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Home My WebLink About9A - Duluth Ave Intersection Project O� PRIp� ti U 4646 Dakota Street SE Prior Lake,MN 55372 �MNESo�P CITY COUNCIL AGENDA REPORT MEETING DATE: SEPTEMBER 8, 2014 AGENDA#: 9A PREPARED BY: LARRY POPPLER, CITY ENGINEER/INSPECTIONS DIRECTOR PRESENTED BY: LARRY POPPLER AGENDA ITEM: CONSIDER APPROVAL OF A RESOLUTION AUTHORIZING THE MAYOR AND CITY MANAGER TO ENTER INTO THE CITY'S STANDARDIZED PROFES- SIONAL SERVICES AGREEMENT FOR THE DULUTH AVENUE INTERSEC- TION PROJECT DISCUSSION: Introduction The purpose of this agenda item is to consider proposals and authorize the Mayor and City Manager to execute the City's Standardized Professional Services Con- tract for the Duluth Avenue Intersection Project. These services will include pre- liminary engineering, design services, and project inspection. History The City uses the Capital Improvement Program to schedule projects. In this case the Duluth Avenue Intersection has been identified for several years and is shown in 2015-2019 Capital Improvement Program. MNDOT has also been planning for the signal replacement at Highway 13 and Du- luth Avenue for several years. Duluth Avenue approaches to the signal could be better configured for better operation of the signal. This project would reconstruct portions of Duluth Avenue to better align with the signal system. Dedicated lane configurations could be adjusted for better signal efficiency. Access points on Du- luth are in close proximity to the intersection and are affecting operations. Con- cepts will be reviewed to determine how to improve roadway geometrics. Public meetings are included in the proposal to communicate ideas and gain consensus on the design. As discussed at the city council workshop for the CIP, consultant assistance is necessary to deliver 2015 projects. Current Circumstances In order to provide the best value to the taxpayers, the City of Prior Lake has sought proposals for professional engineering services. This request asked for proposals to provide engineering services this project. As a part of the proposal, the City asked the Consultants to provide cost breakdown for the Duluth Project. The consultant firms were evaluated by the City based upon the following criteria: • Value of services (50%) • The consultant's approach to and understand of requirements for general engineering services and project tasks (10%) • Consultant's experience with similar municipalities and contracts (10%) • Proposed staff's experience, communication skills, and qualifica- tions (10%) • Consultant's ability to provide services on time and within proposed budget (10%) • Consultant's prior experience with the City (10%) The cost breakdown for the projects identified in the proposals is shown below: Consultant: WSB and Asso- Short Elliot Hen- ciates drickson Preliminary Engineer- $174,675 $149,977 ing, Design services, and Construction Ob- servation Optional Right of Way $12,062 $16,900 Total $186,737 $166,877 Both consultants are qualified to complete the project. To determine the best value, City Staff have dissected the proposal in reviewing the hourly rates, number of hours dedicated to the project tasks, and the assumptions made within each the proposals. Each firm has made different assumptions as a part of their proposal to determine their final cost breakdown. It is possible that the assumptions made by each consultant may require a future amendment if these assumptions are wrong. Based on the proposals WSB appears to have a better understanding of the pro- ject specifics and therefore the risk of future amendment to the contract is less. They have also offered several ideas as a part of the proposal to help reduce con- struction costs. The hours dedicated to specific tasks differ between the proposals. In this case WSB is showing 368 more hours dedicated to this project, but has a lower average hourly rate. The proposals are available for review in the engineering department. Conclusion Both consultants are very qualified and can adequately complete the project for the City. The scoring for the proposals was very close, but WSB's project under- standing was better and some of their ideas on project approach could lead to bet- ter value in construction expenses. City Staff therefore recommend WSB &Asso- ciates for the Duluth Avenue Project based on the scoring criteria for the pro- posals. State Statute does not require the City Council to award Professional Services Contracts to the lowest cost provider. The City Council can determine the best value and award the contract accordingly. WSB and Associates has recently completed the design and construction admin- istration of the Arcadia/County Road 21 and Ridgemont/Main/TH13 projects. Their team is familiar with MNDOT, City Council, City Staff, and community expecta- tions. They handled the State Aid process well for the City through those projects. 2 Based on their recent experience, they should have a good grasp of the design time needed for these projects. ISSUES: In order to deliver this project for 2015 construction, the preliminary concepts must be developed soon. Soil boring and surveying are also necessary and should be completed as soon as possible. Each consultant has demonstrated through their proposed schedule that they can meet this timeframe for bidding. FINANCIAL The funding to initiate this project is available in the construction fund. The CIP IMPACT: estimate for this project is $850,000. Much of the geometric work is on the City street system and would be a City cost. Therefore MNDOT's share is estimated at $150,000. The City share of the cost is estimated at $700,000 for Duluth Avenue improvements and the City's share of the signal costs. ALTERNATIVES: 1. Approve a resolution Authorizing the Mayor and City Manager to execute a Professional Services Contract with WSB and Associates. 2. Table this item and provide additional direction to City Staff. 3. Deny this item and provide additional direction to City Staff. RECOMMENDED A Motion and Second for Alternative Number 1. MOTION: 3 b� PR12� U 4646 Dakota Street SE `�11VNEso,�P Prior Lake. MN 55372 RESOLUTION 14-xxx RESOLUTION AUTHORIZING THE MAYOR AND CITY MANAGER TO EXECUTE THE CITY'S STANDARDIZED PROFESSIONAL SERVICES CONTRACT FOR DULUTH AVENUE IMPROVEMENTS Motion By: Second By: WHEREAS, The 2015-2019 Capital Improvement Program identifies improvement of Duluth Avenue in 2015; and WHEREAS, In order to allow for construction and planning in 2015 it is necessary to begin the surveying and design at this time; and WHEREAS, The City does not have the in house expertise or resources to design and oversee construction of the improvements in 2015; and, WHEREAS, The City solicited a proposal for design and construction management services: Consultant: WSB and Short Elliot Associates Hendrickson Preliminary $174,675 $149,977 Engineering, Design services, and Construction Observation Optional Right of Way $12,062 $16,900 Total $186,737 $166,877 and; WHEREAS, The proposal review team has determined that the proposal submitted by WSB and Associates, provided the best value for the project. NOW THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE, MINNESOTA as follows: 1. The recitals set forth above are incorporated herein. 2. WSB is hereby authorized to provide engineering services for the Duluth Avenue Improvement Project. These services will include preliminary engineering, design, and construction services. 3. WSB is authorized to proceed with design services for Duluth Avenue. 4. The Mayor and City Manager are authorized to execute the City's Standardized Professional Services Agreement with WSB on behalf of the City. 5. Funding for these engineering services will be drawn from the Construction Fund Accounts#501- 48386-505. PASSED AND ADOPTED THIS 8th DAY OF SEPTEMBER 2014. http llsplashlteamslaml0ctober 4 2010109 08 2014/Duluth Engineering service-Res dou VOTE Hedberg Keeney McGuire Morton Soukup Aye ❑ ❑ ❑ ❑ ❑ Nay ❑ ❑ ❑ ❑ ❑ Absent ❑ ❑ ❑ ❑ ❑ Abstain ❑ ❑ ❑ ❑ ❑ Frank Boyles, City Manager 2