HomeMy WebLinkAbout#15 - Stonegate Topographic Survey STAFF REPORT
DATE: October 15, 2019
CONSENT
AGENDA ITEM: Authorize Topographic Survey and Final Design for the Stonegate Street
and Utility Improvements
SUBMITTED BY: Jack Griffin, City Engineer
REVIEWED BY: Kristina Handt, City Administrator
Chad Isakson, Assistant City Engineer
ISSUE BEFORE COUNCIL: Should the City Council authorize a topographic survey and final design
for the Stonegate Street and Utility Improvements?
BACKGROUND: The City of Lake Elmo is extending watermain to 65 homes located in the Stonegate
1st and 2nd Addition neighborhood. The properties reside in an area affected by PFAS contamination and
well advisories have been issued. In addition to the watermain improvements, a street reclaim project for
the Stonegate 2nd Addition neighborhood is scheduled as part of the 2020 Street CIP. The City approved a
grant agreement with the MPCA at the October 1, 2019 Council meeting regarding these improvements.
The project extends the public watermain from the adjacent Inwood development along 10th Street North,
then along the public streets, making a looped watermain connection to the adjacent Savona development.
Individual water service stubs will be installed to the edge of right‐of‐way at each of the 65 residential
properties. The project will include restoration following the watermain installation and this will include a
street reclamation for the Stonegate 2nd Addition along with boulevard sodding throughout the project over
the disturbed areas.
PROPOSAL DETAILS/ANALYSIS: Staff is recommending that a detailed topographic survey and final
design be authorized to ready the improvements for construction in 2020. The City Engineer has met with
Bolton and Menk, Inc. to prepare an engineering design scope of work and associated fee to provide support
services to FOCUS Engineering for this project. BMI will provide engineering and surveying services that
include topographic survey and mapping of existing conditions, preparation of plans and specifications and
construction support services.
The Stonegate Street and Utility Improvements include the following described areas and as shown on the
attached Location Map:
• Jasmine Ave North from 10th St. N to Julep Ave N. (No street improvements)
• 9th Street North, from the west end to the east end. (No street improvements)
• Jasmine Ave Place North, from Jasmine Ave N to the south end. (No street improvements)
• Julep Ave North, from Jasmine Ave N to Jewel Ave N.
• Julep Court N, from Julep Ave N to the east end.
• Jewel Ave North, from 10th St N to the south end.
FISCAL IMPACT: $192,727.
If authorized, Bolton and Menk, Inc. will initiate the topographic survey and final design services in a not
to exceed amount of $192,727. The engineering fees will be funded as a part of the project costs paid by
the MPCA grant.
RECOMMENDATION: Staff is recommending that the City Council authorize Bolton and Menk, Inc.
to complete the topographic survey and final design services for the Stonegate Street and Utility
Improvements. The recommended motion for this action is as follows:
“Move to authorize Bolton and Menk, Inc. to complete the Topographic Survey and Final Design for
the Stonegate Street and Utility Improvements in the not to exceed amount of $192,727.”
ATTACHMENTS:
1. Project Location Map.
2. Bolton and Menk. Task Order No. 14 –Stonegate Street and Utility Improvements.
LOCATION MAP
FIGURE NO. 1
STONEGATE NEIGHBORHOOD
CITY OF
LAKE ELMO
STONEGATE NEIGHBORHOOD
LEGEND
GOOSE LAKE
JASMIN
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10TH ST N
JULEP AVE N
9TH ST N
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5TH S
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PROJECT NO. 2019.120
STONEGATE ADDITION
STREET AND UTILITY
IMPROVEMENTS
TASK ORDER No. 14 – STONEGATE ADDITION: STREET AND UTILITY IMPROVEMENTS Page 1 of 4
TASK ORDER No. 14
CITY OF LAKE ELMO, MINNESOTA – BOLTON AND MENK, INC.
PROFESSIONAL ENGINEERING SERVICES AGREEMENT
In accordance with ARTICLE 1 of the Master AGREEMENT between the City of Lake Elmo (“CITY”) and
Bolton and Menk, Inc. (“ENGINEER”), dated MARCH 20, 2013 (“AGREEMENT”), the ENGINEER agrees
to provide Professional Engineering Support Services as follows:
STONEGATE ADDITION: STREET AND UTILITY IMPROVEMENTS
PROJECT OVERVIEW: The City of Lake Elmo is extending watermain to 65 homes located in the
Stonegate 1st and 2nd Addition neighborhood. The properties reside in an area affected by PFAS
contamination and well advisories have been issued. In addition to the watermain improvements, a
street reclaim project for the Stonegate 2nd Addition neighborhood is scheduled as part of the 2020
Street CIP. The Project includes Engineering Services for the Stonegate Addition: Street and Utility
Improvements, including the preparation of Plans and Specifications and Contract Documents;
Bidding Phase Services; Construction Staking; and Construction Administration support services to
the City Engineer; all as detailed within this Task Order.
The project extends the public watermain from the adjacent Inwood development along 10th Street
North, then along the public streets, making a looped watermain connection to the adjacent Savona
development. The improvements include the extension of 10‐inch and 14‐inch HDPE watermain via
trenchless methods. Individual water service stubs will be installed to the edge of right‐of‐way at
each of the 65 residential properties. The project will include restoration following the watermain
installation and this will include a street reclamation for the Stonegate 2nd Addition along with
boulevard sodding throughout the project over the disturbed areas.
SERVICES TO BE PROVIDED BY ENGINEER: Bolton and Menk, Inc. shall provide the following
Professional Engineering Services:
1. Project Management throughout the course of the work for preparation of design documents
and construction phase services including submittal of a weekly progress memo and job to
date budget form.
2. Preparation of Plans and Specifications, and Contract Documents.
Project kick‐off meeting with city staff.
Work with city staff to develop critical success criteria for the project, obtain project
information and formalize the budget and schedule.
Site visit to verify and review existing conditions and survey.
TASK ORDER No. 14 – STONEGATE ADDITION: STREET AND UTILITY IMPROVEMENTS Page 2 of 4
Topographic Survey: Coordinate gopher state one utility locates and perform
topographic survey of existing conditions within project limits for the purposes of
preparing design documents.
Prepare construction plans and specifications for bidding purposes.
Identify small utility conflicts related to the proposed design to the City’s Project
Manager. The City will coordinate necessary relocation efforts with the respective
small utility company as needed.
Provide recommendation on the amount and location of soil borings for geotechnical
investigation.
Provide 60% plans and specifications to city for review, including design criteria and
assumptions memorandum detailing the design decisions made in the plan
preparation.
Provide 90% plans and specifications to city for review, including updated design
criteria and assumptions memorandum detailing the design decisions made in the plan
preparation.
Revise and final plans and specifications based on city comments.
Prepare opinion of probable cost based on final plans.
Identify permits required to complete the proposed work. The design shall incorporate
measures to meet compliance requirements for all permits necessary.
Prepare and submit any necessary permit applications for approval.
DELIVERABLES:
Plans for each bid package in electronic format (PDF) and hard copy format (4 full size
and 4 half size).
Specifications for each bid package in electronic format and hard copy format (3 copies
for the City and the appropriate number for contracts and required permits).
Opinion of Total Probable Project Costs for each bid package.
Design Memorandum summarizing final design assumptions and performance criteria
incorporated into the project design.
Identification of easements needed for the construction of the project. Easements
shall be placed on the final plans.
3. Bidding Phase Services for each bid package.
Submit “Advertisement for Bids” to Stillwater Gazette and Quest CDN.
Distribute plans and specifications as requested by bidders.
Maintain planholders list.
Respond to bidders’ questions and issue addenda as necessary.
Attend bid opening and tabulate bids received in electronic format.
Prepare contract award recommendation letter.
TASK ORDER No. 14 – STONEGATE ADDITION: STREET AND UTILITY IMPROVEMENTS Page 3 of 4
4. Construction Phase Services.
Assist the city to prepare for the preconstruction meeting and attend meeting.
Provide construction administration support throughout the project as requested by
the City’s Project Manager (assume 40 hours from the design engineer of record).
Coordinate and provide construction staking.
Provide review of shop drawings and make recommendations regarding acceptability
of submittals.
Prepare and submit record drawings in electronic format (AutoCAD and PDF) and hard
copy format (1 full size and three half‐size) based upon staking information and
information provided by the contractor and city.
5. City Responsibilities – The city (or its consultants) will provide the following:
Coordination with the public and conduct public meetings.
Preparation of Feasibility Report, if needed.
Presentation(s) to the City Council.
Easement negotiations and acquisition, if needed.
Review of 60% and 90% plans and specifications.
Coordination with small utility companies if conflicts are identified.
Hire geotechnical firm for geotechnical investigation.
Construction Administration.
Construction Observation.
One year warranty inspections.
TIMES FOR RENDERING SERVICES: ENGINEER shall perform its services and provide deliverables in
accordance with the following schedule:
STONEGATE ADDITION: STREET AND UTILITY IMPROVEMENTS SCHEDULE
1. February 28, 2020 Deliver final Plans and Specifications, and Post‐Design EOC to city.
2. March 17, 2020 City Engineer presents Plans and Specifications for Council approval.
3. April 23, 2020 Receive Contractor Bids.
4. May 5, 2020 City Council accepts bids and awards Contract.
5. May 26, 2020 Issue Notice to Proceed. Contractor begins Work.
6. October 23, 2020 Substantial Completion.
7. December 4, 2020 Final Completion.
CITY’S REPRESENTATIVE AND CONTRACT ADMINISTRATION: The CITY’s representative with respect
to services rendered by ENGINEER under this TASK ORDER shall be the City Engineer. Project
correspondence must be addressed to:
TASK ORDER No. 14 – STONEGATE ADDITION: STREET AND UTILITY IMPROVEMENTS Page 4 of 4
Jack Griffin, P.E., City Engineer
City of Lake Elmo
3800 Laverne Avenue North
Lake Elmo, MN 55042
651.300.4264
Email: Jack.griffin@focusengineeringinc.com
COMPENSATION: Compensation to ENGINEER shall be based on the hourly billing rates for each staff
as assigned and provided in the ENGINEER’s Proposal for the work. Invoices shall be submitted once
each month and should be sent to the attention of the City Engineer.
Compensation to ENGINEER for Project Management, the Preparation of Plans and Specifications,
Contract Documents, and Bidding Phase Services for the Stonegate Addition: Street and Utility
Improvements shall be on an hourly rate basis in a not to exceed amount of $139,417.
Compensation to the ENGINEER for the Construction Phase Services for the Stonegate Addition:
Street and Utility Improvements shall be on an hourly rate basis in a not to exceed amount of
$53,310.
ADDITIONAL SERVICES: If authorized by the City, ENGINEER shall furnish or obtain from others
Additional Services which are not considered under this Task Order. Such services shall be
compensated for on an Hourly Rate basis in an amount approved by the City prior to any services
being started or as otherwise mutually agreed. The City is not obligated to compensate ENGINEER for
services completed outside the approved scope of work which are completed prior to ENGINEER
submitting a written request to the City, and receiving written approval of the City.
ATTACHMENTS: This agreement supersedes and replaces all previous understandings, agreements
or contracts, written or verbal, between ENGINEER and City, regarding the Stonegate Addition: Street
and Utility Improvements. The following documents are attached for reference:
1. ENGINEER’s Proposal to the CITY dated October 7, 2019.
APPROVAL AND ACCEPTANCE: Approval and Acceptance of this Task Order, including the
attachment(s) listed above, shall incorporate this document as part of the AGREEMENT. ENGINEER is
authorized to begin performance of services upon receipt of a copy of this Task Order signed by CITY.
The Effective Date of this Task Order is October 15, 2019.
BOLTON AND MENK, INC. CITY OF LAKE ELMO, MINNESOTA
By _________________________________ By _______________________________ __
(Authorized Principal of the Firm) City Administrator
October 7, 2019
Mr. Jack Griffin, P.E., City Engineer
City of Lake Elmo
3880 Laverne Avenue North, Suite 100
Lake Elmo, MN 55042
RE: Stonegate Addition - Street and Utility Improvements
City of Lake Elmo
Dear Mr. Griffin,
Stonegate Addition has two (2) neighborhoods in need of various street and utility improvements. The
westerly neighborhood consists of Jasmine Avenue North, 9th Street North, and Jasmine Avenue Place North.
The roadways in this neighborhood were improved in 2016. The goal is to install 10” HDPE and 14” HDPE
watermain in this neighborhood via trenchless methods. Hydrants and valving would be installed along the
routes and 1.5” water services would be extended to each lot. Mainline piping will be designed in the
boulevards to minimize street and curbing replacement. The city would provide anticipated water service
locations to each lot. Individual property owner meetings to determine existing well locations and proposed
service locations are not included in our scope but could be added if requested.
The easterly neighborhood consists of Julep Avenue North, Julep Court North and Jewel Avenue North. The
roadways in this neighborhood require the addition of concrete curb and a new bituminous surface.
Reclamation will be utilized on the existing bituminous surface. Watermain improvements include the
installation of 10” and 14” HDPE watermain via trenchless methods. Hydrants and valving would be
installed along the routes and 1.5” water services would be extended to each lot. Mainline piping will be
designed in the boulevards to minimize street disruption. The city would provide anticipated water service
locations to each lot. Individual property owner meetings to determine existing well locations and proposed
service locations are not included in our scope but could be added if requested. Storm sewer improvements
will include resetting and/or possibly replacing castings and adjustment rings, and minor repairs to the
structures.
A small pressure reducing valve (PRV) station is also anticipated along Julep Avenue N. We assume the
PRV station would be similar to the station designed and implemented along 7th Street in the Savona
development. We assume the City will provide the modeling to determine the location for the valve and the
anticipated pressures upstream and downstream. For the purposes of this proposal, we assume the watermain
would not be extended across 10th Street to serve the Whistling Valley subdivision. Future extension of
watermain across 10th Street would likely change the design of the PRV station, and an analysis of the
neighborhood elevations and anticipated pressures would need to be performed.
The scope of engineering and surveying services include project management, topographic survey,
preparation of plans and specifications, bidding and construction phase services. The construction phase
services include construction administration (40 hours), construction staking, record drawings and GIS shape
files. We acknowledge the project schedule identified in the request for proposal and will work with you and
your staff to meet all deadlines.
Funding for the project is assumed to be from a grant agreement between the City and the State, like the
agreement in place for the construction of well #5. The main requirements of the agreement consist of
applicable prevailing wages and insurance criteria for the contractor. A feasibility report may need to be
Name: Mr. Griffin
Date: October 7, 2019
Page: 2 of 2
prepared for this project and would be developed and presented to the city council at the same time as the
approval of the plans and specs. The feasibility report preparation is considered outside our scope of work.
However, we would work with the city to supply information being prepared with the plans and specs
(quantities) to assist in the preparation of the report.
We propose to complete the work identified in the previous paragraphs for a fee of $192,727. We propose to
work on an hourly basis with a not-to-exceed amount. The attached Detailed Cost Estimate identifies our
estimated hours and billing rates.
Thank you for the opportunity to submit the proposed for the Stonegate Addition Improvements. Please call
me at (651) 728-3172 if you have any questions.
Sincerely,
Bolton & Menk, Inc.
Mike Warner, P.E.
Project Manager
Attachment – Fee Proposal
Client:City of Lake Elmo
Project:Stonegate Addition
TASK
NO.WORK TASK DESCRIPTION
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Totals
1.0 Project Management
1.1 Project Management 40 40
SUBTOTAL HOURS - TASK 1 40 0 0 0 0 0 0 0 0 0 40
2.0 Preparation of Plans and Specs and Contract Documents
2.1 Project Kick-Off Meeting 3 3
2.2 Critical Success Criteria 1 1
2.3 Site Visit to Review Existing Conditions 3 3
2.4 Topographic Survey 4 24 10 20 140 4 202
2.5 Identify Small Utility Conflicts 2 4 6
2.6 Recommend Soil Boring Locations 1 2 3
2.7 Provide 60% Plans, Specs, and Design Criteria Memo 100 320 24 40 8 20 512
2.8 Provide 90% Plans, Specs, and Design Criteria Memo 40 160 16 20 4 10 250
2.9 Provide Final Plans and Specs 10 10 2 10 2 4 4 42
3.0 Opinion of Probable Construction Costs 4 4
3.1 Prepare and Submit Necessary Permits 2 4 8 2 16
SUBTOTAL HOURS - TASK 2 170 524 42 70 22 34 10 20 140 10 1042
3.0 Bidding
3.1 Submit Ad for Bid 1 1 2
3.2 Distribute Plans and Specs 1 1
3.3 Maintain Planholder List 2 2
3.4 Respond to Bidders' Questions and Issue Addenda 8 2 1 11
3.5 Bid Tabulation 1 4 5
3.6 Prepare Contract Award Recommendation Letter 2 2
SUBTOTAL HOURS - TASK 3 12 0 0 2 0 0 0 0 0 9 23
4.0 Construction Services
4.1 Attend Preconstruction Meeting 4 4
4.2 Construction Administration from Project Manager 40 16 56
4.3 Construction Staking 12 10 32 190 244
4.4 Prepare and Submit Record Drawings 4 40 16 2 62
4.5 Prepare and Submit GIS Shapefiles 2 20 22
SUBTOTAL HOURS - TASK 4 50 72 0 16 0 0 10 32 206 2 388
BOLTON & MENK, INC.
DETAILED COST ESTIMATE
Stonegate Street and Utility Improvements
City of Lake Elmo, Minnesota
Client: City of Lake Elmo
Project: Stonegate Addition
TASK
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Total
Hours
Total
Cost
1.0 Project Management 40 0 0 0 0 0 0 0 0 0 40 $5,880
2.0 Preparation of Plans and Specs and Contract Documents 170 524 42 70 22 34 10 20 140 10 1042 $130,588
3.0 Bidding 12 0 0 2 0 0 0 0 0 9 23 $2,949
4.0 Construction Services 50 72 0 16 0 0 10 32 206 2 388 $53,310
TOTAL HOURS 272 596 42 88 22 34 20 52 346 21 1493
AVERAGE HOURLY RATE $147.00 $105.00 $165.00 $165.00 $138.00 $108.00 $154.00 $130.00 $145.00 $95.00
SUBTOTAL $39,984 $62,580 $6,930 $14,520 $3,036 $3,672 $3,080 $6,760 $50,170 $1,995
$192,727
DETAILED COST ESTIMATE
TOTAL FEE
BOLTON & MENK, INC.
Stonegate Street and Utility Improvements
City of Lake Elmo, Minnesota