HomeMy WebLinkAbout9B, Consultant Contract to Assist Engineering with Preparation of Plans and Specifications for the 2013 Pavement Management Program EN HILLS
Request for Council Action 9B
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Prepared By: John Anderson,P.E.,Assistant Council Meeting Date: January 14, 2013
City Engineer
Consultant Contract to Assist Engineering with Preparation of Plans and Specifications for
the 2013 Pavement Management Program
Budgeted Amount: Actual Amount: Funding Source:
$120,000 $30,000 to $45,000 PIR, Sanitary Sewer,Water,
$16,000 Previously Spent Surface Water Management
Recommendation:
Approve entering into agreement to have Elfering&Associates provide engineering services for the 2013
PMP.
Supporting Documents:
1. Memorandum dated January 14, 2013,. from John Anderson,Assistant City Engineer.
2. Letter proposal from Elfering&Associates dated January 4,2013.
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EN HILLS
MEMORANDUM
DATE: January 14, 2013
TO: Honorable Mayor and City Council Members
Patrick Klaers, City Administrator
FROM: John M. Anderson P.E., Assistant City Engineer D�
SUBJECT: 2013 Pavement Management Program—Consultant Contract to
Assist Engineering in Preparation of Plans and Specifications
Background
Item 9A, earlier on the agenda, ordered preparation of Plans and Specifications for the
2013 Pavement Management Program. City staff will lead this effort and provide the
majority of the work to accomplish this task. It is anticipated that some additional help
will be needed primarily in CADD drafting and storm sewer design to complete the plans
and specifications for bidding this spring.
Discussion
City engineering staff is limited to just the Assistant City Engineer's time. In order to
complete preparation of plans and specifications for a spring bid it will be necessary to
augment City staff s time with support from a consultant. Elfering & Associates was
previously selected from a group of consultants based on the value of their services and
their ability to complete the work. They provided the preliminary work for this project
including field survey, preparation of base plan sheets and wetland delineation. We
requested Elfering & Associates provide a letter proposal to assist in the preparation of
plans and specifications for the 2013 PMP.
Financial Implications
As of the writing of this memo, the roadway rehabilitation strategy has not been decided
nor has the location for the storm water treatment. These decisions all play a part in
determining how much additional time needs to be devoted to preparation of plans and
specifications for this project. We have asked Elfering & Associates to provide the City
with the billing rates that would apply to their staff time. Additionally we have
approximated the level of involvement we anticipate to need from their staff to complete
the tasks to be 25 to 35 days. The estimated amount for this work will range from
$30,000 to $45,000. The work of the Elfering & Associates staff will be at the direction
of Arden Hills engineering.
Page 1 of 2
The Capital Improvement Plan shows that $120,000 was budgeted for planning and
design of this project. To date the city has spent $16,000 on a topographic survey,
preliminary base plan sheets, wetland delineation and geotechnical report from this
budget.
Council Actions Requested
Approve entering into an agreement to have Elfering & Associates provide engineering
services for the design of the 2013 Pavement Management Program.
Page 2 of 2
Wa% k NOUNS 4�
1111.9 I!ullC
January 4, 2013
John M. Anderson P.E.
City of Arden Hills
1245 West Highway 96
Arden Hills, MN 55112
RE: 2013 Pavement Management Project— Design Phase
Dear Mr. Anderson:
It is our understanding that the City anticipates moving forward with design of the 2013
Pavement Management Project. Based on our assistance to the City in the preliminary
phase providing topography, base drawings and wetland delineation, we are well versed
in the neighborhood to provide a seamless extension of City Staff. Elfering &Associates
will be providing staff time as needed to augment Assistant City Engineer John
Anderson's efforts to prepare final plans and specifications.
We appreciate this opportunity to submit a schedule of rates for staff that are available to
you to assist with the project. Our 2013 rates, which have not been increased from 2012,
are as follows.
Design Engineer $100.00
Engineering Technician $ 65.00
As you know we assisted the city staff in producing plans and inspecting construction of
the 2011 PMP. Our staff would be available to continue providing engineering support
for the 2013 PMP. Elfering &Associates understand that the scope of the improvement
is not determined at this point but is most likely going to include reconstruction or
reclamation of the roadway, replacement of a potion of the watermain system,
replacement of the sanitary sewer force main, a full reconstruction of the storm sewer
collection system and addition of a storm treatment installation. Based on this
understanding of the proposed improvements and our discussion with you we estimate
our fees to fall within a range of$30,000 to $45,000 depending on the roadway
improvement selected. Elfering &Associates would assist the City Staff through the
design phase with Cadd drafting, storm sewer and storm treatment design, under your
direction. We are prepared to assist you as soon as directed. Please feel free to
contact us directly at (763) 780-0450.
Sincerely,
Elfering &Associates Accepted:
Kristie Elfering, P.E.
Principal City of Arden Hills Date
10062 Flanders Court N.E. Blaine,MN 55449—Phone:(763)780-0450—Fax:(763)780-0452