HomeMy WebLinkAbout9A - Ring Road II Contract
16200 Eagle Creek Avenue S.E.
Prior Lake, MN 55372-1714
CITY COUNCIL AGENDA REPORT
DATE:
AGENDA #:
PREPARED BY:
SUBJECT:
FEBRUARY 17, 2004
9A
SUE MCDERMOTT, CITY ENGINEER
CONSIDER APPROVAL OF THREE RESOLUTIONS 1)
ACCEPTING BIDS AND AWARDING THE CONTRACT FOR
STREET AND UTILITY CONSTRUCTION FOR RING ROAD
PHASE 2 (CITY PROJECT #01-01) AND TRUNK HIGHWAY
13/CSAH 23/RING ROAD PHASE 3 (CITY PROJECT #02-06),2)
AUTHORIZING FUND APPROPRIATIONS AND TRANSFERS
NECESSARY FOR THE PROJECT AND 3) AMENDING THE
ENGINEERING FEES FOR THE RING ROAD IMPROVEMENTS
DISCUSSION:
HISTORY
City Projects #01-01 and #02-06 includes proposed street and
utility construction for the Ring Road Phase 2 and Trunk Highway
13/CSAH 23/Ring Road Phase 3. The City Council held a Public
Hearing for the Phase 3 improvements on February 18, 2003. The
Council approved plans and specifications for Phase 2 on
February 19, 2002 and for Phase 3 on May 19, 2003. The Council
authorized the Advertisement for Bids for both Phase 2 and
Phase 3 on July 7, 2003. The purpose of this agenda item is to
accept the bids and award a contract to the lowest responsible
bidder and to identify funding sources and authorize
corresponding fund transfers.
In addition, staff is requesting that the council authorize additional
design fees for WSB & Associates, Inc. for additional expenses
that they have incurred due to right of way negotiations and plan
revisions.
CURRENT CIRCUMSTANCES
(1) Construction
Bids were received and opened on February 3, 2004. Nine
bidders submitted bids. The bids have been checked and
tabulated. The low bid was submitted by S.M. Hentges & Sons,
Inc. from Jordan, MN in the amount of $2,948,534.02. The bid
was below the Engineer's Estimate of $3,536,115. The summary
is as follows:
www.cityofp.riorlake.com
{1'\Agpnrb\AgpnrbO.d.\ringrmllbw"rrl nor 1
Phone 952.447.4230 / Fax 952.447.4245
CONTRACTORS
S.M. Hentges & Sons, Inc.
Park Construction
Eureka Construction
Northwest Asphalt, Inc.
Imperial Developers
Ryan Contracting, Co.
Duinnick Brothers, Inc.
Friedges Contracting Co., Inc.
Northdale Construction Co.
BID AMOUNT
$2,948,534.02
$3,039,215.69
$3,159,429.88
$3,226,940.37
$3,351,188.74
$3,495,747.44
$3,618,829.21
$3,698,212.73
$4,833,907.74
Attached is a letter from WSB & Associates, Inc., the design
engineers, recommending that the City Council award the contract
to S.M. Hentges & Sons, Inc. as the lowest responsible bidder.
The City has previously contracted with S.M. Hentges & Sons for
the completion of Ridgemont Avenue and the 1998 Improvement
Project. They recently completed the CSAH 42 and CSAH 83
improvements for Scott County.
(2) Fundincw
The project is to be paid for from a number of funding sources
including assessments, Enterprise Fund, MnDOT Cooperative
Agreement Funds, Municipal State Aid, and Scott County. A
portion of the street construction and storm sewer for Phase 3 are
to be paid from assessments, the Collector Street fund is to pay
for the 9 ton street design oversizing and the sidewalks. The
Sewer and Water Enterprise funds and special assessments are
to pay for all watermain and sanitary sewer main replacement.
The tables below show the funding sources for the project:
FUNDING SOURCES
FUNDING TOTAL I
Assessments $375,000 I
MnDOT $378,000 I
Scott County $720,700 I
Municipal State Aid $1,509,600
Collector Street Fund $55,000 I
Street Department Budget $90,200 I
Enterprise Fund $468,500 I
I Total Construction Cost* I $3,597,000 I
* Includes 22% for Administration and Engineering
C:\ WINDOWS\Temporary Internet Files\OLK394\ringroadawaJill.DOC
ALTERNATIVES:
(3) Professional Services
The City hired WSB & Associates to prepare plans and
specifications for Phase 2 and Phase 3 of the Ring Road. The
total design fee for both projects is $240,300. Per the attached
memorandum from Bud Osmundson, Public Works Director, WSB
is requesting additional fee in the amount of $38,560 for additional
work for the following items:
1. Revisions to the plans due to right of way/easement
negotiations with Wells Fargo Bank.
2. Additional work with regard to the Priordale Mall right of
way negotiations and planning for Condemnation appeal.
3. Revisions to the sanitary sewer plans to accommodate the
Busacker property development.
4. Revisions to the plans for MnDOT requested changes.
5. Revisions to the plans due to McKinley negotiations and
determination of previously assessed services.
The County Highway 23 engineering design fees, plus some of
the design fees for the signal light will be reimbursed through the
Cooperative Agreement with Scott County. The MnDOT
Cooperative Agreement does not reimburse deisgn fees.
However, all of the WSB fees are eligible for reimbursement
through Municipal State Aid funding.
ISSUES
The special assessment hearing will be held in October. The
Assessment Hearing is the appropriate time for the City Council to
address the assessment method and rates.
CONCLUSIONS
Staff recommends that the Council award the contract for street
and utility construction for Ring Road Phase 2 (City Project #01-
01) and Trunk Highway 13/CSAH 23/Ring Road Phase 3 (City
Project #02-06) to S.M. Hentges & Sons, Inc. Staff also
recommends fund transfers as outlined in the above table and
approval of amended design fees for WSB.
There are three alternatives for the City Council to consider:
1. Approve three resolutions (1) accepting bids and awarding the
contract for Ri ng Road Phase 2 (City Project #01-01) and
Trunk Highway 13/CSAH 23/Ring Road Phase 3 (City Project
#02-06) Improvements to the lowest responsible bidder, S.M.
Hentges & Sons, Inc. for the bid amount of $2,948,534.02 and
G: \Agenda\Agenda04\ringroadaward.OOC
3
authorizing the Mayor and City Manager to execute the City's
standardized contract for the construction project and (2)
authorizing the fund transfers and appropriations for the
project, and (3) amending the design fees for the Ring Road
Improvements.
2. Deny this item for a specific reason and provide staff with
direction.
3. Table this item until some date in the future.
RECOMMENDED
MOTION:
A motion and second to adopt resolutions (1) accepting bids and
awarding the contract for Ring Road Phase 2 (City Project #01-01)
and Trunk Highway 13/CSAH 23/Ring Road Phase 3 (City Project
#02-06) Improvements to the lowest responsible bidder, S.M.
Hentges & Sons, Inc. for the bid amount of $2,948,534.02 and
authorizing the Mayor and City Manager to execute the City's
standardized contract for the construction project and (2) authorizing
the fund transfers and appropriations for the project, and (3)
amending the design fees f r the Ring Road Improvements.
C:\WINDOWS\Temporary Internet Files\OLK394\ringroadawar41.DOC
16200 Eagle Creek Avenue ~.~~OLUTION 04-XX
Prior Lake, MN 55372-1714
ACCEPTING BIDS AND AWARDING CONTRACT FOR STREET AND UTILITY CONSTRUCTION
FOR RING ROAD PHASE 2 (CITY PROJECT #01-01) AND
TRUNK HIGHWAY 13/CSAH23/RING ROAD PHASE 3 (CITY PROJECT #02-06)
MOTION BY:
SECOND BY:
WHEREAS, pursuant to an advertisement for bids for the street and utility construction for Ring Road
Phase 2 (City Project #01-01) and Trunk Highway 13/CSAH 23/Ring Road Phase 3 (City
Project #02-06) which includes sanitary sewer, water main, storm sewer, aggregate
base, concrete curb and gutter, bituminous pavement, sidewalk, traffic signal, and
appurtenant work; and
WHEREAS, nine bids were received, opened, and tabulated according to law; and
WHEREAS, the following bids were received complying with the advertisement:
CONTRACTORS
S.M. Hentges & Sons, Inc.
Park Construction
Eureka Construction
Northwest Asphalt
Imperial Developers
Ryan Contracting Co.
Duinnick Brothers, Inc.
Friedges Contracting Co., Inc.
Northdale Construction Co.
BID
$2,948,534.02
$3,039,215.69
$3,159,429.88
$3,226,940.37
$3,351,188.74
$3,495,747.44
$3,618,829.21
$3,698,212.73
$4,833,907.74
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE, MINNESOTA,
THAT:
1. The recitals set forth above are incorporated herein.
2. S.M. Hentges & Sons, Inc. of Jordan, Minnesota is the lowest responsible bidder.
3. The Mayor and City Manager are hereby authorized to enter into the City's standard
construction contract with S.M. Hentges & Sons, Inc. of Jordan, Minnesota in the name of the
City of Prior Lake for the Ring Road Phase 2 (City Project #01-01) and Trunk Highway
13/CSAH 23/Ring Road Phase 3 (City Project #02-06) in the amount of $2,948,534.02.
4. The City Manager is hereby authorized and directed to return to all bidders the deposits made
with their respective bids.
5. The staff report, dated February 17, 2004, Agenda #9A, incorporated herein as Exhibit 1, sets
forth the funding soulices.
G:\Resolution\ResoI04\awardringrolld DOC
Phone 952.447.4230 / Fax 952.447.4245
www.cityofpriorlake.com
Passed and adopted this 17th day of February 2004.
YES
NO
Haugen Haugen
Blomberg Blomberg
LeMair LeMair
Petersen Petersen
Zieska Zieska
Frank Boyles, City Manager
G: \Resolution \ResoI04\awardringroad.DOC
16200 Eagle Creek Avenue g~OLUTION 04-XX
Prior Lake, MN 55372-1714
AMENDING FEES FOR THE RING ROAD PHASE 2 IMPROVEMENTS (CITY PROJECT #01-01)
AND TRUNK HIGHWAY 13/CSAH23/RING ROAD PHASE 3 (CITY PROJECT #02-06)
MOTION BY:
SECOND BY:
WHEREAS, the City has planned the Ring Road Phase 2 (City Project #01-01) and trunk Highway
13/CSAH 23/Ring Road Phase 3 (City Project #02-06), and identified this project for
construction in the Capital Improvement Program in 2003; and
WHEREAS, a Feasibility Report was received and authorization to prepare plans and specifications
for the Trunk Highway 13/CSAH 23/Ring Road Phase 3 (City Project #02-06) was
approved by Council on January 21, 2003; and
WHEREAS, the consulting engineer retained for this project has prepared plans and specifications
for the Ring Road improvements; and
WHEREAS, due to design scope changes, the consulting engineer retained for this project has
requested an increase in fees; and
WHEREAS, such plans and specifications and fee request changes have been presented to the
Council for approval.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE, MINNESOTA,
THAT:
1. The recitals set forth above are incorporated herein.
2. The City approves the $38,560 increase in engineering fees for the project to a total not to
exceed $278,860, which is to come from the Trunk Fund.
Passed and adopted this 17th day of February 2004.
YES
NO
Haugen Haugen
Blomberg Blomberg
LeMair LeMair
Petersen Petersen
Zieska Zieska
Frank Boyles, City Manager
n.\Rp~nl11tinn\Rp~nl().d.\!:lmpnrl fpP~ n()r
,
www.cityofpriorlake.com
Phone 952.447.4230 / Fax 952.447.4245
16200 Eagle Creek Avenue g~OLUTION 04-XX
Prior Lake, MN 55372-1714
AUTHORIZING FUND TRANSFERS FOR STREET AND UTILITY CONSTRUCTION FOR RING
ROAD PHASE 2 (CITY PROJECT #01-01) AND
TRUNK HIGHWAY 13/CSAH23/RING ROAD PHASE 3 (CITY PROJECT #02-06)
MOTION BY:
SECOND BY:
WHEREAS, The City has planned the Ring Road Phase 2 (City Project #01-01) and trunk Highway
13/CSAH 23/Ring Road Phase 3 (City Project #02-06), and identified this project for
construction in the Capital Improvement Program in 2003; and
WHEREAS, City Projects #01-01 and #02-06 include the construction of sanitary sewer, watermain
and a bituminous overlay on Five Hawks Avenue between Trunk Highway 13 and
Priorwood Street; and
WHEREAS, Cooperative Agreements with the Minnesota Department of Transportation and Scott
County and the plans and specifications for the project were approved by the City
Council on July 7, 2003; and
WHEREAS, The Council awarded the project to S.M. Hentges & Sons, Inc. at the February 17, 2004
meeting.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE, MINNESOTA,
THAT:
1. The recitals set forth above are incorporated herein.
2. The following fund appropriations and transfers be authorized as follows:
. $90,200 from the Street Department Budget to the Collector Street fund.
. $468,500 from the Sewer and Water Utility Fund to the Collector Street fund.
Passed and adopted this 17th day of February 2004.
YES
NO
Haugen Haugen
Blomberg Blomberg
LeMair LeMair
Petersen Petersen
Zieska Zieska
Frank Boyles, City Manager
www.cityofpriorlake.com
G'\Rp~(\111ti(\n\Rp~(\10.d.\FT INJ)TR A NO;:FFRRTNnROA J) J)or
Phone 952.447.4230 / Fax 952.447.4245
MEMORANDUM
Date: January 15, 2004
To: Sue McDermott, City Engineer
From: Bud Osmundson, Public Works Director
Re: WSB & Associates request for additional Design Fees for the
CH 23/ Five Hawks/ Ring Road Phase 2 & 3 Project
City Project No. 02 - 06
WSB has requested additional design fees for Phases 2 & 3 of the Ring Road project
as described below. Please add the request to the agenda report to award the bid on
February 7 City Council agenda.
Phase 2:
1. Additional fees to revise the plans due to right of way / easement negotiations
with the Wells Fargo Bank................................... ............. $1,346.00
2. Additional fees concerning the Priordale Mall right of way negotiations and
planning for Condemnation appeal:
· Property survey documentation! coordination. . . . . . . . . . . . . . . . . . . . . $1,933.00
. Exhibit drawings for parking.... ...... .... .............. ............ $ 821.00
· Revisions to specifications due to lack of City acquisition of property and
extended bidding process (1 st addendum)..... ................ ... .. $1,538.00
. Same as above - second extension............................... .. $1,538.00
· Same as above - third extension.................................... $1,538.00
· Same as above - fourth extension. ................ ............ ...... $1,538.00
Total No.2............................................................. $8,906.00
3. Additional fees to revise the sanitary sewer plans to accommodate the Busacker
property development................................ ... ........ ........ $5,780.00
4. Additional fees to revise the plans for MnDOT requested changes $15,208.00
5. Additional fees to revise the plans due to McKinley negotiations & determination
of previously assessed services........................................... $7,320.00
The total of these requests is $38,560.00 and are all legitimate requests. I recommend
payment for these fees. The total design fee is still under the industry standard
percentage for this size of project.
The County Highway 23 engineering design fees, plus some of the design fees for the
signal light will be reimbursed from Scott County through the Cooperative Agreement
with that agency. The MnDOT Cooperative Agreement does not reimburse design
fees - that funding is just for construction costs. All of the WSB fees are eligible for
reimbursement through Municipal State Aid funding.
~
::r;'.WSB
&Aasociates, Inc.
~~@~DW~W
W FEB 0 6 2004 W
February 5, 2004
By
Honorable Mayor and City Council
City of Prior Lake
16200 Eagle Creek Avenue SE
Prior Lake, MN 55372
RE: TH 13/CSAH 23/Ring Road Street & Utility Improvements
City of Prior Lake
City Project No. 02-06
WSB Project No. 1283-03
Dear Mayor and Council Members:
Bids were received for the above-referenced project on Tuesday, February 3,2004, and
were opened and read aloud. A total of nine (9) bids were received. The bids were
checked for mathematical accuracy and tabulated. Please find enclosed the bid tabulation
indicating the low bidder as S.M. Hentges, & Sons, Inc., Jordan, Minnesota in the amount
of $2,948,534.02.
We recommend that the City Council consider these bids and award a contract to S.M.
Hentges & Sons, Inc. based on the results of the bids received.
Sincerely,
WSB & Associates, Inc.
/J)~
--;:;: ;, Hale, P.E.
Project Manager
Enclosure
cc: S.M. Hentges & Sons, Inc.
sm
Minneapolis. St. Cloud. Equal Opportunity Employer
F:! WPWIMI283-03\recmmdln IIr.doc