Agenda Packets - 2013/05/28 - Laserfiche WebLink

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Item No: 7F Meeting Date: May 28 2013 MOT T* D j fE pT Type of Business: Council Busi ss UI S v 1.�Y AdministratorReview:, City of Mounds View Staff Report NEENt- To: Honorable Mayor and City Council From: Nick DeBar, Public Works Director Item Title/Subject: Resolution 8108, Authorizing Stantec Consulting Services Inc. to Perform Professional Engineering Design Services and Prepare Bidding Documents for Area G of the Street and Utility Improvement Program Background: The City is in the process of reconstructing 26 miles of City -owned streets and associated underground utilities as part of the Streets and Utilities Improvement Program (Program). The Program includes design standards, a financing plan, a prioritization/implementation (staging) plan, and a communication plan for implementing reconstruction over a 9 -year period (2009-2018) with an estimated program cost of $28 million. The next project area scheduled for construction next year is Area G (see attached Program map). Area G contains 1.8 miles of streets and is located in the north/northeast part of the city and includes Ardan Avenue (Red Oak to Long Lake Road), Sunnyside Road and Greenwood Drive (Ardan to Long Lake Road), and Eastwood Road (Sherwood to Long Lake Road). The adjacent properties consist of entirely single-family housing and one church. Ardan Avenue is the only non- standard street in this area due to municipal state aid status and pedestrian/bicycle accommodations. Discussion: Public Works engineering staff has solicited a fee estimate proposal from Stantec for professional engineering services for Area G as follows: Design Fee $ 94,000 Bid Fee $ 6,000 Construction Fee $150,000 Total Project Fee $ 250,000 (13.9% of $1.8M estimated construction cost for Area G) Stantec's fee proposal is based upon a defined scope of work and schedule to accommodate construction in 2014. Stantec (formerly Bonestroo) has successfully performed all engineering services for the design, bid, and construction phases of the Program thus far. In 2011, for Area E, engineering staff solicited competitive fee proposals from another firm that acquired engineering staff from Stantec who were familiar with Mounds View projects and City expectations. However, Stantec's fee was $30,000+ less than their competitors were, and the City retained Stantec. Stantec maintains many of the same key personnel that have been integral with the street projects, including design engineers, stormwater engineers, land surveyors, and construction personnel. City engineering staff has developed good working relationships with Stantec personnel and have been extremely satisfied with their performance. In addition, Stantec's fees are typically below the Council authorized amounts including the most recent Area E fee which is currently tracking approximately $150,000 below the authorized amount. Compensation for Stantec will be on hourly basis plus reimbursable expenses with an estimated maximum fee of $94,000 for the design phase. If approved, staff anticipates that the Council will consider authorizing engineering services for the bid phase after bidding documents are complete and for the construction phase after public bids have been received.