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HomeMy WebLinkAbout6.m. Bonaire Path East, City Project 2018-03 Approve Construction Services and Design Amendment EXECUTIVE SUMMARY City Council Meeting: June 18, 2019 AGENDA ITEM: Bonaire Path East, City Project 2018-03: Approve Construction Services and Design Amendment AGENDA SECTION: Consent PREPARED BY: Brian Erickson, PE, Director of Public Works/City Engineer Stephanie Smith, PE, Assistant City Engineer AGENDA NO. 6.m. ATTACHMENTS: Proposal for Additional Engineering Services APPROVED BY: LJM RECOMMENDED ACTION: Motion to: Approve Proposal for Additional Engineering Services for Bonaire Path East, City Project 2018-03 BACKGROUND City Project 2018-03 is proposed to convert Bonaire Path East from the existing rural gravel section to a paved section. The project will also include utility work and improvements at the existing railroad crossing on Bonaire Path E to facilitate the establishment of a railroad quiet zone at this crossing. The following actions have moved this project along to its current status. • February 20, 2018 – Council approved an engineering services contract with Bolton & Menk. • October 30, 2018 – Public informational meeting for nearby property owners. • November 5, 2018 – Council held a public improvement hearing and ordered the project and the preparation of plans and specifications. • December 4, 2018 – Council approved additional services to acquire right-of-way (ROW). • March 19, 2019 - Council approved the plans and specifications and authorized the advertisement for bids. • May 5, 2019 – Council accepted the bids and awarded a construction contract. As part of the original engineering services contract no construction observation or administration were included in the event this project was delayed or cancelled. In addition, during construction there is a need for geotechnical services to insure that the necessary materials and compaction are achieved as part of this state aid project. As a result, there is a need to amend the engineering services contract. The estimated project duration is 12 weeks for construction as noted in the proposal. Additionally, there was some extra effort that was required during the design phase for which Bolton & Menk is requesting compensation. • Extra coordination and redesign in order to reduce the impact on existing Xcel Energy transmission lines. Without this additional effort the added cost for relocation was estimated at approximately $65,000 per pole or a total of $325,000 for 5 poles. • Extended coordination with Union Pacific Railroad. As part of the design effort Bolton & Menk expended significant effort to coordinate with the railroad. The additional effort could not have been planned for as part of the original design contract. I:\City Clerk\Agenda Items\Approved Items\6.m. Bonaire Path East, City Project 2018-03 Approve Construction Services and Design Amendment.docx • Design of trail connection at the Flint Hills Soccer Complex. Near design completion there was desire to extend a trail connection to take advantage of additional connections provided by the trail designed along the north side of Bonaire Path. COSTS & FUNDING The total project cost estimate is tabulated below: This project is scheduled in the 2018-2027 CIP. It is proposed to be funded by a combination of MN State Bonding funds, MN State-Aid funds, utility core funds, and special assessments of benefitting properties. A preliminary assessment roll is included in the Feasibility Report. RECOMMENDATION Staff recommends the City Council approve the proposal for construction services and design amendment for Bonaire Path East, City Project 2018-03. 2 N:\Proposals\Rosemount\Bonaire Path Extension 111118\Amendment and Construction Services.docx April 8, 2019 Mr. Brian Erickson, PE Director of Public Works/ City Engineer City of Rosemount 2875 145th St West Rosemount, MN 55068 Re: Proposal for Additional Engineering Services 2019 Bonaire Path Improvements – Final Design Dear Mr. Erickson: This letter is a follow up to the conversation that we had at our 90% Plan review meeting on February 6th, 2019 in your office. At that meeting, we had brought up a few concerns that the Bolton & Menk was required to provide services in a few different areas that went above and beyond the original proposal of the project. We also discussed providing construction services for the project as this was not a part of the original project proposal. Those areas and additional fees are detailed below. Redesign of Bonaire Path / Coordination with Xcel Energy Transmission $24,000 In order to maintain a proper clear zone on Bonaire Path required by Minnesota State Statue, several iterations of redesign had to be performed before an acceptable option was found. Without this redesign, the city would have incurred the cost to relocate the transmission poles on the north side of Bonaire Path inside of the existing Xcel Energy easement, over $65,000 per pole. Right of Way Acquisition (Henning Professional Services) $44,875 It is fairly common practice to not include right of way acquisition in the original scope due as the size, type, and number of easements needed to complete the project is typically not known until after preliminary engineering has been completed. At the December 4th City Council Meeting, Henning Professional Services, Inc. proposal for right of way services was approved for $38,875 with an additional $6,000 needed for Bolton & Menk to complete the easement exhibits and easement surveying. No mark up was applied to the Henning Professional Services Proposal by Bolton & Menk for contract administration and coordination. Extended Coordination with Union Pacific Railroad $11,000 Bolton & Menk has gone above and beyond typical expectations for coordination with outside agencies when coordinating with Union Pacific Railroad. Outreach to Union Pacific began April 13th, 2018 and Union Pacific was non-responsive until December 27th, 2018. This included many emails, phone calls, and even contact through the MnDOT Rail Office to no avail. There is no additional fee request for the two- funding meeting Bolton & Menk attended at MnDOT Central Office. We continue to work through plan revisions with Union Pacific and MnDOT in order to get the necessary permits and agreements in place for construction. Name: Brian Erickson, P.E. Date: April 5, 2019 Page: 2 N:\Proposals\Rosemount\Bonaire Path Extension 111118\Amendment and Construction Services.docx Trail Connection to Flint Hills Sports Complex $4,000 After the 90% plan submittal it was requested that a trail connection between Bonaire Path and the existing trails in the Flint Hills Sports Complex be designed. This trail design was accomplished using county lidar data as city staff did not feel it was necessary to send survey staff to collect topographic data and incur additional cost beyond final trail design. Construction Services $126,755 The amendments to the design followed the work plan submitted in the original proposal. The construction tasks were not included in the original proposal so we have included a detailed description of the construction tasks that will be completed. Construction Staking Objective: Complete necessary field staking. Description: Survey crews will complete field staking on the following features: • Construction limits • Grading • City utilities • Curb and gutter • Sidewalk • Signage • Easements • Miscellaneous infrastructure features Deliverables: Field stakes, documentation of install survey points Construction Administration Objective: Support city staff during construction Description: Project manager, Matt Blazer, will perform the following construction administration responsibilities: • Attend preconstruction meeting • Perform on-site review pertaining to work and progress as needed • Attend weekly progress meetings as needed • Prepare change orders and written directives • Review shop drawings, material lists, and suppliers • Review and approve pay requests • We have assumed a 12-week construction schedule, 8 hours per week at a rate of $130/hour. Total construction administration fees are estimated at $12,480. We will monitor the contractors schedule and notify the City of any changes. Deliverables: Not applicable Resident Project Representative (RPR) Objective: Provide a highly-qualified resident project representative (RPR) to perform construction administration and observation of the contractor’s work Name: Brian Erickson, P.E. Date: April 5, 2019 Page: 3 N:\Proposals\Rosemount\Bonaire Path Extension 111118\Amendment and Construction Services.docx Description: The RPR will be on site full-time during various stages of construction to observe and review the quality of. All of our RPRs are MnDOT certified and have extensive training and experience. The RPR will perform the following tasks: • Provide day-to-day construction observation and coordination between contractor, city, and residents/property owners • Maintain daily construction logs and documentation of pay items • Coordinate and document materials testing requirements and material certifications • Wage and payroll • Work with city and contractor to prepare monthly pay requests • We have assumed a 12-week construction schedule, 50 hours per week at a rate of $115/hour. Total construction observation fees are estimated at $69,000. We will monitor the contractors schedule and notify the City of any changes. Deliverables: Inspection notes, photos, other field records. Construction Geotechnical Services $22,096 Bolton & Menk requested bids from multiple geotechnical testing firms and after analyzing the bids have recommended Braun Intertec to perform the construction testing during construction as required by the project documents. Braun is a reputable testing firm with lots of experience with the additional materials testing requirements on State Aid funded projects similar to Bonaire Path. At the city’s request all of the geotechnical proposals can be made available to staff. Total Proposed Amendment $418,425 This would bring the total design and construction services fee, including land acquisition, to $396,329. This is 17.5% of the estimated construction cost as is well within industry standards of 15% to 25% for complete engineering services and project delivery. Thank you, again, for the opportunity for Bolton & Menk to work on this project, as well as your continued consideration of our services to the City of Rosemount. We look forward to continuing to work with you and the City on this project. If you have any questions regarding our request, please do not hesitate to call us. Sincerely, Bolton & Menk, Inc. Matt Blazer, P.E. Project Manager Brian Hilgardner, P.E. Principal Bill Droste Mayor, City of Rosemount Erin Fasbender City Clerk, City of Rosemount