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Home My WebLink About6.i. Authorization of Amendment of Agreement with BMI for Extension of Interim Public Works Director-City Engineer ServicesG:\COUNCIL\Council memo\16_1206 Meeting\Authorization of Amendment of Agreement with BMI for Extension of Interim Public Works Director-City Engineer Services.docx EXECUTIVE SUMMARY City Council Regular Meeting: December 6, 2016 AGENDA ITEM: Authorization of Amendment of Agreement with Bolton & Menk, Inc. for Extension of Interim Public Works Director/City Engineer Services AGENDA SECTION: Consent PREPARED BY: John Morast, PE, Director of Public Works/City Engineer AGENDA NO. 6.i. ATTACHMENTS: Proposal and Professional Services Agreement from Bolton & Menk, Inc. APPROVED BY: ddj RECOMMENDED ACTION: Motion to Authorize an Amendment to the Current Professional Services Agreement with Bolton & Menk, Inc. Extending Interim Public Works Director/City Engineer Services from January 1, 2017 for up to Six (6) Months ISSUE Consider authorizing execution of an amendment to the current Professional Services Agreement with Bolton & Menk, Inc. (BMI) for extension of the Interim Public Works Director/City Engineer services from January 1, 2017, for up to six (6) months. BACKGROUND The contracted Interim Public Works Director/City Engineer provides support to the City Administrator and city staff, managing the Public Works Department, projects and State and County coordination. In June 2016, the City contracted with BMI to provide Interim Public Works Director/City Engineer services through December 2016. The amendment proposes to maintain the terms of the original agreement (including fees) and will extend the term date for up to six (6) months. BMI will continue Interim City Engineering Services as currently provided - base services up to 20 hours per week, plus up to 10 additional service hours per week, at standard billing rates. With the new City Administrator starting in January 2017, an extension of Interim City Engineer Services will continue to provide staff continuity and allow adequate time for the incoming City Administrator to determine and finalize City staffing needs and utilization of the Engineering Consulting pool. SUMMARY Staff is requesting City Council authorization to execute an amendment to the current Professional Services Agreement with BMI for an extension of the Interim City Engineer services from January 1, 2017, for up to six months. Interim City Engineer Services Extension December 1, 2016 Dwight Johnson City Administrator City of Rosemount 2875 145th Street West Rosemount MN 55068 RE: Amendment to Extend the Term of Professional Engineering Services Agreement for City of Rosemount Interim City Engineering Services Dear Mr. Johnson: Thank you for requesting Bolton & Menk’s proposal to extend Professional Engineering Services to Provide Interim City Engineering Services to the City of Rosemount. The original agreement was executed on June 8, 2016 and is effective through December 31, 2016. As discussed, this amendment will extend the terms of the original agreement from January 1, 2017 for up to six (6) months, to continue providing base Interim City Engineering Services for up to 20 hours per week, plus up to 10 additional service hours per week, at standard billing rates, for continued Public Works Department coordination and continuity. We are pleased to be providing services to the City of Rosemount and are excited about the opportunity to continue working with you. If the City accepts this proposal, please sign and return a copy of the agreement. If you have any questions regarding this proposal, please feel free to contact me at 952.890.0509 ext. 3149. Sincerely, Bolton & Menk, Inc. John W. Morast, PE Senior Project Engineer Accepted: ___________________________ City of Rosemount Cc: Marcus Thomas, PE, Burnsville Office manager N + r 1 , * y5 ggq p w' f June 8, 2016 Mr. Dwight Johnson City Administratar City of Rosemount 2875 145th St W Rosemount MN 55068 RE: Proposal to Provide Professional Engineering Services City of Rosemount [nterim City Engineering Services Dear Mr. Johnson: Thank you for requesting Bolton& Menk's proposal to provide professional engineering services to the City of Rosemount for [nterim City Engineer Services and to assist the City in ensuring a smooth and seamless transition as it searches for a new Public Works Director/City Engineer. Bolton& Menk takes pride in tailoring our engineering services to meet your specific goals and expectations. The extent and variety of our municipal engineering experience along with a comprehensive understanding of local government dynamics separates us from our competition. The following is a summary of the reasons why we are confident Bolton & Menk will provide you with engineering services that exceed your expectations: Over 65 years of providing engineering and surveying services to municipalities Engineering services customized to meet the goals and expectations of Rosemount An appreciation of the sensitivity of local and regional dynamics, and their impact on the decision-making process with regards to public improvements and infrastructure management Experienced staff capable of providing full service to Rosemount The ability to work as an extension of City staff Firm commitment to client satisfaction In addition, Bolton& Menk has well established and respected relationships with nearby and partner jurisdictions, such as MnDOT, Dakota County, Eagan, Inver Grove Heights, Apple Valley, Lakeville, Burnsville, South St. Paul, Hastings and others. BM[ has worked on many projects requiring extensive project and multi-jurisdictional coordination, including Dakota County CSAH 14(Southview and 3`d Ave) Improvements (Dakota County, So. St. Paul) Dakota County CSAH 42 Bridge& Roadway Project at 35W (Dakota County, MnDOT, Burnsville) Dakota County Kenwood Trail (CSAH 50) Expansion(Dakota County, Lakeville) Dakota County CSAH 42 Trail (Dakota County, Burnsville, Apple Valley) Dakota County CSAH 42 Highway and Frontage Road Improvements(Burnsville) City of Burnsville 35 W& Cliff Road Interchange Study(Burnsville, Dakota County, MnDOT) MnDOT TH 61 Reconstruction(MnDOT, White Bear Lake) MnDOT County Road E &TH 51 [mprovements (MnDOT, Ramsey County, Arden Hills) UNDERSTANDING The City of Rosemount's Public Works Director/City Engineer position will be vacant in the near future, and the City is currently advertising to fill the position. The City desires to hire an Interim City Engineer to help ensure department continuity and coordination with staff, projects and jurisdictional communications. We understand that there are a number of projects and initiatives currently in-progress in Rosemount, including the planning and design of interchange improvements at TH 52 and CSAH 42. We also understand that the Public Works Department is also short-staffed in administration and engineering technician areas. Our proposal includes the opportunity to utilize a f u gt } _ .# :f ta+. con bination of administration and technical services in order to support the ariet of active worl: and proj cts the City is currently managing. PROPOSED INTERIM CITY ENGINEER Bolton& Menk proposes to assign Mr.John Morast, PE, as the Interim City Engineer under this proposal. Mr. Morast has over 30 years of experience in the public works and engineering fields, 20 of which are in the public sector at the State, County and Municipal levels. His public sector experience includes over 15 years of direct staff, program and department management experience in public works and engineering at the local leveL Mr. Morast will be supported, as needed, by Bolton& Menk staff that is experienced and well-versed in a variety of municipal engineering and public works services and projects. As your designated Consultant Interim City Engineer, Mr. Morast will bring 30 years of experience utilizing his inclusive and total quality management approach to leading and administering departments, staff and projects. He places a heavy emphasis on frequent communication and coordination with the City Council, City Administration, and City staff. Our approach to the working relationship between the City Engineer and the City is as follows: Mr. Morast will work as an extension of City staff and will report directly to the City Administrator. Duties assigned by the City Administrator, including direction to work directly with other Department Heads, Council, other staff or partner jurisdictions, will be completed as necessary within the requested time frames. Mr. Morast is available 24/7 to respond to the City Council or staff inquiries quickly and effectively through the use of a mobile phone and emails. Mr. Morast will be available for the City of Rosemount as needed. Regular written reports will be provided for City Administrator and City Council packets, if desired. Reports will provide staff and the City Council with status updates of all ongoing projects. SCOPE OF WORK Mr. Morast will work with you and other City staff to address a variety of City issues and needs. Bolton& Menk proposes the following services to the City of Rosemount: General Staff Engineering Staff time of 80 hours per month, distributed, or concentrated, as necessary to accommodate City needs Attendance at City Council and advisory commission meetings as necessary Attend City Administrator staff meetings Conduct Public Works/Engineering staff ineetings Attend City Committee/Board meetings as necessary Management/oversight of Public Works projects, concentrating on Dakota County and MnDOT coordination and communications. Act as City liaison with other agencies, as requested Coordinate and collaborate with other City departments on projects and issues Coordinate with and ensure City standards and needs are met on development projects Municipal State Aid system management Advise staff, City Administrator and Council on engineering related issues Mr. Morast and any other necessary BMI staff and specialists will provide an average of 20 hours per week at the City of Rosemount, or other locations as appropriate for meetings,to fulfil the interim City Engineer duties. The specific days/working hours will be developed by Mr. Morast in collaboration with City staff. EXPERIENCE 4 a = o O F g i d; John has adtninist red public orksiengine ring functions in tlie public s ctor lor over 2 years, includit b: Responsible for public works staff up to 250 FTE Responsible for operating budgets up to $38 million Responsible for capital budgets up to$92 million Administered Engineering, Development Services, Operations, Maintenance,Traffic,Construction Management, Water& Sewer Utility, Stormwater, Fleet, Facilities, Solid Waste and Parks Departments Administered short term(yearly)and long-term(Capital [mprovement) project and program budgets Administered asset management programs for roadway, utility and signing Developed strategies to enhance permitting to provide efficient services, collaboration, strategic partnerships opportunities,and intergovernmental relationships Responsible for cross jurisdictional agency communication and coordination John will also be supported by experts in various fields on specific projects and issues as needed, including: Seth Peterson, PE—Environmental engineering and well abandonment Brian Hilgardner, PE—Development plans reviews Bryan Nemeth, PE—Traffic For additional reference, biographies for these individuals can be found in our recently submitted SOQ for Rosemount Consultant Pool Services. FEES Bolton & Menk proposes to complete the City Engineering activities, including meeting attendance, staff oversight and project management and coordination, for a fixed fee of$8,800 per month, based 80 hours per month, to be distributed in the best interest of the City, for a duration of up to 6 months. If additional services are requested(i.e., project-specific design services,land surveys, continuous construction inspection,etc.),a scope amendment would be discussed and presented prior to beginning any additional services. Additional services could be provided on an hourly or not-to-exceed basis, based on the nature of the requested services. This proposal includes a general scope of work and cost of services to perform. If this proposal is acceptable and you wish to proceed, we will enter into a professional services agreement with the City of Rosemount using your standard contract forms. We are pleased that you are considering us for this work and appreciate the opportunity to provide you with this scope of services. If the City accepts this proposal, please sign, scan, and return this document. If you have any questions regarding this proposal, please feel free to call me at 952-890-0509 ext. 3149. Sincerely, BOLTON & MENK, INC. John W. Morast, P.E. Accepted: .e. C,.,,er Sr. Project Manager y of Rose ount cc: Marcus A. Thomas, PE, BMI Burnsville Office Manager