The URL can be used to link to this page

Home My WebLink About06.g. Authorize Request for Quotes for Engineering Services Related to the 2019 and 2020 Street Improvements Projects, City Projects 2019-01 and 2020-02I:\City Clerk\Agenda Items\Approved Items\6.g. Authorize Request for Quotes for Engineering Services Related to the 2019 and 2020 Street Improvements Projects, City Projects 2019-01 and 2020-02.docx EXECUTIVE SUMMARY City Council Regular Meeting: July 17, 2018 AGENDA ITEM: Authorize Request for Quotes for Engineering Services Related to the 2019 and 2020 Street Improvements Projects, City Projects 2019-01 and 2020-02. AGENDA SECTION: Consent PREPARED BY: Brian Erickson, PE, Director of Public Works/City Engineer Stephanie Smith, PE, Assistant City Engineer AGENDA NO.: 6.g. ATTACHMENTS: Request for Quotes; Map APPROVED BY: LJM RECOMMENDED ACTION: Motion Authorizing Request for Quotes for Engineering Services Related to the 2019 and 2020 Street Improvements Projects, City Projects 2019- 01 and 2020-02. BACKGROUND The approval of the attached request for quotes (RFQ) for engineering services is the initial step in moving the 2019 and 2020 Street Improvements Projects, City Projects 2019-01 and 2020-02 forward. This RFQ will be sent to the four ‘pool’ municipal engineers. Once staff receives and reviews the quotes, a separate action will be brought before City Council requesting approval of the quotes and entering into a contract with the selected firm. It is anticipated that this will occur at the August 21, 2018 Council meeting. The attached map shows the streets proposed to be evaluated for improvement as included in the 2018 – 2027 Capital Improvement Plan. It should be noted that abutting properties are proposed to be assessed for the necessary improvements. RECOMMENDATION Staff recommends Council approval of the attached RFQ for engineering services related to the 2019 and 2020 Street Improvements Projects, City Projects 2019-01 and 2020-02. 1 | Page REQUEST FOR QUOTES 2019 and 2020 STREET IMPROVEMENT PROJECT CITY PROJECTS 2019-01 and 2020-02 Scope: The City of Rosemount is preparing for the 2019-2020 Street Improvement Projects, City Projects 2019- 01 and 2020-02. Rosemount is seeking quotes from the general municipal engineering pool for this work. A detailed breakdown of hours and costs (including reimbursable costs) for each task shall be provided so that staff can compare and evaluate the quotes. Additional tasks not noted below should be called out and detailed on the provided quote. Task 1. Preparation of a feasibility report for 2019 and 2020 street improvement areas as required under Minnesota Statute Chapter 429, Local Improvements, Special Assessments. As this report will be for both the 2019 and 2020 project areas, the report should include recommendation for dividing the project into two separate areas for 2019 and 2020. Note that Chippendale Avenue is anticipated for construction in 2019 with State Aid construction funding. Include preparing exhibits and attending two neighborhood open houses (one for each project area). This report should include as a minimum: • Existing conditions • Proposed improvements • Estimated cost and quantity breakdown • Project Funding • Proposed assessment roll and calculation • Conclusions • Recommendation and feasibility • Photographs, drawings and figures as appropriate The final feasibility report shall be provided as an electronic copy which can be sent via e-mail, FTP site or on a disk/USB drive. No hard bound copies required. This task shall be completed no later than October 31, 2018. Task 2. Upon direction of the City Engineer, prepare detailed plans and specifications for completion of the 2019 Street Improvement Project. The following work elements are anticipated and should be included in the overall quote: • Subtask 1. Survey. Perform survey work as necessary for preparation of design documents. May include location of right of way/property lines, elevations and utility (public and private) as necessary. • Subtask 2. Pavement Analysis. Perform pavement analysis and coring in order to analyze existing pavement section as well as base and subbase. Assume a minimum of 20 cores based on the attached project area figure. • Subtask 3. Public Meeting. Prepare exhibits for and attending a public hearing at a City Council meeting. • Subtask 4. Design. Prepare detailed design for an anticipated mill and overlay of the streets shown in the attached project area figure. Specifications shall incorporate the MnDOT 2018 Specifications and the current version of the City of Rosemount standard specifications. Request for Quotes 2019 & 2020 Street Improvement Project City Projects 2019-01 & 2020-02 2 | Page Design shall include recommendations for dividing the construction areas into additive alternates. At least one review and comment period shall be anticipated. • Subtask 5. MnDOT Review. Submit the Chippendale Avenue plans to MnDOT for State Aid review and permitting. Provide response to MnDOT comments and incorporate them into the design as applicable. This project is not anticipated to require a design variance. • Subtask 6. Bidding. Bidding services shall be included in the quote and shall include distributing plans, issuing addendum, responding to contractor questions and preparing bid tabulation and recommendation as a minimum. • Subtask 7. Assessment Roll. Prepare assessment roll as needed for the Assessment Hearing. The final survey, pavement analysis, and plan set shall be provided as an electronic copy in both drafting file and pdf in full-size and half-size. This may be submitted to the City via e-mail, FTP site or on a disk/USB drive. The plan set shall be provided in hard copy once finalized: 3 sets of half-size and 1 set of full-size plan sheets. This task shall be completed no later than March 31, 2019. Task 3. Upon award of bid and at the direction of the City Engineer, provide Construction Observation and Contract Administration for the 2019 Street Improvement Project. The following work elements are anticipated and should be included in the overall quote: • Subtask 1. Construction Observation and Administration. Perform construction observation and contract administration during construction. For quoting purposes, assume an eight- week construction timeframe at 40 hours per week. Review and preparation of progress payments, assistance with contract modifications. • Subtask 2. Material Testing. Perform material testing as required by specifications during construction. • Subtask 3. Construction Staking. Provide survey stakes and cut sheets as needed. For quoting purposes, anticipate 100 hours for this item throughout the 12-week construction timeframe. • Subtask 4. Private Utility Coordination. Distribute plans and coordinate with utility representatives to minimize and mitigate private utility impacts during the construction process. • Subtask 5. Contract Close-Out. Perform project close-out services including final pay and preparation of as-built drawings and coordination with MnDOT’s State Aid Office. Task 4. Upon direction of the City Engineer update the feasibility report and prepare detailed plans and specifications for completion of the 2020 Street Improvement Project. The following work elements are anticipated and should be included in the overall quote: • Subtask 1. Feasibility Report Update. Update the feasibility report completed in Task 1 for the 2020 SIP. • Subtask 2. Survey. Perform survey work as necessary for preparation of design documents. May include location of right of way/property lines, elevations and utility (public and private) as necessary. • Subtask 3. Pavement Analysis. Perform pavement analysis and coring in order to analyze existing pavement section as well as base and subbase. Assume a minimum of 20 cores based on the attached project area figure. • Subtask 4. Public Meetings. Prepare exhibits for and attend a public open house and a public hearing at a City Council meeting. Request for Quotes 2019 & 2020 Street Improvement Project City Projects 2019-01 & 2020-02 3 | Page • Subtask 5. Design. Prepare detailed design for an anticipated mill and overlay of the streets shown in the attached project area figure. Specifications shall incorporate the MnDOT 2018 Specifications and the current version of the City of Rosemount standard specifications. Design shall allow for additive alternates of the project area as laid out on the attached figure. At least one review and comment period shall be anticipated. • Subtask 6. Bidding. Bidding services shall be included in the quote and shall include distributing plans, issuing addendum, responding to contractor questions and preparing bid tabulation and recommendation as a minimum. • Subtask 7. Assessment Roll. Prepare assessment roll as needed for the Assessment Hearing. The final survey, pavement analysis, and plan set shall be provided as an electronic copy in both drafting file and pdf in full-size and half-size. This may be submitted to the City via e-mail, FTP site or on a disk/USB drive. The plan set shall be provided in hard copy once finalized: 3 sets of half-size and 1 set of full-size plan sheets. This task shall be completed no later than March 31, 2020. Also, provide a separate budget estimate for the following items for the 2020 Street Improvement Project. These items are not requested for the purposes of awarding this work, but are requested for the City’s budgeting purposes: • Construction Observation and Administration. Perform construction observation and contract administration during construction. Assume an eight-week construction timeframe at 40 hours per week. Review and preparation of progress payments, assistance with contract modifications. • Material Testing. Perform material testing as required by specifications during construction. • Contract Close-Out. Perform project close-out services including final pay and preparation of as-built drawings. Questions regarding this RFQ shall be directed to: Brian Erickson, P.E. (MN) Director of Public Works/City Engineer 2875 145th St W Rosemount, MN 55068-4997 651-322-2025 brian.erickson@ci.rosemount.mn.us -OR- Stephanie Smith, P.E. (MN) Assistant City Engineer 2875 145th St W Rosemount, MN 55068-4997 651-322-2015 stephanie.smith@ci.rosemount.mn.us RFQs shall be submitted electronically by 10:00 a.m., CDT August 2, 2018 to: pwadm@ci.rosemount.mn.us 2019 and 2020 Street Improvement Project, City Projects 2019-01 and 2020-02 Project Location Map N Not to Scale Not to Scale