HomeMy WebLinkAbout05(I) - Resolution Ordering the Preparation of a Feasibility Report and Approving a Work Order with Bolton & Menk for the Martindale/Henning/Hickory Reclamation Project (CP 2025-03) ReportPage 1 of 2
Public Works Consultant Pool Work Order
Martindale/Henning/Hickory Reclamation
BOLTON & MENK
This work order (“Work Order”) is issued on this 4th day of December, 2023 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 by July 31,
2026.
3. Compensation for Work Order. City agrees to pay the Consultant a fixed sum of $208,161
as full and complete payment for the Work requested by this Work Order.
4. Consultant Representative. Consultant has designated Brad Fisher 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 BOLTON &
MENK, INC.
_____________________________________
Signature
____________________________________
Title
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Exhibit 1 – Scope of Work Order
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October 27, 2023
Mr. Nick Monserud, P.E.
Assistant Public Works Director
City of Prior Lake
4646 Dakota Street SE
Prior Lake, MN 55372
Re: Proposal for Professional Engineering Services
2025 Martindale/Henning/Hickory Reclamation
Dear Mr. Monserud:
Thank you for the opportunity to submit this proposal to provide professional engineering services for the
proposed 2025 Martindale/Henning/Hickory Reclamation project. The project area includes Martindale
Street NE from Pike Lake Road NE to approximately 2,100-feet east, Henning Circle NE from Martindale
Street NE north to the cul-de-sac, and Hickory Lane NE from Martindale Street NE south to the cul-de-sac.
See the attached project area map identifying the proposed project areas. Based on our September 25th
meeting with you, we understand that the project is scheduled for a street rehabilitation via reclamation
during the 2025 construction season on the city’s Capital Improvement Program (CIP). It is our
understanding that the project areas are not state aid routes and the project will be funded completely with
local funds, which includes assessments from adjacent benefitting properties.
The proposed project area is roughly 3,200-feet in length with existing bituminous pavement of varying
widths (but averaging about 30-feet in width) and no existing concrete curb and gutter. There are segments
of bituminous curb and gutter that appear to have been installed to manage drainage patterns and convey
stormwater to existing catch basins. There is limited existing storm sewer consisting of two systems that
each collect water in catch basins and outlet the stormwater to adjacent low-lying areas (located at the
Martindale Street & Pike Lake Road intersection and at the Martindale Street & Hickory Lane intersection).
The remaining stormwater is managed through a combination of ditch systems and overland drainage to
low lying areas. There are no other public utilities within the project area; the homes are all on well and
septic systems. Private utilities (communications, electric, and gas) are present throughout the public right-
or-way (ROW).
The proposed improvements will include the reclamation and overlay of the existing street pavement. The
project corridor will be designed to generally match the existing alignments and profiles to maintain existing
drainage patterns. To accomplish this, after reclamation, the top layer of reclaim material will be removed
to make room for the new bituminous pavement and tie-in to existing adjacent features, such as driveways,
at the same existing grade. The topographic survey will be utilized to identify deficiencies in the existing
drainage patterns and the corridor design will include minor changes to alleviate these issues where feasible.
Driveways are proposed to remain in place and will be connected to at the edge of street pavement. No
sanitary sewer or watermain extensions/improvements are proposed as part of this project. The existing
storm sewer will be inspected to identify the necessary improvements. It is our understanding that the storm
sewer is expected to be in adequate condition with only minor rehabilitations (mudding inverts/doghouses,
replacement of concrete adjusting rings and/or castings, etc.) being necessary as part of the project.
EXHIBIT 1
2025 Martindale/Henning/Hickory Reclamation
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During the feasibility study, we will evaluate the feasibility and estimated costs of adding concrete curb
and gutter to the entire project area. It is anticipated that this would likely require a change in the roadway
profiles or more significant improvements beyond the roadway (to the boulevards/ditches, driveways, etc.)
and additional storm sewer to accommodate. Therefore, beyond the investigation into the inclusion of
concrete curb and gutter as part of the feasibility study, the remainder of our proposal assumes that the final
design of the project will not include the addition of concrete curb and gutter and the associated additional
design work.
Brad Fisher will be your project manager who will direct the project team and verify conformance of the
plans and specifications with the project requirements. This scope and fee letter identifies the various
project tasks and lists each task’s scope of work and associated fee to bring the project through the feasibility
study, final design, bidding, and construction phases. A detailed work plan for each of the project tasks is
identified below.
Task 1 – Project Management & Coordination Meetings $14,877
Work under this task includes conducting project meetings and overall project management to keep the
project on schedule and on budget. Anticipated project meetings that are included in our proposal are a
project kickoff meeting with city staff, three progress meetings with city staff during project design to
discuss 60% plan and 95% plan submittals or as needed, one private utility coordination meeting, attendance
and/or presentation at up to three City Council Meetings, and conducting a preconstruction meeting with
the selected contractor. Meeting materials will be provided for each meeting including agendas and meeting
minutes for staff meetings and the preconstruction meeting.
Task 2 - Topographic Survey $17,871
Work under this task includes gathering pertinent field information on city infrastructure, physical features
in the right-of-way, contours, and private utilities. Underground utility information will be located and
described per available as-builts, field markings, and private utility map information facilitated through
Gopher State One Call. Manhole reports will be completed for located manholes and catch basins. Right-
of-way and property lines will be illustrated based plat information received from the city and/or Scott
County GIS parcel linework. No owner and encumbrance reports will be requested for the project and we
will not search for or collect monuments/property corners on this project.
Full topographic survey will be completed for the proposed project corridors from ROW to ROW to capture
existing drainage patterns and for use in the corridor design. Where thick tree cover exists, topographic
survey will be captured to 10-feet beyond the edge of roadway or to the edge of tree line, whichever is
further. Bolton & Menk will establish horizontal control on Scott County coordinates together with vertical
control based on NAVD 88 datum. Control points will be placed at convenient locations throughout the
project corridor. We will generate a drafted survey base drawing which will include topographic and
available right-of-way survey information. It is assumed that there will be no ROW impacts associated with
the project and therefore no easement exhibits/descriptions will be required for the project.
Topographic survey will be completed in the spring of 2024 after the snow/ice has melted, or if time allows,
in the fall of 2023 prior to snow fall. If topographic survey is required during the winter with snow/ice on
the ground, additional fees will be required. Additional topographic survey beyond that identified above
can be negotiated at a fee based on submitted hourly rates.
Task 3 – Feasibility Study $24,050
Work under this task includes identifying proposed improvements, identifying issues or risks to the
project’s success requiring greater exploration during final design, and communication of these elements
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to project stakeholders. We will deliver a feasibility report that discusses the existing conditions, the
research and analysis that was performed, the preliminary design features considered, the proposed
improvements, permitting requirements, project costs, and recommendations. Work under this task includes
completing high-level preliminary design to determine if the project is necessary, feasible, and cost-
effective. The preliminary design will be completed based on aerial photography to roughly layout the
proposed improvements in two dimensions. The existing storm sewer will be inspected to identify proposed
rehabilitations as part of the project.
The project is anticipated to utilize assessments to adjacent benefitting properties to fund a portion of the
street improvements on the project. The preliminary assessments will be calculated utilizing the identified
method in the City of Prior Lake’s assessment policy. It is noted that other reclamation project(s) in the city
should be referenced with respect to how the assessment policy is applied to this reclamation project when
determining the assessment calculation method.
As part of the feasibility study, we will analyze the feasibility of adding concrete curb and gutter to the
reclamation project. This would require associated new storm sewer improvements at low points and to
manage spread. The costs associated with adding curb and gutter to the construction phase of the project
will be included as a design alternate.
Preliminary investigations into the National Wetlands Inventory (NWI), Public Waters Inventory (PWI),
and floodplains adjacent to the project area indicated none of these features are in the vicinity of the project
area. The closest feature is a potential wetland near the storm sewer outfall located west of the Martindale
Street & Pike Lake Road intersection, however, they do not appear to extend to the storm sewer apron and
no work is anticipated at this outfall location so it is assumed there will be no impacts as part of the project.
Preliminary investigations into Prior Lake Spring Lake Watershed District (PLSLWD) rules as they apply
to the proposed project indicate that stormwater management rules and associated permitting are not
required until the project disturbs 10,000 square feet of native soils. The rules also indicate that reclamation
is not considered a disturbance to the native soils unless all of the reclaim material is excavated/removed.
Therefore, the proposed project will only disturb native soils for potential minor storm sewer rehabilitations
and potentially for topsoil tie-ins along the roadway edges. It is assumed that the project will only include
1-foot topsoil tie-ins along each side of the roadway and the additional storm sewer work will combine to
be less than 10,000 square feet of disturbance to the native soils and therefore, stormwater treatment and
associated permitting will not be required as part of the project.
Additionally, an MPCA Construction Stormwater Permit will not be required for the project since the total
land disturbance (exclusive of reclamation) will be less than one acre. Therefore, it is assumed that no
permitting will be required for the project. These assumptions will be reviewed for confirmation during
final design. If stormwater management efforts and associated permitting are determined to be necessary,
these services can be added to our proposal for an additional fee based on submitted hourly rates.
It is assumed that geotechnical services will be provided by WSB for the project under a separate contract
directly with the City of Prior Lake. Geotechnical services will include preliminary materials investigations
by completing soil borings throughout the proposed project corridor to provide recommendations on the
proposed street improvements to extend the pavement life by 20 years and utility construction. A
geotechnical report will be developed with a summary of findings, including the recommended stre et
improvements with proposed street section, bituminous mix designs, and other relevant construction
recommendations.
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Task 4 - Final Design $62,591
Work under this task includes production of detailed construction documents, plans, and specifications. Our
project team will prepare construction plans utilizing AutoCAD Civil 3D 2024 to accurately depict the
project improvements for construction. Major design components include:
• Existing conditions & removals plan
• Plan detail plates and standard plans
• Erosion control/restoration plans
• Storm sewer plans (may be combined with street plans depending on proposed rehabilitations)
• Street plan/profile plans
• Intersection details
• Temporary traffic control plans
• Cross-sections at 50-foot intervals and critical design locations
Final design will include basic corridor modeling to generally match existing conditions but identify and
improve problem areas where feasible. This will require corridor modeling for the entire project area to
ensure problem areas are identified and proposed solutions can be developed while generally matching the
existing roadway design and drainage patterns. It is assumed that the existing signage will all remain in
place during construction and no striping or sign replacements will be necessary. We will submit plans to
the city for review and approval at approximately 60% design and 95% design stages.
The design team will communicate with all private utility companies to coordinate conflicts and any
necessary relocations. The existing utilities and necessary relocations or adjustments will be identified on
the plans based on information provided by the utility companies and marked in the field. Final plans will
also include a tabulation of estimated quantities, a final engineer’s opinion of probable construction costs
prior to bidding, and an assessment roll based on the final cost estimate. Our project team will prepare
special provision specifications to supplement the city’s standard contract documents and technical
specifications. The documents will be combined to complete the overall contract documents for bidding
and construction purposes based on the city’s standards.
Task 5 - Bidding Administration $6,564
Our team will deliver a full electronic set of approved plans and specifications resulting from the design
work. Work under this task includes preparation of an advertisement for bids, answering bidder’s questions,
issuing addenda as necessary, conducting an online bid opening, producing a bid tabulation, and preparation
of a letter of award recommendation. A final assessment roll will be produced based on the as-bid unit
prices.
Task 6 – Public Engagement $35,502
From feasibility through construction, clear and consistent public communication will be key to a successful
project. Our team will work with city staff to develop a public involvement approach that informs, engages,
and provides an opportunity to collaborate with project stakeholders. The public engagement plan will allow
interested parties an opportunity to participate in the project, while giving city officials the confidence that
all issues are addressed throughout the project development process. Our t eam will approach engagement
in two phases: design and construction.
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Design Engagement
In the design phase, our goal will be to connect with homeowners to understand their needs and share
project information. This phase will be critical to not only create a community-informed plan, but also
prepare the public and stakeholders for construction. We anticipate using the following tools:
• Communications plan. We will develop a project communications plan to define and confirm
stakeholders, communication activities, schedule, and roles.
• Project website. At the onset of the project, our team will develop and host a project website and
manage all website content. This will streamline project content sharing to the community through
a single source and share key information such as designs, schedule, contacts, and more. The
webpage will also feature a project subscription form so people can sign up for updates with their
email or phone number.
• Construction survey (1). Our team will create and mail one survey. This survey will gather key
information that will help us better understand existing conditions and each property owner’s needs
during construction. This includes information on deliveries, waste management, parki ng, and
more. Bolton & Menk has successfully used this tool on other projects and has found it critical in
getting ahead of potential conflicts.
• Neighborhood meetings (2). We will organize, promote, prepare meeting materials, and attend
two neighborhood meetings throughout the various phases of design to identify key issues and
concerns from residents. These meetings will be promoted via email and mail.
• Educational materials (up to 2). Our team will prepare two educational handouts. The first
handout will serve as a project info sheet that can be used to educate residents on the scope and
schedule of the project. The second handout can be created at the client’s discretion. We
recommend creating a handout about curb and gutter, should the need arise.
Construction Communication
Our communication specialist will stay engaged through the construction phase of the project. Here are the
tools we will use:
• Preconstruction neighborhood meeting (1). We will host one neighborhood meeting prior to
construction. This will be held to educate residents on the timeline, impacts, and what to expect.
• Weekly website and email updates. We will prepare and send weekly website and email updates.
These updates will share work that has been completed and outline the upcoming schedule and
potential impacts.
• Newsletters, notices, and maps (up to 10). We will send a newsletter before construction begins,
as well as a staging map. We will also create notices or maps in advance of any specific property
impacts.
• Weekly meeting attendance. In order to stay ahead of upcoming impacts, our team will be
available to attend weekly meetings.
Task 7 - Construction Services $40,036
Work under this task includes construction administration, construction field staking, and construction
observation. Construction administration will be performed by the team’s project manager who will attend
a preconstruction meeting, review shop drawings and materials submittals for conformance with the plans
and specifications, perform on-site review pertaining to the project’s work and progress as needed, attend
weekly construction meetings, and review pay applications. We will provide a highly-qualified individual
to serve as construction project representative (CPR) to perform construction observation of the contractor’s
work and day-to-day coordination. The CPR will be on-site throughout the various stages of construction
to observe and review the quality of work. This work will include maintaining good public relations,
maintaining a daily diary of construction activity, daily documentation of bid item quantities, working with
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the contractor and city staff to prepare pay estimates, coordination of construction materials testing, and
verifying construction outcomes with the plan documents.
For the purposes of this proposal, we are assuming a 6-week construction schedule. We are allocating six
hours per week for construction administration throughout the assumed construction schedule and 40 hours
per week for construction observation over the first four weeks and 20 hours per week for construction
observation over the final two weeks. However, the contractor’s actual construction schedule will dictate
the hours necessary to complete the project. If additional time is required, our project staff will be available
to complete additional construction administration and observation efforts for an additional fee based on
the submitted hourly rates.
Survey crews will provide construction stakes with alignment and grade, as necessary, and documentation
of all survey points installed. Our survey crews will complete construction staking on the following
features:
• Minor storm sewer rehabilitation improvements (assumed up to 4 structures)
• Street centerline (assumed 3,200 LF)
o Limits for cross section transitions will be identified
If the project scope/assumptions change, concrete curb and gutter is added to the project scope, or other
facilities are requested for staking, our project staff will be available to complete the additional field staking
for an additional fee based on submitted hourly rates.
It is assumed that construction materials testing will be provided by WSB for the project under a separate
contract directly with the City of Prior Lake. Construction materials testing will be completed in accordance
with the project specifications and City of Prior Lake standards. In addition to materials testing, WSB will
document materials certifications and verify conformity of materials and construction outcomes with
MnDOT and City of Prior Lake standards and requirements.
Task 8 – Project Closeout $6,670
Work under this task includes conducting a final review of the project with the city and contractor, obtaining
record drawing information from field representatives, and preparing final record drawings. We will walk
the site with project stakeholders and identify any punch list items that need to be addressed. We will
provide a copy of the punch list from the walkthrough and review the items in coordination with the
construction observer. Our team will then gather all field information prepared by the contractor,
subcontractors, and construction observation staff for use in preparing record drawings. This will be used
to prepare record drawings in electronic format and provide electronic drawings to the city. It is assumed
that post-construction topographic survey will not be required on this project as there is not anticipated to
be any new utility installations. Deviations from the plan for all construction features will be based on field
documentation.
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Project Schedule
We are committed to following a project schedule that meets the city’s expectations. Our proposed schedule
will approximately be as follows:
Contract Authorization* December 4, 2023
Feasibility Study January – May 2024
Topographic Survey March - April 2024
Public Open House 1 May 2024
Call for Public Improvement Hearing* May 2024
Accept Feasibility Report, Public Improvement Hearing, & Authorize Final Design* June 3, 2024
Final Design June - December 2024
Private Utility Coordination Meeting September 2024
Public Open House 2 October 2024
Approve Plans/Specifications & Authorize Bidding* December 2, 2024
Bid Opening January 2025
Call for Assessment Hearing* February 2025
Accept Bids, Assessment Hearing, Adopt Assessment Roll, & Award Contract* March 3, 2025
Public Open House 3 April 2025
Construction May – October 2025
* City Council Meeting
Proposed Fee
In accordance with the City of Prior Lake’s project requirements, Bolton & Menk proposes to complete the
scope of work as described above for an estimated hourly fee of $208,161. The attached fee table
summarizes the hours and cost breakdown for each major work task item.
Thank you for inviting Bolton & Menk to offer you this proposal, as well as your continued consideration
of our services to the City of Prior Lake. We look forward to working with you and the city on this project.
If you have any questions regarding our proposal, please do not hesitate to contact me.
Sincerely,
Bolton & Menk, Inc.
Brad Fisher, P.E.
Principal Engineer
cc: Brian Hilgardner, P.E., Principal Engineer
City Representative
City of Prior Lake
Client: City of Prior Lake
Project: Martindale/Henning/Hickory Reclamation
Task
No.Work Task Description
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Totals Costs
1.0 Project Management & Coordination Meetings
1.1 Project Management 20 10 30 $5,510.00
1.2 Meetings 45 8 53 $9,367.00
Subtotal Hours - Task 1 65 18 0 0 0 0 0 0 0 0 83 $14,877.00
2.0 Topographic Survey
2.1 Topographic Survey 7 10 65 82 $15,141.00
2.2 Base Map Drafting & Boundary Determination 4 14 18 $2,730.00
Subtotal Hours - Task 2 0 0 0 0 0 0 11 24 65 0 100 $17,871.00
3.0 Feasibility Study
3.1 Feasibility Report 40 6 10 56 $9,454.00
3.2 Storm Sewer Review 4 12 16 $2,460.00
3.3 Preliminary Design Figures 12 2 40 4 58 $8,502.00
3.4 Preliminary Cost Estimate 4 8 12 $1,772.00
3.5 Preliminary Assessment Roll 4 2 4 2 12 $1,862.00
Subtotal Hours - Task 3 64 10 62 16 0 0 0 0 0 2 154 $24,050.00
4.0 Final Design
4.1 Existing Plans 2 8 10 $1,430.00
4.2 Final Design Plans 10 14 250 6 280 $39,524.00
4.3 Contract Documents & Specifications 40 3 16 59 $9,643.00
4.4 Submit for Review & Approval 8 12 8 28 $4,964.00
4.5 Prepare Opinion of Probable Construction Costs 8 4 12 24 $3,836.00
4.6 Assessment Roll 6 2 4 12 $1,988.00
4.7 Confirmation of Permitting Assumptions 2 2 4 8 $1,206.00
Subtotal Hours - Task 4 76 35 300 10 0 0 0 0 0 0 421 $62,591.00
5.0 Bidding Administration
5.1 Prepare Advertisement for Bids 2 2 6 10 $1,262.00
5.2 Answer Bidder's Questions 6 2 8 $1,298.00
5.3 Issue Addenda 4 4 2 10 $1,444.00
5.4 Bid Opening/Tabulation 2 4 6 $774.00
5.5 Prepare Letter of Award Recommendation 2 2 4 $760.00
5.6 As-Bid Assessment Roll 6 6 $1,026.00
Subtotal Hours - Task 5 22 2 8 0 0 0 0 0 0 12 44 $6,564.00
6.0 Public Engagement
6.1 Communication Plan 8 8 $1,120.00
6.2 Website, Project Subscription 26 20 46 $5,800.00
6.3 Project Survey (1)4 16 4 24 $3,356.00
6.4 Neighborhood Meetings (2)12 8 50 70 $10,140.00
6.5 Educational Materials (up to 2)12 2 14 $1,896.00
6.6 Preconstruction Neighborhood Meeting (1)6 4 25 35 $5,070.00
6.7 Weekly Website & Email Updates (up to 8)12 12 $1,680.00
6.8 Newsletter, Notices, and Email Updates (up to 10)26 26 $3,640.00
6.9 Weekly Meetings (up to 8)20 20 $2,800.00
Subtotal Hours - Task 6 22 0 12 0 195 0 0 0 0 26 255 $35,502.00
7.0 Construction Services
7.1 Construction Administration 36 36 $6,156.00
7.2 Field Staking 4 4 28 36 $6,680.00
7.3 Construction Observation 200 200 $27,200.00
Subtotal Hours - Task 7 36 0 0 0 0 200 4 4 28 0 272 $40,036.00
8.0 Project Closeout
8.1 Conduct Final Review of Project 8 12 20 $3,048.00
8.2 Obtain Record Information 6 6 $840.00
8.3 Record Drawings 4 2 12 18 $2,782.00
Subtotal Hours - Task 8 12 2 0 0 30 0 0 0 0 0 44 $6,670.00
Total Hours 297 67 382 26 225 200 15 28 93 40 1373
Average Hourly Rate $171.00 $209.00 $136.00 $148.00 $140.00 $136.00 $203.00 $137.00 $190.00 $108.00
Subtotal 50,787.00$ 14,003.00$ 51,952.00$ 3,848.00$ 31,500.00$ 27,200.00$ 3,045.00$ 3,836.00$ 17,670.00$ 4,320.00$
Total Fee $208,161.00
Detailed Cost Estimate
Bolton & Menk, Inc.
2025 Martindale/Henning/Hickory Reclamation
City of Prior Lake, Minnesota
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2025 Martindale/Henning/Hickory Reclamation
City of Prior Lake
Project Area Map
October 2023
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