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Home My WebLink About06.i. Professional Services Contract for Engineering and Landscape Architect Services – Flint Hills Athletic Complex EXECUTIVE SUMMARY City Council Regular Meeting: May 15, 2018 AGENDA ITEM: Professional Services Contract for Engineering and Landscape Architect Services – Flint Hills Athletic Complex AGENDA SECTION: Consent PREPARED BY: Dan Schultz, Parks and Recreation Director AGENDA NO: 6.i. ATTACHMENTS: Concept Plan and Proposed Professional Services – Construction Administration Services APPROVED BY: LJM RECOMMENDED ACTION: Motion to enter into a professional services agreement with WSB Engineering to provide construction administration services for the Flint Hills Athletic Complex project. ISSUE The City recently received bids and awarded a contract for the construction of the four fields, parking lot, access driveway, and trails at the Flint Hills Athletic Complex. Staff is requesting that the City Council enter in to a professional services contract for the construction administration services needed to complete the construction of the project. After a Request for Quote process in 2017, WSB was awarded a contract to provide the park planning services and to create the necessary plans and specifications to put the project out to bid. As an extension of that work, staff is now recommending that the City contract with WSB to provide the construction administration services needed to complete the development of the park. WSB has submitted a price quote of $161,396 to provide the construction administration services needed to complete the development of the park. The detailed proposal from WSB is attached for your review. BACKGROUND The City of Rosemount’s current 10 Year CIP Working Program identifies funding for the construction of athletic complex facilities. In 2017, the City Council provided staff with direction to move forward with planning for the improvements to take place at the Flint Hills Athletic Complex. Staff sent out a Request for Quotes (RFQ) to three landscape architects in our professional services consulting pool to provide the park planning services and to create the necessary plans and specifications to put the project out to bid. The prices we were quoted are listed below: Landscape Architect Price Quote WSB Engineering $ 71,720 ISG $ 108,000 SRF Consulting Group Inc. $ 113,457 SUMMARY Staff is recommending the City Council approve entering into a professional services agreement with WSB Engineering for the necessary construction services to complete the development of approved improvements at the Flint Hills Athletic Complex. 2 Concept Plan 701 Xenia Avenue South | Suite 300 | Minneapolis, MN 55416 | (763) 541-4800 Building a legacy – your legacy. Equal Opportunity Employer | wsbeng.com G:\00-MUNICIPAL\Clients - Cities - Counties\Rosemount\Proposals\Flint Hills Athletic Field Phase 2 Design\Contract Administration\FHR Athletic Park Phase 2 Contract Admin - WSB proposal.docx April 25, 2018 Mr. Dan Schultz Parks and Recreation Director Rosemount Parks and Recreation 13885 South Robert Trail Rosemount, MN 55068 Re: Professional Services Proposal – Contract Amendment Request for Construction Administration Services associated with Flint Hills Athletic Complex Phase 2 Dear Mr. Schultz: WSB & Associates, Inc (WSB) is pleased to present this proposal for professional services related to the construction phase of the FHR Athletic Park Phase 2 improvements as per the completed bid documents we completed this winter. Our sub-consultants include the following firms which are integrated directly into our scope and fee as a seamless team: ▪ Main Line Consulting (MLC), irrigation ▪ Electrical Design Initiative (EDI), electrical and lighting This scope of services is based on discussions with you and our direct knowledge of the project design WSB’s completed for this project. PROJECT UNDERSTANDING: A summary of the main elements includes: 1. Four athletic fields a. Custom blended sand based topsoil b. Drain tile system c. Irrigation system 2. Paved parking lot and roadways with curb and gutter 3. Parking lot lighting and associated electrical 4. Utilities a. Sanitary sewer service b. Water services c. Storm sewer 5. Drinking fountain 6. Restoration / landscape plantings a. Athletic turf b. Naturalized seed mixtures c. Erosion blankets for swales / steep slopes 7. Miscellaneous site amenities 8. Prefabricated picnic shelter / columns / concrete slab 9. Walkways / trails 10. Design of play container based on City selected equipment and coordinate changes w/contractor City of Rosemount April 25, 2018 Page 2 G:\00-MUNICIPAL\Clients - Cities - Counties\Rosemount\Proposals\Flint Hills Athletic Field Phase 2 Design\Contract Administration\FHR Athletic Park Phase 2 Contract Admin - WSB proposal.docx The site is owned by the City of Rosemount. We understand that the city expects material donations for various aggregate materials and oils as part of the project implementation. The work is scheduled to be implemented between May and October of 2018. SCOPE OF SERVICES WSB will provide construction administration services for this project based as outlined below and as per our master contract with the City of Rosemount. A. CONSTRUCTION ADMINISTRATION SERVICES 1. Contract Administration and Site Progress Meetings: a. Conduct Pre-construction Conference and prepare / distribute meeting minutes to all the attendees. b. Weekly Site Progress Meetings: Attend up to 20 weekly site progress meetings during periods of active construction during the project to allow for pro -active communication with the contractor and Owner, which will maximize efficiency during the construction. Meeting minutes will be prepared and distributed to all the attendees. These meetings will allow WSB to: i. Become generally familiar with and to keep the Owner informed about the progress and the quality of the portion of the Work completed. Note, this does not include exhaustive or continuous on-site inspections to check the quality or quantity of the Work. ii. Determine in general if the Work is being performed in a manner indicating that the Work, when fully completed, will be in accordance with the Contract Documents. iii. Report to the Owner known deviations from the Contract Documents. c. Review submittals & shop drawings. d. Coordination of other / new work i. Design play container based on City selected equipment and coordinate changes w/contractor. Includes redesign of layout, grading, restoration, and new applicable details. ii. Coordinate quote from specialty athletic turf seeding contractor e. Answer contractor questions and provide design intent and clarification for any issues that may arise during the project. f. Review pay applications prepared by contractor and make recommendations regarding payment. g. In the event of changed conditions during the project, WSB will prepare and distribute any necessary change orders to expedite the work in the field. h. Substantial completion meeting and punchlist. i. Final Project Completion review meeting. j. Irrigation Related Services: i. Submittal review ii. Irrigation Pre-construction iii. Final Walkthrough and punchlist k. Electrical Related Services: i. Periodic Site Inspections ii. Shop Drawing Review iii. Preparation of field directives and change orders as required iv. Project completion (final site visit and punch list) v. Preparation of As-Built drawings from Contractor-noted modifications 2. Site Utilities Related Services: a. Conduct full time inspections for up to 4 weeks during installation of utilities. b. Periodic site visits to confirm grades, roll testing, and bituminous paving operation for the drive lanes / parking areas. City of Rosemount April 25, 2018 Page 3 G:\00-MUNICIPAL\Clients - Cities - Counties\Rosemount\Proposals\Flint Hills Athletic Field Phase 2 Design\Contract Administration\FHR Athletic Park Phase 2 Contract Admin - WSB proposal.docx c. Coordination of staking and material testing operations. d. Preparations and documentation of as-builts. e. Utility and pavement punchlist preparation. 3. Environmental Compliance inspections / audits: a. A certified Environmental Compliance Specialist registered in the State of Minnesota will conduct a biweekly audit of the project to meet the City’s requirements and goals. Each site audit will include a review of the project’s SWPPP, installation of BMPs, inspection and maintenance records, and overall site compliance with the NPDES CSW Permit and the City’s ordinances. The Specialist will prepare an inspection report detailing the audit results and all reports will be provided within 24 hours of inspection completion. 4. Construction Staking: a. Prepare stakeout data for Construction Limit, Erosion control, Grading and layout, Parking Lots and Drives, Trails, Utilities, Shelter. b. Provide construction stakes for all the above, one set of stakes with line and grade on an offset that is usable (for utilities), the contractor will be responsible for protecting theses stakes, any re-stake will be at the contractors cost. c. As-builts for utilities 5. Construction Testing Services: a. Aggregates and Soils: i. 11 trips for compaction testing of fill and backfill ii. Nuclear Density Testing • 4 tests – subbase • 4 tests – subgrade • 8 tests – watermain trench backfill • 12 tests – sanitary trench backfill iii. 4 Dynamic Cone Penetrometer test iv. Sieve analysis • 6 tests – aggregate base • 2 tests – granular borrow v. 1 Topsoil borrow test b. Asphalt i. 6 trips for compaction testing of bituminous (nuclear) ii. Nuclear density tests • 5 tests – non-wear course • 5 tests – wear course • 6 tests – trail wear course iii. 6 Rice Specific Gravity tests iv. 6 Asphalt Content tests v. 6 Extracted Gradation Tests c. Concrete Reinforcement i. 1 trip for footing review ii. 1 trip for column review d. Concrete i. 6 Trips for concrete pours ii. 24 cylinders for curing and compressive strength testing 6. Custom Blended Soil Testing a. 2 Pea Gravel tests i. Gravel gradation ii. Micro-deval (LA Abrasion and Sulfate Soundness) City of Rosemount April 25, 2018 Page 4 G:\00-MUNICIPAL\Clients - Cities - Counties\Rosemount\Proposals\Flint Hills Athletic Field Phase 2 Design\Contract Administration\FHR Athletic Park Phase 2 Contract Admin - WSB proposal.docx b. 6 Processed Sand Tests i. Particle size c. 2 Lab Mixes utilizing provided sand and peat d. 9 Blended Root Zone Mix quality control tests i. Includes particle size, organic matter, infiltration rate, and porosities B. ADDITIONAL SERVICES 1. Any additional work or change in project scope will be completed on an hourly basis to be billed in accordance with WSB’s hourly rates at the time work is completed. C. PROJECT MANAGEMENT: 1. Jason Amberg will serve as the principal project manager with Steve Foss providing direct assistance for this project. D. PROPOSED FEES: All proposed fees are based on the scope of services defined in this proposal. 1. BASE SERVICES, Paragraph A Construction Administration Services: WSB and their identified team of sub consultants will provide the services as outlined in Scope of Services Paragraph A above for an hourly not-to-exceed fee of $161,396. 2. ADDITIONAL SERVICES, Paragraph B: WSB will provide the services as outlined in Scope of Services Paragraph B above on an hourly basis as requested by the City. Services not defined in paragraphs A will be considered as additional services. The proposed scope and fee presented herein represents our complete understanding of the project based on available information. If you have any questions or need additional information, please feel free to contact me at (763) 231-4841. Once again, we appreciate the opportunity to submit this proposal and look forward to working with you and your staff. Sincerely, WSB & Associates, Inc. Jason L. Amberg, PLA, ASLA Principal / Group Manager ACCEPTED BY: City of Rosemount, MN By Date Principal / Sr. Landscape ArchitectLandscape Architecture SupportMUNI SpecialistWater Resources Project EngineerADMIN Office TechnicianSurveyingSurveying & stakingGeotechnical & material testingEnvironmental Compliance AuditConstruction InspectorEngineer InspectorTotal HoursTotal CostCity of Rosemount April 25, 2018 Exhibit A - WSB & Associates Inc ESTIMATE OF COST FHR Athletic Complex Phase 2 Construction Admin. Jason Amberg Steve Foss Monica Heil Bill Alms Elizabeth Foster Survey Tech. 2 person crew Technical Staff Meghan Litsey Lead Inspector PE 163$ 101$ 163$ 128$ 80$ 112$ 185$ 135$ 92$ 108$ 128$ Staff/Resource Name Hourly Rates Phase TASKS Start Date Finish Date 0.0 $0 B1: Construction Admin Admin & project management - construction May '18 Oct. '18 96 10 106 $16,928 seeding quote package and coord 12 6 18 $2,562 Pre-construction mtg. prep., attendance, follow up 8 10 2 2 22 $2,786 Weekly site progress meetings 40 132 3 1 176 $20,304 Add'l design of play container and coord ch. order 8 30 38 $4,334 submittals / shop drawings / respond to RFIs 20 80 20 10 8 4 142 $17,256 Pay applications / change orders 10 20 12 42 $4,610 Substantial completion walkthrough / punchlist 6 8 14 $1,786 Final walkthrough and contract closeout 6 12 4 12 2 36 $4,062 0 $0 B2: Site Utility Inspections 4 weeks fulltime inspections & punchlist June '18 July '18 200 200 $21,600 0 $0 B3: Environ. Compliance 10 environmental compliance audits June '18 Sept. '19 58 58 $5,336 0 $0 B4: Construction Staking staking management / survey data computations May '19 August '19 24 22 46 $5,064 staking 120 10 130 $23,280 as-builts for utilities 12 6 18 $1,992 0 $0 B5: Construction Testing compaction and material testing services June '19 August '19 96 96 $12,960 coordination of custom blended soil testing 8 32 40 $4,536 Total Cost $149,396 214 330 20 10 16 36 120 96 58 263 19 1182 $163.00 $101.00 $163.00 $128.00 $80.00 $112.00 $185.00 $135.00 $92.00 $108.00 $128.00 $34,882.00 $33,330.00 $3,260.00 $1,280.00 $1,280.00 $4,032.00 $22,200.00 $12,960.00 $5,336.00 $28,404.00 $2,432.00 $149,396.00 $1,500.00 $1,500.00 $5,500.00 $5,500.00 $0.00 $7,000.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $7,000 $2,500 $2,500 $5,000 $161,396Total Project Cost Subconsultant Fee (2)EDI (Electrical) Total Subconsultant Fee Subconsultant Fee (1)Main Line Consulting (Irrigation) Total Total Hours Hourly Rates Total Salary Costs Reimbursable Expenses Specialty custom blended soil testing Total Expenses G:\00-MUNICIPAL\Clients - Cities - Counties\Rosemount\Proposals\Flint Hills Athletic Field Phase 2 Design\Contract Administration\FHR Athletic Park Contract Admin Fee Estimate.xlsx Page 1