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Home My WebLink About[04h] Professional Services Agreement Council Agenda Item 4h MEETING DATE: August 19, 2019 AGENDA ITEM: Professional Services Agreement SUBMITTED BY: Kris Ambuehl, City Administrator Randy Sabart, City Engineer BOARD/COMMISSION/COMMITTEE RECOMMENDATION: PREVIOUS COUNCIL ACTION: Ordered preparation of construction documents Conducted special assessment hearing Awarded construction contract BACKGROUND INFORMATION: Construction for the 2019 Bituminous Street Improvements is tentatively scheduled to begin the week of September 1, 2019. The final completion date for the construction contract with Knife River is July 10, 2020. BUDGET/FISCAL IMPACT: Construction Contract $1,726,500 Construction Contingency $58,990 Feasibility Report $29,600 Geotechnical Investigation (Soil Borings) $6,150 Design & Est. Construction Engineering $264,100 Est. MSAS Construction Materials Testing $16,160 Legal, Fiscal, & Administrative $110,000 TOTAL $2,211,500 ATTACHMENTS: Professional Services Agreement REQUESTED COUNCIL ACTION: 1) Execute Professional Services Agreement between the City of St. Joseph and SEH for construction phase engineering services July 15, 2019 RE: St. Joseph, Minnesota 2019 Bituminous Street Improvements Construction Phase Services SEH No. STJOE 147693 10.03 Honorable Mayor and City Council c/o Mr. Ambuehl, Administrator City of St. Joseph 75 Callaway Street East St. Joseph, MN 56374 Dear Mayor and Members of the Council: This letter supplements the Agreement for Professional Services between the City of St. Joseph, Minnesota, Owner, and Short Elliott Hendrickson Inc. (SEH) dated July 1, 2006, and addresses providing Construction Phase services for the 2019 Bituminous Street Improvements (hereinafter called the “Project”). Our services will consist of providing assistance with negotiating a construction contract with the successful bidder; providing construction services including construction administration, resident project representation, and construction staking services during construction for the Project, all as set forth in this letter, and the Agreement for Professional Services between SEH and the Owner dated July 1, 2006. We will also furnish such Additional Services as you may request or as required. Task 1: Construction Administration Services Assist Owner in preparing Construction Agreement. Conduct pre-construction conference at City Hall. Review Contractor shop drawing submittals (one time). Make periodic site visits to observe progress and quality of executed work of Contractor(s), and to determine in general, if such work is proceeding in accordance with the Contract Documents (up to 12 site visits estimated). Prepare and review Contractor applications for payment (7 payment applications estimated). Review Contractor prevailing wage reports. Prepare project completion punch list at Substantial Completion. Review contract close-out documents, including final payment application, and forward to Owner with recommendation for final payment Assemble record drawings based on Contractor-collected field measurements. Task 2: Construction Staking Services Provide horizontal and vertical control stakes on site (one time). Provide one set of street centerline subgrade blue tops at 50-foot intervals. Provide one set of sanitary sewer, water main, and storm sewer offset cut/fill stakes. Sanitary sewer and water main stakes shall utilize the same hub and witness lath when possible. Provide one set of street centerline finished aggregate base blue tops on 50-foot intervals. 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 15, 2019 Page 2 Provide one set of concrete curb and gutter cut/fill stakes on 25-foot intervals. Additional staking beyond the scope identified or re-staking or due to Contractor’s operation shall be at Contractor’s expense. Task 3: Resident Project Representative (RPR) Services Provide full-time construction observation by a RPR for utility and street construction (800 hours budgeted). Assumptions: Construction Administration and RPR services have been budgeted assuming the construction contract duration for utility and street construction operations does not exceed 80 Working Days. Up to four project newsletters may be prepared for distribution by the Owner. Additional Services: The following services from SEH are not included in this proposal but, if required, can be provided to the Owner: Construction Administration and Resident Project Representative services beyond the project duration or labor hours budgeted above. We will also furnish such Additional Services as you may request or as required. You will pay us a fee for our services, currently estimated to be $187,485, including expenses (estimated to be $9,480), in accordance with Exhibit C-1, Hourly Basis Rate Table 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 services will be completed after 13 months. If there are delays in the Project 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, C-2, and D represent 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. Honorable Mayor and City Council July 15, 2019 Page 3 Sincerely, SHORT ELLIOTT HENDRICKSON INC. Randy Sabart, PE Principal djg \\\\sehsc\\projects\\pt\\s\\stjoe\\147693\\1-genl\\10-setup-cont\\03-proposal\\design_constr\\l city supplemental ltr agreement -construction 071519.docx ACCEPTED BY: CITY OF ST. JOSEPH, MINNESOTA By: Date: Authorized Client Signature