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HomeMy WebLinkAbout05(J) - Approve Work Order and Resolution for the Downtown South Reconstruction Project (CP 2020-11) Report City of Prior Lake | 4646 Dakota Street SE | Prior Lake MN 55372 CITY COUNCIL AGENDA REPORT ITEM: 5J MEETING DATE: March 21, 2022 PREPARED BY: Nick Monserud, Assistant City Engineer PRESENTED BY: Nick Monserud AGENDA ITEM: Approve a work order for the Downtown South Reconstruction Project (CP 2020-11) 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 approving a work order for the Downtown South Reconstruction Project (CP 2020-11). BACKGROUND: On February 18, 2020, Council authorized the preparation of the feasibility report and on May 3, 2021 a public hearing was held and the project was ordered including approval of a Work Order with Bolton & Menk to complete the design services for this project. To date $569,114 have been authorized by the City Council for engineering services on the Downtown South Reconstruction project. Since that time, BMI has accrued additional costs in the amount of $98,568 for the reasons listed below: • The adjacent redevelopment (VFW/Beard Group) fell through after completion of the Feasibility Report for the project. As a result, the City directed BMI to re-analyze the entire project design, focusing specifically on the design of Colorado Street. o Three design options were laid out for the re-designed Colorado Street corridor. Each option was evaluated and had preliminary design completed to ensure the project grades were feasible. These options were presented to the City for consideration and included detailed figures, cost estimates and design considerations for each option. The City selected a revised option (changing angled parking to parallel parking) that again required a new layout and additional re-design of the Colorado Street corridor, including walks. o Along with the three design options, the City also directed BMI to evaluate the future buildout of the south side of Colorado, whenever redevelopment does occur. The purpose of this evaluation was to verify grades of our proposed street improvements could be tied into in order to add additional angled parking along the south side at the time of such redevelopment. o The feasibility report had indicated the project’s plans to utilize space under the redevelopment’s proposed surface parking lot for use as an underground stormwater management system. With the redevelopment no longer moving forward, our water resources group had to reanalyze potential options for stormwater management to meet PLSLWD requirements. BMI spent additional Item 5J Page | 2 time evaluating other options for stormwater management, such as the city municipal parking lot. • The City directed BMI to complete a private street lighting design. The street lighting was originally scoped to work with local utility companies to determine areas of replacement or additions. Changing the lighting improvements to a completely private system added significant design efforts and specification needs to the project scope. • The City directed BMI to add concrete paving to the project in the angled parking bays to provide a visual differentiation between the drive lanes and the parking lanes. This required the creation of a concrete paving plan, concrete jointing plan, supplemental reinforcement plan, and all associated sheets. • Additional topographic survey was necessary to accommodate the design evaluations of the T-Shirts & More and State Farm properties to ensure reasonable parking lot grades after the inclusion of the queuing lane. Additional topographic survey was required to capture curb stops throughout the project area that were not marked during our initial surveying efforts. Additional topo was also required for the backyard 8” sanitary sewer lines and manhole reports that were added to the scope of CIPP lining candidates just before the completion of the Feasibility Report. • The City directed BMI to add an extension of the sanitary sewer main along Pleasant Street and up Main Avenue. This work required additional design, plan sheet creation, and callouts/coordination for future services stubs. • The City directed BMI to add the rehabilitation of the City municipal parking lot to the project scope. This required additional project layout, design, coordination, plan sheets, and specifications. • The City directed BMI to complete additional design analysis and generate design options adjacent to PLate Restaurant’s landscaping area along Pleasant Street. Angled parking was proposed but alternatives were considered and formal figures were created for their consideration, including final grades and construction limits. An individual meeting was held with the property owner to go over these design options. • The City directed BMI to complete additional design analysis regarding the curb line in front of Stems & Vines floral shop. Grades were evaluated and a figure was generated for the property owner’s consideration, including streetscaping and truck turning movement considerations. • The City directed BMI to add additional CIPP lining of the 24” RCP sanitary sewer lines behind Pleasant Street and Duluth Avenue to the project scope as a bid alternate late in the project design. o This required quick, extensive abstract investigations to determine and include known easement information through these areas. o An additional plan sheet and extensive specifications identifying the requirements of this work had to be generated to cover the specific details and difficulties associated with this specific work and to cover the handling of the bid alternate. • Significant coordination efforts are required for the overhead to underground power burial. Xcel Energy will complete the work for the burial of the main lines, but the City is responsible for hiring a certified electrician and completing the service line installations/connections and swapping out the meter sockets. o BMI has reached out and began coordination with Choice Electric to complete this work. o The City is required to coordinate the completion of Xcel Energy paperwork for each individual property to be converted. The City is also required to pay Xcel Energy’s fees for each property. Item 5J Page | 3 o This effort will require continued coordination, beyond that already provided, with property owners’ to inform them of the work, educate them on the changes, and obtain all necessary signatures and approvals from them to complete the work. Our communication team is expected to be engaged to assist with this effort. • Permanent easements and temporary easements/right-of-entry agreements were deemed necessary for the project. These permanent easements require the creation of easement exhibits and legal descriptions for each location. Depending on how the City would like to proceed, additional exhibits may be required for the temporary easements as well. o Temporary easements/right-of-entry agreements are required for the T-Shirts & More and State Farm properties to allow for replacement and re-grading of their driveway/parking lots to better accommodate grades coming off of the new sidewalk with the adjacent queuing lane making grades difficult. o Temporary easements/right-of-entry agreements are required for all commercial buildings whose building faces are at the right-of-way. Due to inconsistencies and concrete jointing, the building faces/concrete joints aren’t exactly at the right- of-way, and so the project will require concrete replacement beyond the right-of- way to complete the replacement to the building face. The State Aid office commented on this and required a temporary easement be noted on the plans. o Temporary easements/right-of-entry agreements are required for various properties to complete tree removals, retaining wall removals, parking lot tie-ins, etc. These work items received verbal approvals from the property owners, but the State Aid office commented and required a temporary easement be noted on the plans since we are showing improvements beyond the right-of-way. o Permanent easements are required for the sidewalk/street improvements along the south side of Colorado Street at the City municipal parking lot property, the VFW parking lot property, and the Sebastian’s Auto property (city owned). o A permanent easement is required for Xcel Energy along the western property line of the City municipal parking lot property to accommodate the overhead power burial and allow for underground power to the existing backyard lines. o A permanent easement is required for Xcel Energy behind the walk in the green space of the State Farm property. The City is required to negotiate this easement with the property owner. • The City directed BMI to issue an addendum to the project to change stormwater BMP’s for the outlet manholes on the project from “Snouts” to “SAFL Baffles”. This required the inclusion of an extensive specification update to cover the new BMP. • With the inclusion of contaminated soil management in the project due to the findings in three borings during the geotechnical analysis and environmental review, it is necessary to amend our existing construction materials testing contract with Braun Intertec to include environmental services during construction. Braun has provided us with an amended proposal to add the anticipated environmental services to their contract. • Extensive communications and public engagement efforts have been required due to specific project requests by the City, including additional project meetings and public meetings. o The open houses/neighborhood meetings accounted for in our original scope of services has already been exceeded. o A streetscaping presentation was prepared and presented at a City Council work session that was not included for in the original scope of services. o We are still planning for up to two additional open house meetings prior to construction. Item 5J Page | 4 Staff is recommending execution of an amendment to the work order with BMI in the amount of $98,568. This additional work brings the total fee to $667,682. Within the total fee, $156,395 still remains for construction services. These costs are within the overall budget for the project. FINANCIAL IMPACT: The additional cost will be covered in the budgeted project indirect costs project, shown in the table below. RECONSTRUCTION PROJECT COST BREAKDOWN Schedule As Bid Street/Storm Sewer $3,042,813 Sewer $410,522 Water $665,832 Water Quality $2,967 Streetscaping $161,655 City Parking Lot $63,971 Subtotal $4,347,760 Power Burial (Xcel)* $278,869 Construction Total $4,626,629 Indirect Costs (25%) $1,156,657 Project Total $5,783,287 ALTERNATIVES: 1. Motion and second as part of the consent agenda to adopt a resolution approving a work order for the Downtown South Reconstruction Project (CP 2020-11). 2. Motion and second to remove this item from the consent agenda for additional discussion. ATTACHMENTS: 1. Resolution - Approve a work order for the Downtown South Reconstruction Project (CP 2020-11) 2. 20220308 Work Order BMI 4646 Dakota Street SE Prior Lake, MN 55372 RESOLUTION 22- A RESOLUTION APPROVING A WORK ORDER FOR THE DOWNTOWN SOUTH RECONSTRUCTION PROJECT, (CP 2020-11) Motion By: Second By: WHEREAS, The original contract with Bolton & Menk, Inc. (BMI) for professional engineering services was executed in 2020; and, WHEREAS, Since the execution of the original contract with BMI, the development project to be completed by the Beard Group has fallen through, resulting in creating additional costs for project design; and, WHEREAS, BMI has provided a proposal for the extra work that occurred as a direct result of the redevelopment falling through. WHEREAS, Staff recommends executing a new Work Order with BMI, a member of the City’s consultant pool, to capture the additional costs for the project as noted in the report. 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. That the Mayor and City Manager are authorized to execute a Work Order with Bolton & Menk, Inc. in the amount of $98,568 for the completion of the items noted in the report. Passed and adopted by the Prior Lake City Council this 21st day of March 2022. VOTE Briggs Thompson Burkart Braid Churchill Aye ☐ ☐ ☐ ☐ ☐ Nay ☐ ☐ ☐ ☐ ☐ Abstain ☐ ☐ ☐ ☐ ☐ Absent ☐ ☐ ☐ ☐ ☐ ______________________________ Jason Wedel, City Manager Page 1 of 2 Public Works Consultant Pool Work Order Engineering for Downtown South Reconstruction Project Additional Project Design Scope – Amendment 2 BOLTON & MENK This work order (“Work Order”) is issued on this 21st day of March 2022 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 Bolton & Menk (“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 in accordance with the project schedule established by the City Engineer. 3. Compensation for Work Order. City agrees to pay the Consultant an amended fee of $98,568 bringing the total project fee to $667,682 as full and complete payment for the Work requested by this Work Order. 4. Consultant Representative. Consultant has designated Brian Hilgardner, P.E. to manage the Work Order subject to the supervision of Consultant’s representative. ISSUED BY CITY OF PRIOR LAKE ___________________________________ City Manager ___________________________________ Mayor RECEIVED AND ACCEPTED BY CONSULTANT ___________________________________ By:_______________________________ Its:_______________________________ Page 2 of 2 Exhibit 1 – Scope of Work Order N:\Proposals\Prior Lake\2021 Downtown South Recon 013120\Amendment 2\DT South Amendment 2_20220207.docx February 7, 2022 Mr. Nick Monserud Assistant City Engineer 4646 Dakota St. SE Prior Lake, MN 55372 RE: Engineering for Downtown South Reconstruction Project Additional Project Design Scope – Amendment 2 Dear Mr. Monserud: Throughout the process of final design on the Downtown South Reconstruction Project, there have been several additions to the project scope of services which has resulted in additional design and project communication fees being accrued. We have been tracking these fees and updating the City so the project team can continue to evaluate overall project costs, but continued to move forward with final design to ensure the project was able to stay on schedule. Below is a list of several of the changes to the project since the original contract and amendment 1 was submitted: • The adjacent redevelopment (VFW/Beard Group) fell through after completion of the Feasibility Report for the project. As a result, the City directed BMI to re-analyze the entire project design, focusing specifically on the design of Colorado Street. o Three design options were laid out for the re-designed Colorado Street corridor. Each option was evaluated and had preliminary design completed to ensure the project grades were feasible. These options were presented to the City for consideration and included detailed figures, cost estimates and design considerations for each option. The City selected a revised option (changing angled parking to parallel parking) that again required a new layout and additional re-design of the Colorado Street corridor, including walks. o Along with the three design options, the City also directed BMI to evaluate the future buildout of the south side of Colorado, whenever redevelopment does occur. The purpose of this evaluation was to verify grades of our proposed street improvements could be tied into in order to add additional angled parking along the south side at the time of such redevelopment. o The feasibility report had indicated the project’s plans to utilize space under the redevelopment’s proposed surface parking lot for use as an underground stormwater management system. With the redevelopment no longer moving forward, our water resources group had to reanalyze potential options for stormwater management to meet PLSLWD requirements. BMI spent additional time evaluating other options for stormwater management, such as the city municipal parking lot. • The City directed BMI to complete a private street lighting design. The street lighting was originally scoped to work with local utility companies to determine areas of replacement or N:\Proposals\Prior Lake\2021 Downtown South Recon 013120\Amendment 2\DT South Amendment 2_20220207.docx additions. Changing the lighting improvements to a completely private system added significant design efforts and specification needs to the project scope. • The City directed BMI to add concrete paving to the project in the angled parking bays to provide a visual differentiation between the drive lanes and the parking lanes. This required the creation of a concrete paving plan, concrete jointing plan, supplemental reinforcement plan, and all associated sheets. • Additional topographic survey was necessary to accommodate the design evaluations of the T- Shirts & More and State Farm properties to ensure reasonable parking lot grades after the inclusion of the queuing lane. Additional topographic survey was required to capture curb stops throughout the project area that were not marked during our initial surveying efforts. Additional topo was also required for the backyard 8” sanitary sewer lines and manhole reports that were added to the scope of CIPP lining candidates just before the completion of the Feasibility Report. • The City directed BMI to add an extension of the sanitary sewer main along Pleasant Street and up Main Avenue. This work required additional design, plan sheet creation, and callouts/coordination for future services stubs. • The City directed BMI to add the rehabilitation of the City municipal parking lot to the project scope. This required additional project layout, design, coordination, plan sheets, and specifications. • The City directed BMI to complete additional design analysis and generate design options adjacent to PLate Restaurant’s landscaping area along Pleasant Street. Angled parking was proposed but alternatives were considered and formal figures were created for their consideration, including final grades and construction limits. An individual meeting was held with the property owner to go over these design options. • The City directed BMI to complete additional design analysis regarding the curb line in front of Stems & Vines floral shop. Grades were evaluated and a figure was generated for the property owner’s consideration, including streetscaping and truck turning movement considerations. • The City directed BMI to add additional CIPP lining of the 24” RCP sanitary sewer lines behind Pleasant Street and Duluth Avenue to the project scope as a bid alternate late in the project design. o This required quick, extensive abstract investigations to determine and include known easement information through these areas. o An additional plan sheet and extensive specifications identifying the requirements of this work had to be generated to cover the specific details and difficulties associated with this specific work and to cover the handling of the bid alternate. • Significant coordination efforts are required for the overhead to underground power burial. Xcel Energy will complete the work for the burial of the main lines, but the City is responsible for hiring a certified electrician and completing the service line installations/connections and swapping out the meter sockets. o BMI has reached out and began coordination with Choice Electric to complete this work. o The City is required to coordinate the completion of Xcel Energy paperwork for each individual property to be converted. The City is also required to pay Xcel Energy’s fees for each property. o This effort will require continued coordination, beyond that already provided, with property owners’ to inform them of the work, educate them on the changes, and obtain all necessary signatures and approvals from them to complete the work. Our communication team is expected to be engaged to assist with this effort. N:\Proposals\Prior Lake\2021 Downtown South Recon 013120\Amendment 2\DT South Amendment 2_20220207.docx • Permanent easements and temporary easements/right-of-entry agreements were deemed necessary for the project. These permanent easements require the creation of easement exhibits and legal descriptions for each location. Depending on how the City would like to proceed, additional exhibits may be required for the temporary easements as well. o Temporary easements/right-of-entry agreements are required for the T-Shirts & More and State Farm properties to allow for replacement and re-grading of their driveway/parking lots to better accommodate grades coming off of the new sidewalk with the adjacent queuing lane making grades difficult. o Temporary easements/right-of-entry agreements are required for all commercial buildings whose building faces are at the right-of-way. Due to inconsistencies and concrete jointing, the building faces/concrete joints aren’t exactly at the right-of-way, and so the project will require concrete replacement beyond the right-of-way to complete the replacement to the building face. The State Aid office commented on this and required a temporary easement be noted on the plans. o Temporary easements/right-of-entry agreements are required for various properties to complete tree removals, retaining wall removals, parking lot tie-ins, etc. These work items received verbal approvals from the property owners, but the State Aid office commented and required a temporary easement be noted on the plans since we are showing improvements beyond the right-of-way. o Permanent easements are required for the sidewalk/street improvements along the south side of Colorado Street at the City municipal parking lot property, the VFW parking lot property, and the Sebastian’s Auto property (city owned). o A permanent easement is required for Xcel Energy along the western property line of the City municipal parking lot property to accommodate the overhead power burial and allow for underground power to the existing backyard lines. o A permanent easement is required for Xcel Energy behind the walk in the green space of the State Farm property. The City is required to negotiate this easement with the property owner. • The City directed BMI to issue an addendum to the project to change stormwater BMP’s for the outlet manholes on the project from “Snouts” to “SAFL Baffles”. This required the inclusion of an extensive specification update to cover the new BMP. • With the inclusion of contaminated soil management in the project due to the findings in three borings during the geotechnical analysis and environmental review, it is necessary to amend our existing construction materials testing contract with Braun Intertec to include environmental services during construction. Braun has provided us with an amended proposal to add the anticipated environmental services to their contract. • Extensive communications and public engagement efforts have been required due to specific project requests by the City, including additional project meetings and public meetings. o The open houses/neighborhood meetings accounted for in our original scope of services has already been exceeded. o A streetscaping presentation was prepared and presented at a City Council work session that was not included for in the original scope of services. o We are still planning for up to two additional open house meetings prior to construction. Each of these items added significant time to the design efforts for the project. However, these additional efforts allowed the City to completely evaluate all of the design options and associated costs to ensure the public received the best project to serve the community. By continuing these efforts during design, we were N:\Proposals\Prior Lake\2021 Downtown South Recon 013120\Amendment 2\DT South Amendment 2_20220207.docx able to ensure the project was still delivered on the original schedule which allowed for optimal bidding prices. The original proposal and inclusion of Amendment 1 for the project was in the total amount of $569,114. All of the project scope additions described above have resulted in an increase to the overall design and communication/public engagement costs that encompasses the scope of work we were approved for. We are requesting an amendment for $98,568. Please see the attached spreadsheet with our breakdown of estimated hours that have been accrued to accommodate the described scope changes. This will bring the total project fee to $667,682. TOTAL PROJECT AMENDMENT FEE = $98,568 We appreciate your trust in us to complete the project changes that have come up over the course of this project. We look forward to the construction phase of this project which will construct defining improvements in an important downtown corridor of the City with features that will serve the public with safety and aesthetic improvements now and into the future. Sincerely, BOLTON & MENK, INC. Brian Hilgardner, P.E. Principal This document shall serve as an amendment to the Consultant Service Contract between the parties, dated February 18, 2020 (the “Contract”), pursuant to Section I.B. thereof. All other provisions of the Contract shall remain in full force and effect except as herein modified. Accepted: ____________________________ City of Prior Lake Client: City of Prior Lake Project: Downtown South Reconstruction Amendment #2 Task No.Work Task Description Principal-in-ChargeProject ManagerProject EngineerProject Communication SpecialistProject SurveyorSurvey CrewTotals 2.0 Topographic Survey 2.1 Topographic Survey 5 23 28 Subtotal Hours - Task 2 0 0 0 0 5 23 28 3.0 Design 3.2 Final Design Plans & Specificatins 24 146 115 12 297 3.7 Street Lighting Plans & Specifications 12 110 122 Subtotal Hours - Task 3 24 158 225 0 12 0 419 7.0 Project Communication and Public Engagement 7.1 Public Involvement Plan 24 48 64 136 Subtotal Hours - Task 7 24 48 0 64 0 0 136 11.0 Construction Materials Testing 11.1 CMT & Environmental Services Subtotal Hours - Task 11 0 0 0 0 0 0 0 Estimated Hours Bolton & Menk, Inc. Lump Sum Proposal (Subconsultant) Downtown South Reconstruction City of Prior Lake, Minnesota Page 1 Client: City of Prior Lake Project: Downtown South Reconstruction Amendment #2 Task No.Work Task Description Principal-in-ChargeProject ManagerProject EngineerProject Communication SpecialistProject SurveyorSurvey CrewTotal Hours Total Cost 2.0 Topographic Survey 0 0 0 0 5 23 28 $4,575 3.0 Design 24 158 225 0 12 0 419 $63,033 7.0 Project Communication and Public Engagement 24 48 0 64 0 0 136 $19,824 11.0 Construction Materials Testing $11,136 Total Hours 48 206 225 64 17 23 583 Average Hourly Rate $190.00 $150.00 $145.00 $126.00 $179.00 $160.00 Subtotal $9,120 $30,900 $32,625 $8,064 $3,043 $3,680 Detailed Cost Estimate Bolton & Menk, Inc. Lump Sum Proposal $98,568Total Fee Downtown South Reconstruction City of Prior Lake, Minnesota Page 2