HomeMy WebLinkAbout6.r. Letter of Engagement for Task 1 – County Road 42 & Blaine Avenue Trunk Watermain and Pressure Reduction Valve Relocation Project\\Rsm-file\Common\City Clerk\Agenda Items\Approved Items\6.r. Letter of Engagement for Task 1 – County Road 42 & Blaine Avenue Trunk Watermain and Pressure Reduction
Valve Relocation Project.docx
EXECUTIVE SUMMARY
City Council Regular Meeting: September 20, 2022
AGENDA ITEM: Letter of Engagement for Task 1 –
County Road 42 & Blaine Avenue Trunk
Watermain and Pressure Reduction
Valve Relocation Project
AGENDA SECTION:
Consent
PREPARED BY: Nick Egger, PE – Public Works Director AGENDA NO. 6.r.
ATTACHMENTS: Letter of Engagement & Work Scope,
Project Area Map APPROVED BY: LJM
RECOMMENDED ACTION: Motion to Approve City Entry into Letter of Engagement with
Short Elliot Hendrickson (SEH) to Commence Preliminary Design Phase for County Road
42 & Blaine Avenue Trunk Watermain and Pressure Reduction Valve Relocation Project
BACKGROUND
The City has been in discussion with several prospective development entities for large-scale light
industrial/business park projects along the section of County State Aid Highway 42 (CSAH 42) between
Akron Avenue and US Highway 52 over the last year. It is evident from discussing with these parties that
water demand for the types of projects they would be proposing will require the City to evaluate, design,
and possibly to construct watermain system improvements on an accelerated timeline compared to when
the City otherwise would have advanced such infrastructure improvements to the area.
One of the parties considering locating on the corridor desires the City to commence the evaluation and
design stage components at this time such that construction of the infrastructure could precede their own
project and service could be available at the time their project comes online. With the coinciding approval
of the pre-application escrow deposit agreement also being on the September 20th Council Agenda, and
subsequent deposit of escrowed funds by the prospective developer, it will clear the way for the City to
begin preliminary design stage work on the watermain extension and the relocation of a pressure reduction
valve.
The attached letter of engagement authorizes Short Elliot Hendrickson (SEH) to proceed with preliminary
design work as detailed under Task 1 of the attached work scope.
RECOMMENDATION
Staff recommends the City Council approve City entry into the attached Letter of Engagement with Short
Elliot Hendrickson (SEH) by enabling the Mayor, City Clerk, and Public Works Director to affix their
signatures to authorize Task 1 as described in the attached work scope.
Page 1 of 4
CITY OF ROSEMOUNT
LETTER OF ENGAGEMENT
Project Name: 2022 CSAH 42 Trunk Water Main Extension
P.O. #___________
This Letter of Engagement is entered into this 12th day of September, 2022, by and
between the City of Rosemount, 2875 145th Street West, Rosemount, MN, 55068 (hereinafter
the “City”) and
Short Elliott Hendrickson (SEH), Inc.
Name of Consultant
3535 Vadnais Center Drive, St. Paul, MN 55110
Address of Consultant
(Hereinafter the “Consultant”).
RECITALS
WHEREAS, the City and the Consultant entered into an Engineering Master Consulting
Agreement on the 10th day of October, 2016; and
WHEREAS, the Technical Specialty Consulting Agreement provides that the City would
engage the Consultant from time to time to assist in providing engineering services for projects
and studies designated by the City and as described through separate Letters of Engagement
attached as Exhibits to the Technical Specialty Consulting Agreement; and
WHEREAS, The City wishes to retain the services of an engineering consultant to assist
with the following described project:
2022 CSAH 42 Trunk Water Main Extension as outlined in the letter dated September 12,
2022 prepared by SEH and attached hereto as Exhibit Nos. A, A-1 and B, and made a part
hereof.
(Hereinafter the “Project”); and
WHEREAS, this Letter of Engagement outlines the services to be performed by the
Consultant; the approved cost of the Project; and the Project schedule.
NOW, THEREFORE, in consideration of the mutual agreements herein contained and
intending to be legally bound hereby, the City and the Consultant hereby agree as follows:
Page 2 of 4
Article 1. Services to be performed by the Consultant
The City hereby retains Consultant for the purposes of advising and consulting the City for the
services described in Exhibit No. A and B, attached hereto and made a part hereof.
Article 2. Schedule of Performance
The Consultant intends to perform the services described in Exhibit Nos. A and B on the basis
of the schedule outlined in Exhibit No. A. The schedule may be adjusted by mutual consent as
the services proceed. The term limits established by the schedule and approved by the City
shall not be exceeded by the Consultant or the City, except for reasonable cause agreed to by
the City.
Article 3. Consultant’s Compensation
The City shall pay the Consultant for services furnished and the Consultant shall accept as full
payment the sums described in Exhibit No. A as being $506,524.00 following the terms set
forth in Exhibit No. A-1 attached hereto and made a part hereof. The following table shows the
cost breakdown by Task.
Task Fee
Task 1 Data Collection & Preliminary Design $ 179,091.00
Task 2 Final Design & Bid Documents $ 116,335.00
Task 3 Construction Services $ 211,098.00
Total $ 506,524.00
IN WITNESS THEREOF, the parties hereto have executed this Engagement letter as of
the date first written above.
IN WITNESS WHEREOF, the parties hereto set their hands and seals dated this ____
day of ____________, 2022.
Page 3 of 4
Task 1 – Data Collection and Preliminary Design
Short Elliott Hendrickson, Inc.
City of Rosemount, Minnesota
By: ___________________________
Miles B. Jensen, PE
Principal/Water Market Leader
By:_____________________________
Nick Egger, PE,
Director of Public Works
By: ____________________________
William Droste, Mayor
Attest: __________________________
Erin Fasbender, City Clerk
Task 2 – Final Design & Bid Documents
Short Elliott Hendrickson, Inc.
City of Rosemount, Minnesota
By: ___________________________
Miles B. Jensen, PE
Principal/Water Market Leader
By:_____________________________
Nick Egger, PE,
Director of Public Works
By: ____________________________
William Droste, Mayor
Attest: __________________________
Erin Fasbender, City Clerk
Page 4 of 4
Task 3 – Construction Services
Short Elliott Hendrickson, Inc.
City of Rosemount, Minnesota
By: ___________________________
Miles B. Jensen, PE
Principal/Water Market Leader
By:_____________________________
Nick Egger, PE,
Director of Public Works
By: ____________________________
William Droste, Mayor
Attest: __________________________
Erin Fasbender, City Clerk
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main extension loe.docx
Engineers | Architects | Planners | Scientists
Short Elliott Hendrickson Inc., 3535 Vadnais Center Drive, St. Paul, MN 55110 -3507
651.490.2000 | 800.325.2055 | 888.908.8166 fax | sehinc.com
SEH is 100% employee-owned | Affirmative Action –Equal Opportunity Employer
September 12, 2022 RE: Proposal for Professional Design Services
CSAH 42 Trunk Watermain Extension
SEH No. ROSEM P-166432 14.00
Mr. Nick Egger
City Engineer
City of Rosemount
2875 145th Street West
Rosemount, MN 55068
Dear Mr. Egger:
The City of Rosemount is proposing to construct an extension to their existing 16” water main located on 145th
Street E (CSAH 42). This new pipeline segment is basically proposed to extend from the pressure reducing
valve (PRV) across from the Dakota County Technical College (DCTC) to the existing 16” water main located
west of US Highway 52. An additional water main extension is proposed from 145th St W north to 140th St E.
The purpose of this extension it to provide water service and fire protection to proposed developments on
UMore property located east of DCTC.
To assist the City with this endeavor, Short Elliott Hendrickson Inc. (SEH®) is pleased to provide this proposal
to provide engineering services for the design and construction of this water main extension. This project will
result in critical improvements to the existing water infrastructure to serve increasing water demand and the
need for water treatment. Our team has identified the following aspects of the project that will be key to its
success:
• Coordination with the City of Rosemount and Dakota County.
• An early assessment of pipeline route that will review existing right-of-way space and the locations and
impacts of public and private utilities to avoid potential project delays.
• Providing clear project management to meet deadlines and scheduling of the work to happen in the 2023
construction season.
• Minimizing disturbed areas by utilizing methods of trenchless utility installation where feasible.
Short Elliott Hendrickson Inc. (SEH®) has intentionally formed our team to provide the right experience and
technical knowledge to address these critical success factors and make this water systems connection project
a success. This proposal is based on conversations with City staff, a project drive through and our knowledge
of similar projects. We are confident the team and approach outlined here will lead to smooth project delivery.
PROJECT UNDERSTANDING
The City of Rosemount is proactively planning to construct an extension of their existing 16” water main on
CSAH 42 and Blaine Avenue so that water service and fire protection is available to development projects
proposed for the UMore property east of DCTC. Based on preliminary information provided to the City from
the property developers, the 16” main is needed to provide the service capacity required.
There are many technical and procedural challenges associated with this project that will need to be
addressed:
• Providing timely coordination and meeting design standards required to obtain necessary permits
Mr. Nick Egger
September 12, 2022
Page 2
• Communicating with adjacent property owners, Met Council and Dakota County
• Working within the Dakota County right-of-way limiting impacts CSAH 42.
• Identifying, evaluating, and determining solutions for trenchless utility design based on Geotechnical
findings
• Coordinating with utility companies to identify potential conflicts and resolutions
Extending the water main east on CSAH 42 and north on Blaine Avenue will require review and evaluation of
the available right-of-way space on both sides of either corridor. Currently, it is preferred to extend the water
amin along the south side of the road, but further investigation is appropriately needed.
Along with this project, the City is proposing to relocate the PRV station to the 16” water main on Bonaire Path
east of Blaine Avenue. Currently, the existing water main on Bonaire Path is on the City’s low-pressure
system. Relocation of the PRV will boost pressure on that water main and allow the City to provide redundant
service capacity to the proposed UMore developments
This full design must incorporate AWWA standards, CEAM design standards and City of Rosemount
standards.
PROJECT APPROACH
Task 1: Data Collection & Preliminary Design
Topographic Survey & Soil Borings
A survey will be performed in the project area to establish a base map file for understanding the existing
conditions in the field. This work will be performed following an approved alignment for the proposed water
main to gather topographic data along the proposed route. The schedule is dependent upon accurate surveys
as soon as reduced snow cover permits.
A good foundation is key to every successful project. SEH’s senior Geotechnical Engineer, Luke Thompson,
PE will lead the team in obtaining the needed geotechnical information for the project. He will develop site
stratigraphy and soil parameters, evaluate fill areas and soil corrections, evaluate utility bedding, and prepare
the geotechnical report. Luke and his team will also assist in plan and spec ification creation and cost
estimation. SEH will contract directly with a geotechnical testing firm for obtaining soil borings on the project.
We have included an allowance of $60,000 for hiring a subcontractor to perform the soil borings and testing to
determine soil characteristics. Given the many unknown variables involved with the presence of existing
utilities in the boulevard area along the anticipated water main alignment, the drilling may need to occur in the
roadway during off-peak traffic hours. Sufficient geotechnical investigation is crucial to the design elements of
trenchless installation and the structural support of the proposed infrastructure.
Utility Coordination
A design can only be as good as the information that you have available. With that in mind, the SEH Team will
coordinate with Gopher State One Call for locating of existing utilities and coordinate with the surveyors to
locate all marked locations with a topographic survey of the proposed project area. The team will also use their
expertise to lay out the right-of-way boundary and adjacent properties for the project area. This information will
be essential for creating an accurate base map file and Digital Terrain Model.
Early identification of potential conflicts or utility improvement needs and ongoing coordination with the public
and private utility companies are key components for a smooth-running project. The SEH team proposes to
meet with the utility companies at the start of the project (after the topographic survey and existing water main
locating performed by the City of Rosemount but prior to preliminary design). This is proposed for two
purposes: to inform the utilities of the proposed project and to gather the most accurate information from them
about the existing utilities, and to verify all utilities captured by our topographic survey. We also propose to
hold a second meeting once the final layout has been chosen to discuss any conflicts and coordinate potential
relocations. Additional time for coordination has been included in the proposal for potential coordination with
affected utilities.
Mr. Nick Egger
September 12, 2022
Page 3
Preliminary Water Main Design & Value Engineering
It is important to note that the design of the water main is greatly dependent on existing utility locations and
available right-of-way and/or easements. Our team will identify a design approach that best serves the City
and its relations with Dakota County Highway Department. The design of the water main is anticipated to be a
combination of open-cut installation and trenchless installation to limit impacts to 145th Street (CSAH 42),
Blaine Avenue, and existing in-place utilities. Our team will analyze the costs of such proposed installations to
determine which methods are the best economical and practical approach.
Task 2: Final Design & Bid Documents
Final Design
After the preliminary layout of the proposed water main is complete, the SEH Team will move onto final design
of the proposed improvements to meet the deadline of bidding this project in December 2022. The chosen
installation approach of the water main will be designed to meet the AWWA, MDH and City of Rosemount
standards. This will include design of impacted infrastructure such as driveways, sanitary sewer, private
utilities, and miscellaneous restoration items.
Bidding Documents & Bidding
SEH will prepare the project specifications and bidding package, and the project can be advertised once City
Council approval of the plans has been completed. SEH’s project manager and technical experts will be
available throughout the bidding process for questions. We will attend the bid opening and analyze the bids in
order to give a contract award recommendation to the City.
SEH will provide all project base files to the City in AutoCAD Civil 3D as well as all digital plan sheets.
Task 3: Construction Services
Construction Observation & Documentation
Ensuring the valuable new asset of the City of Rosemount is installed to City expectations industry standards
outlined in the project documents, our experienced team and resident project representative (RPR) will
administer and observe the construction of this project. Our team members are experienced with complex
trenchless installations and similar utility construction projects. Proper planning and communication in the field
leads to a successful construction project.
Construction Staking
Our local survey team will assist in providing accurate staking locations utility improvements for the contractor
to build the proposed design. SEH will also assist in documenting locations of critical new infrastructure and
providing accurate record drawings.
Value Added Services
The SEH team has additional services that could be utilized for this project. Some of these services include
retaining wall design, water quality basin design, stormwater permitting, lighting design, MnDNR utility crossing
licensing, MnDNR public waters work permitting and easement acquisition. If these services are needed, there
is value added to the City of Rosemount as our team will already be knowledgeable in the project and can
incorporate these services at a reasonable cost.
Mr. Nick Egger
September 12, 2022
Page 4
PROJECT TEAM
We have selected our team members to successfully deliver this critical project with you. This includes a
project manager who has experience guiding utility projects through the required tasks and deadlines. Our
team also includes technical personnel for specific issues such as trenchless utility design, private utility
coordination and geotechnical investigation. We have provided information about our key team members and
their experience below.
Brian Hare, PE – Project Manager
Brian will be the overall project manager and primary contact for the City and all project
related communications. He will also lead the utility design tasks for the project. Brian will
review the project schedule regularly with the team and City to ensure deadlines are understood
and the progression of tasks is fully met in terms of achieving critical milestones and project expectations. He
has extensive experience as a project manager in the municipal engineering field and working with City utility
staff. Brian’s expertise includes municipal design, roadways, utility coordination, flood control and drainage
management, gas pipeline services and management, sanitary sewers and force mains, cast-in-place pipe
(CIPP) lining, pipe bursting, water main replacement, and water main horizontal directional drilling (HDD)
projects.
Chad Setterholm, PE – Quality Control and Senior Civil Engineer
Chad will draw on his utility design and trenchless installation expertise to provide quality
control and review of the design. He will also be available for design bidding document
review. He has 25 years of experience working on a multitude of municipal engineering projects
ranging from planning and feasibility to final construction and project closeout. He has extensive experience
navigating projects with Federal Aid, Municipal State Aid, cooperative agreements and local funding sources,
including assessments. Elements of the projects on which he has worked have included trails, roads, bridges,
boardwalks and parking lots, and utility systems including stormwater detention and conveyance, sanitary
sewer, water distribution and lighting. Chad brings value to this design with his experience in directional drilling
and pipe jacking of utilities.
Blake Hansen, PE – Civil Engineer Blake will be the designer responsible for water main
design and private utility coordination on the project. He has extensive experience addressing
these issues on similar municipal projects and working alongside contractors during construction
as a resident project representative (RPR). Blake’s experience includes civil site design, street
design, trail design, storm sewer design, water main distribution systems design, construction administration,
and production of plans, specifications, and estimates (PS&E) for municipal reconstruct projects.
Luke Thompson, PE – Geotechnical Engineer
Luke will lead the soil borings and geotechnical tasks for the project. He has over 17 years of
experience in the geotechnical, geological, and municipal engineering industries. He has lead
design efforts teams in plan preparation of plan sets ranging from pre liminary to final design. His
geotechnical experience involves utility piping, roadway, bridge, directional drilling and retaining wall design for
Local, MnDOT, State Aid and Federal projects in Minnesota. He has extensive knowledge of utility design
recommendations and procedures through final design. He has been the lead geotechnical engineer on
multiple projects involving utility design and corresponding soil corrections.
Chad Jorgenson, PE – Traffic Engineer
Chad will lead the traffic control planning for this project. Chad is a senior professional
engineer with practical transportation and traffic engineering experience. He will be responsible for
preparing traffic control plans and detour routes as necessary for safe working conditions.
Mr. Nick Egger
September 12, 2022
Page 5
PROJECT SCHEDULE
The following is a short summary of the project schedule, please refer to the attached project schedule for
more detail.
Project Kick-off .................................................................................. September 2022
Topographic Survey & Data Collection .................................................. October 2022
Utility Meeting #1 ................................................................................... October 2022
Approve Preliminary Layout............................................................... November 2022
60% Plan Review ............................................................................... November 2022
Utility Meeting #2 ............................................................................... November 2022
90% Plan Review ............................................................................... December 2022
Utility Meeting #3 ............................................................................... December 2022
100% Plan Review ................................................................................. January 2023
Utility Meeting #4 ................................................................................... January 2023
MDH Review and Approval ..................................................... January - March 2023
Bidding ........................................................................................... March - April 2023
Project Award ............................................................................................ April 2023
Begin Construction ..................................................................................... May 2023
End Construction .................................................................................... August 2023
PROJECT FEE
COMPENSATION
The team has carefully assessed the tasks and activities associated with the City of Rosemount’s proposed
Water Systems project. In response, we have provided our understanding and approach and assumptions that
lead us to our fee as outlined in the summary and detailed task hour worksheet that follow. We have
developed our fee to capture the true cost for efforts that could be needed to successfully deliver this complex
project. As we are proposing this work to be billed as a not-to-exceed format, if we can design the project and
perform our proposed construction phase services within the restraints - avoiding conflicts, mitigation and with
minimal right-of-way impacts - the estimated budget will not be fully utilized.
GENERAL SERVICES AGREEMENT
This letter, Exhibit A-1, Exhibit B, the Rosemount Letter of Engagement (LOE), and the existing 2016
Professional Services Agreement between the City of Rosemount, MN and SEH shall form the full agreement
for this proposed project. This agreement may only be modified in writing and if signed by both parties.
SUMMARY
Thank you for considering our proposal. My team and I are excited and ready to get to work. If you have any
questions or concerns regarding this proposal, please do not hesitate to contact me at 218.220.8160 or
bhare@sehinc.com.
Sincerely,
SHORT ELLIOTT HENDRICKSON INC.
Brian Hare, PE Miles B. Jensen, PE
Project Manager Principal-In-Charge
(Lic. MN) (Lic. AZ, CO, IA, IL, IN, MD, MI, MN, ND, NE, NM, OH, SD, VA, WI)
Attachment: Project Fee Spreadsheet
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services-mbj.docx
*The project schedule is greatly dependent on the timing of obtaining existing utility locations in the county right -of-way, geotechnical
soil borings and topographic survey.
Rosemount, MN
Summary - Project Level of Effort Estimate
CSAH 42/BLAINE AVE TRUNK WATER MAIN EXTENSION AND PRV RELOCATION
SEH Project No. P-166432
PRELIMNARY DESIGN, FINAL DESIGN, REGULATORY APPROVAL
City of Rosemount
BIDDING and CONSTRUCTION PHASE SERVICES
CSAH 42/BLAINE AVE TRUNK WATER
MAIN EXTENSION AND PRV
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DESIGN PHASE
Task 1 - Data Collection & Preliminary Design
Data Collection 35 $5,349 $4,752 $0 $10,101
GSOC Coordination & Topographic Survey 189 $23,703 $5,252 $0 $28,954
Preliminary Design 344 $52,929 $0 $0 $52,929
Geotechnical Investigation* 128 $21,106 $6,000 $60,000 $87,106
Subtotal Data Collection & Preliminary Design Phase 696 $103,088 $16,004 $60,000 $179,091
Task 2 - Final Design & Bid Documents
Develop Construction Plans 476 $66,957 $4,482 $0 $71,439
Project Manual 55 $10,408 $0 $0 $10,408
Relocation of PRV 52 $7,895 $0 $0 $7,895
Quantities, Bid Tab, Engineer's Estimate 25 $4,092 $0 $0 $4,092
Agency Reviews & Permits**104 $16,664 $0 $0 $16,664
Bidding 35 $5,838 $0 $0 $5,838
Subtotal Final Design & Bid Documents Phase 747 $111,853 $4,482 $0 $116,335
CONSTRUCTION PHASE
Task 3 - Construction Services
Preconstruction Activities 35 $5,403 $0 $0 $5,403
Construction Administration 238 $46,858 $8,329 $0 $55,186
Construction Staking 164 $20,123 $7,104 $0 $27,227
Construction Observation 780 $102,955 $3,912 $0 $106,867
Project Closeout 126 $16,414 $0 $0 $16,414
Subtotal Construction Services Phase 1,343 $191,753 $19,345 $0 $211,098
ESTIMATED PROJECT TOTALS 2786 $406,694 $39,830 $60,000 $506,524
*Includes $60,000 allowance for geotechnical testing firm subcontractor to obtain soil borings and perform soil testing.
**Excludes any required permit fees for project approval.
Refer to the attached full Labor Hours & Expenses sheet for complete details
Short Elliott Hendrickson Inc. Exhibit A-1 - 1 City of Rosemount, MN
(Rev. 02.06.14)
Exhibit A-1
to Supplemental Letter Agreement
Between City of Rosemount, MN (Client)
and
Short Elliott Hendrickson Inc. (Consultant)
Dated September 12, 2022
Payments to Consultant for Services and Expenses
Using the Hourly Basis Option
The Agreement for Professional Services is amended and supplemented to include the following agreement of the
parties:
A. Hourly Basis Option
The Client and Consultant select the hourly basis for payment for services provided by Consultant. Consultant
shall be compensated monthly. Monthly charges for services shall be based on Consultant’s current billing
rates for applicable employees plus charges for expenses and equipment.
Consultant will provide an estimate of the costs for services in this Agreement. It is agreed that after 90% of
the estimated compensation has been earned and if it appears that completion of the services cannot be
accomplished within the remaining 10% of the estimated compensation, Consultant will notify the Client and
confer with representatives of the Client to determine the basis for completing the work.
Compensation to Consultant based on the rates is conditioned on completion of the work within the effective
period of the rates. Should the time required to complete the work be extended beyond this period, the rates
shall be appropriately adjusted.
B. Expenses
The following items involve expenditures made by Consultant employees or professional consultants on
behalf of the Client. Their costs are not included in the hourly charges made for services and shall be paid for
as described in this Agreement but instead are reimbursable expenses required in addition to hourly charges
for services:
1. Transportation and travel expenses.
2. Long distance services, dedicated data and communication services, teleconferences, P roject Web sites,
and extranets.
3. Lodging and meal expense connected with the Project.
4. Fees paid, in the name of the Client, for securing approval of authorities having jurisdiction over the
Project.
5. Plots, Reports, plan and specification reproduction expenses.
6. Postage, handling and delivery.
7. Expense of overtime work requiring higher than regular rates, if aut horized in advance by the Client.
8. Renderings, models, mock-ups, professional photography, and presentation materials req uested by the
Client.
9. All taxes levied on professional services and on reimbursable expenses .
10. Other special expenses required in connection with the Project.
11. The cost of special consultants or technical services as required. The cost of subconsultant services
shall include actual expenditure plus 10% markup for the cost of administration and insurance.
The Client shall pay Consultant monthly for expenses.
Short Elliott Hendrickson Inc. Exhibit A-1 - 2 City of Rosemount, MN
(Rev. 02.06.14)
C. Equipment Utilization
The utilization of specialized equipment, including automation equipment, is recognized as benefiting the
Client. The Client, therefore, agrees to pay the cost for the use of such specialized equipment on the project.
Consultant invoices to the Client will contain detailed information regarding the use of specialized equipment
on the project and charges will be based on the standard rates for the equipment published by Consultant.
The Client shall pay Consultant monthly for equipment utilization.
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Short Elliott Hendrickson Inc. Exhibit B - 1 City of Rosemount, MN
(Rev. 07.22.19)
Exhibit B
to Supplemental Letter Agreement
Between City of Rosemount, MN (Client)
and
Short Elliott Hendrickson Inc. (Consultant)
Dated September 12, 2022
A Listing of the Duties, Responsibilities and
Limitations of Authority of the Resident Project Representative
Through more extensive on site observations of the construction work in progress and field checks of materials
and equipment by the Resident Project Representative (RPR), Consultant shall endeavor to provide further
protection for Client against defects and deficiencies in the work of contractor (Work); but, the furnishing of such
services will not make Consultant responsible for or give Consultant control over construction means, methods,
techniques, sequences or procedures or for safety precautions or programs, or responsibility for contractor’s
failure to perform the Work in accordance with the Contract Documents. Contract Documents are the documents
that govern or are pertinent to contractor’s Work including but not limited to the agreement between Client and
contractor, the contractor’s bid, the bonds, specs, drawings, field orders, addenda, clarifications, interpretations,
approved shop drawings and reports collectively called the Contract Documents. The duties and responsibilities
of the RPR are further defined as follows:
A. General
RPR is an agent of Consultant at the site, will act as directed by and under the supervision of Consultant, and
will confer with Consultant regarding RPR’s actions. RPR’s dealings in matters pertaining to the on-site work
shall in general be with Consultant and contractor keeping the Client advised as necessary. RPR’s dealings
with subcontractors shall only be through or with the full knowledge and approval of contractor. RPR shall
generally communicate with Client with the knowledge of and under the direction of Consultant.
B. Duties and Responsibilities of RPR
1. Schedules: Review the progress schedule, schedule of shop drawing submittals and schedule of values
prepared by Contractor and consult with Consultant concerning acceptability.
2. Conferences and Meetings: Attend meetings with contractor, such as preconstruction conferences,
progress meetings, job conferences and other project-related meetings, and prepare and circulate copies
of minutes thereof.
3. Liaison:
(a) Serve as Consultant’s liaison with contractor, working principally through contractor’s
superintendent and assist in understanding the intent of the Contract Documents; and assist
Consultant in serving as Client’s liaison with contractor when contractor’s operations affect Client’s
on-site operations.
(b) Assist in obtaining from Client additional information, when required for proper execution of the
Work.
4. Shop Drawings and Samples*:
(a) Record date of receipt of shop drawings and samples.
(b) Receive samples furnished at the site by contractor and notify Consultant of availability of samples.
(c) Advise Consultant and contractor of the commencement of any Work requiring a shop drawing or
sample if the submittal has not been approved by Consultant.
5. Review of Work, Observations and Tests:
(a) Conduct on-site observations of the Work in progress to assist Consultant in determining if the Work
is in general proceeding in accordance with the Contract Documents.
(b) Report to Consultant whenever RPR believes that any Work is unsatisfactory, faulty or defective or
does not conform to the Contract Documents, or has been damaged, or does not meet the
requirements of any inspection, test or approval required to be made; and advise Consultant of
Short Elliott Hendrickson Inc. Exhibit B - 2 City of Rosemount, MN
(Rev. 07.22.19)
Work that RPR believes should be corrected or rejected or should be uncovered for observation, or
requires special testing, inspection or approval.
(c) Determine if tests, equipment and systems start-ups and operating and maintenance training are
conducted in the presence of appropriate personnel, and that Contractor maintains adequate
records thereof; and observe, record and report to Consultant appropriate details relative to the test
procedures and start-ups.
(d) Accompany visiting inspectors representing public or other agencies having jurisdiction over the
Project, record the results of these inspections and report to Consultant.
6. Interpretation of Contract Documents: Report to Consultant when clarification and interpretations of the
Contract Documents are requested by contractor and transmit to contractor clarifications and
interpretations as issued by Consultant.
7. Modifications: Consider and evaluate contractor’s suggestions for modifications in drawings or
specifications and report with RPR’s recommendations to Consultant. Transmit to contractor decisions
as issued by Consultant.
8. Records:
(a) Maintain at the job site orderly files for correspondence, reports of job conferences, shop drawings
and samples, reproductions of original Contract Documents including all addenda, change orders,
field orders, additional drawings issued subsequent to the execution of the construction contract,
Consultant’s clarifications and interpretations of the Contract Documents, progress rep orts, and
other related documents.
(b) Keep a diary or log book, recording contractor hours on the job site, weather conditions, data
relative to questions of change orders, or changed conditions, list of job site visitors, daily activities,
decisions, observations in general, and specific observations in more detail as in the case of
observing test procedures; and send copies to Consultant.
(c) Record names, addresses and telephone numbers of all contractors, subcontractors and major
suppliers of materials and equipment.
9. Reports:
(a) Furnish Consultant periodic reports as required of progress of the Work and of contractor’s
compliance with the progress schedule and schedule of shop drawing and sample submittals.
(b) Consult with Consultant in advance of scheduled major tests, inspections or start of important
phases of the Work.
(c) Draft proposed change orders and Work, obtaining backup material from contractor and
recommend to Consultant change orders, and field orders.
(d) Report immediately to Consultant and Client upon the occurrence of any accident.
10. Payment Requests: Review applications for payment with contractor for compliance with the established
procedure for their submission and forward with recommendations to Consultant, noting particularly the
relationship of the payment requested to the schedule of values, Work completed and materials and
equipment delivered at the site but not incorporated in the Work.
11. Certificates, Maintenance and Operation Manuals: During the course of the Work, verify that certificates,
maintenance and operation manuals and other data required to be assembled and furnished by
contractor are applicable to the items actually installed and in accordance with the Contract Documents,
and have this material delivered to Consultant for review and forwarding to Client prior to final payment
for the Work.
12. Completion:
(a) Before Consultant issues a certificate of substantial completion, submit to contractor a list of
observed items requiring completion or correction.
(b) Conduct final inspection in the company of Consultant, Client, and contractor and prepare a final list
of items to be completed or corrected.
(c) Observe that all items on final list have been completed or corrected and make recommendations to
Consultant concerning acceptance.
Short Elliott Hendrickson Inc. Exhibit B - 3 City of Rosemount, MN
(Rev. 07.22.19)
C. Limitations of Authority
Resident Project Representative:
1. Shall not authorize any deviation from the Contract Documents or substitution of materials or equipment,
unless authorized by Client.
2. Shall not exceed limitations of Consultant’s authority as set forth in the Agre ement for Professional
Services.
3. Shall not undertake any of the responsibilities of contractor, subcontractors or contractor’s
superintendent.
4. Shall not advise on, issue directions regarding or assume control over safety precautions and programs
in connection with the Work.
5. Shall not accept shop drawing or sample submittals from anyone other than contractor.
6. Shall not authorize Client to occupy the Project in whole or in part.
7. Shall not participate in specialized field or laboratory tests or inspections con ducted by others except as
specifically authorized by Consultant.
document1
Prepared by:
Reviewed By:
CSM Senior PE Senior PE Senior PE PE Sr Geotch Eng Sr Tech
Survey Crew
Chief Admin Tech
Subconsultant &
Expenses Total
Miles Jensen Brian Hare
Chad
Katzenberger
Chad
Setterholm Blake Hansen Luke Thompson Rachel Knowles Brian Lenzen Karen Anderson
1.1
2 4 2 8
4 4
4 4
2 3 5
8 6 14
4,752.20$
2 6 21 6 N/A 35
$566.97 $1,212.22 $2,900.02 $669.92 $4,752.20 $10,101.32
1.2
16 16
8 8
2 12 14
12 12
1 1
4 4
130 130
4 4
5,251.50$
2 20 167 N/A 189
$404.07 $2,761.92 $20,536.99 $5,251.50 $28,954.49
CSAH 42 Trunk Water Main Extension
City of Rosemount, MN
Brian Hare
Miles Jensen
Predesign meeting with utilities
Survey Records Research
Horizontal Survey Control - PLSS and/or Plat Monuments
Topographic Survey
Utility verification letters and drawings
Topographic Survey
GSOC marking survey request prior to topographic survey
Data Collection
Collect Data from City (CAD, GIS, Photos, Reports, etc.)
Design / Bid standards (recent proposal form, instructions to
bidders, general conditions, special conditions, standard
specifications, standard plates, CAD standards)
Obtain any available record drawings from City / Dakota County
and review with City staff
Mileage and Survey Equipment Expenses
Locate Soil Borings
SEH Project # P -166432
September 12, 2022
Billing Title
Employee Name
Task #1 - Data Collection & Preliminary Design
Kick-off meeting with City staff to review proposed water main
alignment and schedule
Review project in the field & take preconstruction photos
Mileage and Reimbursible Expenses for Task 1 for meetings
and site visits less Survey
Conduct GSOC call prior to design survey
Subtotal Hours
Subtotal Fees
GSOC Coordination & Topographic Survey
Utility Company Coordination
Subtotal Hours
Subtotal Fees
Page 1 of 6
Prepared by:
Reviewed By:
CSM Senior PE Senior PE Senior PE PE Sr Geotch Eng Sr Tech
Survey Crew
Chief Admin Tech
Subconsultant &
Expenses Total
Miles Jensen Brian Hare
Chad
Katzenberger
Chad
Setterholm Blake Hansen Luke Thompson Rachel Knowles Brian Lenzen Karen Anderson
CSAH 42 Trunk Water Main Extension
City of Rosemount, MN
Brian Hare
Miles Jensen
SEH Project # P -166432
September 12, 2022
Billing Title
Employee Name
1.3
8 8
4 16 20
6 6
8 8 16 12 44
2 2 4 8
8 8 16 32
8 16 24
8 16 24
4 2 8 16 30
4 8 12
4 12 4 20
2 8 6 16
2 10 4 16
2 6 2 6 2 18
12 4 16
12 6 18
4 10 4 10 28
2 2 4
6 80 8 18 130 2 100 N/A 344
$1,700.90 $16,162.94 $1,464.15 $4,061.23 $17,952.48 $422.42 $11,165.28 $52,929.41
1.4
2 4 6
2 2 8 12
16 60,000.00$ 16
12 12
16 16
2 30 32
24 24
2 8 10
2 8 118 N/A 128
$566.97 $1,616.29 $24,922.73 $60,000.00 $87,105.99
10 96 8 18 171 120 106 167 N/A 696
$2,834.83 $19,395.53 $1,464.15 $4,061.23 $23,614.42 $25,345.15 $11,835.20 $20,536.99 $70,003.70 $179,091.21
Cost Estimating
30% Cost Estimate (preliminary form)
Evaluate impacts to existing City/County/Private Utilities
Preliminary Design
Coordinate geotechnical testing and boring location staking
($60,000 allowance for soil boring subcontractor plus 10%
billing mark-up)
Reduce survey data into base map (Create CAD Base file)
Incorporate available data info into base map (Utility Maps, Data
Collection information, etc.)
Develop project existing surface model
Review project with geotechnical staff
60% Cost Estimate (based on quantity take off & bid items)
90% Cost Estimate
Water Main Design
Develop suggested staging plan
Evaluate trenchless installation methods
Preliminary layout of water main
Create pipe profile
City Council meeting (1 meeting)
Prepare draft geotechnical memo
Prepare final geotechnical memo
Geotechnical Investigation
Exhibits (permits, client requests, meetings)
Assess existing soils conditions
Develop sending and receiving pit excavation and backfill
recommendations
Develop trenchless utility installation recommendations
Subtotal Hours
Subtotal Fees
Task Hours Summary
Task Fee Summary
Prepare geotechnical scope of work.
Geotechnical Investigation by others (SEH to coordinate)
Construction Limits, Removals & Restoration
Subtotal Fees
Design review meetings (30%, 60%, 90% milestones)
Internal design team meetings (Bi-weekly)
Coordination meeting with City (2 meetings)
Design Meetings
Develop construction limits
Subtotal Hours
Evaluate impacts and removals
Page 2 of 6
Prepared by:
Reviewed By:
CSM Senior PE Senior PE Senior PE PE Sr Geotch Eng Sr Tech
Survey Crew
Chief Admin Tech
Subconsultant &
Expenses Total
Miles Jensen Brian Hare
Chad
Katzenberger
Chad
Setterholm Blake Hansen Luke Thompson Rachel Knowles Brian Lenzen Karen Anderson
CSAH 42 Trunk Water Main Extension
City of Rosemount, MN
Brian Hare
Miles Jensen
SEH Project # P -166432
September 12, 2022
Billing Title
Employee Name
2.1
1 2 3
2 2 4
2 4 6
4 2 6
2 2 4
4 4 2 10
8 16 12 36
8 8
4 24 40 68
16 40 80 136
8 32 12 52
2 6 8
8 12 30 50
4 8 12 24
16 8 24
16 1 4 21
8 8 16
4,482.00$
92 9 169 206 N/A 476
$18,587.39 $2,030.62 $23,338.22 $23,000.48 $4,482.00 $71,438.70
2.2
2 1 3
4 1 5
2 4 1 7
2 1 3
2 1 3
4 1 5
4 1 5
16 4 2 2 24
36 4 6 9 N/A 55
$7,273.32 $902.50 $1,267.26 $964.66 $10,407.73
Subtotal Hours
Subtotal Fees
Subtotal Fees
Project Manual
Front end documents
Bidding requirements
Geotechnical data
Project site walkthrough plan review
Subtotal Hours
Special provisions
Reimbursible Expenses for Task 2
Plan and Profile Sheets - Water Main
Storm Water Pollution Prevention Plan (SWPPP)
Technical specifications
Erosion Control
Conditions of the contract
Supplementary conditions
Contract forms
Plan and Profile Sheets - Storm/Street/Driveways
Traffic Control
Construction details
Sequence of Operations/Phasing
Alignment Tabulation and Survey Control
Quality control review
Constructability Review
Develop Construction Plans
Title Sheet
General Layout
Estimated Quantities, Notes, Standard Plates
General Notes
Tabulations
Task #2 - Final Design & Bid Documents
Existing Conditions/Removals
Page 3 of 6
Prepared by:
Reviewed By:
CSM Senior PE Senior PE Senior PE PE Sr Geotch Eng Sr Tech
Survey Crew
Chief Admin Tech
Subconsultant &
Expenses Total
Miles Jensen Brian Hare
Chad
Katzenberger
Chad
Setterholm Blake Hansen Luke Thompson Rachel Knowles Brian Lenzen Karen Anderson
CSAH 42 Trunk Water Main Extension
City of Rosemount, MN
Brian Hare
Miles Jensen
SEH Project # P -166432
September 12, 2022
Billing Title
Employee Name
2.3
4 4
8 8
16 16
4 16 20
4 4
28 16 8 N/A 52
$5,124.54 $1,786.44 $983.81 $7,894.79
2.4
2 4 6
4 3 7
4 8 12
10 15 N/A 25
$2,020.37 $2,071.44 $4,091.81
2.5
8 16 24
8 16 24
8 16 24
4 4 8
8 16 24
36 68 N/A 104
$7,273.32 $9,390.53 $16,663.85
2.6
2 6 8
10 5 15
4 4
2 1 3
2 2
2 1 3
22 13 N/A 35
$4,444.81 $1,393.39 $5,838.20
196 28 13 252 6 222 8 22 N/A 747
$39,599.21 $5,124.54 $2,933.11 $34,800.19 $1,267.26 $24,786.92 $983.81 $2,358.05 $4,482.00 $116,335.09
Subtotal Fees
Task Hours Summary
Task Fee Summary
Attend bid opening
Prepare tabulation of bid and award recommendation letter
Attend Council meeting
Prepare notice to proceed letter
Subtotal Hours
Subtotal Hours
Subtotal Fees
Bidding
Prepare ad for bid & electronic bid docs
Respond to bid questions & prepare addenda
Subtotal Hours
Quantities, Bid Tab, Engineer's Estimate
Develop statement of estimate quantities
Department of Health
Agency Permits (Dakota County General Work Permit)
Subtotal Fees
Agency Reviews & Permits
30% Owner Review
60% Owner Review
90% Owner Review
Relocation of PRV
Data Collection
Survey
Design
Plan Sheet Prep
Develop bid tab
Develop unit pricing and engineer's estimate
Subtotal Hours
Subtotal Fees
Technical specifications
Page 4 of 6
Prepared by:
Reviewed By:
CSM Senior PE Senior PE Senior PE PE Sr Geotch Eng Sr Tech
Survey Crew
Chief Admin Tech
Subconsultant &
Expenses Total
Miles Jensen Brian Hare
Chad
Katzenberger
Chad
Setterholm Blake Hansen Luke Thompson Rachel Knowles Brian Lenzen Karen Anderson
CSAH 42 Trunk Water Main Extension
City of Rosemount, MN
Brian Hare
Miles Jensen
SEH Project # P -166432
September 12, 2022
Billing Title
Employee Name
3.1
5 4 9
4 4 12 20
2 2
4 4
9 4 16 6 N/A 35
$1,818.33 $732.08 $2,209.54 $643.10 $5,403.05
3.2
120 120
60 4 64
32 32
4 8 12
2 2
8 8
8,328.68$
216 4 18 N/A 238
$43,639.95 $732.08 $2,485.73 $8,328.68 $55,186.43
3.3
4 4 8
12 12
16 16
120 120
8 8
7,104.00$
4 160 N/A 164
$446.61 $19,676.16 $7,104.00 $27,226.77
Survey Mileage and Survey Equipment Expenses
Subtotal Hours
Subtotal Fees
Water Main
Subtotal Fees
Construction Administration
Project management
Engineering Support
Reimbursible Expenses for Task 3 less survey & RPR
Create stakeout file / point files
Stake Right of Way
Construction Limits & Silt Fence
Survey PRV Station
Subtotal Hours
Materials testing coordination
Newsletter updates
Subtotal Hours
Subtotal Fees
Construction Staking
Task #3- Construction Services
Preconstruction Activities
Create application for payment forms
Preconstruction meeting agenda, attendance, minutes
Review shop drawings
Create field quantity book
Construction meetings (Assumed 8 meetings)
Pay applications
Page 5 of 6
Prepared by:
Reviewed By:
CSM Senior PE Senior PE Senior PE PE Sr Geotch Eng Sr Tech
Survey Crew
Chief Admin Tech
Subconsultant &
Expenses Total
Miles Jensen Brian Hare
Chad
Katzenberger
Chad
Setterholm Blake Hansen Luke Thompson Rachel Knowles Brian Lenzen Karen Anderson
CSAH 42 Trunk Water Main Extension
City of Rosemount, MN
Brian Hare
Miles Jensen
SEH Project # P -166432
September 12, 2022
Billing Title
Employee Name
3.4
600 600
180 180
3,912.00$
600 180 N/A 780
$82,857.60 $20,097.50 $3,912.00 $106,867.10
3.5
16 16
10 10
32 32
48 48
12 12
8 8
12 34 48 32 N/A 126
$2,424.44 $4,695.26 $5,359.33 $3,935.23 $16,414.27
237 8 668 232 192 6 N/A 1,343
$47,882.72 $1,464.15 $92,248.13 $25,903.45 $23,611.39 $643.10 $19,344.68 $211,097.63
10 96 8 18 171 120 106 167 N/A 696
$2,834.83 $19,395.53 $1,464.15 $4,061.23 $23,614.42 $25,345.15 $11,835.20 $20,536.99 $70,003.70 $179,091.21
196 28 13 252 6 222 8 22 N/A 747
$39,599.21 $5,124.54 $2,933.11 $34,800.19 $1,267.26 $24,786.92 $983.81 $2,358.05 $4,482.00 $116,335.09
237 8 668 232 192 6 N/A 1,343
$47,882.72 $1,464.15 $92,248.13 $25,903.45 $23,611.39 $643.10 $19,344.68 $211,097.63
10 529 44 31 1,091 126 560 367 28 N/A 2,786
$2,834.83 $106,877.47 $8,052.84 $6,994.34 $150,662.74 $26,612.41 $62,525.57 $45,132.19 $3,001.15 $93,830.38 $506,523.92
NOTES
1.)It is assumed that utility construction projects are exempt from watershed permitting requirements. Therefore no hours are assumed to prepare watershed permit application.
2.)It is assumed that a MnDNR water works permit is not required at the time of this proposal.
3.)It is assumed that additional easement acquisitions are not anticipated or have not yet been identified at the time of this proposal. Therefore no hours are assumed for easement document preparation.
4.)Construction services assumes SEH will provide 1 civil RPR for 50 hours per week for 12 weeks.
5.)Required permitting fees will be the responsibility of the City of Rosemount
Subtotal Fees
Project Closeout
Construction Observation
Full time on-site observation (50 hours/ week @ 12 weeks)
Task Hours Summary
Subtotal Hours
1 year warranty walkthrough and follow up
Site closeout walkthrough & develop punch list
Punchlist coordination
As built survey
Project Hours Summary
Project Fee Summary
Task Fee Summary
Task #2 - Final Design & Bid Documents
Subtotal Hours
Task Hours Summary
Task Fee Summary
Task #1 - Data Collection & Preliminary Design
Complete as built drawings
Final application for payment & contractor closeout letter
Subtotal Fees
Task Hours Summary
Task Fee Summary
Task #3 - Construction Services
Task Hours Summary
Task Fee Summary
Project Summary
Materials Testing Subconsultant (by City)
Part time on-site observation (15 hours/week @ 12 weeks)
RPR Per Diem & Mileage
Page 6 of 6