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HomeMy WebLinkAbout9B - Professional Services Contract with Bonestroo, Rosene, Anderlik and Associates CITY COUNCIL AGENDA REPORT SUBJECT: DECEMBER 6; 1999 9B SUE MCDERMOTT, ACTING PUBLIC WORKS DIRECTOR/CITY ENGINEER /3</ CONSIDER APPROVAL OF RESOLUTION 99-Y{ APPROVING STANDARD PROFESSIONAL SERVICES C6NTRACT WITH BONESTROO, ROSENE, ANDERLlK & ASSOCIATES TO PERFORM DESIGN SERVICES FOR UTILITY EXTENSIONS ALONG CSAH 21 AND CSAH 42 DATE: AGENDA #: PREPARED BY: DISCUSSION: H/STORY At the November 2, 1998 Council meeting, Resolution 98-131 was adopted ordering the 1999 improvements which included reconstruction of CSAH 42 from McKenna to the City limits. The proposed project is to upgrade CSAH 42 to a 4-lane rural roadway. The project would be accomplished through a cooperative agreement with Scott County with the City participating in the cost of storm sewer, bituminous trail and the construction of 16-inch watermain and 12-inch sanitary sewer main. CURRENT CIRCUMSTANCES Scott County is currently proposing to construct CSAH 42 and a portion of CSAH 83 in the 2000 construction season. The county has provided a preliminary estimate for the cost of the City's share of curb and gutter and storm sewer in the amount of $165,800. This reconstruction provides the City the opportunity to install and upgrade utilities employing open cut methods which are more economical than alternative construction methods. Currently there is no watermain along CSAH 42 west of Pike Lake Trail or along CSAH 21 north of Carriage Hills Parkway. The City's trunk sanitary sewer was extended along CSAH 42 to McKenna Road in 1997 with the County's project to reconstruct CSAH 42. The proposed utility project would extend 16" watermain north on CSAH 21 to CSAH 42 and west to CSAH 83. Twelve inch (12") trunk sanitary sewer would be extended to the west from McKenna Road to CSAH 83. The project would also include utility crossings at several locations along CSAH 42. ~ \ I~. ...,..... { ~. i At the Novem. ber 30, 1999 C?unty Board meeting, the attached \ t~ rCR,U\&,.:.e~ . .Memor::md~m of Understanding between the County ~ 16200~~'€ Creek Ave. S.E., Prior Lake, Minnesota 553V2-1714 / Ph, (612) 447-4230 / Fax (612) 447-4245 AN EQUAL OPPORTUNITY EMPLOYER FINANCIAL IMPACT: ALTERNATIVES: 4283DES,DOC Shakopee Mdewakanton Sioux Community (SMSC) for the design and construction of CSAH 42 and CSAH 83 was considered as well as the County's Capital Improvement Program which includes these projects. The County Board acted to approve the agreement at their November 30, 1999 meeting. City staff has met with County and SMSC representatives to review preliminary plans for both CSAH 42 and CSAH 83 and to discuss potential City construction to be accomplished in conjunction with these projects. In order for the City to bid the proposed utility extensions with the County projects in spring of 2000, preparation of plans and specifications should be underway as soon as possible. Staff requested proposals from three consulting firms for design of the utility extensions. The firms are Bolton & Menk, Inc., Bonestroo Rosene Anderlik & Associates (BRA), and William Englehardt Associates, Inc. The quotes provided were at hourly rates with not to exceed amounts as shown in the table below: BRA Englehardt & Assoc. Bolton & Menk $35,500.00 $35,600.00 $42,360.00 Based on the not-to exceed amounts, staff recommends that BRA provide design services. The amount of $35,500 equates to approximately 4.5% of the construction cost which is reasonable for a project of this size. Guidelines established by the Consulting Engineers Council of Minnesota indicate a 6.5% compensation fee for a project of average complexity. ISSUES The City's 2000-2004 CIP identifies trunk water main oversizing along CSAH 21 in the year 2001 and along CSAH 42 to CSAH 83 in the year 2002. It would be more economical to install the utilities with the road reconstruction projects. CONCLUSIONS Staff recommends that the Council authorize BRA to provide design services for the utility extensions in the amount of $35,500.00. The City's total estimated project cost for both street and utility improvements is shown on the table attached to this report. The design services are proposed to be paid from the Trunk Reserve fund. There are three alternatives for the City Council to consider: 2 1. Authorizing BRA & Associates to perform design engineering services for these projects at a total cost not to exceed $35,500.00. 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 authorizing the Mayor and City Manager to enter into a contract with BRA & Associates for design engineering services not to exceed $35,500.00. 4283DES.DOC 3 RESOLUTION 99-XX RESOLUTION APPROVING A STANDARD PROFESSIONAL SERVICES CONTRACT WITH BONESTROO ROSENE ANDERLlK & ASSOCIATES TO PERFORM DESIGN SERVICES FOR UTILITY EXTENSIONS ALONG CSAH 21 AND CSAH 42 MOTION BY: SECOND BY: WHEREAS, pursuant to Resolution 98-131 which the City Council adopted on November 2, 1998, the City Council approved reconstruction of CSAH 42 from McKenna Road to the west city limits including watermain work, and WHEREAS, Scott County has programmed the CSAH 42 project in their 2000 Capital Improvements Program, and WHEREAS, watermain must be extended along CSAH 21 to provide service to the proposed CSAH 42 watermain extension, and WHEREAS, it would be economical for the City to install utilities in conjunction with the road reconstruction projects, and WHEREAS, the City requires design services to complete these projects. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE, MINNESOTA, BRA & Associates, Inc. is hereby authorized to provide Design Services for utility extensions along CSAH 21 and CSAH 42 for a total fee not to exceed $35,500. BE IT FURTHER RESOLVED, that funding for these engineering services will be drawn from the fee collected by the City in conjunction with Development Contracts and the Mayor and City Manager are authorized to execute said agreement on behalf of the City. Passed and adopted this 6th day of December, 1999. YES NO Mader Mader Kedrowski Kedrowski Petersen Petersen Schenck Schenck Wuellner Wuellner Frank Boyles {Seal} City Manager 16200 Eagle Creek Ave. S.E., Prior Lake, ~n9~~~ig531~~ 714 / Ph. (612) 447-4230 / Fax (612) 447-4245 G:\RESOL99\4283UTIL.DOC AN EQUAL OPPORTUNITY EMPLOYER + CSAH 42 & CSAH 21 Utility Extension Water rvlain Extension T""" N ~ o 1000 Feet I I City Project 99-06 Utility Extensions along CSAH 21 & CSAH 42 to CSAH 83 Preliminary Engineer's Estimate Extend 16" DIP Trunk Watermain along CSAH 21 from Carriage Hills Parkway to CSAH 42 Extend 16" DIP Trunk Watermain along CSAH 42 from CSAH 21 to CSAH 83 Extend 12" PVC Trunk Sanitary Sewermain along CSAH 42 from CSAH 21 to CSAH 83 Bituminous Trail Total Construction Cost Estimate Indirect Costs (30%) City's share of 42/83 construction (curb & gutter, storm sewer) Total Estimated City Cost $ 125,000 $ 305,000 $ 353,000 $64,600 $ 847,600 $ 254,280 $165,800 $ 1,267,680 STANDARD AGREEMENT FOR ENGINEERING OR ARCIDTECTURAL SERVICES THIS AGREEMENT is made on the 6th of December, 1999, between the City of Prior Lake, Minnesota (hereinafter "City"), whose business address is 16200 Eagle Creek Avenue S.E., Prior Lake, MN 55372-1714, and Bonestroo. Rosene. Anderlik & Associates (hereinafter "Engineer or Architect") whose business address is 2335 West Highway 36. St. Paul. MN 55113. PRELIMINARY STATEMENT The City has adopted a policy regarding the selection and hiring of consultants to provide a variety of professional services for City projects. That policy requires that persons, fIrms or corporations providing such services enter into written contracts with the City. The purpose of this contract is to set forth the terms and conditions for design services for CSAH 42 and CSAH 21 utility extensions. The City and Engineer agree as follows: 1. Engineer's Services. The Engineer agrees to provide professional serVIces as described in Exhibit A, attached and made a part of this Agreement. 2. Time for Performance of Services. The Engineer shall perform the services outlined in Exhibit A according to the schedule set forth in Exhibit A. 3. Compensation for Services/Maximum Agreement Amount. City agrees to pay the Engineer $35.000.00 (referred to herein as the "Maximum Agreement Amount") for the services described in Exhibit A. Compensation shall be in accordance with Exhibit B, attached and made a part of this Agreement. 4. Engineering Service for Project. The Engineer, upon direction of the City, agrees to perform the following engineering services: A. See Exhibit A (Work Scope, Budget and Schedule). B. Special Engineer may be utilized by the Engineer when required by the complex or specialized nature of the Project and when authorized in writing by the City. C. City agrees to pay Engineer extra services by the Engineer or Special Engineers when authorized in writing by the City. 5. The City agrees to provide the Engineer with the complete information concerning the scope of the Project and to perform the following services: A. Access to the Area. The City shall obtain access to and make all provisions for the Engineer to enter upon public and private lands as required for the Engineer to perform such work as surveys and inspections in the development of the Project. 60104.02 Engineering/ Archi tectural B. Consideration of the Em:dneer's Work. The City shall give thorough consideration to all reports, sketches, estimates, drawings, and other documents presented by the Engineer, and shall inform the Engineer of all decisions within a reasonable time so as not to delay the work of the Engineer. C. Standards. The City shall furnish the Engineer with a copy of any design and construction standards they may require in the preparation of the report for the Project. D. Owner's Representative. A person shall be appointed to act as the City's representative with respect to the work to be performed under this Agreement. He or she shall have complete authority to transmit instructions, receive information, interpret, and define the City's policy and decisions with respect to the materials, equipment, elements and systems pertinent to the work covered by this Agreement. 6. Method of Payment. The Engineer shall submit to the City, on a monthly basis, itemized bills for professional services performed under Section 4 of this Agreement. Bills submitted shall be paid in the same manner as other claims made to the City. A. Progress Payment. For work reimbursed on an hourly basis, the Engineer shall indicate for each employee, his or her name, job title, the number of hours worked, rate of pay for each employee, a computation of amounts due for each employee, and the total amount due for each project task. Engineer shall verify all statement submitted for payment in compliance with Minnesota Statutes Sections 471.38 and 471.391. For reimbursable expenses, if permitted in Exhibit A, the Engineer shall provide such documentation as reasonably required by the City. B. Abandoned or Suspended Work. If any work performed by the Engineer is abandoned or suspended in whole or in part by the City, the Engineer shall be paid for any services performed on account of it prior to receipt of written notice from the City of such abandonment or suspension, all as shown on Exhibit A attached hereto and incorporated herein by reference. C. Compensation for Services of the Engineer. The City shall pay the Engineer for the services described in Exhibit A of this Agreement. The fee that the City will pay under this Agreement shall not exceed the amount shown on Exhibit A for this project. D. Payments for the Engineer's Reimbursable Costs. The Engineer shall be reimbursed for the work of special consultants, as described in Section 4B, and for other items when authorized in writing by the City. Such items shall include: transportation of principals and employees on special trips to the Project or to other locations, materials and supplies, and AutoCAD as required to expedite the work, and reproduction of reports. 7. Accuracy of Work. Engineer shall be responsible for the accuracy of the work and the utilization of all determinant data, and shall promptly make necessary revisions or corrections resulting from errors and omissions on the part of Engineer without additional compensation. 60104.02 Engineering/ Archi tectural If the data or materials furnished by the City, and used in the conduct of this work are found to be in error, incorrect, or inappropriate, the City shall direct Engineer to modify, update, and/or correct the affected work product. All such corrective work performed by Engineer shall be considered to be additional services for which additional compensation shall be paid to Engineer on the basis of Engineer's standard fees or actual costs incurred. 8. Project Manager and Staffing. The Engineer has designated Glenn Cook and Tom Kellogg to serve on the Project. They shall be assisted by other staff members as necessary to facilitate the completion of the Project in accordance with the terms established herein. Engineer may not remove or replace Glenn Cook or Tom Kellog:g, from the Project without the approval of the City. 9. Audit Disclosure. The Engineer shall allow the City or its duly authorized agents reasonable access to such of the Engineer's books and records as are pertinent to all services provided under this Agreement. Any reports, information, data, etc. given to, or prepared or assembled by, the Engineer under this Agreement which the client requests to be kept confidential shall not be made available to any individual or organization without the City's prior written approval. All finished or unfinished documents, data, studies, surveys, drawings, maps, models, photographs, and reports prepared by the Engineer shall become the property of the City upon termination of this Agreement, but Engineer may retain copies of such documents as records of the services provided. 10. Term. The term of this Agreement shall be from December 6. 1999 through March 15. 2000, the date of signature by the parties notwithstanding. This Agreement may be extended upon the written mutual consent of the parties for such additional period as they deem appropriate, and upon the terms and conditions as herein stated. 11. Termination. This Agreement may be terminated by either party by seven (7) days' written notice delivered to the other party at the address written above. Upon termination under this provision if there is no fault of the Engineer, the Engineer shall be paid for services rendered and reimbursable expenses until the effective date of termination. If however, the City terminates the Agreement because of the Engineer has failed to perform in accordance with this Agreement, no further payment shall be made to the Engineer, and the City may retain another engineer or architect to undertake or complete the work identified in Paragraph 1. If as a result, the City incurs total costs for the work (including payments to both the present engineer and a future engineer) which exceed a maximum Agreement amount, if any, specified under Paragraph 3, then the Engineer shall be responsible for the difference between the cost actually incurred and the Agreement amount. If the City incurs total costs for the work less than the maximum agreement amount, then the Engineer or Architect shall be paid for the reasonable value of its services rendered prior to the termination. 12. Subcontractor. The Engineer shall not enter into subcontracts for services provided under this Agreement except as noted in the scope of services, without the express written consent of the City. The Engineer shall pay any subcontractor involved in the performance of this Agreement within the (10) days of the Engineer's receipt of payment by the City for undisputed services provided by the subcontractor. If the Engineer fails within that time to pay the subcontractor any 60104.02 Engineering/ Archi tectural undisputed amount for which the Engineer has received payment by the City, the Engineer shall pay interest to the subcontractor on the unpaid amount at the rate of 1.5 percent per month or any part of a month. The minimum monthly interest penalty payment for an unpaid balance of $100 or more is $10. For an unpaid balance of less than $100, the Engineer shall pay the actual interest penalty due to the subcontractor. A subcontractor who prevails in a civil action to collect interest penalties from the Engineer shall be awarded its costs and disbursements, including attorney's fees, incurred in bringing the action. 13. Independent Engineer. At all times and for all purposes herein, the Engineer is an independent contractor and not an employee of the City. No statement herein shall be construed so as to fInd the Engineer an employee of the City. 14. Non-Discrimination. During the performance of this contract, the Engineer shall not discriminate against any employee or applicants for employment because of race, color, creed, religion, national origin, sex, marital status, status with regard to public assistance, disability, or age. The Engineer shall post in places available to employees and applicants for employment, notices setting forth the provision of this non-discrimination clause and stating that all qualifIed applicants will receive consideration for employment. The Engineer shall incorporate the foregoing requirements of this paragraph in all of its subcontracts for program work, and will require all of its subcontractors for such work to incorporate such requirements in all subcontracts for program work. 15. Assignment. Neither party shall assign this Agreement, nor any interest arising herein, without the written consent of the other party. 16. Services Not Provided For. No claim for services furnished by the Engineer not specifIcally provided for herein shall be honored by the City. 17. Severability. The provisions of this Agreement are severable. If any portion hereof is, for any reason, held by a court of competent jurisdiction to be contrary to law, such decision shall not affect the remaining provisions of this Agreement. 18. Entire Agreement. The entire agreement of the parties is contained herein. This Agreement supersedes all oral agreements and negotiations between the parties relating to the subject matter hereof as well as any previous agreements presently in effect between the parties relating to the subject matter hereof. Any alterations, amendments, deletions, or waivers of the provisions of this Agreement shall be valid only when expressed in writing and duly signed by the parties, unless otherwise provided herein. 19. Compliance with Laws and Regulations. In providing services hereunder, the Engineer shall abide by all statutes, ordinances, rules and regulations pertaining to the provisions of services to be provided. Any violation shall constitute a material breach of this Agreement and entitle the City to immediately terminate this Agreement. 20. Waiver. Any waiver by either party of a breach of any provisions of this Agreement shall not affect, in any respect, the validity of the remainder of this Agreement. 60104.02 Engi neer ing/ Archi teet ural 21. Indemnification. Engineer agrees to defend, indemnify and hold the City, its officers, and employees harmless from any liability, claims, damages, costs, judgments, or expenses, including reasonable attorney's fees, resulting directly or indirectly from negligent acts or omissions (including without limitation professional errors or omissions) of the Engineer, its agents, employees, or subcontractors in the performance of the services provided by this Agreement and against all losses by reason of the failure of said Engineer fully to perform, in any respect, all obligations under this Agreement. 22. Insurance. A. General Liability. During the term of this Agreement, Engineer shall maintain a general liability insurance policy with limits of at least $600,000 for each person, and each occurrence, for both personal injury and property damage. This policy shall name the City as an additional insured for the services provided under this Agreement and shall provide that the Engineer's coverage shall be the primary coverage in the event of a loss. A certificate of insurance on the City's approved form which verifies the existence of this insurance coverage must be provided to the City before work under this Agreement is begun. B. Worker's Compensation. The Engineer shall secure and maintain such insurance as will protect Engineer from claims under the Worker's Compensation Acts and from claims for bodily injury, death, or property damage which may arise from the performance of Engineer I s services under this Agreement. C. Professional Liability Insurance. The Engineer agrees to provide to the City a certificate evidencing that they have in effect, with an insurance company in good standing and authorized to do business in Minnesota, a professional liability insurance policy. Said policy shall insure payment of damage for legal liability arising out of the performance of professional services for the City, in the insured's capacity as the Engineer, if such legal liability is caused by a negligent error, omission, or act of the insured or any person or organization for whom the insured is legally liable. Said policy shall provide an aggregate limit of $1,000,000. The policy shall also insure the indemnification obligation contained in Paragraph No. 21. 23. Records Access. The Engineer shall provide the City access to any books, documents, papers, and records which are directly pertinent to the specific contract, for the purpose of making audit, examination, excerpts, and transcriptions, for three years after final payments and all other pending matters related to this contract are closed. 24. Ownership of Documents. All plans, diagrams, analyses, reports, and information generated in connection with performance of the Agreement ("Design Documents") shall become the property of the City, but the Consultant retains an unrestricted right to use the Design Documents in the course of its business and retains its rights in its standard drawing details and specifications, and in all field data, notes, databases, computer files, software, proprietary property and intellectual property developed or modified in the performance of its services. The City may use the Design 60104.02 Engineer ingl Archi tectural Documents for purposes related to the project which is the subject of this Agreement. If the City changes or reuses the Design Documents without Consultant's involvement or review, the City waives claims against the Consultant resulting from any such changes or reuse and, to the fullest extent permitted by law, the City will defend and indemnify the Consultant from any such claims, liability or costs (including reasonable attorney's fees and defense costs) arising or allegedly arising from such changes or reuse. 25. Governing Law. This Agreement shall be controlled by the laws of the State of Minnesota. Executed as of the day and year first written above. CITY OF PRIOR LAKE Mayor Approved as to Form and Execution: City Manager City Attorney Bonestroo Rosene Anderlik & Associates Reviewed for Engineering: By: Its: Director of Public Works By: Its: 60104.02 Engi neer ing/ Archi tectural EXHIBIT A .8 - 1\11 Bonestroo Rosene Anderlik & Associates Bonestroo. Rosene, Anderlik and Associates. Inc. is an Affirmative Action/Equal Opportunity Employer Principals: Otto. G, Bo.nestraa, PE, . Jaseph C. Anderlik. P,E. . Marvin L. Sarvala, PE. . Glenn R. Caak, PE, . Rabert G. Schunicht, P.E. . Jerry A. Bourdan. PE" . Rabert W. Rosene. PE,. Richard E, Turner, PE, and Susan M, Eberlin. (,PA.. Senior Consultants Associate Principals: Howard A. Sanford, P.E. . Keith A. Gordon, P.E. . Robert R. Pfefferle. P.E. . Richard W. Foster. P,E. . David 0, Loskota. PE, . Robert C. Russek. A,I.A. . Mark A. Hanson. P,E. . Michael T. Rautmann, PE, . Ted K.Field. PE. . Kenneth P Anderson. PE. . Mark R. Rolfs, PE. . Sidney P Williamson. PE,. L.S, . Robert F. Kotsmith . Agnes M. Ring. Allan Rick Schmidt, PE, Offices: St. Paul. Rochester. Willmar and St, Cloud. MN . Milwaukee, WI Website: www.bonestroo.com Engineers & Architects October 13, 1999 Susan J. McDermott, P.E. Acting DPW /City Engineer City Hall 16200 Eagle Creek Avenue SE Prior Lake, MN 55372-1714 Dear Ms. McDermott, Extending watermain and sanitary sewer along CSAH 42 will serve a new and growing area within the City. The utility extension will extend along CSAH 42 from McKenna Road to 500 feet west ofthe CSAH 42/CSAH 83 intersection, and will involve extending watermain from Carriage Hills Parkway to l\A'I'l('"nn<> ~n<>rI <>lnnO' rro:.A J..T "1 <>nrl r~A J..T Ll." ........""....._......L&.._ ......-...- ......-......0 --.............. -.. ........- _....,.............. ._. It is our understanding that the watermain and sanitary sewer extensions are to be constructed in conjunction with Scott County's year 2000 widening ofCSAH 42. PROJECT UNDERSTANDING The utility extensions are in accordance with the City's Comprehensive Plan 2010, which recommended a 16-inch diameter watermain from Carriage Hills Parkway.to the CSAH 42/CSAH 21 intersection, and a 16-inch diameter watermain along CSAH 42 from the CSAH 42/CSAH 21 intersection to the CSAH 42/CSAH 83 intersection. Although the City's RFP shows the 16-inch diameter watermain continuing past the CSAH 42/CSAH 83 intersection to the westerly limit of the County's widening (an additional 500 feet), the City's Comprehensive Plan 2010 calls for only a 12-inch diameter watermain westofthe intersection. Because City limits extend only a half mile west of the intersection, the City may wish to consider down-sizing the watermain to 12-inch diameter west ofCSAH 83. The proposed sanitary sewer extension, in essence, is an extension of the 12-inch diameter trunk sewer that was constructed west to McKenna Road in conjunction with the previous segment of CSAH 42 reconstruction. The City's RFP shows watermain construction along the west side ofCSAH 21 from Carriage Hills Parkway to the CSAH 42/CSAH 21 intersection. The west side of CSAH 21 appears to be the proper choice for a number of reasons: 1. A bituminous trail is on the east side - the west side is open land. 2. An undevelopable wetland is on the east side. Watermain on the west side will provide service to the Jeffers' property. 3. Constructing the watermain on the east side may encounter poor soils in the wetland. The west side is high ground. 4. The watermain is already stubbed to the west side at Carriage Hills Parkway. 2335 West Highway 36 · St. Paul, MN 55113 · 651-636-4600 . Fax: 651-636-1311 -~ City (~f Prior Lake Oerober IJ. 199Y Page 2 / Although the west side of CSAH 21 is the apparent choice for the watermain, it looks as if easements (both permanent and temporary) may be required. As shown in the photo, the utility poles are approximately 10 feet back-of-curb. Generally utility poles are located on road rights-of-way. If the utility poles are on the right- of-way, it will not be possible to construct the watermain on right-of-way and yet avoid damage to the new roadway. From the photo, it can be noted that the Jeffers' property is not being "farmed" up to the utility poles. This suggests that the utility poles are inside the right-of-way by approximately 20 feet. If Utility poles will affect watermain this is the case, the watennain can be constructed along the right-of-way. However, a permanent easement and a temporary construction easement may still be necessary. In this area, watermain could be constructed without the need for easements. This photo (at left) shows the utility pole locations nearer the CSAH 42 / CSAH 21 intersection. In this area, the County cut existing grade extensively and the utility poles are located on the slope further away from back-of-curb. Here, the Vv'atcrmain could be constructed between the utility poles and back-of-curb without the need for easements; however, the slope would have to be temporarily "benched" and restored. The City's RFP shows watermain construction along the south side of CSAH 42. Because the sanitary sewer has already been constructed along the north side of the roadway from the CSAH 42/ CSAH 21 intersection to McKenna Road, the south side appears to be the logical choice for the watermain. When CSAH 42 was reconstructed, a deep (25 to 30 feet) peat lens was mucked out, approximately mid- way between CSAH 21 and McKenna Road. The horizontal extent of peat removal should be researched with Scott County to help ensure that the new watermain will be constructed in an area of improved soils and not outside the correction area in the native peat. The County's CSAH 42 reconstruction project will extend from just west of McKenna Road to approximately 500 feet west of CSAH 83. Because the County will be cutting in areas and filling in other areas, the vertical location for the watennain must be coordinated with the final grades proposed by the County, and not existing grades. Because the sanitary sewer is deeper and has to be laid to grade, it is affected by cutting and filling to a lesser extent than the watermain. Still, the profile for the sanitary sewer must be coordinated with the final grades proposed for CSAH 42. From a horizontal standpoint, both the watermain and sanitary sewer must fall outside of the roadway. However, care should be taken when selecting the horizontal location for these facilities to make them as accessible as possible for future operation and maintenance. A bituminous trail exists on the south side of CSAH 42 between the CSAH 42/ CSAH 21 intersection and McKenna Road. If this trail is extended west to CSAH 83 as part of the County's year 2000 CSAH 42 City (!f Prior Lake October /3. 199Y Page 3 reconstruction project, a suitable location for the watermain may be beneath, or immediately adjacent to, the trail. This would give access to the watermain to tlush the hydrants. The watermain will constitute a "dead-end" until such time that additional "loops" are constructed in adjacent developments. However, because of the location of The Wilds and the Dakota Community's land holdings, the watermain will still be substantially a "dead-end" even after looping is constructed through adjacent developments. The area served by the watermain is as far away from the city's wellfield as any area in the City. Because of this distance, its "dead-end" nature, its size, its minimal initial usage and the lack of iron and manganese removal, it is probable that water quality complaints will result. Watermains are typically flushed when water quality complaints are received. Hydrant locations should be chosen to facilitate this process. If possible, locations should be selected to permit wintertime flushing and yet not create ice slicks that would be a hazard to motorists. The sanitary sewer is proposed for the north side of the roadway. The assumption that the bituminous trail is to be extended on the south side results in the conclusion that the sanitary sewer will be less accessible than the watermain. Although the sanitary sewer should be cleaned on five-year intervals, it will require less operation and maintenance than the watermain. Nevertheless, the horizontal location, specifically the access hole locations, should be selected with future cleaning in mind. As noted earlier, the watermain is proposed on the south side of the roadway and the sanitary sewer is proposed for the north side. Obviously each of these facilities is to provide service to both sides of the roadway. Therefore, roadway crossings for both will be required. The locations, size and depth (in the case of sanitary sewer) of the crossings should be determined by reviewing the City's land use plan, the acreage to be served by the crossing and the two-foot contour topography of the area in question. ORGANIZATION The team proposed for the CSAH 42 / CSAH 21 Utility Extension project includes Glenn Cook, Tom Kellogg, Marianne Brietbach, and Jim Fruechtl. Glenn will be principal-in-charge and have overall responsibility for the project. He leads Bonestroo's Construction Services Group and has more than 35 years of experience in the delivery of municipal design projects. Tom Kellogg will serve as project engineer, and will have primary responsibility for producing the project specifications and the overall design of the watermain and sanitary sewer extensions. Marianne Breitbach will serve as CAD technician with primary responsibility for producing the plan sheets. Marianne has more than 20 years of municipal engineering experience, all with Bonestroo. She is also a resident of Prior Lake, currently serving on the City's Lake Advisory Committee. Because Prior Lake is her home town, she is keenly interested in completing this project for the City. Jim Fruechtl currently serves as an Area Manager for Bonestroo's Construction Services Group. Jim's forte is construction inspection, with more than 24 years of experience. Although this project is a design project and does not involve construction services, Jim's participation in the design effort will result in a more easily constructed project. PROJECT APPROACH Although the CSAH 42/ CSAH 21 Utility Extension project is to be a single project, it lends itself to two distinctly different approaches. As discussed in the Project Understanding, the County has already City of Prior Lake OctulJer 13, /999 Puge 4 completed the reconstruction of CSAH 21 and CSAH 42 to just west of McKenna Road. Next year, the County will reconstruct CSAH 42 from just west of McKenna Road to approximately 500 feet west of CSAH 83. For the segment of the project beginning at Carriage Hills Parkway and ending at McKenna Road, the following general approach is proposed: · Obtain "as-built" plans for CSAH 21 and CSAH 42. · Determine an appropriate construction corridor for the watermain. · Conduct design surveys for the corridor. Design surveys to include establishing vertical and horizontal control, topography, right-of-way line, tying in existing utilities, etc. · Select final alignment · Prepare plans showing plan and profile views of the watermain. · Prepare bid schedule and watennain specifications. A different approach is proposed for the portion of the project along the segment of CSAH 42 that is to reconstructed next year - from McKenna Road to CSAH 83. As explained in the previous section, the design of the watermain and sanitary sewer for this segment must be compatible both horizontally and vertically with the County's roadway design. Rather than conduct design surveys, Bonestroo proposes to obtain the County's plans for the roadway. The County's plans will then be used as "base sheets" for the watermain and sanitary se\l/er plans.. There is no point in conducting detailed design surveys for the McKenna Road to CSAH 83 segment because: · The County has already obtained the utility and topographic information. · The topography will change due to cuts, tills, backslopes, etc. Bonestroo's general approach for the McKenna Road to CSAH 83 segment is outlined below. · Obtain both hard and electronic copies of the County's roadway plans. · Conduct design surveys only on an "as-needed" basis to supplement County data. · Prepare plans showing plan and protile views of the watermain and sanitary sewer using the County's roadway plans as "base sheets." · Prepare bid schedule and watermain and sanitary sewer specitications. For past CSAH 42 projects, the County has requested a bid schedule and plans and specifications for the watermain and sanitary sewer that the City has "added" to the County's roadway projects. The approaches outlined above for both segments of the overall utility extension will result in these end products as deliverables to the City and Scott County. The bid schedule, plans, and specitications for the watennain and sanitary sewer can then be incorporated into the County's bid documents for public bidding. SCOPE OF SERVICES Bonestroo's specitic scope of services to implement the general approaches outlined above are: 1. Obtain as-builts plans: Watermain stub at Carriage Hills Parkway Sanitary sewer at McKenna Road CSAH 21 from Carriage Hills Parkway to CSAH 42 CSAH 42 from CSAH 21 to McKenna Road 2. Review CSAH 42 and CSAH 21 "as-builts" for private utility information CiTy Of Prior Lake October lJ. /999 Page 5 3. Obtain a hard and an electronic copy of the County's plans for CSAH 42 from McKenna Road to CSAH 83. 4. Review existing private utilities on the plans and utility relocations proposed on the plans. 5. Contact private utility companies to determine if any utility construction has taken place since CSAH 42 was reconstructed to McKenna Road, and since CSAH 21 was reconstructed to CSAH 42. 6. Contact private utility companies to fill in any data gaps for the year 2000 CSAH 42 reconstruction - McKenna Road to CSAH 83. 7. Conduct design surveys for the Carriage Hills Parkway to McKenna Road segment. 8. Review the County's soil correction for the peat lens that was mucked out between CSAH 21 and McKenna Road. 9. Obtain and review the soils information from the County gathered for the year 2000 CSAH 42 reconstruction project. Determine if any soils were encountered that would present pipe foundation support problems. 10. Conduct design surveys for McKenna Road to CSAH 83 segment on an "as-needed" basis to fill in any potential data gaps II. Determine locations and sizes of watermain and sanitary sewer crossing of CSAH 42 between McKenna Road and CSAH 83. 12. Attend coordination meetings with the County and private utility companies. 13. Attend formal progress / review meetings with City staff. A minimum of three meetings is an tici pated. ! 4. Identify easement needs. 15. Prepare bid schedules, plans and specifications for the watermain and sanitary sewer extensions to be included in the bid documents for the County's public bidding process. Plans will be developed on AutoCAD v. 13 software in Windows 95. The specifications will be developed on Microsoft Word 6.0 software in Windows 95. 16. Prepare preliminary and final construction cost estimates. 17. Complete permit request forms and obtain approvals from Scott County, Minnesota Department of Health, and the Minnesota Pollution Control Agency. 18. Submit electronic and hard copies of final plans and specifications. Electronic copies will be based on software defined above. Hard copies of the plans will include both a paper copy and a reproducible mylar copy. PROJECT SCHEDULE The City's request for proposal indicates that the City Council will be asked to authorize preparation of plans and specifications and approve consultant selection at their meeting on Nov. I, 1999. If selected, Bonestroo proposes to begin work the following day with an eye toward the weather. It is our goal to complete the required design surveys before too much snow has accumulated. It is Bonestroo's understanding that the County would like to bid the year 2000 CSAH 42 reconstruction this winter. To help the County meet its schedule, we propose to fully complete the design of the CSAH 42/ CSAH 21 Utility Extension project on or before Jan. 31,2000. With this end in mind, the following schedule is proposed on the next page: Ciry <I/' Prior LokI' Oerober lJ. !YYY Pagt' 6 Task Completion Period Data Gathering Nov. I through Nov. 12, 1999 As-builts Utilities Soils CSAH 42 plans First Review Meeting Week of Nov. ]5, 1999 Design Surveys Week of Nov. 22, ] 999 Detennine Alignment Nov. 29 through Dec. 12, 1999 Crossing locations Crossing sizes Second Review Meeting Week of Dec. ] 3, 1999 Preliminary Plans, Specifications and Cost Estimate Week of Jan. 3, 2000 Third Review Meeting Week of Jan. 10,2000 Fina] Plans, Specifications and Cost Estimate Week ofJan. 24, 2000 At the first review meeting, the findings of the data gathering will be discussed. Bonestroo will make alignment recommendations based on the following considerations: ;: Righi-uf-way width · Roadway location within the right-of-way · Existing utility locations · Planned utility relocations · Accessibility for future operation and maintenance The second review meeting will be held to finalize the alignment and the location / sizes of crossings. Bonestroo will make recommendations for alignment and crossings for discussion and concurrence by City Staff. The third review meeting will be held to gather staff comments and input on the preliminary plans and specifications. Pertinent comments gathered at the meeting will then be incorporated into the final plans and specifications. COMPENSATION Bonestroo proposes an hourly rate contract. Bonestroo's 1999 Billing Rate Schedule is attached. The hourly billing rates include direct expenses. No additional charges will be made for direct expenses. The estimated hours to complete the CSAH 42 / CSAH 21 Utility Extension project are: Data Gathering, Design Surveys, Alignment and Determining Crossings: 225 - 250 hours Preliminary Plans, Specifications and Cost Estimate: 150 - 175 hours Final Plans, Specifications and Cost Estimate: 60 - 75 hours TOT AL HOURS: 435 - 500 hours City (!f" Prior Lake October 13, IYYY Page 7 Bonestroo's maximum billing for the CSAH 42/ CSAH 21 Utility Extension project will not exceed $35,500. Any questions you have regarding this submittal will be welcomed. I can be reached directly at (651) 604- 4897. We look forward to working with you on this project. Sincerely, BONESTROO, ROSENE, ANDERLIK & ASSOCIATES, INC. ~~~ Thomas A. Roushar, P.E. Senior Project Manager .i 1999 Billing Rate Schedule Classification Hourlv Rate Senior Principal $94.50 Principal/Proiect Manaqer; Senior Scientist 84.50 Registered Engineer/ArchitecULandscape Architect; Natural Resource Specialist 73.50 Project Engineer/ArchitecULandscape ArchitecUScientist; Sr. Field Supervisor 64.50 GIS Specialist; Senior Desiqner 63.50 Graduate Enaineer/ArchitecUScientist; Field Supervisor 57.50 Senior Drafterllnspector 52.00 Inspector; Drafter; Senior Technician 48.50 Technician 34.50 Word Processor 34.00 Total Station Equipment 20.00 GIS Workstation Eauipment 20.00 GPS Eauioment 50.00 I half day These rates are adjusted annually in accordance with the normal review !procedures of Bonestroo, Rosene, Anderllk and Associates, Inc. ~ . ~ 1ir 11/29/99 15:24 B :02/02 NO:6~~ So"""roo, 1l0Si:,,<:, Ao"tfer/lk otnd lI..ocl.ceJ, In" If "" """"',WV'" Acl'ofl/~qu,.,' Oppotrvl1Ity Employer P""ClpaIJ: 01/(1 (j, lloneSl/I)(l, PoE, . JoSeph C. "r'Ic<:rlik, P.E, . MlIrvin l. Sorvilla, P.E, . Glenn R. (ollk, PI:, . /i'otlerl C;. '-nunlchl, P.E, . J<:rtlf "I, Sourd,;"" PE. . Robert III, 1I0sen". Pc" Ridi.,aE, Turner, PE, ol/'ld $l,flollr1 M, Eberll", C,PA., Santor Comull",.,t, AfSOC;I/" PrlnClpalJ,' '~OW"'G II, San'ord, RE. . ..ltn A, GOI(/on. PE, . Rob." II. Prerllerle, p,e, . Il"narc:l \II. FO.ler. PE. . Dilvi(j 0, ~orkola, P.E. . RoCI.rl (, Russ"k. ".l.A, . Mark A, Hanson. RE, . Mlcnael T. "..",tm'ilnn. PE. . Ted I(.FI.ltI. PoE, . h""lflh ~ AndeflOn, PE, . M.rk R. Rol/., PE, . Sidney P. \ll1I1I"m,on, PE" L,5. . ~b..rt F, Ko,s"1ll" . "liInel M. Ring. IIlIan RICk SChmidl, PoE, 0""IIS'.51. P~...I. Rochesler, \lllII/Jlotr ..nd SI. Cloud, IIlN . Mllw./Iukee, 11I1 Bonestroo Rosene Anderlik & Associates Engineers & Architects WrllS/tll: www.bonellroo.com November 29, 1999 Ms. Susan J. McDermott, P.E. Acting DPW/ City Engineer City Hall 16200 Eagle Creek Ave SE Prior Lake, MN 55372-1714 Re: Proposal; CSAH 42 and CSAH 21 Utilities BRA File No. 999-99-400 Dear Ms. McDennott: On October 13, 1999. Bonestroo, Rosene, Anderlik & Associates submitted a proposal for design services related to sanitary sewer and watermain extensions along CSAH 42 and watennain extension along CSAH 21. Bonestroo's Project Approach for the CSAH 42 portion of the project was predicated on obtaining electronic copies of the County's roadway plans which, in turn. were to be used as base sheets for the sanitary sewer and watermain. It is now our understanding that the County cannot make the CSAH 42 roadway plans available electronically. Only hard copies of partially complete roadway plans will be made available for Bonestroo's use. This letter is being written to acknowledge that the CSAH 42 roadway plans will not be available electronically. Despite this, Bonestroo will complete the design of the CSAH 42 and CSAH 21 Utilities for the not-to-ex.ceed fee of $35.500 as outlined in the October 13, 1999 proposal. If you have any questions regarding this,submittal. please feel free to call me at (651) 6044897. Sincerely. BONESTROO. ROSENE, ANDERLIK & ASSOClA TES, INC. ~~~~ Thomas A. Roushar Attachmenc .:': . ~.:: ;" "I '.1 ;'! :'i :.! " d' :'1 : ~ i j ~. i "\J :'1 :.1. :, ".; : ~ ; ~ i I ~; ; ~ I i . ':H :il .::! "1;: 01 :;1 -.i ';'1 ;:1 " i'l :,! ~ ~ ! , ~I I \:: I'; ;,1 I.' i:1 '1,1 it ':!! P;:j ~, i ,'.1 I'; . '.~ : 2335 West Highway 36 · S1:. Paul, MN 55113. 6S'-636~4600 · Fax: 651-636-1311 "