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HomeMy WebLinkAbout9A Engineering Services for CR21 Trail Improvements Report 4646 Dakota Street SE Prior Lake, MN 55372 CITY COUNCIL AGENDA REPORT MEETING DATE: JANUARY 22, 2018 AGENDA #: 9A 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 THE CITY’S STANDARDIZED PROFES- SIONAL SERVICES AGREEMENT FOR THE COUNTY ROAD 21 TRAIL IM- PROVEMENT PROJECT GOAL AREA AND OBJECTIVE: DISCUSSION: Transportation & Mobility 1. Integrate trails to link neighborhoods with city and regional assets. 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 County Road 21 Trail Improvement project. These services will include the preparation of plans and specifications as well as construction observation and testing. History In November of 2018, the Shakopee Mdewakanton Sioux Community (SMSC) announced that they would be providing grants to public entities for the purpose of constructing new trails. The total amount of funds that they were providing was $300,000 and the maximum amount any one public entity could receive was $100,000. The conditions of the grant were that the public entities had to provide a minimum 20% match and that the trails had to be completed in 2019. The City applied for the grant and requested funding for the construction of new trail along the west side of County Road 21 from CSAH 42 south to Fountain Hills Road. This segment is the last gap in a 7-mile trail system along County Road 21 through the City of Prior lake. On January 7, 2019 the City was notified by the SMSC that we had been approved for the maximum trail grant of $100,000. Current Circumstances The engineering department does not have the staff available to design the pro- posed trail improvements or the expertise to prepare the necessary easement documents. The City relies heavily on its Engineering Technicians to design and inspect the annual reconstruction projects. They are currently both preparing construction documents for the 2019 Fish Point Road project and are not availa- ble to work on this design. Most of the trail will be constructed within the County Road 21 right-of-way. The County has been very supportive of this project and provided a letter of recom- mendation for the City’s application to the SMSC. However, the southerly portion of the trail will need to be constructed on private property to avoid existing utility 2 poles in the area. City staff spoke with the land owner prior to applying for the grant and received verbal approval for the easement which will be granted at no cost to the City. For this project to move forward an easement prepared by a registered land sur- veyor will need to be prepared and recorded at the County. City staff do not have the ability to prepare the necessary easement. In order to stay on track for completion of the trail in 2019 and to prepare the required trail easement, it has been decided to have WSB & Associates, Inc. (WSB) design the trail improve- ments. 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 proposal is attached. The proposal received from WSB is for $31,960. The engi- neering contract is set up on an hourly, not to exceed basis. The proposed project schedule is as follows: Survey February 2019 Design March/April 2019 City Council Approves Plans April 2019 Open Bids May 2019 City Council Accept Bids May 2019 Construction Begins June 2019 Construction Complete August 2019 Conclusion City Staff recommends hiring WSB to complete the design and specifications for the County Road 21 Trail Improvement 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: The cost estimate that was prepared as part of the application to the SMSC for the grant broke down the project costs as follows: Construction Costs $104,150.00 Contingency (10%) $ 10,415.00 Subtotal $114,565.00 Indirect Costs (28%) $ 32,078.20 Total $146,643.20 Based on this estimate, the City will be contributing $46,643.20 towards the pro- ject cost which exceeds the required 20% match. The indirect costs of $32,078.20 were anticipated for the design and construction management of the trail. The proposal from WSB is for $31,960 which is below that amount. 3 The City’s portion of the project cost will be funded through the City’s Park Dedi- cation Fund. Park Dedication Funds can be used for the construction of new park and recreation facilities, including trails. ALTERNATIVES: 1. Approve a resolution Authorizing the Mayor and City Manager to execute a Professional Services Contract with WSB for the County Road 21 Trail Im- provement 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 19-___ RESOLUTION AUTHORIZING THE MAYOR AND CITY MANAGER TO EXECUTE THE CITY’S STANDARDIZED PROFESSIONAL SERVICES CONTRACT FOR THE COUNTY ROAD 21 TRAIL IMPROVEMENT PROJECT Motion By: Second By: WHEREAS, The City received a grant from the Shakopee Mdewakanton Sioux Community for the construction of a trail along County Road 21; and WHEREAS, In order to allow for construction in 2019, it is necessary to begin the design for the trail 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 2019 improvements; and, WHEREAS, The City solicited a proposal from WSB & Associates, Inc. in the amount of $31,960 for the preparation of plans and specifications for the County Road 21 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 County Road 21 Trail 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 County Road 21 Trail Improvement Project. 4. Funding for these engineering services will be drawn from the Park Dedication Fund (F225- 45200.00-55020.00.) PASSED AND ADOPTED THIS 22nd DAY OF JANUARY 2019 VOTE Briggs Thompson Burkart Braid Erickson Aye ☐ ☐ ☐ ☐ ☐ Nay ☐ ☐ ☐ ☐ ☐ Abstain ☐ ☐ ☐ ☐ ☐ Absent ☐ ☐ ☐ ☐ ☐ ______________________________ Frank Boyles, City Manager G:\Group Data\Municipal\Clients - Cities - Counties\Prior Lake\Proposals\2019 CR21 Trail\Proposal letter_2019 CR21 Trail Design.docx 701 XENIA AVENUE S | SUITE 300 | MINNEAPOLIS, MN | 55416 | 763.541.4800 | WSBENG.COM January 14, 2019 Mr. Jason Wedel, PE City Engineer City of Prior Lake 4646 Dakota St. SE Prior Lake, MN 55372 Re: Proposal to Provide Professional Engineering Services 2019 County Road 21 Trail Project Dear Mr. Wedel: On behalf of WSB, we are pleased to submit this proposal to provide survey, final design and construction inspection services for the City of Prior Lake 2019 County Road 21 Trail Project. See attached map. PROJECT UNDERSTANDING The 2019 Trail project involves includes installation of a bituminous trail along County Road 21 from Fountain Hills Drive NW to County Road 42. The trail will be installed with a grass boulevard and no impacts will be made to CR 21. There are existing private utilities in this corridor and coordination with these private utilities will be done by WSB as part of this project. It is also understood that the project will require right of way acquisition and that the City staff will prepare all correspondence, and perform all negotiations and purchasing. WSB will support the City’s efforts by providing exhibits and legal descriptions for affected properties as part of the final design process. ASSUMPTIONS This project trail will be installed with a grass boulevard and the pedestrian ramps at the north and south project limits will be replaced. It is assumed that there will be no impact to the existing signal at the CR21/CR42 intersection and other pedestrian ramps at this intersection will not be impacted. SCOPE OF SERVICES The following list of tasks is needed to design and complete the contract documents necessary to construct the project as described: Task 1: Final Design WSB will prepare the construction documents for this project including final plans, cost estimate and project specifications. As part of this work, WSB will perform a topographic survey of the project site including contacting utility owners and identifying potential utility conflicts. We assume that this work will require a Scott County permit. WSB will coordinate and submit this permit as part of the project. Jason Wedel, PE January 14, 2019 Page 2 G:\Group Data\Municipal\Clients - Cities - Counties\Prior Lake\Proposals\2019 CR21 Trail\Proposal letter_2019 CR21 Trail Design.docx Task 2: Bidding Assistance WSB will prepare and upload the bidding documents to QuestCDN. During the bidding process, will field bidders questions and attend the bid opening. After the bid opening, WSB will prepare the bid tabulation and letter of recommendation. Task 3: Right of Way Documents WSB will provide exhibits and legal descriptions for affected properties on the project. Task 4: Construction Staking 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. 2019 Fee Schedule, which has been attached for your reference. Task 5: Construction Administration and Observation This task includes construction administration and coordination of all WSB construction related work tasks, construction surveying tasks, establishment and monitoring of WSB's billings, and correspondence with the City and permitting agencies (as necessary) on a periodic basis. The construction manager will provide 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. This task also includes attendance of WSB staff members at the preconstruction meeting, shop drawing review and responding to requests for information. Task 6: Material Testing WSB will provide material testing services based on the testing rates as defined in the project manual. BASIS OF COMPENSATION WSB & Associates will provide the services as outlined in Project Approach / Scope of Services. Our budget was developed based on our understanding of the scope and experience with similar past reconstruction projects. A summary of the costs for each phase of the project is as follows: TASK DESCRIPTION FEE 1 FINAL DESIGN $10,090 2 BIDDING ASSISTANCE $440 3 RIGHT OF WAY DOCUMENTS $1,390 4 CONSTRUCTION STAKING $3,000 5 CONSTRUCTION OBSERVATION/ADMINISTRATION $14,780 6 MATERIAL TESTING $2,260 TOTAL PROPOSED FEE $31,960 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 $31,960. If additional work outside of the above described scope is determined necessary, it will proceed only after City approval. This additional work would be billed on an hourly basis in accordance with the WSB 2019 Fee Schedule. We are available to begin work immediately on this contract upon City approval. We appreciate the opportunity to provide with this proposal and we are again looking forward to working with you Jason Wedel, PE January 14, 2019 Page 3 G:\Group Data\Municipal\Clients - Cities - Counties\Prior Lake\Proposals\2019 CR21 Trail\Proposal letter_2019 CR21 Trail Design.docx 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 Emily Lueth, PE Project Engineer Attachments 1,066 ftFOUNTAIN H ILLS DR NW ENCLAVE CT NW456742 456721 JeffersWildlifePond JeffersPond Park County Route 21Trail Connection City of Prior Lake Public Works Department CITY PARK Trails (Proposed) New Trail Trails (Existing) Existing County Trail Existing Sidewalk Existing Trail City of Prior Lake²Minnesota 2018 X:\Parks\Trail_Development\SMSC_Trail_Grants_2018\CR21_Trail_Plan_2018.mxd 0 100 200 300 400 500 Feet 456712 456781 456783 456718 456723 456787456717 456782 456742 456744 456727 456721456714 456779 ?A13 Prior LakeLocation Map 2019 Rate Schedule WSBENG.COM Billing Rate/Hour PRINCIPAL $166-$185 ASSOCIATE | SR. PROJECT MANAGER | SR. PROJECT ENGINEER $150-$185 PROJECT MANAGER $132-$146 PROJECT ENGINEER $116-$146 GRADUATE ENGINEER $88-$109 SR. LANDSCAPE ARCHITECT | SR. PLANNER | SR. GIS SPECIALIST $116-$146 LANDSCAPE ARCHITECT | PLANNER | GIS SPECIALIST $69-$109 ENGINEERING SPECIALIST | SR. ENVIRONMENTAL SCIENTIST $99-$143 ENGINEERING TECHNICIAN | ENVIRONMENTAL SCIENTIST $57-$94 CONSTRUCTION OBSERVER $93-$118 SURVEY One-Person Crew $145 Two-Person Crew $190 Three-Person Crew $205 OFFICE TECHNICIAN $52-$92 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 asso- ciated 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.