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Home My WebLink About5N Markley lake Trail Prof Serv Agreement E 4646 Dakota Street SE Prior Lake, MN 55372 4?ivivESO'cA CITY COUNCIL AGENDA REPORT MEETING DATE: AUGUST 24, 2015 AGENDA#: 5N 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 MARKLEY LAKE TRAIL PRO- JECT 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 Markley Lake Trail project. These services will include survey, design services, and construction management. History The 2030 Comprehensive Plan identified various trail links within the City to pro- vide connectivity for non-motorized forms of transportation. One of the more vital links connects Cardinal Ridge Park south through the new Markley Lake Woods Development and around Markley Lake. This segment will complete the connec- tion from County Road 44 to the regional trail along County Road 21. This con- nection will allow greater recreational mobility to the regional park destinations of Murphy-Hanrehan and Cleary Lake Park. In addition it provides a local neighbor- hood connection for those users desiring a shorter looped route. The trail will navigate from the existing bituminous trail in the developed portions of Cardinal Ridge Park through the passive forested park land and down the slopes to Marley Lake. It will then run along the shore of Markley Lake terminating at the Welcome Avenue Cul-de-sac. In the future it is envisioned this route will connect through the industrial park to an improved intersection at CR21 and CR87 (Revere Way/170th Street). The trail placement near the lake is multi-functional. This location will allow users to experience a closer connection to the ecological habitats surrounding Markley Lake. In addition the trail will serve as a border between the delineated wetlands of Markley Lake and the residential homes. During the review of the Markley Lake Woods development it was determined that the City would take the role of building the trail and the developer would pay a park dedication fee. With the Final Plat of Markley Lake Woods approved, staff has moved forward on developing the project. The first step is to develop plans and specifications. With the current work load, consultant services will be necessary to complete this work. Current Circumstances In order to provide the best value to the taxpayers, the City of Prior Lake has sought proposals for professional engineering services to design the trail and pro- vide construction management. This request asked for proposals to provide engi- neering services including survey, design, and construction observation and man- agement. The RFP was sent to two 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 qualifications (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 at the lowest hourly rate. To determine the best value, City Staff has dissected the proposal in reviewing the hourly rates, number of hours dedi- cated 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 el- ements within the RFP. The LHB proposal has a more experienced team for this type of design and has the lowest hourly rates for most classes of team members. In addition, the project manager was the project manager for the Welcome Avenue project and assisted the City with a grant application for the trail in 2013. The pro- posals are available for review in the Public Works Department. The cost breakdown for the projects identified in the proposals is shown below: Consultant Total Proposal Bolton &Menk $109,516 LHB $85,158 Conclusion The LHB team has the staff with the most familiarity of the project site, is qualified for this type of work and has the lowest proposed contract amount. City Staff therefore recommends LHB for the Markley Lake Trail Project based on the scor- ing criteria for the proposals. 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. ISSUES: In order to deliver this project for 2015 construction start, the survey and design must be completed soon. Any geotechnical explorations will be under a separate contract. The preliminary schedule for this project is below: General Project Schedule August 14, 2015 Proposals Due August 24, 2015 Council Authorization for Consultant Agreement _ Late August Project Kickoff Meeting September 2015 Survey and Design October 2015 Advertise for Bid October 26, 2015 Project Bid & Contract Award Although the 2015 construction season is half over, this project fits well into a late fall start. Due to the location, a dryer or frozen condition will be more ideal for the excavation and sub basing of the trail. Final bituminous will occur in the spring. FINANCIAL The funding to initiate this project is available in the Capital Park Fund which has a IMPACT: balance of $708,166.11. 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 compares 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 LHB as part of the consent agenda. 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 (i. POSRI tsj 4646 Dakota Street SE ..., scot. Prior Lake, MN 55372 RESOLUTION 15-xxx RESOLUTION AUTHORIZING THE MAYOR AND CITY MANAGER TO EXECUTE THE CITY'S STANDARDIZED PROFESSIONAL SERVICES CONTRACT FOR THE MARKLEY LAKE TRAIL PROJECT Motion By: Second By: WHEREAS, The 2030 Comprehensive Plan identifies completion of a trail connection from Cardinal Ridge Park and around Markley Lake; and WHEREAS, The City acquired property rights to the trail corridor as part of the final platting of the Markley Lake Woods development; and WHEREAS, In order to allow for construction to start 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; and, WHEREAS, The City solicited a proposal for survey, design and construction management services: Consultant Total Proposal Bolton&Menk $109,516 LHB $85,158 , and; WHEREAS, The proposal review team has determined that the proposal submitted by LHB Corporation, 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. LHB Corporation is hereby authorized to provide engineering services for the Improvement Project. These services will include survey, design, and construction services. 3. LHB Corporation is authorized to proceed with design services for the Markley Lake Trail project. 4. The Mayor and City Manager are authorized to execute the City's Standardized Professional Services Agreement with LHB Corporation on behalf of the City. 5. Funding for these engineering services will be drawn from the Capital Park Fund. http.//financel/teams/am/October 4 2010/08 24 2015/Markley Lake Trail Prof Services RES.docx PASSED AND ADOPTED THIS 24TH DAY OF AUGUST 2015. VOTE Hedberg Keeney McGuire Morton Thompson Aye E ❑ E ❑ ❑ Nay ❑ E ❑ ❑ ❑ Abstain E ❑ ❑ ❑ ❑ Absent ❑ E ❑ ❑ ❑ Frank Boyles, City Manager 2