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Home My WebLink About5C-Highland, Marsh, Skyline, Improvement Project O� PRIO+P 4646 Dakota Street SE Prior bake_ MN 55372 �INIvfiSo�P CITY COUNCIL AGENDA REPORT MEETING DATE: APRIL 13, 2015 AGENDA#: 5C PREPARED BY: KATY GEHLER, PUBLIC WORKS & NATURAL RESOURCES DIRECTOR PRESENTED BY: KATY GEHLER AGENDA ITEM: CONSIDER APPROVAL OF TWO RESOLUTIONS FOR THE HIGHLAND, MARSH, SKYLINE, GRAINWOOD, EAU CLAIRE IMPROVEMENT PROJECT 1) ACCEPTING PROPOSALS AND AUTHORIZING ELEMENT MATERIALS TECHNOLOGY TO PROVIDE CONSTRUCTION TESTING 2) AUTHORIZING A CHANGE ORDER TO BOLTON & MENK TO PROVIDE CONSTRUCTION OBSERVATION FOR THE EXTENDED CONSTRUCTION SEASON DISCUSSION: Introduction The purpose of this agenda item is to accept the proposals for professional ser- vices related to construction testing for the Highland, Marsh, Skyline, Grain- wood, and Eau Claire Improvement Project#TRN15-000004. History The City received bids for the Highland, Marsh, Skyline, Grainwood, and Eau Claire project on February 23, 2015. At its March 9, 2015 meeting the City Council accepted the bids and awarded the construction contract to Chard Tiling and Excavating out of Belle Plaine, Minnesota. Construction is anticipated to start in mid-April with substantial completion in November 2015. The project includes storm sewer, sanitary sewer, water main, bituminous trail, concrete sidewalk, concrete curb and gutter, aggregate base, bituminous sur- facing, and appurtenant work. As part of the construction process testing is completed to ensure the contractor is meeting the specifications for compaction densities, gradation of aggregate materials, and concrete strength. The City typically contracts with a certified geotechnical testing laboratory to complete this work. Current Circumstances Construction Testing Staff has requested proposals from three firms for geotechnical services. They include: American Engineering Testing, Element Materials Technology, and Braun Intertec. Each of these firms has a positive history of construction testing in Prior Lake. The results are tabulated below: FIRM£NAME ° BASE'PRICE Element $28,361 Braun Intertec $37,887 American Engineering Testing Declined due to limited staffing The proposals were based on an estimated number of tests needed to fulfill the testing requirements. The number of tests actually performed could be less or more than this estimate. For the purposes of evaluation, the consultant provid- ed a unit price for each item listed in the estimated construction testing estimate. The results were analyzed and City Staff is recommending that Element Materi- als Technology be selected to perform the construction testing for the City of Prior Lake. Element completed the. preliminary soil boring analysis for this pro- ject and provided pavement section recommendations. Construction Observation Staff requested proposals from engineering firms to complete the design and construction services for what had originally been identified as two separate street projects: Highland, Marsh and Skyline; and Grainwood and Eau Claire. In an effort to provide efficiency of construction, the projects were combined into one project for design and bid to encourage the contractor to stay onsite with the various crews that complete the work. All of the proposals received based the construction observation on the assumption of a typical construction season, mid to late May through October or about 22-24 weeks. During the design process it was determined to specify phases within the project contract documents. This accomplishes two things: 1) Ensures better access to residents during construction as the project area has limited access points being between the lake and two county roads. 2) Allows the contractor a longer con- struction season reflecting in lower bid prices. The construction contract was awarded in early March which proved to provide competitive bids. With the contracts in place, the contractor has indicated a de- sire to take advantage of the spring weather to begin construction mid-April. This is beneficial for the City as well, as it allows extra days if there are weather delays or other unforeseen circumstances during the project. With the current schedule, the construction season is now anticipated to last up to 34 weeks if the weather allows construction through November which is about 40-55% long- er than the season we typically plan for. The City will want a full time construction observer onsite to ensure the contrac- tor is building the project to specifications, be the day-to-day project liaison to the residents, certify all project quantities, prepare daily project notes, and keep track of as-built information. Due to the extended construction season we antic- ipate additional costs for this service up to $63,388 which is the hourly rate of the construction observer times the potential additional hours. Please see the attached letter requesting a change order to the Bolton & Menk contract to in- crease the not to exceed contract by this amount which equates to a 47% in- crease in the construction services amount. Note that the costs are based on actual hours worked. Even with the additional amount, the project overhead, that includes the engineering for the project, will be 13% of the construction cost which is 7% less than the average overhead of 20%. Conclusion With award of the construction contract and anticipated start of construction in April 2015 testing will be needed for the project. ISSUES: The City of Prior Lake is not equipped or licensed to perform construction testing for infrastructure projects therefore an outside vendor must complete these ser- vices. Likewise, the City does not have staff available with the current workload to perform the construction observation for this project. 2 FINANCIAL The testing and construction observation for this project will be funded through IMPACT: various funding sources authorized with the award of the construction contract. This authorization estimated costs associated with these services for a projected overhead of $500,000. With the action being requested tonight, the total esti- mate overhead costs will be $483,261. The final project funding will be deter- mined after substantial completion of the construction activities and after the as- sessment hearing. ALTERNATIVES: 1. Approve both resolutions as part of the consent agenda. 2. Deny this item for a specific reason and provide Staff with direction. 3. Table this item until some date in the future. RECOMMENDED Alternative#1. MOTION: 3 O� FRIO U U 4646 Dakota Street SE NNBso�P Prior Lake, MN 55372 RESOLUTION 15-xxx A RESOLUTION AUTHORIZING ELEMENT MATERIALS TECHNOLOGY TO PROVIDE CONSTRUCTION TESTING SERVICES FOR THE HIGHLAND, MARSH, SKYLINE, GRAINWOOD,AND EAU CLAIRE IMPROVEMENT PROJECT,#TRN14.000004 Motion By: Second By: WHEREAS, Construction testing is a necessary service needed to properly install City infrastructure; and, WHEREAS, Construction testing is needed for the Highland, Marsh, Skyline, Grainwood, and Eau Claire Improvement Project,#TRN14-000004; and, WHEREAS, The City does not have the equipment or expertise to provide these services; and WHEREAS, The City solicited and evaluated proposals from qualified firms to provide construction testing for the Highland, Marsh, Skyline, Grainwood, and Eau Claire Improvement 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. Element Materials Technology is hereby selected to provide Construction Testing Services for the Highland, Marsh, Skyline, Grainwood, and Eau Claire Improvement Project for a base price in the amount of$28,361.00 and the unit pricing rates as shown in the proposal. 3. The Mayor and City Manager are authorized to execute the City's Standard Professional Services Agreement on behalf of the City. 4. Funding for these engineering services will be drawn from the Construction Fund Account#501- 43500.00-55050.00 TRN 14-000004. PASSED AND ADOPTED THIS 13TH DAY OF APRIL 2015. VOTE Hedberg Keeney McGuire Morton Thompson Aye ❑ ❑ ❑ ❑ ❑ Nay ❑ ❑ ❑ ❑ ❑ Abstain ❑ ❑ ❑ ❑ ❑ Absent ❑ ❑ ❑ ❑ ❑ Frank Boyles, City Manager O� PRI0r N U 4646 Dakota Street SE ; �So'0P Prior Lake,MN 55372 RESOLUTION 15-xxx A RESOLUTION AMENDING THE PROFESSIONAL SERVICES CONTRACT WITH BOLTON & MENK INCORPORATED FOR THE HIGHLAND, MARSH, SKYLINE, GRAINWOOD, EAU CLAIRE IMPROVEMENT PROJECT Motion By: Second By: WHEREAS, On September 22, 2015 the City of Prior Lake entered into a professional services contract with Bolton & Menk Incorporated for general engineering services which included construction observation for the Highland, Marsh, Skyline, Grainwood, Eau Claire project; and, WHEREAS, The phasing of the project and contractor work schedule has caused an increase in construction observation and management on this project; and, WHEREAS, Bolton & Menk Incorporated has provided a letter dated April 2, 2015 detailing the added services. 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 Bolton & Menk Incorporated for the Highland, Marsh, Skyline, Grainwood, Eau Claire Project is hereby amended to include additional services as discussed in the April 2, 2015 letter from Bolton & Menk Incorporated. 3. The amount of the professional services contract with Bolton & Menk Incorporated for the Highland, Marsh, Skyline, Grainwood, Eau Claire Project is hereby increased by an amount not to exceed $63,388.00. 4. Funding for these engineering services will be funded by the Construction Fund for this project. The Construction Fund#501-43500.00-55050.00 TRN15-000004 will be amended for these additional services. PASSED AND ADOPTED THIS 13TH DAY OF APRIL 2015. VOTE Hedberg Keeney McGuire Morton Thompson Aye ❑ ❑ ❑ ❑ ❑ Nay ❑ ❑ ❑ ❑ ❑ Abstain ❑ ❑ ❑ ❑ ❑ Absent ❑ ❑ ❑ ❑ ❑ Frank Boyles, City Manager • BO i_TON & M r-==N K , i "C,-® Consulting Engineers & Surveyors 12224 Nicollet Avenue•Burnsville,MN 55337 Phone(952)890-0509-Fax(952)89048065 www.bolton-menk.com April 2,2015 Ms. Katy Gehler,P.E. Public Works Director City of Prior Lake 4646 Dakota Street E. Prior Lake,MN 55372 Re: Update Letter for Construction Services 2015 Street Reconstruction Project Dear Ms. Gehler: As you are aware,actual construction for the 2015 Street Reconstruction Project is anticipated to begin on Monday,April 13'by the awarded Contractor Chard Tiling and Excavating,Inc. The favorable warmer weather being experienced this spring is allowing for a much sooner start date than years past. We are prepared to provide construction services for the duration of the reconstruction project consistent with our original project proposal dated September 15,2014 to include construction administration,field staking,and full time construction observation. In preparation of our original proposal,assumptions were made regarding the construction schedule and project duration, specifically an assumption of a 20-week construction period. However,based on the following we are now estimating a revised 34-week construction period: • During the final design it was recommended that the project be split into multiple construction phases in order to maintain resident access throughout the project based on the unique situation of the project area being surrounded on all sides by either a county road or a lake. • As part of the phasing a detailed construction schedule was estimated and it was determined an extended construction schedule allowing the Contractor a longer season to complete the work would be reflected thru lower bid prices. • After holding the pre-construction meeting, the Contractor requested to be able to start construction based on the current weather as soon as possible. • During the neighborhood meetings, several residents posed questions specific to their property. To address their on-site concerns a series of meetings were held to identify ROW encroachments, driveway tie-in concerns, and document any additional issues. Based on these identified changes we are proposing a revised construction services contract in the amount of not to exceed$63,388 to be added to the original contract amount of$136,112. This increased amount is estimated to provide the listed construction services to include the extended construction schedule. It should be known that construction services are based on actual hours in the field during construction. If this time would have been included in the original scope,the other proposers, including Bolton&Menk, would have had an equally proportionate increase. H:\PLAK\T18109027\7_Construction\109027 Construction Services Letter 4-02-15.doc DESIGNING FOR A BETFER TOMORROW Bolton&Menk is an equal opportunity employer Ms. Katy Gehler,P.E. April 2,2015 Page 2 of 2 Please recognize that we are open to discussing our approach and estimated construction hours in order to tailor a project scope that meets the needs of the City of Prior Lake. Thank you,again,for allowing Bolton&Menk,Inc. to offer you this letter updating the contract of our proposed construction services. We look forward to continuing our service on this project throughout construction to help ensure a successful project all the way to final completion. Sincerely, BOLTON&MENK,INC. eA '-3 Brian Hilgardner,�7 Principal Engineer HAPLAK\T1 8109027\7Construction\109027 Construction Services Letter 4-02-15.doc