The City shall give thorough consideration to all
reports, sketches, estimates, drawings, and other documents presented by the Engineer, and
shall inform the Engineer of all decisions within a reasonable time so as not to delay the work
of the Engineer.
C. Standards. The City shall furnish the Engineer with a copy of any design and construction
standards they may require in performing construction surveying for the Project.
D. Owner's Representative. A person shall be appointed to act as the City's representative with
respect to the work to be perfonned under this Agreement. He or she shall have complete
authority to transmit instructions, receive information, interpret, and define the City's policy
and decisio,ns with respect to the materials, equipment, elements and systems pertinent to
the work covered by this Agreement.
6. Method of Payment. The Engineer shall submit to the City, on a monthly basis, itemized bills for
professional services performed under Section 4 of this Agreement. Bills submitted shall be paid in
the same manner as other claims made to the City.
A. Progress Payment. For work reimbursed on an hourly basis, the Engineer shall indicate for
each employee, his or her name, job title, the number of hours worked, rate of pay for each
employee, a computation of amounts due for each employee, and the total amount due for
each project task. Engineer shall verify all statement submitted for payment in compliance
with Minnesota Statutes Sections 471.38 and 471.391. For reimbursable expenses, if
permitted in Exhibit A, the Engineer shall provide such documentation as reasonably
required by the City.
B. Abandoned or Suspended Work. If any work performed by the Engineer is abandoned or
suspended' in whole or in part by the City, 'the Engineer shall be paid for any services
performed: on account of it prior to receipt of: written notice from the City of such
abandonment or suspension, all as shown on Exhibit A attached hereto and incorporated
herein by reference. '
C. Compensation for Services ofthe Engineer. The City shall pay the Engineer for the services
described' in Exhibit A of this Agreement. The fee that the City will pay under this
Agreement shall not exceed the amount shown on Exhibit A for this project.
D. Payments for the Engineer's Reimbursable Costs. The Engineer shaH be reimbursed for the
work of special consultants, as described in Section 4B, and for other items when
authorized in writing by the City. Such items shall include: Materials and supplies, and
AutoCAIi as required to expedite the work, and reproduction of reports.
7. Accuracy of Work. Engineer shall be responsible forthe accuracy ofthe work and the utilization of
all determinant data, and shall promptly make necessary revisions or corrections resulting from
errors and omissions on the part of Engineer without additional compensation.
If the data or materials furnished by the City, and used in the conduct ofthis work are found to be in
error, incorrect, or inappropriate, the City shall direct Engineer to modify, update, and/or correct the
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affected work product. All such corrective work performed by Engineer shall be considered to be
additional services for which additional compensation shall be paid to Engineer on the basis of
Engineer's standard fees or actual costs incurred.
8. Project Manager and Staffing. The Engineer has designated Costa Dimitracopoulos_ to serve on
the Project. He shall be assisted by other staff members as necessary to facilitate the completion of
the Project in accordance with the terms established herein. Engineer may not remove or replace
Costa Dimitracopoulos from the Project without the approval ofthe City.
9. Audit Disclosure. The Engineer shall allow the City or its duly authorized agents reasonable access
to such of the Engineer's books and records as are pertinent to all services provided under this
Agreement. Any reports, information, data, etc. given to, or prepared or assembled by, the Engineer
under this Agreement which the client requests to be kept confidential shall not be made available
to any individual or organization without the City's prior written approval. All finished or
unfinished documents, data, studies, surveys, drawings, maps, models, photographs, and reports
prepared by the Engineer shall become the property of the City upon termination ofthis Agreement,
but Engineer may retain copies of such documents as records of the services provided.
10. Term. The term of this Agreement shall be from March 18.2002 through December 31. 2002, the
date of signature by the parties notwithstanding. This Agreement may be extended upon the written
mutual consent of the parties for such additional period as they deem appropriate, and upon the
terms and conditions as herein stated.
11. Termination. This Agreement may be terminated by either party by seven (7) days' written notice
delivered to the other party at the address written above. Upon termination under this provision if
there is no fault of the Engineer, the Engineer shall be paid for services rendered and reimbursable
expenses until the effective date of termination. If however, the City terminates the Agreement
because of the Engineer has failed to perform in accordance with this Agreem~nt, no further
payment shall be made to the Engineer, and the City may retain another engineer to undertake or
complete the work identified in Paragraph 1. If as a result, the City incurs total costs for the work
(including payments to both the present engineer and a future engineer) which exceed a maximum
Agreement amount, if any, specified under Paragraph 3, then the Engineer shall be responsible for
the difference between the cost actually incurred and the Agreement amount. If the City incurs total
costs for the work less than the maximum agreement amount, then the Engineer shall be paid for
the reasonable value of its services rendered prior to the termination.
12. Subcontractor. The Engineer shall not enter into subcontracts for services provided under this
Agreement except as noted in the scope of services, without the express written consent of the City.
The Engineer shall pay any subcontractor involved in the performance of this Agreement within
the (10) days of the Engineer's receipt of payment by the City for undisputed services provided by
the subcontractor. If the Engineer fails within that time to pay the subcontractor any undisputed
amount for which the Engineer has received payment by the City, the Engineer shall pay interest to
the subcontractor on the unpaid amount at the rate of 1.5 percent per month or any part of a month.
The minimum monthly interest penalty payment for an unpaid balance of$100 or more is $10. For
an unpaid balance of less than $100, the Engineer shall pay the actual interest penalty due to the
subcontractor. A subcontractor who prevails in a civil action to collect interest penalties from the
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Engineer shall be awarded its costs and disbursements, including attorney's fees, incurred in
bringing the action.
13. Independent Engineer. At all times and for all purposes herein, the Engineer is an independent
contractor and not an employee of the City. No statement herein shall be construed so as to find the
Engineer an employee of the City.
14. Non-Discrimination. During the perfonnance of this contract, the Engineer shall not discriminate
against any employee or applicants for employment because of race, color, creed, religion, national
origin, sex, marital status, status with regard to public assistance, disability, or age. The Engineer
shall post in places available to employees and applicants for employment, notices setting forth the
provision of this non-discrimination clause and stating that all qualified applicants will receive
consideration for employment. The Engineer shall incorporate the foregoing requirements of this
paragraph in all of its subcontracts for program work, and will require all of its subcontractors for
such work to incorporate such requirements in all subcontracts for program work.
15. Assignment. Neither party shall assign this Agreement, nor any interest arising herein, without the
written consent ofthe other party.
16. Services Not Provided For. No claim for services furnished by the Engineer not specifically
provided for herein shall be honored by the City.
17. Severability. The provisions of this Agreement are severable. If any portion hereof is, for any
reason, held by a court of competent jurisdiction to be contrary to law, such decision shall not affect
the rem~ning provisions of this Agreement.
18. Elitire .Agreement. The entire agreement of the parties is contained herein. This Agreement
supersedes all oral agreements and negotiations between the parties relating to the subject matter
hereof 'ls well as any previous agreements presently in effect between the parties relating to the
su~ject matter hereof. Any alterations, amendments, deletions, or waivers of the provisions of this
Agreement shall be valid only when expressed in writing and duly signed by the parties, unless
otherwise provided herein.
19. Compliance with Laws and Regulations. In providing services hereunder, the Engineer shall abide
by all statutes, ordinances, rules and regulations pertaining to the provisions of services to be
provided. Any violation shall constitute a material breach of this Agreement and entitle the City to
immediately terminate this Agreement.
20. Waiver. Any waiver by either party of a breach of any provisions of this Agreement shall not
affect, in any respect, the validity of the remainder of this Agreement.
21. Indemnification. Engineer agrees to defend, indemnify and hold the City, its officers, and
employees harmless from any liability, claims, damages, costs, judgments, or expenses, including
reasonable attorney's fees, resulting directly or indirectly from negligent acts or omissions
(including without limitation professional errors or omissions) of the Engineer, its agents,
employees, or subcontractors in the performance of the services provided by this Agreement and
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against all losses by reason of the failure of said Engineer fully to perform, in any respect, all
obligations under this Agreement.
22. Insurance.
A. General Liability. During the term of this Agreement, Engineer shall maintain a general
liability insurance policy with limits of at least $600,000 for each person, and each
occurrence, for both personal injury and property damage. This policy shall name the City
as an additional insured for the services provided under this Agreement and shall provide
that the Engineer's coverage shall be the primary coverage in the event of a loss. A
certificate of insurance on the City's approved form which verifies the existence of this
insurance coverage must be provided to the City before work under this Agreement is
begun.
B. Worker's Compensation. The Engineer shall secure and maintain such insurance as will
protect Engineer from claims under the Worker's Compensation Acts and from claims for
bodily injury, death, or property damage which may arise from the performance of
Engineer's services under this Agreement.
C. Professional Liability Insurance. The Engineer agrees to provide to the City a certificate
evidencing that they have in effect, with an insurance company in good standing and
authorized to do business in Minnesota, a professional liability insurance policy. Said
policy shall insure payment of damage for legal liability arising out of the performance of
professional services for the City, in the insured's capacity as the Engineer, if such legal
li~bility is caused by a negligent error, omission, or act of the insured or any person or
organization for whom the insured is legally liable. Said policy shall provide an aggregate
limit of $1 ,000,000. The policy shall also insure the indemnification obligation contained in
PC!Iagraph No. 21.
23. Records Access. The Engineer shall provide the City access to any books, documents, papers, and
records which are directly pertinent to the specific contract, for the purpose of making audit,
examination, excerpts, and transcriptions, for three years after final payments and all other pending
matters related to this contract are closed.
24. Ownership of Documents. All plans, diagrams, analyses, reports, and information generated in
connection with performance of the Agreement shall become the property of the City. The City
may use the information for its purposes. Such use by the City shall not relieve any liability on the
part ofthe Engineer.
25. Governing Law. This Agreement shall be controlled by the laws ofthe State of Minnesota.
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(
Executed as of the day and year first written above.
CITY OF PRIOR LAKE
Mayor
Approved as to Form and Execution:
City Manager
City Attorney
WSB & ASSOCIATES, INC.
By:
Its:
(
By:
Its:
co
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6
~.
WSB
& Associates, Inc.
4150 Olson
Memorial Highway
Suite 300
Minneapolis
Minnesota
55422
763.541.4800
763.541.1700 FAX
EXHIBIT nAn
February 28, 2002
Ms. Sue McDermott, P.E.
City Engineer
City of Prior Lake
16200 Eagle Creek Ave SE
Prior Lake, MN 55372-1787
RE: Lift Station No. 18 Proposal
WSB Project No. 0024-02
Dear Ms. McDermott:
WSB & Associates is pleased to submit this proposal for the preparation of final plans and
specifications for the Lift Station No. 18 Rehabilitation project. Attached is the proposed
scope of services, cost estimate, and schedule for this project.
The project manager for this project will be Costa Dimitracopoulos. Costa will be
responsible for completing the project and coordinating all activities of the WSB Project
#. . -
Team. During project development and completion, you may contact Costa directly at
(763) 287-7187.. .
Thank you for your consideration of WSB for your professional engineering services. We
look forward to working with you and your staff on this project and any other projects iIi
the future.
If you have any questions or comments, or require any additional information, please do
not hesitate to contact me at (763) 287-7195.
Sincerely,
WSB & Associates, Inc.
<::::::
David E. Hutton, P.E.
Municipal Manager
Enclosures
nm/sb
P:\Prior LakelJ.ift Station lENi22702 .lIl/.d<l'
Minneapolis. St. Cloud. Equal Opportunity Employer
Proposal to Provide Professional Engineering Services
for Lift Station No. 18
City of Prior Lake, MN
Scope of Work
WSB proposes to provide the following services to the City of Prior Lake for the rehabilitation of Lift
Station No. 18 per a specific request by the City for preparation of final construction plans and
specifications, along with providing construction services for this project. The specific tasks are
outlined below:
Work Tasks
I. Design
We will prepare final plans and specifications ready for bidding for the complete rehabilitation of Lift
Station No. 18. The specific criteria that were given to us by the City for this project consists of the
following points:
.
New pumps with running time meters for flow measurement.
Add Lift Station No. 18 to existing City SCADA system.
New electrical panel and panel location.
Essentially rebuild what is out there now, but leave the same wet well manhole in place.
Add a valve manhole.
Include a permanent generator onsite in a weatherproof housing, including automatic transfer
switch.
Develop appropriate size for the forcemain necessary to provide discharge for the lift station.
Provide piping stub for forcemain.
.
.
.
.
.
.
It is our understanding that the City will be designing the street reconstruction in the .area and that the lift
station project will be included in their overall bid. We will prepare the final construction plans for this
part of the project and the special provisions for inclusion within the City's overall specifications and
bid document. We will also provide an engineer's estimate at the time the plans are completed. The
plans will be page numbered to the point where the City wants to insert them within their overall plans.
No title sheet is required of our design. The special provisions shall be to the point where they can be
inserted into the City's overall contract specifications. WSB will not be required to prepare the
remainder of the street reconstruction specifications or general boiler plate contract language that the
City utilizes.
P:\Prior Lake'J.ift Station 18\';cope.doc
II. Bidding Services
During the bidding of the project, WSB will provide for engineering services to respond to questions
regarding specifications dealing with the lift station design and to advise the City on issues related to
this portion of the project. The City will be the lead agency in bidding this project on all plans and
specifications, and bid documents will be reproduced and made available to the contractors by the City.
Following receipt of the bids, WSB will make a recommendation as to the price associated with the lift
station work and whether the prices are competitive and warrant awarding that portion of the project. It
is not anticipated that WSB would have to attend any council meetings for this item, but if the City
desires us to attend, we can do so at our normal hourly rates.
III. Construction Services
During construction of the project, we will provide construction related services associated with the lift
station portion of the project, including, but not limited to the following items:
.
Shop drawing review and approval.
Periodic construction observation during the construction period. This is not anticipated to be
more than 20 hours.
. Startup procedures and trouble-shooting at the conclusion of the project.
.
It is riot all:ticipated that contract administration will be required of WSB for this project. The City will
be reviewi;ng and processing pay estimates as part of the overall City's project. WSB will provide a
small amount of contract administration services in reviewing the pay estimate portion of the contract
associated with the lift station and make a recommendation as to the advisability of payment. We
anticipate project surveying and staking to be provided by the City.
IV. Subconsultant
WSB & Associates proposes to use Kaeding & Associates to provide the electrical design and
construction services for this project. Kaeding & Associates is aware of Ron Smith's (System Controls)
knowledge of the SCADA system.
V. Time Table
WSB will have the completed plans and specifications available for the City by April 12, 2002.
P:\Prior Lake\Lift Station /8Iscope.doc
VI. Fee
The total estimated fee for this project will be broken down into two parts: (1) design, bidding, and
construction services not including construction observation; and (2) construction observation services.
Our fee for design, bidding, and construction services not including construction observation services is
estimated to cost $14,013.00. We would propose an hourly "not-to-exceed" figure and only the actual
hours charged to the project would be utilized up to this maximum amount.
Our fee for the construction observation services portion of the project will be estimated at $1,240.00.
Again, we would use an hourly "not-ta-exceed" figure and only bill the actual hours charged against the
project. Please note that the construction observation services is based on a total of 20 hours and that
can be adjusted at City Staff direction.
Attached is our 2002 Fee Schedule, which establishes the hourly rates for this project.
I hereby authorized WSB '& Associates to proceed with the services as outlined above.
~
Sue McDermott, P.E.
City Engineer
Date
P:\Prior LakeIJ..ift Station Urucope.doc
~
WSB
2002 Rate Schedule
&: Associates. Inc.
Billillg
Rate/Hour
Sr. Project Manager
Project ManagerlEngineering Specialist III
Registered EngineerlEngineering Specialist II
Project EngineerlEngineering Specialist I/Sr. Construction Observer
Graduate Engineer
Construction Observer
Engineering Technician IV/Scientist III
Engineering Technician III/Scientist II
En~ineering Technician II/Scientist I
Engineering Technician I
Office Technician II
Office Technician I
Registered Land Surveyor
Survey (Two-Person Crew)
Survey (Three-Person Crew)
GPS Equipment
$108.00
$102.00
$94.00
$86.00
$77.00
$69.00
$60.00
$62.00
$57.00
$53.00
$47.00
$41.00
$50.00
$28.00
$97.00
$115.00
$135.00
$38.00
Principal
Associate
All costs associated with word processing, vehicle mileage, cell phones, reproduction
of common correspondence and mailing are included in the above hourly rates.
Reimbursable expenses include costs associated with plan, specification and report
reproduction.
Rate Schedule is adjusted annually.
P:IMarke/ingITempla/e Tex/\2002 Fee Schedule.doc