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Home My WebLink About9B 2018 Franklin Trail Improvement Project Report 4646 Dakota Street SE Prior Lake, MN 55372 CITY COUNCIL AGENDA REPORT MEETING DATE: DECEMBER 11, 2017 AGENDA #: 9B PREPARED BY: NICK MONSERUD, PROJECT ENGINEER PRESENTED BY: NICK MONSERUD AGENDA ITEM: CONSIDER APPROVAL OF A RESOLUTION AUTHORIZING EXECUTION OF THE CITY’S STANDARDIZED PROFESSIONAL SERVICES CONTRACT FOR 2018 FRANKLIN TRAIL IMPROVEMENT PROJECT DISCUSSION: Introduction The purpose of this resolution is to authorize the Mayor and City Manager to exe- cute the City’s Standardized Professional Services Contract for the 2018 Franklin Trail improvement project. These services will include the preparation of plans and specifications. History The City uses the Capital Improvement Program to schedule projects. In this case several projects are scheduled for completion in 2018. These projects include the following: 1. Woodside Road, Huron Street, Wildwood Circle, Santee Circle and Luther Road. 2. Franklin Trail from CSAH 44 to Summer St. 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 evaluated 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 a cost-effective use of our resources. Current Circumstances The engineering department is staffed to design approximately one mile of street reconstruction a year in-house. Due to the 2017 projects and Rolling Oaks project lasting well into December, the design window has been shortened by approxi- mately a month. The City relies heavily on its Engineering Technicians to design the reconstruction projects. As part of their duties they also inspect the construc- tion of the reconstruction project areas. In order to stay on track for early season bidding, the Woodside/Huron Neighborhood project would be best designed in- house while WSB & Associates, Inc. (WSB) would design the Franklin Trail portion of the project. 2 Franklin Trail is designated as a State Aid route. With this designation certain plan requirements have to be met and reviewed by the Minnesota Department of Transportation (MnDOT) in order to be eligible for funding. In order to meet these design requirements, submit to MnDOT in a timely manner for review, and get the project out for bid early in the season Franklin Trail will have to be designed quickly. We do not have the staff available at this time internally to meet this deadline. It is therefore necessary to have a consultant engineer assist with the Franklin Trail project. Consultant assistance will provide time for City Staff to design the Woodside/Hu- ron area reconstruction project over the next several months and allow for them to finish inspection tasks next spring related to the 2017 reconstruction and Rolling Oaks projects. The City requested a proposal from WSB to prepare the construction documents for the Franklin Trail project. The proposal received from WSB is for $105,949. This engineering contract is set up on an hourly, not to exceed basis. Conclusion City Staff recommends retaining WSB to complete the design and specifications for the 2018 Franklin Trail Improvement Project. WSB completed the topographic survey as well as prepared the feasibility reports for both 2018 reconstruction project areas. Thus, they are very familiar with the project area making it efficient and cost effective to hire WSB for the design of Franklin Trail. ISSUES: In order to deliver this project for 2018 construction, the design must be developed soon. WSB 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. FINANCIAL IMPACT: The Feasibility Report construction estimate for the Franklin Trail Improvement Project is $1,911,600. ALTERNATIVES: 1. Motion and second to approve a resolution Authorizing the Mayor and City Manager to execute a Professional Services Contract with WSB for the 2018 Franklin Trail Improvement Project. 2. Table this item and provide additional direction to City Staff. 3. Deny this item and provide additional direction to City Staff. RECOMMENDED MOTION: A Motion and Second for Alternative Number 1. 4646 Dakota Street SE Prior Lake, MN 55372 RESOLUTION 17-___ RESOLUTION AUTHORIZING THE MAYOR AND CITY MANAGER TO EXECUTE THE CITY’S STANDARDIZED PROFESSIONAL SERVICES CONTRACT FOR THE 2018 FRANKLIN TRAIL IMPROVEMENT PROJECT Motion By: Second By: WHEREAS, The 2017-2021 Capital Improvement Program identifies improvement of two areas: 1. Woodside Road, Huron Street, Wildwood Circle, Santee Circle and Luther Road. 2. Franklin Trail from CSAH 44 to Summer St. ; and WHEREAS, In order to allow for construction and planning in 2018, it is necessary to begin the design for Franklin Trail 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 2018 improvements; and, WHEREAS, The City solicited a proposal from WSB & Associates, Inc. in the amount of $105,949 for the preparation of plans and specifications for the Franklin Trail Improvement Project; and, WHEREAS, The proposal review determined that WSB & Associates 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. WSB & Associates is hereby authorized to provide engineering services for the 2018 Franklin Trail Improvement Project. These services will include the preparation of plans and specifications. 3. WSB & Associates is authorized to proceed with the design for 2018 Franklin Trail Improvement Project. 4. The Mayor and City Manager are authorized to execute the City’s Standardized Professional Services Contract with WSB & Associates on behalf of the City for the 2018 Franklin Trail Improvement Project. 5. Funding for these engineering services will be drawn from the Construction Fund. PASSED AND ADOPTED THIS 11th DAY OF DECEMBER 2017 2 VOTE Briggs McGuire Thompson Braid Burkart Aye ☐ ☐ ☐ ☐ ☐ Nay ☐ ☐ ☐ ☐ ☐ Abstain ☐ ☐ ☐ ☐ ☐ Absent ☐ ☐ ☐ ☐ ☐ ______________________________ Frank Boyles, City Manager