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HomeMy WebLinkAbout9B Engineering Services for Well No 6 Watermain Report 4646 Dakota Street SE Prior Lake, MN 55372 CITY COUNCIL AGENDA REPORT MEETING DATE: OCTOBER 1, 2018 AGENDA #: 9B PREPARED BY: JASON WEDEL, PUBLIC WORKS DIRECTOR/CITY ENGINEER PRESENTED BY: JASON WEDEL AGENDA ITEM: CONSIDER APPROVAL OF A RESOLUTION AUTHORIZING THE MAYOR AND CITY MANAGER TO EXECUTE A STANDARDIZED PROFESSIONAL SERVICES AGREEMENT FOR ENGINEERING SERVICES RELATED TO THE EXTENSION OF RAW WATERMAIN TO WELL NO. 6 GOAL AREA AND OBJECTIVE: DISCUSSION: Environmental Stewardship & Recreation 1. Provide clean and safe drinking water for the community and protect drinking water resources. 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 Well No. 6 watermain project. These services will include the preparation of plans and specifications as well as construction observation and testing. History The City Council approved a water purchase and facility expansion agreement between the City of Prior Lake and the SMSC on November 20, 2017. As part of that agreement, the City committed to extend watermain from Well No. 6 to the new joint Water Treatment Plant (WTP). The new WTP is anticipated to be com- pleted in late 2019 and it is therefore necessary to complete the extension of the watermain from Well No. 6 to the WTP next year. As part of the previous agenda item the City Council was asked to approve a Co- operative Agreement with the SMSC for the construction of the raw watermain from the new WTP to the southeast corner of CR82 and Bobcat Trail. That work will be completed this fall. It is the City’s responsibility to construct the raw wa- termain north across CR82 and connect to Well No. 6. Current Circumstances The engineering department does not have the staff available to design the pro- posed watermain improvements. The City relies heavily on its two Engineering Technicians to design and inspect the annual reconstruction projects. They are currently both still out in the field inspecting the 2018 reconstruction projects and are not available to work on this design. In order to stay on track for early sea- son bidding, WSB & Associates, Inc. (WSB) has been asked to design the water- main improvements. The City asked WSB to provide a proposal for completing the design as well as provide construction observation and testing for the project. A copy of the WSB 2 proposal is attached. The proposal received from WSB is for $65,455. This en- gineering contract is set up on an hourly, not to exceed basis. The proposed project schedule is as follows: Survey and Soil Borings October/November 2018 Design November 2018 – February 2019 City Council Approves Plans February 2019 Open Bids March 2019 City Council Accept Bids April 2019 Construction Begins May 2019 Construction Complete August 2019 Conclusion City Staff recommends hiring WSB to complete the design and specifications for the Well No. 6 Raw Watermain Project. ISSUES: In order to deliver this project for 2019 construction, the design must be devel- oped 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: A concept cost estimate was previously prepared in 2016 for the entire raw wa- termain project from the WTP to Well No. 6. The estimated cost at that time was $953,666.25. As part of the City’s Capital Improvement Plan the estimated cost was increased to $1,300,000 to account for inflation and construction of the pro- ject in 2019. A significant portion of the $1,300,000 budget has been included in the previous City Council agenda item for the Cooperative Agreement with the SMSC for the construction of the raw watermain along CR82. The City’s share of that cost is $723,034.61. The remaining balance of $576,965.39 ($1,300,000 - $723,034.61) is for this pro- ject. Once the construction plans are completed an updated cost estimate will be performed to confirm project costs. ALTERNATIVES: 1. Approve a resolution Authorizing the Mayor and City Manager to execute a Professional Services Contract with WSB for the Well No. 6 Raw Watermain Improvement 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: A Motion and Second for Alternative Number #1. 4646 Dakota Street SE Prior Lake, MN 55372 RESOLUTION 18-___ RESOLUTION AUTHORIZING THE MAYOR AND CITY MANAGER TO EXECUTE THE CITY’S STANDARDIZED PROFESSIONAL SERVICES CONTRACT FOR THE WELL NO. 6 RAW WATERMAIN IMPROVEMENT PROJECT Motion By: Second By: WHEREAS, The 2018-2022 Capital Improvement Program identifies these improvements; and WHEREAS, In order to allow for construction and planning in 2019, it is necessary to begin the design for watermain improvements 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 $65,455 for the preparation of plans and specifications for the Well No. 6 Raw Watermain 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 Well No. 6 Raw Watermain Improvement Project. These services will include the preparation of plans and specifications. 3. 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 Well No. 6 Raw Watermain Improvement Project. 4. Funding for these engineering services will be drawn from the Trunk Water Fund. PASSED AND ADOPTED THIS 1st DAY OF OCTOBER 2018. VOTE Briggs McGuire Thompson Braid Burkart Aye ☐ ☐ ☐ ☐ ☐ Nay ☐ ☐ ☐ ☐ ☐ Abstain ☐ ☐ ☐ ☐ ☐ Absent ☐ ☐ ☐ ☐ ☐ ______________________________ Frank Boyles, City Manager Infrastructure  Engineering  Planning  Construction 540 Gateway Boulevard Suite 100 Burnsville, MN 55337 Tel: 952-737-4660 Fax: 763-541-1700 September 24, 2018 Mr. Jason Wedel, PE Public Works Director/City Engineer City of Prior Lake 17073 Adelmann St. SE Prior Lake, MN 55372 Re: Proposal to Provide Professional Engineering Services 2019 Watermain Project Dear Mr. Wedel: On behalf of WSB & Associates, Inc., we are pleased to submit this proposal to provide final design and construction services for the City of Prior Lake 2019 Watermain Project.See attached map. PROJECT UNDERSTANDING The 2019 project consists of extending the existing 12” watermain across CSAH 82 to Wood Duck Trail and along Wood Duck Trail to connect to the existing watermain at Bobcat Trail NW. This work also includes rerouting the water within the well house to the new raw water line. It is understood that the existing road is in good condition and there are existing utilities along Wood Duck Trail that will need to be avoided. The watermain alignment will be chosen to minimize impacts to existing utilities and pavement. It is also understood that the city will coordinate work within the existing well house and that WSB will not include any work in the well house as part of the project plans. The proposed scope of services will include development of construction documents including final plans and project specifications, and bidding assistance. This proposal also includes construction services for observation of the watermain directional drilling and fitting connections. SCOPE SERVICES The following list of tasks is needed to design and complete the contract documents necessary to construct the project as described: Task 1: Project Management and Coordination Task 1.1: Project administration, internal coordination with design team, and coordination with the City. Mr. Jason Wedel September 24, 2018 Page 2 Task 2: Final Design Phase Task 2.1: Perform site survey and soil borings. Task 2.2: Prepare existing topography file and generate existing ground model. Task 2.3: Perform initial Gopher State One Call and identify potential utility impacts. Task 2.4: Prepare 60% plan set for review by City staff. Task 2.5: WSB will submit permit applications. It is assumed the following permits will be needed for the project: • NPDES Storm Water Permit (MPCA) if needed • Minnesota Department of Health Permit Permit applications for these permits will be prepared and submitted to the permitting agencies. This task includes time for follow up with the agencies to obtain the permits. Task 2.6: Prepare 100% plan set for review by City staff. Task 2.7: The City Engineer will be integrally involved in the review of the project through the final design process, but to ensure the quality of the final plans and specifications, a WSB senior project manager will perform a quality control review of the final plans and specifications prior to bidding. Task 2.8: Finalize bidding documents, including engineer’s cost estimate. City Council to authorize bidding. Task 3: Bidding Task 3.1: Prepare and upload bidding documents to QuestCDN. Task 3.2: WSB will field bidder’s questions and attend the bid opening. Task 3.3: Prepare a bid tabulation and letter of recommendation for award of the project. Task 4: Construction Task 4.1: Construction management which includes technical direction on aspects of the project design and provide minor plan updates as needed. WSB will track any monthly work completed to date and summary of quantities for the preparation and processing of monthly payment vouchers. Task 4.2: Construction observation for the watermain installation including directional drilling operations and fitting connections. Mr. Jason Wedel September 24, 2018 Page 3 Task 4.3: Provide one site visit after upon substantial completion and prepare contractor punch list. Task 4.4: WSB will provide location and offset stakes for project roads and infrastructure during construction. One (1) set of stakes will be provided per project component and location. Any markings, locations, stakes or control that are damaged or altered and needs to be reset shall be considered extra. Time spent to correct or reset damaged markings will be paid at the hourly rate per the WSB & Associates, Inc. 2018 Fee Schedule, which has been attached for your reference. Task 4.5: WSB will provide material testing services based on the testing rates as defined in the project manual. SCHEDULE City Approves Consultant Contract (Final Design Services) …………………... September, 2018 Survey and Soil Borings …………………………………………..…...October - November 2018 Watermain Design ……………………………………………..November, 2018 - February, 2019 Council Approve Plans and Specifications / Authorize Ad for Bid………………..February, 2019 Open Bids……………………………………………………………………………..March, 2019 Accept Bids/Award Construction Contract………………………………..…………...April, 2019 Construction Begins……………………...………………………………..…………...May, 2019 Final Completion…………………………………………………………..………..August, 2019 PROPOSED FEE Based on the proposed task hour budget, WSB will complete the scope of work previously discussed on an hourly basis for a not-to-exceed amount of $65,455.00, which includes geotechnical evaluation. This represents our complete understanding and scope of the project. If the scope and fee appear to be appropriate, please sign on the space provided and return one copy to our office. We are available to begin work immediately based on your authorization. Mr. Jason Wedel September 24, 2018 Page 4 We appreciate the opportunity to provide with this proposal and we are again looking forward to working with you and your staff toward the completion of the project. If you have any questions, please do not hesitate to contact me at 763-762-2843. Sincerely, WSB & Associates, Inc. Emily Lueth, PE Project Engineer N SCALE IN FEET 0 400200 WSBG:\Group Data\Municipal\Clients - Cities - Counties\Prior Lake\Proposals\2019 Watermain Extension\Project Location Map.dwg 9/21/2018 1:21:19 PMPROJECT LOCATION MAP 2019 WATERMAIN EXTENSION PROJECT CITY OF PRIOR LAKE, MN LEGEND: PROJECT LOCATION 154TH ST NW WOOD DUCK TRL N W BOBCAT TRL NW WIL D H O R S E P A S S NW B O B C A T T R L N W WOOD DU C K T R L N W WILD S P K W Y N W 2018 Rate Schedule Building a legacy – your legacy. Equal Opportunity Employer | wsbeng.com Billing Rate/Hour Principal $163-$182 Associate / Sr. Project Manager / Sr. Project Engineer $147-$182 Project Manager $128-$142 Project Engineer $112-$142 Graduate Engineer $85-$105 Sr. Landscape Architect / Sr. Planner / Sr. GIS Specialist $115-$142 Landscape Architect / Planner / GIS Specialist $68-$107 Engineering Specialist / Sr. Environmental Scientist $97-$139 Engineering Technician / Environmental Scientist $56-$92 Construction Observer $92-$116 Pavement Coring One-Person Crew $170 Two-Person Crew $255 Survey One-Person Crew $140 Two-Person Crew $185 Three-Person Crew $198 Office Technician $50-$90 Costs associated with word processing, cell phones, reproduction of common correspondence, and mailing are included in the above hourly rates. Vehicle mileage is included in our billing rates [excluding geotechnical and construction materials testing (CMT) service rates]. Mileage can be charged separately, if specifically outlined by contract. Reimbursable expenses include costs associated with plan, specification, and report reproduction; permit fees; delivery costs; etc. Multiple rates illustrate the varying levels of experience within each category. Rate Schedule is adjusted annually.