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Home My WebLink About05(C) - Authorize the preparation of a feasibility report and approve a work order for the Fish Point Road Reconstruction Project, Phase 2 (CP 2023-01) Report MEETING DATE: September 07, 2021 PREPARED BY: Nick Monserud, Assistant City Engineer PRESENTED BY: Nick Monserud AGENDA ITEM: Authorize the preparation of a feasibility report and approve a work order for the Fish Point Road Reconstruction Project, Phase 2 (CP 2023-01) GOAL AREA OBJECTIVE: Transportation & Mobility 1. Maintain quality local street system based on a financially stable plan that meets Overall Condition targets. RECOMMENDED ACTION: Adopt a resolution authorizing the preparation of a feasibility report and approving a work order for the Fish Point Road Reconstruction Project, Phase 2 (CP 2023-01). BACKGROUND: A feasibility report for the Fish Point Road Reconstruction Project was authorized in 2019 when the project was planned as a one-year project to be completed in 2020. Since that initial feasibility report was prepared, the project has been split into two phases: • Phase 1 in 2021 includes full reconstruction of the cul-de-sacs off of Fish Point Road, including improvements to all water, sanitary sewer, and storm sewer facilities in the project area. Phase 1 is expected to be substantially complete in Fall 2021. • Phase 2 in 2023 includes full reconstruction of Fish Point Road from 160th Street SE to Hwy 13, including improvements to all water, sanitary sewer, and storm sewer facilities in the project area. The partitioning of the project resulted in additional professional engineering services to deliver the project in two distinct phases. Constructing the project in two phases in two separate construction years will require: • Collection of some additional topographic survey data to verify tie-in points to the Phase 1 improvements • An update of the feasibility report for Phase 2 of the project • Additional public hearings in accordance with the 429 process for Phase 2 • Additional neighborhood meetings for Phase 2 • Creation of a second set of plans and specifications for the Phase 2 work • Permits to be submitted for each individual phase of the project • A separate bidding process for Phase 2 • Additional trips for survey staking associated with two separate construction seasons • Additional construction administration support for the Phase 2 improvements • Additional public engagement support for the Phase 2 improvements The City executed a contact with WSB & Associates, Inc. (WSB) in 2019 to provide the professional engineering services for the project when it was initially planned as a one-year project. The original contract amount with WSB was $445,494. As Phase 1 progressed this year, the following out-of-scope work resulted in an additional $31,854 being needed on the contract: • Create a geometric design for the review and approval of MnDOT for intersection improvements at TH 13 and Fish Point Road • Acquire both temporary and permanent easement to replace storm sewer and retaining wall on corner of Fish Point Road and Timber Trail • Provide additional construction administration and observation support for the retaining wall installation • Provide public engagement support at each of the weekly construction progress meetings WSB has provided an updated proposal for professional engineering services that incorporates the additional costs for Phase 1 and Phase 2 as follows: Original contract amount $445,494 Additional out-of-scope work on Phase 1 $31,854 Additional cost for Phase 2, including updating the feasibility report $164,609 Revised contract amount $641,957 Staff is recommending the execution of a new Work Order with WSB for the additional $196,463 to cover the Phase 1 and Phase 2 costs. The execution of this work order will include an update to the feasibility report which is necessary step in the 429 process to keep the project on schedule for construction in 2023. The total contract amount of $641,957 for professional engineering services is 7.7% of the estimated total construction costs for Phase 1 and Phase 2, which is $8,372,847. FINANCIAL IMPACT: The financial impact of the project will be further analyzed in the updated feasibility report, including the preparation of preliminary assessment calculations for Phase 2. Following the completion of the feasibility report update, recommendations for updating the CIP and associated funding requirements will be developed. ALTERNATIVES: Motion and second as part of the consent agenda to adopt a resolution authorizing the preparation of a feasibility report and approving a work order for the Fish Point Road Reconstruction Project, Phase 2 (CP 2023-01) Motion and second to remove this item from the consent agenda for additional discussion ATTACHMENTS: Resolution - Authorize the preparation of a feasibility report and approve a work order for the Fish Point Road Reconstruction Project, Phase 2 (CP 2023-01) 20210907 Work Order WSB - Fish Pt Rd 2 Page 1 of 2 Public Works Consultant Pool Work Order (Reference Project Name) WSB & ASSOCIATES, INCORPORATED, dba WSB This work order (“Work Order”) is issued on this 7th day of September 2021 by the City of Prior Lake (“City”) pursuant to the Public Works Consultant Pool – Master Agreement dated April 20, 2020 (“Contract”) between the City and WSB & Associates, Incorporated, dba WSB (“Consultant”). Based on the mutual promises and covenants set forth herein, the sufficiency of which are hereby acknowledged, the City and Consultant agree as follows: 1. Scope of Work Order. Consultant agrees to provide, perform and complete all the services requested by the City in this Work Order and attached Exhibit 1 (“Work”), which Work shall be subject to the terms and conditions of this Work Order and the Contract. 2. Term of Work Order. All Work requested by this Work Order shall be completed by December 31, 2023. 3. Compensation for Work Order. City agrees to pay the Consultant an hourly rate not to exceed $196,463 for the Work requested by this Work Order. 4. Consultant Representative. Consultant has designated Monica Heil to manage the Work Order subject to the supervision of Consultant’s representative. ISSUED BY CITY OF PRIOR LAKE ___________________________________ Mayor ___________________________________ City Manager RECEIVED AND ACCEPTED BY CONSULTANT _____________________________________ By:_______________________________ Its:_______________________________ Page 2 of 2 Exhibit 1 – Scope of Work Order Fish Point Road Budget Amendment Memo 12 24 20 Memorandum To: Andy Brotzler, PE, Public Works Director/City Engineer Nick Monserud, PE, Assistant City Engineer From: Monica Heil, PE, Project Manager Date: December 24, 2020 Re: City Project No.TRN#20-000001 WSB Project No. 13977-000 Proposed Amendment to Professional Engineering Services Contract When the City originally solicited proposals for Professional Engineering Services associated with the Fish Point Road (CR 44 to TH 13) Street Reconstruction Project in 2019, the City had assumed: •The project would be constructed in a single construction season in 2020. The City awarded a Professional Engineering Services contract to WSB in August 2019 for this work. After work on the feasibility report had commenced, it was determined that the pro ject: •Would not be constructed in 2020 as had been originally planned, and •The project would be bisected into two phases for funding purposes: o Phase 1 would include the cul-de-sacs adjacent to Fish Point Road and would be constructed in 2021 o Phase 2 would include Fish Point Road and would be constructed in 2023. The partitioning of the project resulted in additional professional engineering services to deliver the project in two distinct phases. Constructing the project in two phases in two separate construction years will require: •Collection of some additional topographic survey data to verify tie-in points to the Phase 1 improvements •An update of the feasibility report for Phase 2 of the project •Additional public hearings in accordance with the 429 process for Phase 2 •Additional neighborhood meetings for Phase 2 •Creation of a second set of plans and specifications for the Phase 2 work •Permits to be submitted for each individual phase of the project •A separate bidding process for Phase 2 •Additional trips for survey staking associated with two separate construction seasons •Additional construction administration support for the Phase 2 improvements •Additional public engagement support for the Phase 2 improvements In addition, out-of-scope work was determined to be necessary within Phase 1 of the improvements to: •Create a geometric design for the review and approval of MnDOT for intersection improvements at TH 13 and Fish Point Road. EXHIBIT 1 Mr. Andy Brotzler, PE December 24, 2020 Page 2 Fish Point Road Budget Amendment Memo 12 24 20 • Acquire both temporary and permanent easement to replace the storm sewer and retaining wall on the corner of Fish Point Road and Timber Trail. • Provide additional construction administration and observation support for the retaining wall installation within the project corridor. • Provide public engagement support at each of the weekly construction progress meetings for the project. Below is a table providing a summary of the work components, th e original contracted amount, the Phase 1 Out of Scope Work and the Additional Work Associated with Phase 2. Original Contract Amount Phase 1 Out of Scope Work Phase 2 Additional Work Percent of Total Est. Construction Costs Geotechnical Evaluation $16,900.00 0.2% Topographic Survey $22,634.00 $3,384.00 0.3% Feasibility Report $15,728.00 $3,092.00 0.2% Design & Bidding $126,142.00 $14,939.00 $48,116.00 2.3% 429 Process $2,288.00 $3,114.00 0.1% Construction Administration $163,202.00 $10,640.00 $67,542.00 2.9% Construction Materials Testing $43,790.00 0.5% Easement Acquisition $6,275.00 0.1% Public Engagement $54,810.00 $39,361.00 1.1% Totals $445,494.00 $31,854.00 $164,609.00 $641,957.00 The total estimated construction costs, for both Phase 1 and Phase 2 of the project, are $8,372,847.00. The total fee for Professional Engineering Services, including the original contract amount, Phase 1 Out of Scope Work and Phase 2 Additional Work is $641,957.00, or 7.7% of the estimated construction costs for the project. The requested budget amendment for Phase 1 Out of Scope work is $31,8 54.00. The requested budget amendment for additional work associated with constructing the project in two separate Phases is $164,609.00. The total requested budget amendment is $196,463.00. We appreciate the City’s consideration of this extra work request. Please let me know if there is any additional information I can provide about this request. I can be reached at 952-737-4675 or mheil@wsbeng.com.