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Home My WebLink About#11 - Engineering Svcs for Hamlet on Sunfish Lake Project STAFF REPORT DATE: July 21, 2020 CONSENT AGENDA ITEM: Approve Engineering Services Contract for the Hamlet on Sunfish Lake Street and Utility Improvements SUBMITTED BY: Jack Griffin, City Engineer REVIEWED BY: Kristina Handt, City Administrator Marty Powers, Public Works Director Chad Isakson, Assistant City Engineer ISSUE BEFORE COUNCIL: Should the City Council award a Professional Engineering Design and Construction Support Services Contract for the Hamlet on Sunfish Lake Street and Utility Improvements? BACKGROUND: At the May 19, 2020 council meeting a Public Improvement Hearing was held for the Hamlet on Sunfish Lake Street and Utility Improvements. Following the hearing the city council ordered the improvement project and authorized the preparation of plans and specifications. The project will extend municipal water into the neighborhood to provide clean drinking water to each of the 41 homes. The private HOA Sanitary sewer collection system will be repaired and replaced as necessary to ready the system for city ownership and maintenance. Following the utility work, the public streets will be reconstructed together with the installation of drain tile and concrete curb and gutter. FISCAL IMPACT: The total estimated project cost is $3,970,600. This includes $921,000 for the public watermain improvements, $775,000 for the sanitary sewer repair and replacement, $1,740,000 for the street and drainage improvements, and $534,600 for the private water service connections/well sealing improvements. All improvements, except for the sanitary sewer repair and replacement work, will be funded through a grant from the MPCA under the 2018 3M Settlement Agreement as an expedited project, and in accordance with the MPCA-Lake Elmo Grant Agreement dated February 4, 2020. The sanitary sewer repair and replacement work is being funded 100% by the 41 properties in the Hamlet on Sunfish Lake subdivision and is not grant eligible. PROPOSAL DETAILS/ANALYSIS: To complete the engineering design, the City Engineer prepared and sent out a Request for Proposal (RFP) for the Engineering Support Services that include topographic survey, the preparation of plans and specifications; plan printing, distribution and bidding services; construction administration support to the city engineer, and construction staking. The services will also include the preparation of drainage and utility easement sketch and descriptions for all 41 properties. FOCUS Engineering will provide council communication, project management, and construction administration and observation services for the project. FOCUS will also oversee the project design standards and documents to be incorporated with the project plans and specifications. The RFP was sent to three firms from the city’s Engineering Consultant Pool: Bolton and Menk, TKDA and SEH. Proposals were received on July 15, 2020 and were ranked as follows: • Project Manager Qualifications with the capability of leading and delivering a cost-effective street reconstruction and utility improvement project. • Project Team Qualifications with a focus on appropriately assigned support staff and allocation of hours for critical success tasks. • Demonstrated understanding and experience with the project and understanding of the critical success factors. • Understanding the scope of work and roles and responsibilities of the Consultant. • Collaboration of skills and responsiveness demonstrated during the RFP submittal process and: • Engineering Fees, indicating a detailed breakdown that is consistent with the Consultant’s written proposal and the needs for delivery of a successful project. The attached exhibit provides the Proposal Fee Summary as received by the responding consultant. The Proposal Fees indicate a very tight range of costs from $191,697 to $236,400 for the full scope of the proposed improvements, and with the two lowest proposals being within $500. Engineering Fees are subtotaled for each project phase including project management, plans and specifications, bidding, construction support services including construction staking, and easement preparation. The City Engineer is recommending a contract be awarded to SEH, Inc. They have assigned a qualified team appropriate for the level of work required for this project and have previous work experience on similar projects. SEH also identified a thorough understanding of the work to be performed, they are aware of key issues related to the project and assigned the appropriate level of work effort required for construction staking services. RECOMMENDATION: Staff is recommending that the City Council consider, as part of the consent agenda, award a Professional Engineering Design and Construction Support Services Contract for the Hamlet on Sunfish Lake Street and Utility Improvements. Staff is recommending SEH, Inc. be awarded the contract in a not to exceed amount of $192,100. If removed from the consent agenda, the recommended motion for this action is as follows: “Move to approve a Professional Engineering Design and Construction Support Services Contract to SEH, Inc in the not to exceed amount of $192,100 for the Hamlet on Sunfish Lake Street and Utility Improvements.” ATTACHMENTS: 1. Hamlet on Sunfish Lake Street and Utility Improvements – Location Map. 2. Hamlet on Sunfish Lake Street and Utility Improvements – Project Schedule. 3. Proposal Fee Summary Worksheet. LOCATION MAP FIGURE NO. 1 HAMLET ON SUNFISH NEIGHBORHOOD CITY OF LAKE ELMO HAMLET ON SUNFISH LAKE LEGEND PROJECT NO. 2019.125 HAMLET ON SUNFISH LAKE STREET AND UTILITY IMPROVEMENTS PROJECT STREETS KINDRED WAY, FROM KIMBRO AVE N TO KINDRED COURT; KINDRED COURT, FROM KINDRED WAY TO THE SOUTH CUL-DE-SAC PROJECT SCHEDULE CITY OF LAKE ELMO HAMLET ON SUNFISH LAKE STREET AND UTILITY IMPROVEMENTS PROJECT NO. 2019.125 FOCUS ENGINEERING, inc. Cara Geheren, P.E. 651.300.4261 Jack Griffin, P.E. 651.300.4264 Ryan Stempski, P.E. 651.300.4267 Chad Isakson, P.E. 651.300.4283 FEBRUARY 4, 2020 Council Approves MPCA Grant Agreement for Hamlet on Sunfish Lake Extension of Muncipal Water. FEBRUARY 18, 2020 Council orders preparation of Feasibility Report. APRIL 21, 2020 Presentation of Feasibility Report. Council accepts Report and calls for Improvement Hearing. MAY 19, 2020 Public Improvement Hearing. Council Orders the Improvement (4/5th Vote) and preparation of Plans and Specifications. MARCH 2, 2021 Council approves Plans and Specifications and orders Advertisement for Bids. APRIL 7, 2021 Project Bid Date: Receive contractor bids. APRIL 20, 2021 Council accepts Bids and awards Contract. MAY 25, 2021 Conduct Pre‐Construction Meeting and issue Notice to Proceed.  NOVEMBER 12, 2021 Substantial Completion.  DECEMBER 17, 2021 Final Completion. MARCH 7, 2023 Declare Costs to be Assessed and Call for Hearing on Assessment. APRIL 4, 2023 Final Assessment Hearing. Council adopts the Final Assessment Roll. CITY OF LAKE ELMO, MINNESOTA HAMLET ON SUNFISH LAKE STREET AND UTILITY IMPROVEMENTS PROJECT NO. 2019.125 DATE RECEIVED: JULY 15, 2020 Consulting Firm Total Engineering Project Management P&S Bidding Construction Easements Bolton & Menk, Inc.$179,390 $191,697 $6,160 $113,602 $3,080 $56,548 $12,307 TKDA, Inc.$201,371 $236,400 $4,400 $135,871 $2,400 $58,700 $35,029 SEH, Inc.$153,300 $192,100 $7,300 $106,900 $2,100 $37,000 $38,800 PROPOSAL FEE SUMMARY