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Home My WebLink About[07a] Trail Extension Council Agenda Item \[07a\] MEETING DATE: July 13, 2018 AGENDA ITEM: City Engineer Reports – MN St. W Trail SUBMITTED BY: Randy Sabart, City Engineer BOARD/COMMISSION/COMMITTEE RECOMMENDATION: PREVIOUS COUNCIL ACTION: Ordered preparation of construction documents Executed MnDOT Limited Use Permit at I-94 Interchange BACKGROUND INFORMATION: The Minnesota Department of Transportation and Federal Highway Administration have approved the construction drawings and authorized the advertisement for bids. City staff are awaiting delivery of the bidding requirements from the State (DCP – Delegated Contract Process) for Engineering to complete the Project Manual. The proposed project bid date is August 24, 2018, with project award at the first meeting in September following MnDOT authorization to award the project. BUDGET/FISCAL IMPACT: Est. Construction $1,294,900 5% Construction Contingency $64,700 Right of Way Acquisition $46,000 Geotechnical Investigation (Soil Borings) $4,600 FHWA Project Memorandum $10,700 Prelim/Final Engineering, Survey, ROW Acquisition $80,000 Specifications/Bidding Services $15,000 Construction Engineering $112,500 Est. Construction Materials Testing $15,000 Permitting/Wetland Mitigation $55,000 Legal & Administrative $15,000 TOTAL $1,713,400 Programmed Federal TAP Funding (Grant) $650,594 ATTACHMENTS: Resolution 2018-033 Authorizing Advertisement for Bids Professional Services Agreement REQUESTED COUNCIL ACTION: 1) Adopt Resolution 2018-033 Authorizing Advertise for Bids 2) Execute Professional Services Agreement for Bidding & Construction Engineering RESOLUTION 2018-33 Ordering Advertisement for Bids MN Street W Trail WHEREAS, pursuant to the professional services agreement approved by the City Council on July 16, 2018, a report has been prepared by Short Elliott Hendrickson, Inc. with reference to the proposed improvement for the MN ST W Trail Extension, and has presented such plans and specifications to the council for approval. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ST JOSEPH, MINNESOTA: 1. Such plans and specifications as presented on July 16, 2018 are hereby approved. 2. The City Administrator shall prepare and cause to be inserted in the official newspaper, the St. Cloud Times, an advertisement for bids upon the making of such improvement under such approved plans and specifications. The advertisement shall be published for two days, two consecutive weeks, shall specify the work to be done, shall state that bids be received by the City Administrator until 11:00 AM, August 23, 2018, at which time they will be publicly opened at the St. Joseph City Hall, 75 Callaway Street East, by the City Administrator and City Engineer, will then be tabulated, and will be considered by the Council on September 4, 2018 in the Council Chambers, 75 Callaway Street East. Any bidder whose responsibility is questioned during consideration of the bid will be given an opportunity to address the council on the issue of responsibility, No bids will be considered unless sealed and filed with Administrator and accompanied by a cash deposit, cashier’s check, bid bond or certified check payable to the Administrator for 5% of the amount of such bid. th Adopted this 16 day of July 2018 CITY OF ST. JOSEPH Mayor, Rick Schultz Judy Weyrens, Administrator July 16, 2018RE:St. Joseph, Minnesota CSAH 2/Minnesota Street TrailImprovements Professional ServicesAgreement Amendment SEH No. STJOE 13957910.03 Honorable Mayor and City Council c/o Ms. Judy Weyrens, Administrator City of St. Joseph PO Box 668 St. Joseph, MN 56374-0668 Dear Mayor and Members of the Council: This letter amendsthe Agreement for Professional Services between City of St. Joseph, Minnesota, Owner, and Short Elliott Hendrickson Inc.(SEH) dated November14, 2016,and addresses providing Report, Preliminary Design, Final Design,and ConstructionPhase services in connection with pedestrian th trail and lighting improvements along Minnesota Street and CSAH 2 between County Road 51 and 4 Avenue SW(hereinafter called the “Project”). Our Report Phase Services will consist of conducting an investigation and preparing a Project Memorandumcontaining the findings of the investigation along with our recommendations for the Project, identifying geometric and a typical trailsection, andpreparing apreliminary opinionof probable project costs. Our Preliminary Design Phase services will consist of conducting a topographic field survey, performing property ownership research, identifyingpreliminary right of wayneeds, preparing a wetland delineation and report, assisting the Owner with wetland impact mitigation, developing a preliminary trail alignment and trail plan and profile drawings, and assisting the Owner with right of way acquisitionand easement support services. Our Final Design, Construction Phase, and Additional Services (Construction Staking, Resident Project Representation) will consist of the following: Task 1: Final Design Assist Client in soliciting a proposal for geotechnical investigation services. Conduct private utility coordination meeting and prepare SALT Utility Relocation Certificate. Prepare final construction drawings and project manual (specifications) in accordance with MnDOT and FHWA standards for Delegated Contract Process (DCP) projects. Drawings will include a cover sheet, Statement of Estimated Quantities, standard construction details, general notes and typical trail sections, trail alignment information, trail and culvert plan and profile sheets, pedestrian ramp details, pavement markings and signing plan, construction traffic control plan, and erosion control and turf establishment plan. Prepare hydrology and hydraulics submittal to MnDOT Hydraulics Unit. Prepare SALT Federal Aid Plan Review Checklist, SALT Laboratory Testing & Plant Inspection Services Request. Engineers | Architects | Planners | Scientists Short Elliott Hendrickson Inc., 1200 25th Avenue South, P.O. Box 1717, St. Cloud, MN 56302-1717 SEH is 100% employee-owned | sehinc.com | 320.229.4300 | 800.572.0617 | 888.908.8166 fax Honorable Mayor and City Council July 16, 2018 Page 2 Prepare and submit permit applications and sets of plans for regulatory agency review and approval (anticipated permits: MPCA NPDES permit and StearnsCounty Highway Right-of-Way). Prepare final Engineer’s Opinion of Probable Construction Cost. Review Bidding Documents with the Client staff. Deliverables: One (1) Adobe PDF and three (3) paper copies of 11”x17” drawings and project manual. Task 2: Permitting Assist Client with preparing and submitting permit applications for project approval from agencies having regulatory authority. Anticipated permits include: o Storm Water Pollution Prevention Plan (SWPPP) for MPCA NPDES permit (Contractor to make application). o Stearns County Right of Way. Task 3: Bidding Prepare proposal form and notice to bidders. Distribute plans via electronic and paper means to prospective bidders. Answer pre-bid questions from bidders. Attend bid opening at the City of St. Joseph. Review and tabulate bids received by the Client. Administer DCP checklist for construction contract award. o Deliverables: Bid tabulation, Construction Contract Award Recommendation Task 4: Construction Administration Assist Client in preparing construction agreement. Conduct pre-construction conference at City Hall. Review Contractor shop drawing submittals. Make periodic site visits (bi-weekly) to observe the progress and quality of the executed work of the Contractor(s) and to determine, in general, if such work is proceeding in accordance with the Contract Documents (up to eight site visits estimated). Prepare and review Contractorapplications for payment (fourpayment applications estimated). Assist Client in reviewing Contractor Prevailing Wage Reports. Prepare project completion punch list at Substantial Completion. Prepare MnDOT project close-out submittals. Assemble record drawings based on the Contractor-collected field measurements. Task 5: Resident Project Representative (RPR) Provide full-time construction observation by a Senior Resident Project Representativefor construction(580 hours included in budget). Task 6: Construction Staking Provide one set of storm sewer cut/fill offset stakes on 50-foot intervals. Provide one set of finished aggregate base blue tops on 50-foot intervals. Provide one set of concrete curb and gutter cut/fill stakes on 25-foot intervals. Provide one set of pedestrian ramp finished grade cut/fill stakes at each location. (Compliance with ADA construction requirements will be the responsibility of the Contractor). Assumptions: The following assumptions weremade in preparing this agreement: Client will pay for permit application fees, if any. Honorable Mayor and City Council July 16, 2018 Page 3 Contract administration and RPR services have been budgeted assuming the construction contract time for construction operations do not exceed 65 Working Days. All as set forth in this letter and the Master Agreement for Professional Services between SEH and City of St. Joseph, Minnesota,dated July 1, 2006. We will also furnish such Additional Services as you may request or as required. You will pay us a fee for our services. Report Phase Services arecurrently estimated to be $10,700, in accordance with Exhibit C-2,Lump Sum Basis; and Preliminary Design, Final Design,and Construction Phase Services are currently estimated to be $207,500, in accordance with Exhibit C-1, Rate Table Rate method. Payment for additional services shall be based on the time required to perform the services and the billable rates for the principals and employees engaged directly on the Project, plus charges for expenses and equipment, all in accordance with Exhibit C-1. We will start our services promptly after receipt of your authorization. We estimate our serviceswill be completed after 12months. If there are delays in the Project that are beyond our control, you agree to grant additional time to complete the services. Your budgetary limitations for construction of the Project should be provided to us in writing at an early date. We will endeavor to work within those limitations. Where appropriate, if the estimated cost exceeds the budget, we will either request an adjustment in the budget or suggest a revision in the extent or quality of the Project to assist in bringing construction cost back within the budget. We do not guarantee that our opinions of probable construction cost will not differ materially from negotiated prices or bids. If you wish greater assurance as to probable construction cost or if you wish formal estimates, an independent cost estimator should be employed as provided in Section IV.A. of the Agreement and in Exhibit B. This letter and the Agreement for Professional Services dated July 1, 2006, along with Exhibits A, B, C-1, and Drepresent the entire understanding between you and us in respect of the Project and may only be modified in writing signed by both of us. If it satisfactorily sets forth your understanding of our agreement, please sign the enclosed copy of this letter in the space provided below and return it to us. Sincerely, SHORT ELLIOTT HENDRICKSON INC. Randy Sabart, PE Principal djg/mrb \\\\sehsc\\projects\\pt\\s\\stjoe\\139579\\1-genl\\10-setup-cont\\03-proposal\\supplemental ltr agreement 071318.docx Accepted by: City of St. Joseph, Minnesota By: Date: Authorized Client Signature