HomeMy WebLinkAbout4.B. Award Contract for CSAH 17/Vierling Dr. CSAH/TH169 North Ramp Improvement Proj. No. 2012-6 & Proj. No. 2012-5 Res. No. 7454 4. B.
SI-AKOPEE
TO: Mayor and City Council
Mark McNeill,City Administrator
FROM: Bruce Loney,Public Works Director
DATE: 06/03/2014
SUBJECT: Award a Contract for the CSAH 17/Vierling Drive,CSAH 17/TH 169 North Ramp Intersection
Improvement Project,Project No.2012-6 including Pavement Rehabilitation Work on CSAH 17&
Vierling Drive,Project No.2013-5.Res.No. 7454(D,E)
Action Sought
Approve Resolution No. 7454, a resolution which accepts the bids and awards a contract for the CSAH 17/Vierling
Drive,CSAH 17/TH 169 North Ramp Intersection Improvements,Project No. 2012-6,including pavement
rehabilitation work on CSAH 17/Vierling Drive,Project No. 2013-5,approve a 5%contingency amount on this
project for use by the City's Engineer in authorizing change orders or quantity adjustments on the project and
approve an extension agreement with Bolton&Menk, Inc. on construction engineering services for this project.
Background
On January 21,2014, City Council adopted Resolution No. 7407,which approved the plans and specifications and
authorized staff to advertise for bids. The bidding period could not start until the plans were approved by MnDOT
and Federal Agencies.
On May 27,2014 a bid opening was held for the project, in which two bids were received. The bids are
summarized in the attached resolution with the low bid from S.M.Hentges& Sons, Inc.with a bid of
$2,407,185.54. The Engineer's estimate for this project is$2,222,914.60. The low bid is approximately 8.29%
higher than the estimate.
Attached is a recommendation from Bolton&Menk on the bids and a new tabulation of the cost splits between the
Federal, County and City funding.
Staff believes the bid is acceptable as the bids have been coming in higher recently due to the increase volume of
work. To reject the bid,the City would lose the Federal grant funding. One more item of approval is needed from
the Office of Civil Rights on the Disadvaged Business Enterprise goals for the project.It is anticipated to have this
approved by Tuesday,June 3,2014.
If Council awards the contract to S.M.Hentges&Sons,Inc., staff is also requesting a 5%contingency amount be
authorized for the City Engineer to cover minor change orders and quantity adjustments on the project.Also
approval of an extension agreement with Bolton&Menk,Inc. on construction engineering services for the project.
This agenda item needs to he on the June 3rd council meeting agenda and can't wait until June 17th, due to other
parties involved. The earlier the award, the sooner the Contractor can order signal poles which have a long lead
time for delivery.
Recommendation
1.Accept the low bid from S.M.Hentges& Sons, Inc. and adopt Resolution No.7454.
2.Approve a 5%contingency amount on this project for use by the City Engineer in authorizing change orders
or quantity adjustments on this project.
3.Approve an extension agreement with Bolton&Menk,Inc. on construction engineering services for this
project.
Budget Impact
This project is funded with Federal, County&City funds. The City funding is from the Capital Improvement Fund.
Relationship to Vision
This supports Goals D: Maintain, improve and create strong partnership with other public and private sector
entities; and E: Deliver effective and efficient public services by a staff of well-trained, caring and professional
employees.
Requested Action
Approve Resolution No. 7454, a resolution which accepts the bids and awards a contract for the CSAH 17Nierling
Drive, CSAH 17/TH 169 North Ramp Intersection Improvements,Project No.2012-6, including pavement
rehabilitation work on CSAH 17Nierling Drive,Project No. 2013-5,approve a 5%contingency amount on this
project for use by the City's Engineer in authorizing change orders or quantity adjustments on the project and
approve an extension agreement with Bolton&Menk,Inc. on construction engineering services for this project.
Attachments: Res.No. 7454
Bid Recommendation
Bolton&Menk Proposal
project cost splits
RESOLUTION NO. 7454
A Resolution Accepting Bids For
For The CSAH 17Nierling Drive, CSAH 17/TH 169 North Ramp Intersection
Improvement Project, Project No. 2012-6, including Pavement Rehabilitation
Work on CSAH 17 & Vierling Drive, Project No. 2013-5
WHEREAS,pursuant to an advertisement for bids for the CSAH 17/Vierling Drive, CSAH
17/ TH 169 North Ramp Intersection Project No. 2012-6 and Pavement Rehabilitation Work on
CSAH 17/Vierling Drive, Project No. 2013-5, bids were received, opened on May 27, 2014, and
tabulated according to law, and the following bids were received complying with the advertisement:
Bidder Amount
S.M. Hentges & Sons, Inc. $2,407,185.54
Northwest Asphalt $2,644,602.28
WHEREAS, it appears that S.M. Hentges & Sons, Inc., 650 Quaker Avenue, Jordan, MN
55352, is the lowest responsible bidder for the CSAH 17/Vierling Drive, CSAH 17/TH 169 North
Ramp Intersection Project No. 2012-6 including Pavement Rehabilitation Work on CSAH
17/Vierling Drive,Project No.2013-5.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
SHAKOPEE,MINNESOTA:
1. The appropriate City officials are hereby authorized and directed to enter into a
contract with S.M. Hentges & Sons, Inc., in the name of the City of Shakopee for the CSAH
17/Vierling Drive, CSAH 17/ TH 169 North Ramp Intersection Project No. 2012-6 including
Pavement Rehabilitation Work on CSAH 17/Vierling Drive, Project No. 2013-5 according to the
plans and specifications therefore approved by the City Council and on file in the office of the City
Clerk.
2. The City Clerk is hereby authorized and directed to return forthwith to all bidders
the deposits made with their bids, except that the deposits of the successful bidder and the next
lowest bidder shall be retained until a contract has been signed.
Adopted in session of the City Council of the City of Shakopee,
Minnesota,held this day of 52014.
Mayor of the City of Shakopee
ATTEST:
City Clerk
ENGR/2013-PROJECTSNierling_CSAH 17LAerse ion/WORD/RES7454-AWARD-CONTRACT
BC>1_TON a MF==N K , 1 NC®
Consulting Engineers & Surveyors
" 12224 Nicollet Avenue•Burnsville,MN 55337
Phone(952)890-0509•Fax(952)890-8065
www.bolton-menk.com
May 28, 2012
Bruce Loney, P.E.
Public Works Director
City of Shakopee
500 Gorman Street
Shakopee, MN 55379
RE: Bid Recommendation
CSAH 17 &Vierling Drive and CSAH 17 at TH 169 North Ramp
City of Shakopee
Dear Mr. Loney:
Bids were opened for the CSAH 17&Vierling Drive and CSAH 17 at TH 169 North Ramp
project at 10:00 a.m. on Tuesday,May 27,2014. Two contractors submitted bids; S.M. Hentges
& Sons, Inc. and Northwest Asphalt.
The bids were tabulated and the low bidder was S.M. Hentges at$2,407,185.54 which was
approximately 5.7%higher than the Engineer's Estimate of$2,277,503.79. The higher cost can be
attributed to the late season bid,Federal contracting requirements and compressed work schedule
for this project.North West Asphalt's bid was substantially higher at$2,644,602.28.
Bolton&Menk believes that the low bid is fair,reasonable and responsive and recommends that
the City of Shakopee accept the bid by S.M. Hentges & Sons, Inc for a total of$2,407,185.54.
Respectfully submitted,
BOLTON & MENK, INC.
Nick Landwer
Senior Transportation Project Manager
Attachments:
Bid Abstract
Cost Split
DESIGNING FOR A BETTER TOMORROW
Bolton&Menk is an equal opportunity employer
BO I_TON 8L M r-=N K , I NC,
Consulting Engineers & Surveyors
i 12224 Nicollet Avenue•Burnsville,MN 55337
Phone(952)890-0509•Fax(952)890-8065
www.bolton-menk.com
February 13, 2014
Bruce Loney, P.E.
Public Works Director
City of Shakopee
500 Gorman Street
Shakopee, MN 55379
RE: CSAH 17 &Vierling Drive and CSAH 17 at TH 169 North Ramp
Contract Administration&Construction Inspection Proposal
Dear Mr. Loney:
Bolton&Menk, Inc. is pleased to submit this proposal for Contract Administration&
Construction Inspection of the County State Aid Highway 17 improvements at the Trunk
Highway 169 north ramp and Vierling Drive.
Attached to this letter is Exhibit A—Scope of Work,which provides background information,
Bolton&Menk's approach to providing Construction Administration and Inspection services for
this project,the scope of work to be completed,and a summary of City tasks as they relate to this
project.
Compensation for services will be in accordance with the hour estimates outlined in Exhibit B and
according to Bolton &Menk's agreement for professional services with the City of Shakopee.
The City of Shakopee agrees to reimburse Bolton&Menk, Inc. for these services in accordance
with the Agreement for Professional Services. If this agreement meets your approval,please sign
below and return one copy to our office. Thank you for your consideration.
Respectfully submitted,
BOLTON & MENK, INC.
/�/4- 4 J //u '�—
Christopher S. Chromy, P.E., P.T.O.E.
Transportation Services Manager
DESIGNING FOR A BETTER TOMORROW
Bolton&Menk is an equal opportunity employer
Mr. Bruce Loney,P.E.
City of Shakopee
" February 12,2014
Page 2
Attachments
ACCEPTED BY:
Public Works Director
City Administrator
Mayor
Date
EXHIBIT A
SCOPE OF WORK
BACKGROUND INFORMATION
Construction plans for the CSAH 17,Vierling Drive and TH 169 Ramp have been completed and approved by the
MnDOT Metro District Office of State Aid.This project will be advertised for bid in April and construction is
scheduled to begin in July 2014.
This project has been approved to receive HSIP funding for safety and capacity improvements at the intersections
of CH 17 and the TH 169 northbound ramp and Vierling Drive for construction in 2014. Project elements include:
• Constructing additional left turn lanes
• Extending the northbound right turn lane at Vierling Drive
• Rebuilding the signal systems
• Providing countdown pedestrian indications
• Providing signal communication interconnect
• Installing a red light running system
• Replacing trail segments
• Incorporating ADA pedestrian amenities
• Full Depth Pavement reclaim
Scott County has also added in the mill and overlay of CSAH 17 from the project limits to 17''Avenue East on
the South and 10'h Avenue East on the North.This component of the project is not a part of the HSIP funded
proj ect.
PROJECT APPROACH
Bolton&Menk,Inc.proposes the following work plan for Construction Administration and Inspection services
based on our understanding of this project and our experience through the planning and design phase of this
project.We have developed an approach to address these services to the satisfaction of City of Shakopee,its
partners Scott County and MnDOT as well as project stakeholders. Shakopee and its partners can be assured that
Bolton&Menk,Inc. will provide outstanding technical deliverables,exceptional leadership in public and
stakeholder involvement,and superior project management in a timely and cost effective manner.This detailed
work plan is outlined by tasks addressing all potential project construction elements.The Special Provisions will
identify the overall construction schedule limits of the project. However,the construction contractor will dictate
the pace of construction. We therefore have proposed to provide our services on an hourly basis,not to exceed
$188,400 for the estimated 13 week construction period. In addition we have secured a proposal for Construction
Materials Testing services for the amount of$17,350 that the Bolton&Menk Construction Administrator will
manage.This proposal is separated into the following tasks:
SCOPE OF WORK
TASK 1: Contract Administration
To provide accurate and timely construction administration services as well as assist the City with all schedule,
scope,and cost management oversight activities. The Bolton&Menk Team includes key personnel with the
capabilities and project experience required to exceed the City's expectations on this project. We are experienced
in administering construction projects with various funding agencies and analyzing and monitoring CPM
schedules to help keep the construction project on schedule.
Page I 1
Specific responsibilities of Contract Administration will include:
• Scheduling,conducting,and attending meetings prior to the start of construction,during construction
activities on a weekly basis and a final walk through of the project site.
• Maintaining complete and accurate records of all activities and events relating to the project and a record
of all work completed by the contractor.
• Maintaining records of all materials sampling and testing required to determine acceptability of materials
and completed work items prior to their incorporation into the project.
• Preparing the Monthly Pay Vouchers.
• Evaluating Value Engineering Proposals and providing recommendations to the validity of estimated
savings to the City and the contractor.
• Evaluating contractor's Critical Path Method schedule and recommending it for acceptance or rejection.
• Assisting the City in scope management activities for the project,including reviewing potential changes
to the plans,analyzing contractor notices of extra work,claims or time extensions and making
recommendations to City,negotiating settlements to potential changes for the ultimate approval of City's
Construction Project Manager,and preparing all contract change documents as required.
• Maintaining a complete log of all submittals of shop drawings and tracking dates of first submittal,
reviews and re-submittals,and approvals.
• Conducting and documenting field reviews of the maintenance of traffic operations and temporary and
permanent erosion control measures.
• Monitoring the contractor's compliance with wage rates requirements and with all permits.
• Providing public information services as required to manage inquiries from the public,public officials,
businesses and local residents.This would include but not be limited to acting as liaison for the City in
matters dealing with construction meetings,and media(preparing email blasts for City staff,flyers to
local businesses and residents impacted during construction)and responding to contacts from the general
public.
• Preparing a Draft Final Voucher and Final Documentation and as-built plans.
Project Management
Shakopee and its project partners can expect solid project management from Bolton&Menk. Our project
manager will ensure project expectations are understood by the construction contractor and the oversight staff.
Our project manager will work closely with the City's Project Manager to ensure clear and consistent
communication is occurring. Our approach to managing this project will also include structured QA/QC
measures throughout the construction process.Nick Landwer will manage and independently verify that quality
control measures are being incorporated into all facets of construction including but not limited to:
• Quantity Verifications
• Material Testing Certifications
• Permit/Traffic Control Logs
Public and Agency Involvement
Bolton&Menk will actively communicate with impacted parties during the various stages of construction on this
project. Bolton&Menk will provide the City's Project Manager with project updates for distribution. This
service will provide local business owners with current construction status updates and potential impacts to
access. Our team will prepare notices for distribution to adjacent properties as the different stages progress.
Deliverables
Meeting Agendas and Minutes,and Pay Vouchers.
Page 12
Key Staff
Nick Landwer,Kyle Johnson
TASK 2: Construction survey
Bolton&Menk's Construction Manager will actively coordinate the required construction survey for this project.
Our team will have designated representatives on site at all times during construction to verify that the contractor
is meeting the County's plan requirements,standard specifications and project special provisions.Our Project
Manager will manage appropriate resource levels of personnel,adding personnel as needed and withdrawing
personnel or halting services when no longer necessary. Specific survey tasks include:
• Office Computations& Project Management
• Verify, Set and Maintain Project Control
• Stake Construction Limits
• Provide Roadway Staking for each of the three construction phases
• As-built verification
This proposal is based upon the following assumptions:
• Staking is proposed on a"one time"basis. Other contractors and subcontractors are to protect all stakes
until the staked facility has been completed and the stake is no longer required.Control points shall be
protected throughout the project. Any replacing of lost or obliterated stakes will be considered re-staking
and billed in accordance with Bolton&Menk,Inc.'s standard schedule of fee.
• Engineering and surveying services not specifically identified herein are not part of this proposal.
• The estimate of fees is based on approximately ten trips to the site by the field crew(including travel
time)
Deliverables
Material Certifications,As-built Plans,and Daily Inspection Diaries.
Key Staff
Ric Williams
TASK 3: Construction Liaison
Project success requires open and continuous communication with the community and surrounding businesses.
Bolton&Menk's Community Outreach Manager will be the central point for communications with the public by
directly providing project information to the community,project stakeholders,surrounding businesses and media
outlets. The Community Outreach Manager will communicate directly with local business and property owners to
keep them informed on project schedule and activities.Communications will be handled through multiple
channels including: project website,social media,regular newsletters,and direct contact with local businesses.
Responsibilities of the Community Outreach Professional will include:
• Active engagement with the community and surrounding businesses
• Develop and maintain a project website. (updated weekly)
• Prepare and distribute via email a weekly newsletter which includes a traffic access map.
• Provide social medial updates via Twitter.(6-12 posts)
• Provide a single point of contact for business and media communications.
Deliverables
Website, Social Media sites(Twitter),weekly construction updates.
Key Staff
Kyle Johnson
Page 13
TASK 4: Construction Inspection
Bolton&Menk will actively coordinate with the City's Construction Project Manager during construction.Our
team will have designated representatives on site at all times during construction to verify that the contractor is
meeting the City's plan requirements,standard specifications and project special provisions.Our Project Manager
will manage appropriate resource levels of personnel,adding personnel as needed and withdrawing personnel or
halting services when no longer necessary.
Daily responsibilities of the construction inspection staff will include:
• Providing on-site construction inspection on a full time basis during construction activities.
• Ensuring that all test report records and certificates of compliance have been received prior to any
materials being incorporated in the work.
• Monitoring and documenting progress to the contractor's schedule.
• Collecting,logging,and reviewing shop drawings to and from the contractor for approval.
• Performing daily reviews of all temporary signing and traffic control devices,and taking required
corrective action when necessary.
• Completing daily inspection reports,material certification and construction contract correspondence and
submitting it to the Construction Project Manager on a weekly basis.
• Measuring and computing quantities of all materials incorporated in the work and items of work
completed,and recording data.
• Documenting changes in plans and specifications for as-built plan preparation.
• Performing reviews of temporary and permanent erosion control measures on the project for compliance
with applicable permits and specifications.
Periodic responsibilities(as determined by the Scope of Work)of the inspection staff will include:
• Attending and directing any meetings necessary for coordination during day-to-day progress of the work,
including a preconstruction and close out meeting.
• Collecting,labeling,and delivering all original diaries,logs,notebooks,accounts,records,reports,and
other documents prepared in the performance of the construction contract,upon completion or
termination of the construction contract.
• Preparing all appropriate construction contract time documents.
• Preparing partial estimate pay vouchers.
• Reviewing construction contractor submittals of records and reports as required for the project by the County.
• Conducting Final Inspection and recommending project acceptance.
• Preparing final documentation of construction pay item quantities,as per the County approved Plans,
Specifications,and Special Provisions.
• Generating Final Payment Voucher and submit to the County for review and approval.
• Preparing final project documentation.
• Coordinating material testing services with testing company and County Staff.
Deliverables
Material Certifications,As-built Plans,and Daily Inspection Diaries.
Key Staff
Aaron Schmidt,Justin Schmidt
Material Sampling&testing
Material Sampling will be coordinated by Bolton& Menk's Construction Manager.Northern Technologies,Inc.
has proposed to provide Construction Materials Testing based on rates in their attached proposal. Northern
Page 14
Technologies has provided an estimate of$17,350 to provide testing services based on plans and specifications
provide by Bolton&Menk. Bolton&Menk is confident that Northern Technologies can provide quality testing
services in a timely manner for this project.
CITY TASKS
The City's task related to this project will include:
• Designate a primary contact person who will provide technical and non-technical direction for the project;
assist in communications with project stakeholders,partnering agencies,and regulatory agencies;and
coordinate development of informed consent from the city council
• Review,approve,print,and distribute project mailings.
• Provide input and answer specific project questions
• Review project deliverables,assemble and summarize comments,provide direction
Page 15
EXHIBIT B
DETAILED COST BREAKDOWN
-CLIENT: City of Shakopee BOLTON
PROJECT: CSAH 17 Vierling Drive
N
v m v a o v :L+ m ." @ c v Z 'c `-' a Total Hours Total Cost
E: c y
a ao`^'ao c w 00 o 0
w c W u ~
w F- w
TASK NO, WORK TASK DESCRIPTION
1.0 Contract Administration 36 256 154 20 0 0 0 118 584 $57,360.00
0 0 0 0 0 16 180 0 196 $22,200.00
2.0 Construction 5urve Y
3.0 Construction Liason
12 0 0 0 111 0 0 12 135 $14,670.00
4.0 Construction Inspection 0 0 843 122 0 0 0 12 977 $94,170.00
TOTAL HOURS 48 256 997 142 111 16 180 142 1892
AVERAGE HOURLY RATE $145.00 $110.00 $100.00 $75.00 $110.00 $150.00 $110.00 $60.00
SUBTOTAL $6,960.00 $28,160.00 $99,700.00 1$10,650.001$12,210 $2,400.00 $19,800.00 $8,520.00 $188,400.00
TOTAL LABOR COSTS $17,350.00
MATERIALS TESTING
CSAH 17/Vierling Drive Detailed Cost Breakdown 2/13/2014
Shakopee,Minnesota
CP 17-30 CH 17 &Vierling Drive Project Cost Breakdown
Engineer's Estimate Federal* County** City** Total
HSIP Project $ 1,658,253 $ 1,101,600 $ 278,327 $ 278,327 $ 1,658,253
Vierling Dr Rehab(City) $ 398,133 $ - $ - $ 398,133 $ 398,133
CH 17 Mill&Overlay(County) $ 350,800 $ - $ 350,800 $ - $ 350,800
Construction Sub-Total $ 2,407,186 $ 1,101,600 $ 629,126 $ 676,459 $ 2;407,185
Design Services(BMI) $ 176,649 $ - $ 88,325 $ 88,325 $ 176,649
Construction Services(BMI) $ 205,750 $ - $ 102,875 $ 102,875 $ 2051750
ROW Services(WSB) $ 15,000 $ - $ 7,500 $ 7,500 $ 15,000
ROW $ 24,050 :$ - $ 12,025 $ 12,025 '$ 24,050
Total $ 2,828,635 $ 1,101,600 $ 839,851 $ 887,184 $ 2,828,635
*Federal HSIP Grant capped at$1,101,600
"Per agreement,City/County equally share all costs associated with contracted design and right-of-way acquisition
services, right-of-way costs,contracted construction engineering services and construction costs beyond the federal
funding.
Prepared 5/8/2014,AJH Updated 5/28/2014 NCL(BMI)
Scott County Physical Development