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HomeMy WebLinkAbout5.C.6. Extension Agreement with Bolton & Menk, INc. for design services on the CSAH 83 culvert improvements project NO. 2015-3 `.r..10111111 Consent Business 5. C. 6. SHAKOPEE TO: Mayor and City Council Mark McNeill, City Administrator FROM: Jeff Weyandt, Assistant City Engineer DATE: 12/16/2014 SUBJECT: Extension Agreement with Bolton& Menk, Inc. for Design Services on the CSAH 83 Culvert Improvements Project No. 2015-3 (B) Action Sought Authorize appropriate city officials to enter into an extension agreement with Bolton & Menk, Inc. to provide design and construction services for the CSAH 83 Culvert Improvements Project No. 2015-3. Background Attached is a proposal from Bolton&Menk, Inc. to provide design and construction services for the CSAH 83 Culvert Improvements. It is essential to complete the design as soon as possible for construction of the improvements in 2015. From the June 19, 2014 storm, it has been identified that larger culverts are necessary to handle the storm water under CR 83. Also staff is working with the property owners west of CR 83 to install larger culverts in their driveway and ditch maintenance. Attached is a drawing showing the problem areas associated with the June 19, 2014 storm event. Also attached is the 2015 CIP sheet budgeting improvements to handle the storm water in this area and prevent storm water from heading north into residential developments. Recommendation Staff recommends authorizing the appropriate city officials to enter into an extension agreement with Bolton& Menk, Inc. to provide design and construction services for this project. Budget Impact Anticipated cost for their services is $41,400. This project will be funded by the Storm Sewer Fund. Staff is working with the Scott County Highway department on cost sharing of these culverts under CR 83 and would bring back a cooperative agreement when the design is done. Relationship to Vision This supports Goal B: Positively manage the challenges and opportunities presented by growth, development and change. Requested Action Authorize appropriate city officials to enter into an extension agreement with Bolton & Menk, Inc. to provide design and construction services for the CSAH 83 Culvert Improvements Project No. 2015-3. Attachments: Extension Agreement Blue Lake Map June 2014 Storm Event Map blue lake channel �� ,y� BQ L-TON - NA N K , INC. 0 z Consulting Engineers & Surveyors �� 2638 Shadow Lane,Suite 200•Chaska,MN 55318-1172 k. Phone(952)448-8838•Fax(952)448-8805 '� " &s°� www.bolton-menk.com December 2, 2014 City of Shakopee Attn: Mr. Bruce Loney,City Engineer 500 Gorman Street Shakopee,MN 55379 RE: CSAH 83 Culvert Improvements Dear Mr. Loney: We are pleased to provide the following estimate of fees to provide engineering services for the above referenced project. Project Scope: The project consists of the installation of one or more storm sewer culverts under CSAH 83, approximately 6800 feet south of Eagle Creek Boulevard,with the use of trenchless construction methods. It is our understanding the City is requesting engineering services to complete the agency coordination, design,bidding and construction staking for the above referenced project,as further described herein. Project Tasks: There are several tasks associated with the completion of the project. The following is a summary of anticipated work tasks necessary to successfully complete the project. The attached Work Plan and Hour Estimate lists each task in greater detail. Task 1: Coordination With City—Bolton&Menk will coordinate and attend meetings and coordinate with City staff regarding design details,specifications,etc.as required and or requested by the City. Task 2: Final Design and Specifications—Bolton&Menk will evaluate the lowest cost alternative for the City to pursue for this work to meet projects goals and will provide a recommendation to the City with support justification. Based on the selected option,we will complete plans,prepare specifications, details,permits,SWPPP,acquire additional topographic and private utility data acquisition,etc. Task 3:Bid Services—City staff will be completing the majority of these tasks. Bolton&Menk will upload the bidding documents to Quest,provide answers to bidder questions,and any other services requested by City staff. DESIGNING FOR A BETTER TOMORROW Bolton&Menk is an equal opportunity employer �o,�a,t, City of Shakopee �� tY P (m, li December 2,2014 Page 2 Task 4: Construction Services—City staff will be providing construction administration and inspection services. Bolton&Menk will provide construction staking services,and assist in construction administration as requested by City staff. Task 5: Project Closeout—City staff will providing many of these services. Bolton&Menk will complete an as-built survey,prepare as-built drawings,with field data collected by us,and as provided by the City,and assist in final project acceptance,etc.as requested by City staff. Estimated En2ineerinR Fees: The project may include a detailed evaluation phase in which different options are evaluated for the most cost effective construction method to be used by the City,and permitting and agency coordination may be required for acceptance by Scott County. We propose to complete the requested engineering services as identified in the attached Work Plan and Hour Estimate,on an hourly basis based on actual hours expended and the hourly rate of each staff person completing the tasks. Based on the attached work Plan and Hour Estimate,the not to exceed total fees to complete the requested engineering services identified herein is$41,382. Should fewer hours be required to complete the project, the total fee will be less. If a simple process is followed for the design of jacking two 36"pipes under the road without a complex options analysis of design options regarding various jacking options,pipe sizes, and methods,and if there is minimal permitting coordination needs,our hourly cost would be estimated below$30,000. If this is acceptable to the City, Bolton &Menk is prepared to commence work on the project as soon as possible upon notification of authorization to proceed. Our intent would be to have the project ready for bid within approximately 4-6 weeks of authorization to proceed, assuming no unforeseen delays are encountered caused by other agencies beyond our control. Thank you for the opportunity to provide this fee estimate. We look forward to working with you on this project,as well as other opportunities available to provide engineering services for your community. Respectfully Submitted, BOLTON&MENK,INC. i a, tiLl Daniel A.Lonnes,P.E. John Swanson,P.E. Principal Engineer Project Manager F:1SSProposals\Shakopee\East Shakopee Industrial Sewer Improvments\East Shakopee Indusrtial Sewer Fee Estimate.doc Work Plan&Hour Estimate For CSAH 83 Culvert Improvements Shakopee,MN 12/2/14 PRINCIPLE SENIOR ENGINEER DESIGN SENIOR SURVEY SURVEY TASK PROJECT TASK IN CHARGE PROJECT MANAGER ENGINEER TECHNICIAN MANAGER CREW CLERICAL TOTALS NO (HOURS) (HOURS) (HOURS) (HOURS) (HOURS) (HOURS) (HOURS) (HOURS) 1 „Agency Coordination(City,SMSC,County,Watershed etc.) Total Agency Coordination Estimated Hours 6 6 12 Total Agency Coordination Estimated Cost $882.00 $840.00 $1,722.00 2 Final Design and Specifications Data Collection-Utilities,Survey,etc. 1 2 2 4 10 19 Easement Descriptions and Exhibits 1 4 6 8 19. Boring Method Evaluation 10 30 Design 6 Plan Preparation 30 40 40 :-1101 Quantities and Bid Form 2 8 10 Specifications 10 30 10 50 Permits(County.NPDES,Etc.) 4 4 30 20 2 60 Cost Estimate 1 5 6 Total Final Design Estimated Hours 4 59 149 62 10 18 12 314 Total Final Design Estimated Cost $588.00 $8,260.00 $14,900.00 $6,076.00 $1,320.00 $1,800.00 $720.00 $33,664.00 3 Bid Services Quest Submittal Packet Preparation 6 2 4 12 Bid Questions 4 4 Bid Opening.and Tabulation,Bid Review Coy Task) Award Recommendation Letter and Coordination(City Task) Total Bid Services Hours 4 6 2 4 16 Total Bid Services Estimated Cost $560.00 $600.00 $196.00 $240.00 $1,598.00 4 Construction Services Contract Administration As Requested Construction Staking 2 4 8 14 Total Construction Services Hours 2 4 8 14 Total Construction Services Estimated Cost $280.00 $528.00 $800.00 $1,608.00 5 Project Closeout _ Asbuilt Survey 1 1 6 8 Asbuilt Plans 1 8 10 19 Total Construction Services Hours 2 8 10 1 6 27 Total Construction Services Estimated Cost $280.00 $800.00 $980.00 $132.00 $600.00 $2,792.00 TOTAL ESTIMATED HOURS 10 73 163 74 15 32 16 383 HOURLY RATE $147.00 $140.00 $100.00 $98.00 $132.00 $100.00 $60.00 TOTAL ESTIMATED COST $1,470.00 $10,220.00 $16,300.00 $7,252.00 $1,980.00 $3,200.00 $960.00 $41,382.00 .,,t \,.....7 j ,,,,,,,,_/ ) ,,,,,;„.,((mgo, + �j11( 4!‘ (,,,//t ___ j, y -1,40-Nc o j'*:14 I IC: ''''::1\C rj t AIL'% <, , /I ,,,,- / , . , / f. /_,* Fv - ,-84,1,- ) ) ( „....)- ..--/ ' el,_c t:, 7,-.1r /Ral ii) i'' )'11 . 11,of ir- i Deb -Hsx - Leo /1 = ad ' -�'- ° j 018 .�2 - -- 8U - � 8 y ii- A, ,,, .. 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