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Home My WebLink About6.j. Biscayne Avenue Improvement Project, City Project 2020-01 Receive Bids and Award Contract, Declare Costs and Call Assessment Hearing6.j. Biscayne Avenue Improvement Project, City Project 2020-01 Receive Bids and Award Contract, Declare Costs and Call Assessment Hearing.docx EXECUTIVE SUMMARY City Council Meeting: April 7, 2020 AGENDA ITEM: Biscayne Avenue Improvement Project, City Project 2020-01: Receive Bids and Award Contract, Declare Costs and Call Assessment Hearing AGENDA SECTION: Consent PREPARED BY: Brian Erickson, PE, Director of Public Works / City Engineer Stephanie Smith, PE, Assistant City Engineer AGENDA NO. 6.j. ATTACHMENTS: Resolutions; Bid Tabulation; Letter of Recommendation; Map; Design Amendment; Construction Services Proposal APPROVED BY: LJM RECOMMENDED ACTIONS: Motion to 1. Adopt a Resolution Receiving Bids and Awarding Contract for Biscayne Avenue Improvement Project, City Project 2020-01. 2. Adopt a Resolution Declaring Costs and Calling the Public Assessment Hearing on May 5, 2020. 3. Approve Design Services Amendment 4. Approve Construction Services Proposal BACKGROUND With the current demand for trucking from the mining and construction in south-central Rosemount, development in the Business Park, along with anticipated future development of the University of Minnesota (UMORE) property, City Project 2020-01 is proposed to convert Biscayne Avenue from the existing rural gravel section to a paved section. Originally, the Biscayne Avenue road section was to be three-lanes with a full length center turn lane; however, this was modified to eliminate the center turn lane on the southern section. A right- turn lane will be constructed on westbound 160th Street (CSAH 46) as required by Dakota County. The originally proposed 8-foot wide asphalt trail has been removed from this project to reduce right-of-way and construction costs. The trail will be constructed later as a stand-alone project, as right-of-way is dedicated with subdivision of the adjacent properties. Sanitary sewer will be installed from Boulder Trail to 157th Street (Biscayne Business Park) to provide City service to this area. Watermain stubs to undeveloped properties will be installed per the 2040 Comprehensive Water Plan. In order to treat runoff stormwater from the new impervious surface created by the project, a new infiltration basin is proposed along the west side of the roadway. 2 On September 17, 2019, the Rosemount City Council received the Feasibility Report. Detailed project information is included in the Feasibility Report, which is available on file in the Engineering Department. The report found this project, as proposed, to be feasible, cost effective, and necessary. On October 15, 2019, the Rosemount City Council held a Public Improvement Hearing on the project which is a necessary step under the Minnesota Statute Chapter 429. At that meeting, Council ordered the improvements and preparation of plans. On February 4, 2020, the Rosemount City Council approved the plans and authorized the advertisement for bids. Bids were opened publicly on March 10, 2020 at 10:00am., and 9 bids were received. Northwest Asphalt is the low bidder.. Northwest Asphalt has previously performed acceptable work in the City. Construction is proposed to begin spring/summer of 2020 and is anticipated to be completed, other than the final lift of pavement and restoration, by the fall of 2020. COSTS & FUNDING A summary of the Bid Tabulation including the Engineer’s Estimate is shown in the following table. The low bid received is $1,854,087.77. This is approximately $811,112.23 below the Engineer’s Estimate. Contactor Bid Amount Percentage Above Low Bid Engineer’s Estimate $2,665,200.00 +43.7% Northwest Asphalt, Inc $1,854,087.77 Low Bid Northern Lines Contracting, Inc. $1,858,033.67 +0.2% McNamara Contracting, Inc. $1,932,023.16 +4.2% Ryan Contracting Company $1,962,129.92 +5.8% A-1 Excavating, Inc. $1,994,898.70 +7.6% Kuechle Underground, Inc. $2,243,888.44 +21.0% Park Construction Company $2,254,071.88 +21.6% RL Larson Excavating, Inc. $2,522,796.03 +36.1% Northdale Construction Company, Inc. $3,087,429.52 +66.5% In addition to the construction contract, a design amendment has been negotiated with Bolton & Menk, Inc. (BMI). This amendment covers additional work that was performed but not included in the original Request for Proposal for Engineering Services. These items included design and survey for easements; design of a turn lane on 160th St, and redesign of both the roadway and stormwater portions of the project. The total design based on these scope changes is $208,887 or 7.8% of the engineer’s estimate and within the typical range for these services. Finally, BMI has provided a proposal for construction administration services to be provided during the planned construction of the project. This work was not included in the original design proposal. This proposal will provide field staking, construction administration and close out and field observation as required during construction. This proposal is in the amount of $159,395 and is ultimately billed based on actual hours. The estimated project cost is $2,713,714.10 as tabulated below: 3 Construction Cost Contingency (5%) Indirect (25%) Total Street Improvements $ 1,102,282.72 $ 55,114.14 $ 275,570.68 $ 1,432,967.54 Stormwater $ 478,348.20 $ 23,917.41 $ 118,837.05 $ 621,102.66 Sanitary Sewer $ 180,545.00 $ 9,027.25 $ 45,136.25 $ 234,708.50 Water $ 92,911.85 $ 4,645.59 $ 23,227.96 $ 120,785.40 Right-of-Way and Easements $ 242,050.00 $ 62,100.00 $ 304,150.00 Total $ 2,713,714.10 This project is scheduled in the 2020-2029 CIP. It is proposed to be funded in partnership with the University of Minnesota. Dakota County has agreed to cost participation on construction of the 160th Street (CSAH 46) right-turn lane. Staff is working with the County to finalize the level of funding anticipated. The City funding will include a combination of MN State-Aid funds, utility core funds, development fees and special assessments of benefitting properties. The estimated assessments are based on special benefit appraisals. Additional information about the assessments will be presented at the assessment hearing on May 5, 2020. Funding Amount Water Core Fund $ 120,785.40 Sanitary Sewer Core Fund $ 234,708.50 Special Assessments $ 133,500.00 University of Minnesota $ 207,437.00 Collected Developer Fees $ 73,937.00 Minnesota State Aid Funding $ 1,908,287.93 Dakota County Cost Share $ 35,058.27 (estimated) TOTAL PROJECT FUNDING $ 2,713,714.10 SCHEDULE Should the Council approve this resolution, the proposed project schedule is shown below. Items marked “CC” will require City Council approval in order to move forward with the project. Public Open House* April 22, 2020 CC Assessment Hearing May 7, 2020 Construction Start Spring/Summer 2020 Substantial Completion Fall 2020 Last lift of Paving/Restoration Summer 2021 * It is possible that the Public Open House date may be changed based on the 4 current ‘Shelter in Place” Executive Order by the Governor of Minnesota. Staff will make efforts to contact the residents and property owners in order to provide them with additional options for receiving updates on this project. RECOMMENDATION Staff recommends Council adopt the attached resolutions accepting bids, awarding the contract to Northwest Asphalt, Inc. and declaring project costs and call the assessment hearing for the Biscayne Avenue Improvement Project, City Project 2020-01. Staff also recommends that Council approve Design Amendment 1 and the Construction Services Proposal provided by Bolton & Menk, Inc. 1 CITY OF ROSEMOUNT DAKOTA COUNTY, MINNESOTA RESOLUTION 2020 - 51 A RESOLUTION DECLARING COST TO BE ASSESSED AND ORDERING PREPARATION OF PROPOSED ASSESSMENT, AND CALLING FOR HEARING ON THE PROPOSED ASSESSMENT BISCAYNE AVENUE IMPROVEMENT, CITY PROJECT 2020-01 WHEREAS, a contract has been let for the Biscayne Avenue Improvement Project, City Project 2020- 01, and the contract amount for such improvement is $1,854,087.77, and the expenses incurred or to be incurred in the making of such improvement amount to $859,626.33 so that the total cost of the improvement will be $2,713,714.10. NOW, THEREFORE, BE IT RESOLVED by the City Council of Rosemount, Minnesota: 1. The portion of the cost of such improvement to be paid by the City is hereby declared to be $2,411,655.83, the portion of the cost of such improvement to be paid by University of Minnesota is $207,437.00, the portion of the cost of such improvement to be paid by Dakota County is $35,058.27 and the portion of the cost to be assessed against benefited property owners is declared to be $133,500.00. 2. Assessments plus applicable fees shall be payable in equal annual installments extending over a period of 10 years, the first of the installments to be payable with general taxes for the year 2019, and shall bear interest at the rate of 2% per annum above the interest rate paid by the City for its bonds from date of the adoption of the assessment resolution. 3. The City Clerk, with the assistance of the City Engineer shall forthwith calculate the proper amount to be specially assessed for such improvement against every assessable lot, piece or parcel of land within the district affected, without regard to cash valuation, as provided by law, and she shall file a copy of such proposed assessment in her office for public inspection; and BE IT FURTHER RESOLVED by the City Council of Rosemount, Minnesota: 1. A hearing shall be held on the 5th day of May, 2020 in the Council Chambers at 7:00 p.m., or as soon thereafter as possible, to pass upon such proposed assessment, and at such time and place, all persons owning property affected by such improvement will be given an opportunity to be heard with reference to such assessment. 2. The City Clerk is hereby directed to cause a notice of the hearing on the proposed assessment to be published once in the official newspaper at least two weeks prior to the hearing. The published notice shall state that the Council is meeting to consider the proposed assessment and will state the date, time, and place the of the hearing. Resolution 2020-51 2 3. The City Clerk shall also cause mailed notice to be given to the owner of each parcel described in the assessment roll not less than two weeks prior to the hearings. The mailed notice shall include: the date, time, and place of the hearing, the general nature of the improvement, the area proposed to be assessed, the total amount of the proposed assessment, that the proposed assessment roll is on file with the City Clerk and that written or oral objections by any property owner will be considered. The notice shall also state that no appeal may be taken as to the amount of any assessment unless a written objection signed by the property owner is filed with the City Clerk prior to the assessment hearing or presented to the Mayor at the hearing. The notice shall state the process and time lines for such appeals and will inform property owners of the existence of any deferment procedures. The notice shall also state: 1) The amount to be specially assessed against the particular lot; 2) Adoption by the Council of the proposed assessment may be taken at the hearing; 3) The right of the property owner to prepay the entire assessment and the person to whom prepayment must be made; 4) Whether partial prepayment of the assessment has been authorized by ordinance; 5) The time within which prepayment may be made without the assessment of interest; and 6) The rate of interest to be accrued if the assessment is not prepaid within the required time period. ADOPTED this 7th day of April, 2020. William H. Droste, Mayor ATTEST: Erin Fasbender, City Clerk CITY OF ROSEMOUNT DAKOTA COUNTY, MINNESOTA RESOLUTION 2020 – 52 A RESOLUTION RECEIVING BIDS AND AWARDING CONTRACT FOR BONAIRE PATH EAST, CITY PROJECT 2020-01. BE IT RESOLVED, by the City Council of the City of Rosemount, Minnesota, as follows: 1. All bids on construction of Biscayne Avenue Improvement Project, City Project 2020-01, are hereby received and tabulated. 2. Based on the Total Bid, the bid of Northwest Asphalt, Inc. in the amount of $1,845,087.77 for the construction of said improvements is in accordance with the plans and specifications and advertisement for bids and is the lowest responsible bid and shall be and hereby is accepted. 3. The Mayor and Clerk are hereby authorized and directed to enter into a contract with said bidder for the construction of said improvements for and on behalf of the City of Rosemount. 4. The City Clerk is hereby authorized and directed to return forthwith to all bidders the deposits made with their bids, except that the deposit of the successful bidder and the next two lowest bidders shall be retained until a contract has been executed. ADOPTED this 7th day of April, 2020. William H. Droste, Mayor ATTEST: Erin Fasbender, City Clerk Bolton & Menk, Inc. Mankato - Fairmont - Sleepy Eye - Burnsville - Willmar - Chaska - Ramsey - Maplewood - Baxter - Rochester - Duluth, MN Ames - Jefferson - Spencer - Des Moines - Cedar Rapids - Algona, IA - Fargo, ND - Raleigh, NC BID TABULATION Biscayne Avenue Improvements City of Rosemount City Project No. 2020-01 SAP 208-108-008, 019-646-018 BMI Project No. T18.117509 QuestCDN Project No. 6816707 Bids Taken: March 10, 2020 Time: 10:00 a.m. Addendum(s): No. 1, 2, and 3 BIDDERS AMOUNT BID 1 Northwest Asphalt, Inc. $1,854,087.77 2 Northern Lines Contracting, Inc. $1,858,033.67 3 McNamara Contracting, Inc. $1,932,023.16 4 Ryan Contracting Company $1,962,129.92 5 A-1 Excavating, Inc. $1,994,898.70 6 Kuechle Underground, Inc. $2,243,888.44 7 Park Construction Company $2,254,071.88 8 RL Larson Excavating Inc. $2,522,798.46 $2,522,796.03 9 Northdale Construction Company, Inc. $3,100,696.02 $3,087,429.52 h:\rosemnt_ci_mn\t18117509\6_plans-specs\b_bid tabulation\117509 bid results ltr.docx March 11, 2020 Brian Erickson, PE, Director of Public Works/City Engineer City of Rosemount 2875 145th Street W Rosemount, MN 55068-4997 RE: Bid Results for Biscayne Avenue Improvements City Project No. 2020-01 SAP 208-108-008, 019-646-018 BMI Project No.: T18.117509 Dear Brian, Bids for the Biscayne Avenue Improvements Project were opened on Tuesday, March 10, 2020. Nine (9) bids were received and ranged from $1,854,087.77 to $3,087,429.52. The following is a bid summary: BIDDERS AMOUNT BID 1 Northwest Asphalt, Inc. $1,854,087.77 2 Northern Lines Contracting, Inc. $1,858,033.67 3 McNamara Contracting, Inc. $1,932,023.16 4 Ryan Contracting Company $1,962,129.92 5 A-1 Excavating, Inc. $1,994,898.70 6 Kuechle Underground, Inc. $2,243,888.44 7 Park Construction Company $2,254,071.88 8 RL Larson Excavating Inc. $2,522,796.03 9 Northdale Construction Company, Inc. $3,087,429.52 Based on the summary above, if the City Council wishes to award the Project to the lowest bidder, then Northwest Asphalt, Inc. should be awarded the Project on the Total Base Bid Amount of $1,854,087.77. If you have any questions, please feel free to contact me at (651) 728-3172. Sincerely, Bolton & Menk, Inc. Michael Warner, P.E. Project Manager Enclosure Biscayne Avenue Improvement Project, City Project No. 2020-01 Project Location Map Project Starts at Boulder Trail Intersection Project Ends at 160th Street W (CSAH 46) Intersection N Not to Scale Not to Scale N:\Proposals\Rosemount\Biscayne Avenue\Contract Amendment\Biscayne Amendment Request.docx January 29, 2020 Brian Erickson, PE Director of Public Works / City Engineer 2875 145th Street West Rosemount, MN 55068 RE: Biscayne Avenue Improvements, City Project No. 2020-01 Amendment #1 to Professional Services Agreement City of Rosemount, MN Dear Mr. Erickson, Our professional services proposal, accepted by the Rosemount City Council on September 4, 2018, included a total estimated design fee of $99,553. This fee was to include all work up through final plan approval. During development of the feasibility report, Bolton & Menk staff worked extensively with City staff to further define the project scope and provide value-engineering to maximize benefits while reducing overall construction costs. At the time the feasibility report was approved by Council, the feasibility report, topographic survey, and preliminary design were completed at a value of $90,168. The following are key reasons why our scope of services has increased, in accordance with City staff direction and overall project requirements. 1. Permanent and temporary easements a. Permanent and temporary easements were identified as part of the feasibility report. Preliminary roadway and stormwater design needed to be advanced in order to identify the extents of the impacts. b. Easement sketch and descriptions will need to be prepared as part of the design c. These services were not included in the RFP project scope 2. Additional topographic survey a. Additional topographic survey required for grading outside of right-of-way i. The RFP project scope asked that we assume no work would take place outside of the right-of-way b. Additional topographic survey required for County Road 46 (160th Street) turn lane design i. The RFP scope did not include improvements along 160th Street 3. 160th Street Turn Lane Design a. Includes topo survey, design, and Dakota County plan approval b. These services were not included in the RFP project scope 4. Bituminous versus concrete pavement cost estimates and life cycle cost analysis a. A comprehensive assessment of life-cycle cost comparisons was provided in the feasibility report b. These services were not included in the RFP project scope 5. Biscayne Business Park review Name: Biscayne Avenue Improvements Date: January 27, 2020 Page: 2 N:\Proposals\Rosemount\Biscayne Avenue\Contract Amendment\Biscayne Amendment Request.docx a. The Biscayne Business Park submitted development plans to the City. The proposed sanitary sewer system along Biscayne Avenue was reviewed and redesigned to accommodate the proposed development. Cost estimates were revised and updated. b. We reviewed the proposed storm water system to determine proposed discharges to Biscayne Avenue and incorporated their discharge into the roadway storm sewer system. c. Additional design and coordination will be needed to blend the 2 projects together (grading, street profiles, intersection design) d. The development temporarily connected their sewer to the Met Council interceptor. Coordination with Met Council will be required for removal of the temporary sewer connection. 6. Redesign of storm sewer system a. As part of the draft feasibility report submitted in January 2019, three storm sewer systems were preliminarily designed and planned with three separate stormwater ponds located throughout the project. Once the city’s surface was plan was updated and the Biscayne Business Park stormwater plan was submitted, we met with the city and then revised the storm sewer system. Stormwater routing and ponding was changed to a more regional approach with one larger stormwater pond and trunk storm sewer piping. 7. Redesign of roadway typical section a. As part of the feasibility report, the roadway was planned to be 52’ wide f/f with an 8’ wide bituminous trail on the west side. In order to reduce overall project costs, a revised typical section is being considered by narrowing the roadway to around 40’ f/f and delaying the construction of the trail until adjacent development occurs. 8. Regional Stormwater Pond a. Includes additional topo survey, design, drafting, permitting, and easements b. Multiple iterations of pond design due to changing storm water criteria c. These services were not included in the RFP project scope 9. Multiple iterations and variations of feasibility report a. Original draft report was submitted in January 2019. The report was refined over several months with a final feasibility report being delivered in September 2019. Significant changes included updating storm sewer system design and modeling, updating cost estimates to reflect current bidding environment, and refinements to project funding and assessments. 10. Coordination with Met Council a. Coordination occurred with Met Council on existing interceptor lines in the east boulevard and obtaining record plans and GIS shapefiles Based on the scope changes described above, we are requesting the design services fee be increased from $99,553 to $208,887. If approved, the revised fee for preliminary report, preliminary design, final design, and bidding would be 4.1% of the estimated construction costs that were identified in the Final Feasibility Report, which is well below the typical project range of 6-12% for these services. We look forward to continuing our work with the City on these important infrastructure improvements. Sincerely, Bolton & Menk, Inc. Michael Warner, PE Brian Hilgardner, PE Project Manager Principal-In-Charge N:\Proposals\Rosemount\Biscayne Avenue\Construction Services\Construction Services Proposal.docx January 28, 2020 Mr. Brian Erickson, PE Director of Public Works/ City Engineer City of Rosemount 2875 145th St West Rosemount, MN 55068 Re: Amendment for Construction Services 2020 Biscayne Ave Improvements Dear Mr. Erickson: This letter is a follow up to our original proposal for Biscayne Ave Final design was approved by city council on 6/19/2018. In the approved proposal, Bolton & Menk offered construction services as an additional service. This proposal has been updated to reflect the complexities of the final design and project personnel. Our proposal for construction service and the related fee is detailed below. Construction Services 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. Efficiencies and a significant cost savings to the city will be provided by Bolton & Menk by supplying a Construction Services Team with the necessary experience to manage not only the 2020 Biscayne Ave Project, but completion of the 2019 Bonaire Ave Project, and the Caramore Crossing Development. 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  Easements  Miscellaneous infrastructure features  An Asbuilt survey will be performed on all structures in the following winter/spring with hundredth level accuracy Deliverables: Field stakes, documentation of install survey points, Asbuilts Construction Administration Objective: Support city staff during construction Name: Brian Erickson, P.E. Date: January 28, 2020 Page: 2 N:\Proposals\Rosemount\Biscayne Avenue\Construction Services\Construction Services Proposal.docx Description: Project Manager, Matt Blazer, will perform the following construction administration responsibilities:  Organize a 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  Perform State Aid Project closeout process  We have assumed a 16-week construction schedule, 8 hours per week at a rate of $137/hour. Total construction administration fees are estimated at $17,536. We will monitor the contractors schedule and notify the City of any changes. Deliverables: State Aid Close out Resident Project Representative (RPR) Objective: Provide a highly qualified resident project representative (RPR) to perform construction administration and observation of the contractor’s work 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 according to SALT testing rates  Review wage and payroll documentation  Work with city and contractor to prepare monthly pay requests  We have assumed a 16-week construction schedule, 50 hours per week at a rate of $130/hour. Total construction observation fees are estimated at $104,000. We will monitor the contractors schedule and notify the City of any changes. Deliverables: Monthly Pay application, inspection notes, photos, other field records. Construction Geotechnical Services Bolton & Menk will requested bids from multiple geotechnical testing firms, analyze the received bids, and provide a recommendation to the city. The geotechnical firm will need to a reputable testing firm with experience with the additional materials testing requirements on State Aid funded projects similar to Biscayne Ave. At the city’s request all of the geotechnical proposals can be made available to staff. For reference the Construction geotechnical proposal from the selected firm for Bonaire Path in 2019, Braun Intertec, was $22,096.50. The total construction services fee for the 2020 Biscayne Ave Improvements is $159,395 (does not include geotechnical). This is 4.2% of the estimated construction cost and within standards for typical project construction services. Again, we will update the City monthly at a minimum to keep track of project budget and we should also realize efficiencies by having a consistent inspector watching multiple projects. Name: Brian Erickson, P.E. Date: January 28, 2020 Page: 3 N:\Proposals\Rosemount\Biscayne Avenue\Construction Services\Construction Services Proposal.docx 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 City of Rosemount