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Home My WebLink About8C - Amend Professional Services Contract for Mushtown Project O� PRION ti U 4646 Dakota Street SE Prior Lake, NIN 55372 �INNESp�P CITY COUNCIL AGENDA REPORT MEETING DATE: NOVEMBER 24, 2014 AGENDA#: 8C PREPARED BY: SENG THONGVANH, PROJECT ENGINEER PRESENTED BY: SENG THONGVANH AGENDA ITEM: CONSIDER APPROVAL OF A RESOLUTION AMENDING THE PROFES- SIONAL SERVICES CONTRACT WITH WSB &ASSOCIATES FOR MAPLE LANE, MUSHTOWN ROAD, AND PANAMA AVENUE STREET IMPROVEMENT PROJECT (PROJECT#14-011) DISCUSSION: Introduction The purpose of this agenda item is to consider approval of a resolution amending the professional services contract with WSB & Associates for property acquisition services. History Each year the City reconstructs street segments that are scheduled for reconstruc- tion as part of its Capital Improvement Program (CIP) and have exceeded their use- ful design life. The City uses the Capital Improvement Program and its Pavement Management Program to plan for infrastructure improvements and the financing for capital improvements. At its September 9, 2013 meeting the City Council adopted Resolution 13-126 authorizing staff to prepare a Feasibility Report for the Maple Lane, Mushtown Road, and Panama Avenue Improvement Project as outlined in the CIP. The Maple Lane / Mushtown Road / Panama Avenue neighborhood is considered in the report and includes improvements to Maple Acres, O'Rourke Addition, Parts of S 11, T 114, R 22 and Parts of S 2, T 114, R 22. These properties were platted and developed in the 1950's and 1960's. A map of the project area (Figure 1) is included in the Feasibility Report. The proposed improvements include street re- construction, sewer and water construction, storm sewer, storm water quality, con- crete curb and gutter, and appurtenant work. The Feasibility Report also includes total estimated costs, preliminary assessment amounts, and a project financing summary. Also included in the report are design criteria, estimates and information on watermain, sanitary sewer, storm sewer, and streets. Details on each can be found in the Feasibility Report. On November 12, 2013, the City Council accepted the feasibility report and sched- uled the public hearing. The public hearing was held on December 9, 2013. A second public hearing was subsequently held on March 10, 2014 for additional comments. The Council also ordered project plans and specifications at the meeting. An open house neighborhood meeting was held on May 20, 2014 to review the proposed project design with the effected residents. Proposed impacts and design elements were shared at this meeting for each individual property. Locations of sanitary sewer and water services were also reviewed with each property owner in attendance to ensure optimal locations of hookup. On October 13, 2014, the City Council approved the plans and specifications and authorized advertisement for bids as well as approving the appraised value and au- thorizing the officials to make offer for property acquisition. Property acquisition is necessary for installation of utilities on Panama Avenue. Staff is currently working on obtaining the necessary permits and bidding of the project will take place shortly. Current Circumstances During an individual meeting with a property owner, it was discovered that there was a potential conflict in regards to property lines shown on Panama Avenue. City staff requested that WSB review the discrepancy in regards to the property lines and report back to the City. It was found that property lines as shown in Scott County's GIS and half section maps were in error. Subsequently, 4 additional parcels are impacted by the proposed utility installation and thus will require partial property acquisition. These 4 parcels were not part of the original proposal submitted by WSB. ISSUES: Property acquisition on public improvement projects can be a long process. Alt- hough the process for this project started in a timely manner, discovery of additional need for property acquisition could add additional time for completion of the required acquisition. WSB will diligently work to complete the task in a timely manner. Prop- erty acquisition services are a special service which cannot be completed by City Staff. The City has evaluated the amendment and believes the costs to be reason- able. FINANCIAL The amendment to the contract adds a total of $10,000 to the contract with WSB & IMPACT: Associates. This addition to the original amount will bring the total to$34,020. Fund- ing for this additional service is proposed to come from an internal budget amend- ment. It should be noted that the cost increase was not created by WSB but instead by an error in the Scott County Records. Considering the number of parcels for which the county keeps records, the number of errors we have experienced are modest. ALTERNATIVES: 1. Approve Resolution 14-XXX amending the professional services contract with WSB & Associates for the Maple Lane, Mushtown Road, Panama Avenue Im- provement Project. 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 and second for alternative#1. MOTION: 2 O� PRI() ti U t,y 4646 Dakota Street SE 4'1nrxEs0"�P Prior Lake,MN 55372 RESOLUTION 14-xxx A RESOLUTION AMENDING THE PROFESSIONAL SERVICES CONTRACT WITH WSB & ASSOCIATES FOR MAPLE LANE, MUSHTOWN ROAD, PANAMA AVENUE IMPROVEMENT PROJECT Motion By: Second By: WHEREAS, On March 10th, 2014 the City of Prior Lake entered into a professional services contract with WSB &Associates for the Maple Lane, Mushtown Road, Panama Avenue Improvement Project property acquisition; and, WHEREAS, It was determine that property acquisition would involve an additional 4 parcels as the result of an error in Scott County Property Records; and, WHEREAS, WSB & Associates has provided a letter dated November 18th, 2014 detailing the added services which will be performed to deliver the Maple Lane, Mushtown Road, Panama Avenue Improvement Project property acquisition in light of these errors. 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. The professional services contract with WSB &Associates for Maple Lane, Mushtown Road, Panama Avenue Improvement project is hereby amended to include additional services as discussed in the November 18th, 2014 letter from WSB. 3. The amount of the professional services contract with WSB &Associates for the Maple Lane, Mushtown Road, Panama Avenue Improvement Project is hereby increased by$10,000.00. 4. Funding for these engineering services will be funded by an internal budget amendment. The general fund budget#501-48378-505 will be amended for these additional services. PASSED AND ADOPTED THIS 24th DAY OF NOVEMBER 2014. VOTE Hedberg McGuire Morton Soukup Morton Soukup Aye ❑ ❑ ❑ ❑ ❑ Nay ❑ ❑ ❑ ❑ ❑ Absent ❑ ❑ ❑ ❑ ❑ Abstain ❑ ❑ ❑ ❑ ❑ Frank Boyles, City Manager A WSB &Associates,Inc. engineering•planning•environmental•construction 477 Temperance Street St.Paul,MN 55101 Tel: 651-286-8450 Fax:651-286-8488 November 18,2014 Mr.Larry Poppler City of Prior Lake 4646 Dakota Street Prior Lake,MN 55372 Re: Amendment# 1-Agreement to Provide Easement Acquisition Services City of Prior Lake 2014 Improvement Projects Dear Mr.Poppler: i WSB and Associates,Inc.will exceed the amount of our current contract due to the addition of four parcels. It is anticipated that an additional$10,000.00 shall cover the easement acquisition services on this project. Additional Fee: Our easement acquisition services include: WSB Professional Services Hours Assumes 4 parcels Project Management ................................................................. 5 $ 640.00 Title Review and Field Title Reports......................................... 12 $ 1,540.00 Documents ............................................................................... 7 $ 880.00 Mortgage Consents ................................................................... 40 $ 5,200.00 Offer Presentations and Negotiations........................................ 8 $ 940.00 FileClosure............................................................................... 6 $ 800.00 Total Estimate for WSB Professional Services 78 $10,000.00 If you are in agreement with the terms of this Amendment,please sign below on the space provided and return one copy to us for our records. Please do not hesitate to contact me at 651-286-8455 with any questions or concerns. Original Contract Amount: $24,040.00 Amendment# 1 $10,000.00 Proposed Contract Amount $34,040.00 Sincerely, WSB&Associates,Inc. 4,- Barker Right of Way Specialist ACCEPTED BY: City of Prior Lake Name Title Date Equal Opportunity Employer wsbeng.com