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Home My WebLink About2013-035 Council Resolution• • • CITY OF LINO LAKES RESOLUTION NO. 13 -35 RESOLUTION AUTHORIZING PREPARATION OF PLANS AND SPECIFICATIONS FOR THE 2013 SEALCOAT PROJECT WHEREAS, it is proposed it perform maintenance activities on several city streets; and WHEREAS, it is proposed to finance the project using the 2013 budget of $321,051.39 Allocated for street repair along with Sealcoating Funds. NOW, THEREFORE, BE IT RESOLVED by The City Council of The City of Lino Lakes, Minnesota: The City Engineer is designated as the engineer for this improvement and he is directed to prepare plans and specifications for the 2013 Sealcoat Project and shall be paid by the hour in an amount not to exceed $9,800.00. Adopted by the Council of the City of Lino Lakes this 2 5 day olMa. r c 11 201 3 The motion for the adoption of the foregoing resolution was introduced by Council Member Rafferty and was duly seconded by Council Member Stoesz and upon vote being taken thereon, the following voted in favor thereof: Rafferty, Stoesz, O'Donnell, Roeser, Reinert The following voted against same: none ATTEST: Juliann Bartell, City Clerr (53 101st La 1 49 `DD 4� South m A Rice Lake BALDWIN PARK d Egret La RICE GREEK CHAIN OF LAKES Baldwin Lake Reshanau Lake �aKes Dr Count Birch St ei X d Qpewa Tr <a Arrowhea `a) d Dr A,� Hawthorn Rd VG. oo0- Qine Tr ,mot A- < e Ft' o} tu oDeSO� BNOVE k o Linder PARK 0 fP Coyote Tr NGlen Tr A -J 0 O x Ina/ gnoindw 4 � I 0 O ■ Lexington Pond Baldwin Lake Rd Woodridge La Ash St Doris Ave v in c N u y 2 ca 6 o Q O N E — c to A .Fs Q U to N Scenic Dr •'nvieWw Elhc Lam tliawtw Emil Ave Elaine Ave N a Bucher Ave o Mackubin St Evergreen Ponds Bucher Ave J z 00 Sherwood w Pond Turtle Lake Rd Ash St Poplar lake Maple ,i Legend Seal Coat Project Location Project Location KES 2013 Seal Coat Project City of Lino Lakes, Minnesota 0 Document Path: K: \02029 - 001 \GIS \Maps \SealCoat2013 i• 1,500 Feet WS WSB R 11..r.,c Engineering • Planning • Environmental • Construction 701 Xenia Avenue South 411 Suite 300 Minneapolis, MN 55416 Tel: 763 - 541 -4800 Fax: 763 -541 -1700 • March 14, 2013 City of Lino Lakes Mr. Michael Grochala 600 Town Center Parkway Lino Lakes, MN 55014 Re: Request for Proposal to Complete 2013 Street Maintenance Project Dear Mr. Grochala: The City of Lino Lakes has an annual street maintenance plan which consists of both sealcoating and mill and overlay work. For calendar year 2013, the City has a total of $490,000 budgeted for the sealcoat and mill and overlay project As requested by the City of Lino Lakes, the following proposal details tasks that reflect our understanding of the City's needs to complete the Street Maintenance Projects which include: 2013 Street Sealcoating Project and 2013 Mill and Overlay Project. Based on the City's existing street maintenance plan and discussions with staff, WSB would perform the following tasks: Prepare Final Project Plans/Maps Final construction plans and/or maps will be prepared indicating the project locations and any specific work to be done outside of the scheduled maintenance activities. WSB will contact RCWD and Anoka County to determine if any permits are required for the proposed work. II. Final Quantities An Engineer's Opinion of Probable Cost will be completed on the final construction plans and maps. Minneapolis ■ St. Cloud Equal Opportunity Employer Mr. Michael Grochala March 14, 2013 Page 2 III. Prepare Permits, Specifications and Bidding Documents WSB will assist the City in obtaining approvals from governmental authorities having jurisdiction over the project if it is determined that they are needed. WSB will assist the City in preparing permit application(s) and/or approval requests and will assist the City with submitting the applications /approval requests to the appropriate regulatory agencies. WSB will develop the final project plans /maps and specifications based on the agency review comments. This task will include an internal QA/QC review of the final plans, quantities, and specifications. Upon completion of permitting, and agency review and approval, a final set of construction documents will be prepared for bidding. WSB will print, assemble, and submit the final contract documents to the City and request authorization to advertise the project for bidding. WSB will receive and respond to bidder inquiries concerning the plans, specifications, and intent of the project. Logs of all inquiries will be kept and maintained to document inquiries. WSB will attend the project bid opening with the City. WSB will review the low bidder's bid proposal, contractor's and subcontractor's personnel proposed for the project and relative experience, quality and availability of equipment, performance on similar projects, references, nature and extent of other similar contracts, whether or not the contractor or subcontractors have ever been denied contract award, and any other information that would affect the ability of the contractor to perform the work. IV. Construction Administration WSB & Associates, Inc. will process the contract documents for signature by the City and the contractor. We will also facilitate a preconstruction conference prior to the start of the projects and prepare and distribute minutes for the meeting. We will process all pay vouchers and change orders. V. Construction Inspection A construction observer will be provided during the project to monitor the work and ensure City specifications are met. VI. Testing Services WSB will contract with a City approved testing firm to provide testing services as needed for the materials supplied and placed within the projects. • • • Mr. Michael Grochala March 14, 2013 Page 3 VII. Closeout Procedures At the conclusion of the project, WSB will obtain all contractor documentation to close out the project. WSB & Associates would perform the previously identified tasks for each individual project: 2013 Sealcoating Project and 2013 Mill and Overlay Project. The engineering fee to complete the 2013 Sealcoating Project is $9,800 (not to exceed). The engineering fee to complete the 2013 Mill and Overlay Project is $42,500 (not to exceed). This letter represents our complete understanding of the 2013 Street Maintenance Project and the proposed scope of services. If you are in agreement with the scope of services and proposed fee, please sign in the appropriate space below and return one copy to us. If you have any questions about this proposal, please feel free to call me at 763 - 287 -8520. Sincerely, WSB & Associates, Inc. Jason C. Wedel, PE Senior Project Manager ACCEPTANCE: The City of Lino Lakes hereby accepts the WSB proposal of $52,300 for all services outlined in this letter. City of Lino Lakes Name Title Date • • CITY COUNCIL AGENDA ITEM 6C STAFF ORIGINATOR: Jason C. Wedel, City Engineer MEETING DATE: March 25, 2013 TOPIC: Consider Resolution No. 13 -35 Authorizing the Preparation of Plans and Specifications, 2013 Sealcoat Project VOTE REQUIRED: 3/5 Vote Required INTRODUCTION Staff is requesting Council authorization to prepare plans and specifications for the 2013 Sealcoat Project. BACKGROUND In accordance with the City's Pavement Management Policy that was adopted by the City Council on May 10, 2005, streets are selected annually for sealcoating. Sealcoating is a maintenance activity that places a thin layer of oil and rock on the street to enhance the surface and prolong the useful life of the street. The City currently utilizes Cartegraph software to annually analyze the conditions of the City's streets and recommend segments that meet the requirements for sealcoating. Streets were selected based on pavement management criteria, input from Public Works, and feasibility of locations. The City has allocated a budget for the 2013 Sealcoat Project of $321,051.39. The engineering cost to be paid by the hour shall not exceed $9,800. The schedule for this project is as follows: City Council Authorizes Plans and Specifications City Council Approves Plans and Specifications City Council Authorizes Ad for Bids Open Bids City Council Awards Contract Construction Begins RECOMMENDATION January 9, 2012 February 27, 2012 February 27, 2012 March 29, 2012 April 9, 2012 June, 2012 Staff recommends adoption of Resolution 13 -35 Authorizing the Preparation of Plans and Specifications for the 2013 Sealcoat Project. ATTACHMENTS 1. Resolution No. 13 -35 2. Location Map 3. WSB & Associates Proposal • •