The URL can be used to link to this page

Home My WebLink About5I Engineering services 2017 Projects Report 4646 Dakota Street SE Prior Lake, MN 55372 CITY COUNCIL AGENDA REPORT MEETING DATE: SEPTEMBER 26, 2016 AGENDA #: 5I PREPARED BY: LARRY POPPLER, CITY ENGINEER/INSPECTIONS DIRECTOR PRESENTED BY: LARRY POPPLER AGENDA ITEM: CONSIDER APPROVAL OF A RESOLUTIONS AUTHORIZING EXECUTION OF THE CITY’S STANDARDIZED PROFESSIONAL SERVICES CONTRACT FOR ENGINEERING SERVICES FOR 2017 IMPROVEMENT PROJECTS DISCUSSION: Introduction The purpose of this resolution is to consider proposals and authorize the Mayor and City Manager to execute the City’s Standardized Professional Services Con- tract for 2017 improvement projects. These services will include preliminary engi- neering, design services, and project inspection. History The City uses the Capital Improvement Program to schedule projects. In this case the several projects are scheduled for completion in 2017. These projects include the following: 1. Albany Avenue, Cates Street, CJ Circle, Five Hawks Avenue and Park Av- enue. 2. Franklin Trail from CSAH 21 to Highway 13 (south) 3. Balsam Street, Sunrise Avenue, Spruce Court, and Spruce Trail 4. Sycamore Trail. These projects have been identified for several years and are shown in the City’s Capital Improvement Program. A pavement management analysis was completed that has 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 effectively maintain paved surfaces. The projects identified above were all rated in a poor category condition with rat- ings below 35 out of 100. All of these roadways are experiencing extensive pave- ment 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. Current Circumstances The engineering department is currently shorthanded without a project engineer. The project engineer position typically completes the first step which is to complete the feasibility reports. While a project engineer will be hired and start with the City shortly, the timing does not allow for the completion of the feasibility study within a timeframe necessary to keep the project on track for early season bidding. Fur- thermore, the engineering department is behind in final project documentation for several City projects and 2016 projects appear to be extending further into fall than 2 originally planned due to weather delays. Consultant assistance would allow time for City Staff in completion of final project documentation for these projects. Re- gardless even with full staffing, the current makeup of staffing including a project engineer could not deliver the entire 2017 reconstruction program. 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 for this project. The Request For Pro- posals (RFP) was sent to three firms that have good working relationships with the City and experiences completing projects of this type. One consultant, LHB, did not provide a proposal. The cost breakdown for the projects identified in the proposals is shown below: Consultant: Dedicated Hours Average Hourly Rate Total Proposal Rate WSB and Associates 6529 $98 $637,109 Bolton & Menk 6611 $98 $649,700 The consultant firms were evaluated by the City based upon the following criteria: • Value of Services (50%) • Consultants approach and understanding of the projects as described in a work plan (10%) • Qualifications/experience of personnel working on the project (20%) • Consultants ability to deliver the project within the general timelines proposed (10%) • Consultants prior experience with the City (10%) This engineering contract is set up on an hourly, not to exceed basis. To deter- mine the best value, City Staff has dissected the proposals in reviewing the hourly rates, number of hours dedicated to the project tasks, personnel assigned on the project, and the assumptions made within each of the proposals. Each firm prepared estimates as to the amount of time needed to complete the el- ements with the RFP. The hours dedicated to specific tasks differs from task to task between the proposals. Staff then focused on the competency of the individual completing the tasks and the associated hourly rates. The Bolton & Menk proposal has a more experienced team for this project. Based on the scoring criteria, Bolton and Menk’s proposal scored higher that WSB due to the experience of the Bolton an Menk team. Bolton and Menk’s residential reconstruction experience in Prior Lake really stood out during the proposal re- view. 3 Conclusion City Staff recommends selecting Bolton & Menk for 2017 street reconstruction pro- jects. State Statute does not require the City Council to award Professional Services Contracts to the lowest cost provider. Instead the city may weigh other factors in awarding professional service work. The cost per hour for the two firms was identi- cal. More hours were quoted by Bolton Menk. In this case we believe that the higher number and allocation of hours was most appropriate to complete the quan- tity of work contemplated. Staff also considered: 1.) Proposed allocation of consulting time per project, 2.) Experience in completing all aspects of previous city public improvement projects, 3.) Previous experience and competence of lead project engineer, 4.) Comprehen- siveness of proposal. ISSUES: In order to deliver this project for 2017 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. Portions of the work could be removed from the contract and performed by City Staff if time is available or if the City Council decides not to proceed with a certain project. FINANCIAL IMPACT: The financial impact of each project will be further analyzed in the Feasibility Re- ports including the preparation of preliminary assessment calculations. The CIP estimate for the Albany Avenue, Cates Street, CJ Circle, Five Hawks Avenue and Park Avenue improvement project is $2,174,932. The CIP estimate for the Franklin Trail Improvement Project is $2,866,403. The CIP estimate for the Balsam Street, Sunrise Avenue, Spruce Court and Spruce Trail Improvement Project is $2,478,346. The CIP estimate for the Sycamore Trail Improvement Project is $752,182. The engineering costs cited are within the range expected for the pro- jects and associated work of this magnitude. ALTERNATIVES: 1. Approve a resolution as part of the consent agenda, authorizing the Mayor and City Manager to execute a Professional Services Contract with Bolton and Menk for engineering services to complete the 2017 Improvement Projects. 2. Remove this item from the consent agenda for additional discussion. RECOMMENDED MOTION: A Motion and Second as part of the consent agenda for Alternative Number 1. 4646 Dakota Street SE Prior Lake, MN 55372 RESOLUTION 16-XXX RESOLUTION AUTHORIZING THE MAYOR AND CITY MANAGER TO EXECUTE THE CITY’S STANDARDIZED PROFESSIONAL SERVICES CONTRACTS FOR 2017 IMPROVEMENT PROJECTS Motion By: Second By: WHEREAS, The 2017-2021 Capital Improvement Program identifies improvement of four areas: 1. Albany Avenue, Cates Street, CJ Circle, Five Hawks Avenue, and Park Avenue 2. Franklin Trail (south of CSAH 21 to Highway 13) 3. Balsam Street, Sunrise Avenue, Spruce Court, and Spruce Trail 4. Sycamore Trail ; and WHEREAS, In order to allow for construction and planning in 2017, it is necessary to begin the feasibility report, surveying, and design at this time; and, WHEREAS, The City does not have in-house resources to provide these professional services considering other workload obligations and volume of work to deliver 2017 improvements; and, WHEREAS, The City solicited proposals for completion of feasibility reports, survey, geotechnical exploration, design, and construction observation: Consultant: Dedicated Hours Average Hourly Rate Total Proposal Rate WSB and Associates 6529 $98 $637,109 Bolton & Menk 6611 $98 $649,700 ; and, WHEREAS, The proposal review team has determined that the proposal from Bolton and Menk provides the best value for the City. 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 & Menk is hereby authorized to provide engineering services for the 2017 Improvement Projects. These services will include feasibility reports, surveying, geotechnical exploration, design, and construction observation. C:\Users\aschroeder\Desktop\Engineering services 2017 Projects - Res.docx 2 3. Bolton & Menk is authorized to proceed with the feasibility report, surveying, geotechnical exploration, and design for 2017 improvement projects. 4. The Mayor and City Manager are authorized to execute the City’s Standardized Professional Services Contract with Bolton & Menk on behalf of the City for 2017 Improvement Projects. 5. Funding for these engineering services will be drawn from the Construction Fund. PASSED AND ADOPTED THIS 26th DAY OF SEPTEMBER 2016. VOTE Hedberg Keeney McGuire Morton Thompson Aye ☐ ☐ ☐ ☐ ☐ Nay ☐ ☐ ☐ ☐ ☐ Abstain ☐ ☐ ☐ ☐ ☐ Absent ☐ ☐ ☐ ☐ ☐ ______________________________ Frank Boyles, City Manager