HomeMy WebLinkAbout#11 - OV Phase 5 & 6 Prelim Design STAFF REPORT
DATE: July 2, 2019
CONSENT
AGENDA ITEM: Authorize Topographic Survey and Preliminary Design for the Old
Village Phase 5 and 6 Street, Drainage 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 preliminary
design for the Old Village Phase 5 and 6 Street, Drainage and Utility Improvements?
BACKGROUND: The City of Lake Elmo is extending sanitary sewer to serve the existing properties in
the Old Village area to replace the use of private on-site sewage treatment systems. The projects also include
drainage improvements to continue addressing historic flooding issues in the Downtown area, the
replacement of aged watermain pipes and reconstructing the public streets that are disturbed during the
work. The Improvements are being constructed in phases and through separate projects. The first four
phases were constructed in 2015, 2016, 2017, and 2018. As part of the Old Village Capital Improvement
Plan, Phase 5 is programmed for construction in 2021 and Phase 6 is programmed for construction in 2022.
The City wanted to take a two-year break from construction activities in the Downtown area.
PROPOSAL DETAILS/ANALYSIS: In order to be prepared for the 2021 Phase 5 and 2022 Phase 6 Old
Village Improvements, staff is recommending that detailed topographic survey and preliminary design be
initiated this year. The early start is needed and recommended because of the potential difficulties these
improvements may pose due to the installation of sewer within narrow right-of-way corridors (only 40-feet
right-of-way exists along many of the streets) and the lack of available storm water retention and treatment
opportunities. Both project phases will likely require right-of-way and easement acquisition to allow for
the sewer installation and to obtain storm water management areas.
A topographic survey and door to door property owner investigations will serve to obtain the detailed
information on the service area topography, including building first floor and basement elevations to assess
gravity sewer or the need for grinder stations. The detailed field information will inform the required
preliminary design for the project as well as help staff identify the necessary right-of-way/easement needs
for the project. The City Engineer has met with SEH, Inc. to review the preliminary design scope of work
in detail and a scope and fee has been developed as attached. The preliminary engineering fees will be
funded through the project costs which will be part of the project assessments once the improvements
proceed to construction.
The Old Village Phase 5 and Old Village Phase 6 Improvements include the following described areas and
as shown on the attached Location Map:
• 36th Street North, from CSAH 17 to the west end.
• 34th Street North, from CSAH 17 to the west end.
• Upper 33rd Street North, from CSAH 17 to the west end.
• 33rd Street North, from CSAH 17 to Klondike Ave N.
• 32nd Street, from CSAH 17 to the 32nd / 33rd Street intersection.
• Langly Court North, from 33rd Street N to the south end.
• Lampert Ave North, from 33rd Street N to 32nd Street N
• Kraft Circle North, from 33rd Street N to the south end.
• 33rd Street Lane North, from 33rd Street N to 33rd Street N.
FISCAL IMPACT: $73,800.
If authorized, SEH, Inc. will initiate the topographic survey and preliminary design services in a not to
exceed amount of $73,800. If the improvements are ordered, the preliminary design costs will be charged
against the project fund and become assessable to the benefitting properties once the improvements proceed
into construction. Should the project not be constructed, these costs cannot be assessed.
RECOMMENDATION: Staff is recommending that the City Council authorize SEH, Inc. to complete
the topographic survey and preliminary design services for the Old Village Phase 5 and 6 Street, Drainage
and Utility Improvements. The recommended motion for this action is as follows:
“Move to authorize SEH, Inc. to complete the Topographic Survey and Preliminary Design for the Old
Village Phase 5 & 6 Street, Drainage and Utility Improvements in the not to exceed amount of
$73,800.”
ATTACHMENTS:
1. SEH, Inc. Task Order No. 7 – Old Village Phase 5 and 6 Street, Drainage and Utility
Improvements.
2. Project Location Map.
TASK ORDER No. 7 – OLD VILLAGE PHASE 5 & 6: STREET, DRAINAGE & UTILITY IMPROVEMENTS Page 1 of 3
TASK ORDER No. 7
CITY OF LAKE ELMO, MINNESOTA – SHORT ELLIOT HENDRICKSON, INC.
PROFESSIONAL CONSULTING SERVICES AGREEMENT
In accordance with ARTICLE 1 of the Master AGREEMENT between the City of Lake Elmo (“CITY”) and
Short Elliot Hendrickson, Inc. (SEH) (“CONSULTANT”), dated August 13, 2014 (“AGREEMENT”), the
CONSULTANT agrees to provide Professional Consulting Support Services as follows:
OLD VILLAGE PHASE 5 AND 6: STREET, DRAINAGE, AND UTILITY IMPROVEMENTS
PROJECT OVERVIEW: The City of Lake Elmo requires professional engineering services for preliminary
design efforts for the Old Village Phase 5 and 6: Street, Drainage and Utility Improvements. The project
includes improvements to nine streets in the Old Village including: 1) Street reconstruction, drainage
improvements, sanitary sewer improvements and watermain replacement of 36th St N, 34th St N, and
Upper 33rd St N. 2) Street reconstruction, drainage improvements, sanitary sewer improvements and
watermain replacement of the 33rd Street N / 32nd Street N neighborhood.
SERVICES TO BE PROVIDED BY CONSULTANT: SEH, Inc. will provide the following Professional
Consulting Services:
1. Project Management throughout the course of the work including submittal of a weekly
progress memo and job to date budget form.
2. Preliminary Design.
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 review existing conditions.
Survey: Coordinate Gopher State One Call utility locates and perform topographic survey
of existing conditions within project limits for the purposes of preparing design
documents.
Right of way verification: Review title work and verify right‐of‐way for all properties
impacted by the proposed improvements.
Prepare preliminary design including recommendations on street widths, stormwater
management, extension of sanitary sewer, and replacement of watermain.
Identify right of way and easement needs to construct the proposed infrastructure.
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.
TASK ORDER No. 7 – OLD VILLAGE PHASE 5 & 6: STREET, DRAINAGE & UTILITY IMPROVEMENTS Page 2 of 3
Provide recommendation on the amount and location of soil borings for geotechnical
investigation.
Prepare opinion of probable cost based on the preliminary design layout.
Identify permits required to complete the proposed work. The design shall incorporate
measures to meet compliance requirements for all permits necessary.
DELIVERABLES:
Exhibits displaying recommended infrastructure.
Opinion of Total Probable Project Costs.
Design Memorandum summarizing final design assumptions and performance criteria
incorporated into the project design.
Identification of easements needed for the construction of the project.
CITIES RESPONSIBILITIES: The City (or its consultants) will provide the following:
Coordination with the public and conduct public meetings.
Presentation(s) to the City Council.
Easement negotiations and acquisition, if needed.
Coordination with small utility companies if conflicts are identified.
Hire geotechnical firm for geotechnical investigation.
TIMES FOR RENDERING SERVICES: CONSULTANT shall perform its services and provide deliverables in
accordance with the following schedule:
1. All Task Order Services shall be substantially completed by September 10, 2019.
CITY’S REPRESENTATIVE AND CONTRACT ADMINISTRATION: The CITY’s representative with respect
to services rendered by CONSULTANT under this TASK ORDER shall be the City Engineer. Project
correspondence must be addressed to:
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 CONSULTANT for Project Management and preliminary design
work for the Old Village Phase 5 and 6: Street, Drainage, and Utility Improvements shall be on an hourly
rate basis in a not to exceed amount of $73,800. Invoices shall be submitted once each month and
should be sent to the attention of the City Engineer.
Payment for Services shall be in accordance with ARTICLE 3.2 of the Master AGREEMENT.
TASK ORDER No. 7 – OLD VILLAGE PHASE 5 & 6: STREET, DRAINAGE & UTILITY IMPROVEMENTS Page 3 of 3
ADDITIONAL SERVICES: If authorized by the City, CONSULTANT 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 CONSULTANT for services
completed outside the approved scope of work which are completed prior to CONSULTANT submitting
a written request to the City, and receiving written approval of the City.
ATTACHMENTS: The following documents are attached for reference:
1. CONSULTANT’S Proposal to the CITY dated, June 25, 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. CONSULTANT
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 July 2, 2019.
SHORT ELLIOT HENDRICKSON, INC. CITY OF LAKE ELMO, MINNESOTA
By _________________________________ By _________________________________
(Authorized Principal of the Firm) City Administrator
Engineers | Architects | Planners | Scientists
Short Elliott Hendrickson Inc., 3535 Vadnais Center Drive, St. Paul, MN 55110-5196
SEH is 100% employee-owned | sehinc.com | 651.490.2000 | 800.325.2055 | 888.908.8166 fax
June 25, 2019 RE: City of Lake Elmo
Old Village Phase 5: Street, Drainage & Utility
Improvements
Proposal for Preliminary Design Services
SEH No. P-LAKMO 151254
Jack Griffin PE
City Engineer
City of Lake Elmo
3800 Laverne Avenue N
Lake Elmo, MN 55042
Dear Mr. Griffin:
Short Elliott Hendrickson Inc. (SEH®) is pleased to submit this proposal for topographic surveying and preliminary
design services for proposed street and utility improvements in the Old Village Phase 5 project area. The project
consists of nine streets as shown on the Location Map provided by FOCUS Engineering, including: 36th Street
North, 34th Street North, Upper 33rd Street North, 33rd Street North, 33rd Street Lane North, Kraft Circle, Lampert
Avenue, Langly Court, and 32nd Street North. We understand these improvements would be planned for
construction in 2020.
We propose the following team to assist the City with this phase of the project: Scott Haupt – Project Manager,
Jeff Thene – Lead Technician, Adam Bona – Lead Designer, and Jeremy Walgrave – Lead Stormwater Engineer.
If authorized, we would schedule/begin the field work promptly.
If acceptable, we propose to furnish the requested scope of services outlined in Task Order No. 6 in accordance
with the Master Agreement between SEH and the City of Lake Elmo on an hourly basis plus reimbursable
expenses for a maximum fee of $73,800. A detailed work task and hour breakdown is attached showing the tasks
and staff hours we anticipate to complete our understanding of the work based on our recent discussions.
Because of the topography and heavy tree cover in the majority of the project area, we do not anticipate being
able to use GPS to perform the topographic survey. For these reasons, our survey fee is based on the use of a
total station to complete the work, which is more time-consuming and accurate than GPS.
Payment for any additional services shall be based on the actual time required to perform the services and the
billable rates for the employees engaged directly on the project, plus actual reimbursable expenses. All services
will be invoiced monthly.
If this proposal is acceptable, please sign below and return a copy for our records. If you need any further
information or wish to review this together, please contact me at 651.490.2055 or Todd Blank at 651.490.2017.
Sincerely,
Scott D. Haupt, PE Todd M. Blank, PE
Project Manager Principal
Accepted this _______ day of _______________, 2019
CITY OF LAKE ELMO, MINNESOTA
By ____________________________________
s:\ko\l\lakmo\common\rfps\old village phase 5\prelim design\ov 5 prelim design proposal.docx
Old Village Phase 5 Improvements
SHORT ELLIOTT HENDRICKSON: PROJECT WORK PLAN
PROJECT NAME: Old Village Phase 5 Improvements
PROJECT NUMBER: LAKMO P-151254
CLIENT: CITY OF LAKE ELMO
CLIENT CONTACT: Jack Griffin, Chad Isakson
PROJECT MANAGER: Scott Haupt
TOTAL HOURS 539 41 15 56 4 101 82 20 180 36 4
HOURLY BILLING RATE $155.00 $155.00 $130.00 $155.00 $137.00 $137.00 $131.00 $111.00 $77.00 $89.00 0.545
TOTAL LABOR COST $67,400 $6,355.00 $2,325.00 $7,280.00 $620.00 $13,837.00 $11,234.00 $2,620.00 $19,980.00 $2,772.00 $356.00 $415.00 $5,382.00 $600.00
% OF TOTAL COST 9.4% 3.5% 10.8% 0.9% 20.5% 16.7% 3.9% 29.7% 4.1% 0.5%
Task DESCRIPTION OF TASK
Scott Haupt Jeremy Walgrave Zach Stafslien Wayne Wambold Jeff Thene Adam Bona Theo Brown Greg Tvedt Intern Lynn Howe
Survey
Equipment Miscellaneous
Project Manager
Sr. Water Resources
Engineer Project Engineer
Sr. Geotechnical
Engineer Lead Tech Lead Design Tech
Registered Land
Surveyor
Survey Crew
Chief Survey Asst Admin.Unit Total Total
OLD VILLAGE PHASE 5
-
1 Survey & Preliminary Design $67,379.00 $6,397.00 $73,800.00 -
Project Management, including weekly budget/progress email $2,216.00 $2,216.00 12 4-
Kickoff Meeting with City staff & perform site visit $876.00 $14.00 $890.00 3 3 25 14.00
Provide geotechnical drilling recommendations to City $1,049.00 $1,049.00 1 4 2 -
Perform Topographic Survey & GSOC request for markings/maps $24,324.00 $5,709.00 $30,033.00 12 180 36 600 327.00 5,382.00
Obtain O&E Reports for 5 parcels along 36th St. N $262.00 $600.00 $862.00 2 - 600.00
R/W Determination using GIS linework & found property corners & 36th St. N. O&E reports $1,882.00 $1,882.00 86 -
Create Base Map with topographic survey, GSOC, & Record Plan information $977.00 $977.00 1 6 -
Meet with property owners, determine low floor and proposed service locations (est. 55 properties) $11,508.00 $74.00 $11,582.00 80 4 135 74.00
Street width review/recommendations & draw proposed geometrics $1,680.00 $1,680.00 2 46 -
Create preliminary alignments, profiles $977.00 $977.00 1 24 -
Preliminary Sanitary Sewer Layout/Design $2,109.00 $2,109.00 3 48 -
Preliminary Water Main Layout/Design $2,109.00 $2,109.00 3 48 -
Preliminary Storm Sewer Layout/Design $4,050.00 $4,050.00 6 24 -
$4,050.00 $4,050.00 6 24 -
Identify potential private utility conflicts $858.00 $858.00 2 4 -
Identify/review permits needed to construct the proposed improvments $310.00 $310.00 1 1 -
Prepare 2D exhibits showing proposed street and utility improvements $1,954.00 $1,954.00 2 12 -
Identify potential easement/right-of-way needs $858.00 $858.00 2 4 -
Prepare Preliminary Opinion of Probable Cost $3,360.00 $3,360.00 4 416 -
Prepare Design Memorandum $1,970.00 $1,970.00 4 2 8 -
-
-
-
- Total:$73,800 -
EXPENSES
Mileage AutoTask TotalExpenses Task
TotalLabor Task Total
Preliminary Stormwater Management Layout/Design & initial VBWD coordination (assumes no
stormwater/hydraulic modeling efforts are required for the existing City/VBWD model)
6/25/2019 8:40 AM S:\KO\L\Lakmo\Common\RFPs\Old Village Phase 5\Prelim Design\OV5 prelim des scope and fee est.xlsx
LOCATION MAP
FIGURE NO. 1
OLD VILLAGE PHASE 5
CITY OF
LAKE ELMO
OLD VILLAGE PHASE 5 STREET, DRAINAGE, AND UTILITY IMPROVEMENTS
LEGEND
PROJECT NO. 2019.XXX
JUNE, 2019
UTILITY IMPROVEMENTS
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