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Home My WebLink About5I Engineering services 2021 Projects Report 4646 Dakota Street SE Prior Lake, MN 55372 CITY COUNCIL AGENDA REPORT MEETING DATE: AUGUST 19, 2019 AGENDA #: 5I PREPARED BY: NICK MONSERUD, ASSISTANT CITY ENGINEER PRESENTED BY: NICK MONSERUD AGENDA ITEM: CONSIDER APPROVAL OF A RESOLUTION AUTHORIZING EXECUTION OF THE CITY’S STANDARDIZED PROFESSIONAL SERVICES CONTRACT FOR THE 2021 IMPROVEMENT PROJECT FISH POINT ROAD FROM CSAH 44 TO TH13 AND ADJACENT STREETS (TRN20-000001) GOAL AREA AND OBJECTIVE: Transportation & Mobility 1. Maintain quality local street system based on a financially stable plan that meets Overall Condition targets. 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 2021 street recon- struction project. These services will include preliminary engineering, design ser- vices, surveying and material testing. History The City uses the Capital Improvement Program to identify and schedule projects. The 2021 Fish Point Road Improvement Project includes the following: • Fish Point Road from CSAH 44 north to TH 13 • Hidden Oaks Circle / Timberview Street / Timber Trail • Millers Circle / Glory Circle / Omega Trail These projects have been identified for several years and is 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 defines 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 Due to the current work load, size of the project area and State Aid submittal re- quirements, City staff are not able to complete the design of this project in house. 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 2 proposals to provide consultant engineering services for this project. The Request For Proposals (RFP) was sent to two firms that have good working relationships with the City and experiences completing projects of this type. The RFP re- quested that proposals include the following activities: • Feasibility Report • Topographic Survey • Design • Bidding Administration • Construction Services • Project Close-out • Public Involvement Plan • Assessment Process • Project Communication and Community Engagement Given the location of the project area and anticipated access management and construction impacts, a project communication and public engagement program was added to the RFP, similar to the process that has been utilized with the Du- luth/TH 13 project. The consultant firms were evaluated by the City based upon the following criteria: • Value of Services (15%) • Consultants approach and understanding of the projects as described in a work plan (50%) • 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 (5%) A summary of the review and scoring of each firm’s proposal is shown below: Category Bolton & Menk WSB Value of Services (15pts) 12 13 Approach & Understanding (50pts) 42 44 Qualifications/Experience (20pts) 15 18 Ability to Deliver Project (10pts) 9 8 Prior Experience with City (5pts) 5 5 Total: 83 88 This engineering contract is set up on an hourly, not to exceed basis. To deter- mine the best value, City Staff has reviewed the proposals, hourly rates, number of hours dedicated to the project tasks, personnel assigned on the project, communi- cation and public engagement component, and the assumptions made within each of the proposals 3 A comparison of the proposed fees by task for each firm is shown below: Category Bolton & Menk WSB Feasibility Study $24,160 $15,728 Topographic Survey $37,920 $22,634 Design $174,698 $123,254 Bidding Administration $1,756 $2,888 Construction Services $117,160 $153,034 Project Closeout $6,290 $10,168 Public Involvement Plan $7,310 $5,415 Assessment Process $4,494 $2,288 Project Communica- tion and Community Engagement $5,932 $49,395 Geotechnical Ser- vices/Construction Testing $60,000 $60,690 Total: $439,720 $445,494 Conclusion Based on the proposals submitted and staff’s review of each proposal, City Staff recommends utilizing WSB for the 2021 Fish Point Road Improvement Project for a proposed total fee is $445,494. It should be noted that each step of the MN 429 process authorizes different cate- gories of the above table to proceed. Should the Council not authorize the project to go to the design phase, then only costs for the Feasibility Study, Topographic Survey and Geotechnical Services will be incurred. ISSUES: The Feasibility Study must be developed soon in order to allow time for Novem- ber/December 2020 bidding. Soil boring and surveying are also necessary and should be completed as soon as possible. This will allow additional time to en- gage the neighborhood and prepare them for a re-construction project and coordi- nate construction scheduling with the School District. FINANCIAL IMPACT: The financial impact of the project will be further analyzed in the Feasibility Report including the preparation of preliminary assessment calculations. The CIP esti- mate for the Fish Point Road improvement project is $5,960,399. ALTERNATIVES: 1. Motion and second as a part of the consent to adopt a resolution authorizing the Mayor and City Manager to execute a Professional Services Contract with WSB for the 2021 Fish Point Road Improvement Project. 4 2. Motion and second to remove this item from the consent agenda for additional discussion. RECOMMENDED MOTION: A Motion and Second for Alternative Number 1. 4646 Dakota Street SE Prior Lake, MN 55372 RESOLUTION 19-XXX RESOLUTION AUTHORIZING THE MAYOR AND CITY MANAGER TO EXECUTE THE CITY’S STANDARDIZED PROFESSIONAL SERVICES CONTRACTS FOR THE 2021 IMPROVEMENT PROJECT, FISH POINT ROAD FROM CSAH 44 TO TH13 AND ADJACENT STREETS (TRN20-000001) Motion By: Second By: WHEREAS, The 2020-2024 Capital Improvement Program identifies improvement of three areas which are referred to as the 2021 Fish Point Road Improvement Project: • Fish Point Road from CSAH 44 north to TH 13 • Hidden Oaks Circle / Timberview Street / Timber Trail • Millers Circle / Glory Circle / Omega Trail ; and WHEREAS, In order to allow for bidding in 2020, 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 2021 improvements in time for 2020 bidding; and, WHEREAS, The City solicited a proposals from WSB and Bolton & Menk for completion of the feasibility report, survey, geotechnical exploration, design, construction testing, and construction staking: Category Bolton & Menk WSB Feasibility Study $24,160 $15,728 Topographic Survey $37,920 $22,634 Design $174,698 $123,254 Bidding Administration $1,756 $2,888 Construction Services $117,160 $153,034 Project Closeout $6,290 $10,168 Public Involvement Plan $7,310 $5,415 Assessment Process $4,494 $2,288 Project Communication and $5,932 $49,395 http://splash/teams/am/October 4 2010/08 19 2019/5I Engineering services 2021 Projects - Res.docx 2 Community Engagement Geotechnical Services/Construction Testing $60,000 $60,690 Total: $439,720 $445,494 WHEREAS, The proposal review team has determined that the proposal from WSB and 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 is hereby authorized to provide engineering services for the 2021 Fish Point Road Improvement Project. These services will include the feasibility report, surveying, geotechnical exploration, design, construction testing and construction staking. 3. WSB is authorized to proceed with the feasibility report, surveying, geotechnical exploration, and design for the 2021 Fish Point Road Improvement Project. 4. The Mayor and City Manager are authorized to execute the City’s Standardized Professional Services Contract with WSB on behalf of the City for the 2021 Fish Point Road Improvement Project. 5. Funding for these engineering services will be drawn from the Construction Fund. PASSED AND ADOPTED THIS 19th DAY OF AUGUST 2019. VOTE Briggs Thompson Braid Burkart Erickson Aye ☐ ☐ ☐ ☐ ☐ Nay ☐ ☐ ☐ ☐ ☐ Abstain ☐ ☐ ☐ ☐ ☐ Absent ☐ ☐ ☐ ☐ ☐ ______________________________ Michael Plante, City Manager