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Home My WebLink About9B-Standardized Prof. Services Agmt for Street Improvements o<� PRlq� ti U 4646 Dakota Street SE Prior Lake, NM 55372 �1jNNE50-0� CITY COUNCIL AGENDA REPORT MEETING DATE: SEPTEMBER 22, 2014 AGENDA#: 9B PREPARED BY: KATY GEHLER, PUBLIC WORKS DIRECTOR PRESENTED BY: KATY GEHLER 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 HIGHLAND, MARSH, SKYLINE, GRAINWOOD, EAU CLAIRE STREET IMPROVEMENTS 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 Contract for the 2015 Street Reconstruction Project which includes Highland, Marsh, Skyline, Grainwood, and Eau Claire. These services will include survey, preliminary engi- neering, design services, and construction management. History A pavement management analysis was completed in 2012 that reviewed the state of the City's paved roads. This study defined classifications that aid in the long term management of the City's streets to most cost effective maintain paved surfaces. Highland, Marsh, Skylin, Grainwood and Eau Claire were all rated in the poor cate- gory with a condition rating (OCI) less than 30. All of these roads are experiencing alligator cracking making them susceptible to large failures. Patching of these areas typically lasts for 1-2 years which is not an economical use of our bituminous re- sources. The City uses the Transportation Plan within Capital Improvement Program to com- plete long term scheduling of street improvement projects. Highland, Marsh, Sky- line, Grainwood and Eau Claire are identified for reconstruction in 2015 as part of the Capital Improvement Program. As discussed at the city council workshop for the CIP, with the number of projects scheduled for 2015, the City does not have the in-house resources to complete the design for all of the projects. Staff will be completing the Credit River Road project and managing the other six projects, therefore consultant assistance is necessary to deliver this 2015 project. 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 including survey, preparation of the feasibility study, design, and construction observation and managment. The RFP was sent to three firms that have good working relationships with the City and experiences completing projects of this type. 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%) This engineering contract is set up on an hourly, not to exceed basis. Therefore,the best value of service to the City is the consultant whom can deliver a quality project, efficiently and at the lowest hourly rate. To determine the best value, City Staff has 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 prepared estimates as to the amount of time needed to complete the ele- ments within the the RFP. That being said, the work requested is fairly standardized and will require each consultant to spend a similar amount of time to complete each task. Staff focused more on the compentancy of the individual completing the tasks and the associated hourly rates. The Bolton and Menk proposal has a more expe- rienced team with the lowest hourly rates for all classes of team members. In addi- tion, Boltion and Menk completes the construction observation for development pro- jects so there is potential cost savings with combined inspection services. The cost breakdown for the projects identified in the proposals is shown below: Consultant: Dedicated Hours Average Hourly Rate Total Proposal WSB 2262 $110.48 $249,900 Bolton&Menk 2804 $105.74 $296,512 LHB 2622+subconsult- $104.56(does not incorpo- $344,662 ant for surveying rate sub-consultant The hours dedicated to specific tasks differs significantly between the proposals. Although WSB has the lowest overall cost, they also have the lowest amount of time dedicated to the project. In particulat, there is one third of the hours dedicated to the survey work compared to the other proposals and about half of the hours for the design. The low hours dedicated to the project in this proposal is a concern. Bolton & Menk is showing 542 more hours dedicated to this project than WSB, but has lower hourly rates across the board. The proposals are available for review in the Public Works Department. Conclusion The scoring for the proposals was very close, but Bolton and Menk project under- standing was better and some of their ideas on project approach could lead to better value in construction expenses. City Staff therefore recommends Bolton and Menk 2 for the 2015 Street Reconstruction Project based on the scoring criteria for the pro- posals. State Statute does not require the City Council to award Professional Services Con- tracts to the lowest cost provider. The City Council can determine the best value and award the contract accordingly. ISSUES: In order to deliver this project for 2015 construction, the survey and feasibility study must be completed soon. Soil borings and appraisals will also need to be initiated soon and will be completed under a separate constract. The preliminary schedule for this project is below: General Project Schedule September 15, 2014 Proposals Due September 22, 2014 Council Authorization for Consultant Agreement Late September Project Kickoff Meeting October 9, 2014 First Neighborhood Meeting March 2015 Project Bid FINANCIAL The funding to initiate this project is available in the construction fund. The CIP IMPACT: estimate for this project is $4,205,000, $425,000 of this was identified for engineer- ing, admin, and legal. Whether or not the council decides to proceed all projects listed herein will be based upon the discussion associated with the 2015 Budget and Tax Levy (Agenda Item 9A). The contract for engineering services is hourly with a not to exceed cap. Monthly invoices/statements from the engineer will be required to detail staff working on the project, the number of hours spent and a summary of the contract total. Staff com- pares this information to our project management records. ALTERNATIVES: 1. Approve a resolution authorizing the Mayor and City Manager to execute a Professional Services Contract with Bolton & Menk. 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 O� Mql 1-4U 4646 Dakota Street SE INNESO"�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 THE HIGHLAND, MARSH, SKYLINE, GRAINWOOD, EAU CLAIRE STREET IMPROVEMENTS Motion By: Second By: WHEREAS, The 2015-2019 Capital Improvement Program identifies improvement of Highland Avenue, Marsh Street, Skyline Avenue, Grainwood Trail, and Eau Claire Trail 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 resources to provide professional services for the survey, design and construction management of these improvements in 2015; and, WHEREAS, The City solicited a proposal for survey, design and construction management services: Consultant: Dedicated Hours Average Hourly Rate Total Proposal WSB 2262 $110.48 $249,900 Bolton&Menk 2804 $105.74 $296,512 LHB 2622+ $104.56(does not $344,662 subconsultant for incorporate sub- surveying consultant and; WHEREAS, The proposal review team has determined that the proposal submitted by Bolton and Menk 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. Bolton and Menk is hereby authorized to provide engineering services for the Improvement Project. These services will include preliminary engineering, design, and construction services. 3. Bolton and Menk is authorized to proceed with design services for Highland, Skyline, Marsh, Grainwood and Eau Claire. 4. The Mayor and City Manager are authorized to execute the City's Standardized Professional Services Agreement with Bolton and Menk on behalf of the City. 5. Funding for these engineering services will be drawn from the Construction Fund http:l/sp1ash/teams/am/0ctober 4 2010/09 22 201412015 Street Recon Prof Services RES.docx PASSED AND ADOPTED THIS 22ND DAY OF SEPTEMBER 2014. VOTE Hedberg Keeney McGuire Morton Soukup Aye ❑ ❑ ❑ ❑ ❑ Nay ❑ ❑ ❑ ❑ ❑ Absent ❑ ❑ ❑ ❑ ❑ Abstain ❑ ❑ ❑ ❑ ❑ Frank Boyles, City Manager 2