HomeMy WebLinkAbout03-12-07 Item7C1&2, Feasibility Report for 2008 PMP
~
~HILLS
Request for Council Action
Prepared By:
Dept.:
Council Mtg. Date:
, Final Action Needed By:
Greg Heag., m._
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3-12-07
Agenda Item"
7C
1&2
Budgeted Amount:
Actual Amount:
Funding Source:
.
Various
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!Motion to authorize the City Engineer to prepare the feasibility report for the 2008 PMP Project.
Motion to amend the construction agreement with the City of Roseville for the 2008 PMP Project.
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IAuthorize preparation of the feasibility report for the 2008 PMP Project.
iApprove the amended construction agreement with the City of Roseville for the 2008 PMP Project.
Planning:
PTRC:
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: X ! Memo/Letter: Dated 3/12/07 from Greg Hoag, Public Works Director
iResoJutlon No.:
iOrdinance No.:
!Engineering Recommendation:
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!Attorney Recommendation:
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* At this time the 2008 budget has not been finalized. Project costs, including engineering fees, are estimated at 1 ,998,030. This total is
included in the 2007~2011 five year CIP.
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objectives was to have the staff engineers review work requests and determine whether or not the work could be done in-house or if we
needed to assign the work to our consulting engineers. The 2008 PMP project offers an excellent opportunity to make use of the in-house
resources available to us, providing a cost savings for the project.
~
~
EN HILLS
MEMORANDUM
DATE:
March 12, 2007
AGENDA ITEM 7.C 1& 2
TO:
Mayor and City Council
Michelle Wolfe, City Administrator
FROM:
Greg Hoag, Public Works Director
SUBJECT:
2008 PMP Improvements- Order Feasibility Report and Approve an
amended Construction Agreement with the City of RosevilIe
BACKGROUND
Staff is beginning to look at the 2008 Pavement Management Program. In order to move forward
with the 2008 PMP and advertise the project early in 2008 to obtain competitive bids, staff is
requesting Council authorize preparation of the feasibility report at this time. Staff has reviewed
this project, and has determined that this work could be done utilizing City of Roseville
engineering staff, as opposed to contracting with the consulting engineers, URS, to complete this
work.
DISCUSSION
The 2008 PMP program as identified in the 2007 - 2011 five year ClP, approved by the City
Council at the January 29, 2007 City Council meeting, consists of street reconstruction of Arden
Place (Snelling Ave. to Glenarden Rd,), Glenarden Court (Skiles Ln. to Glenarden Rd.),
Glenarden Road (Old Snelling Ave. to cul-de-sac), Forest Lane (Old Snelling Ave, to Glenarden
Rd.), Skiles Lane (Old Snelling Ave, to Glenarden Rd,), and Snelling Avenue N (Arden Place to
cul-de-sac), As part of the preparation of the feasibility report, staff will examine the proposed
streets, gather information on the section of the street by obtaining soil borings, and determine
the appropriate maintenance for each street segment.
\\Metro-inet\ardenhills\PR&PW\Public Works\Pavement Management Program (PMP)\2008 PMP\3.12.07 Memo 2008 PMP Rsv. Engineering
Services.doc
2008 PMP
Page 2
At the January 29,2007 the City Council approved a Construction Agreement with the City of
Roseville for the reconstruction of Ridgewood Road and Asbury Avenue from the city limits to
Glenhill Road. The only modification to the approved agreement is the addition of more streets
to the project as shown in Exhibit A which is attached.
FINANCIAL IMPLICATIONS
The estimated project costs are $1,722,430, which were included in the 2007-2011 CIP approved
by the City CounciL Engineering services for this project are estimated to be $275,600,
Contracting with the City of Roseville to complete these engineering services should provide
additional cost savings during plan preparation and construction, Roseville's estimated
engineering costs are 16% of the total project. URS has had engineering costs around 21 % on
past projects. The project, if completed by URS, would have additional project costs for
Roseville engineering staff to review and oversee the work, If Roseville engineering staff
prepares the feasibility report, plans and specifications, these review costs are included as a part
of the proposaL
RECOMMENDED COUNCIL ACTION
It is recommended that the Council authorize preparation of the feasibility report and approve the
amended construction agreement with the City ofRoseville for the 2008 PMP Improvements,
CONSTRUCTION AGREEMENT
2008 Reconstruction Project
This Agreement is made on , between the City of Roseville, a
Minnesota municipal corporation ("Roseville"), and the City of Arden Hills, a Minnesota
municipal corporation ("Arden Hills").
1. PURPOSE
Roseville and Arden Hills (Collectively the "Cities") have determined that it is in the best
interests of the residents of each city to undertake in a cooperative fashion their 2008
Reconstruction Project (the "Project"), The goal ofthe Cities is to provide for a coordinated cost
effective completion of the Project and the associated benefits of economy of scale. The purpose
of this agreement is to set forth the terms governing the design and construction ofthe Project.
2. PROJECT
2,1 The Project shall consist of the facilities identified in Exhibit A hereto, subject to
modification as provided herein,
2,2
hereof.
The costs of the Project will be paid by the Cities as provided in Section 5.1
3. DESIGN
3,1 Roseville, will prepare, or have prepared, engineering drawings, specifications
and construction plans for the Project. The construction plans will include a cost estimate, The
final cost estimate will include all costs associated with the Project as well as a contingency
budget for unforeseeable circumstances associated with the construction. Roseville will comply
with any requirements of Minnesota law with respect to approvals of such plans and
specifications,
3.2 Construction plans, engineering drawings, specifications and cost estimates will
be submitted to each city for the approval of each city counciL
4.1 CONSTRUCTION
4, I If final construction plans and specifications are approved by each city council,
Roseville shall proceed with construction of the Project. Roseville will advertise for bids in
accordance with the requirements of the municipal contracting law.
4.2 Prior to awarding construction contracts Roseville will review the bids received
with Arden Hills, If the contracts exceed the cost estimates contained in the construction plans
(including a contingency budget) previously approved by the Cities, the bids must be approved
by each city councilor the project may not proceed,
4.3 Roseville will be the contracting party and will use ordinary and prudent efforts to
require that the Project is constructed in compliance with approved plans and specifications and
completed with reasonable promptness.
4.4 Roseville will notify Arden Hills of any change order which increases the cost of
any individual construction contract for the Project by more than $5,000 of the original amount
thereof or which materially changes the scope ofthe Project. Roseville shall obtain the written
authorization of Arden Hills prior to approving such a change order. However, prior written
authorization is not necessary if the change order presents imminent health/safety issues making
prior authorization impractical. In such cases, the change order shall be reasonably presented to
Arden Hills for ratification, Arden Hills must not unreasonably withhold its consent to change
orders resulting from unforeseen circumstances arising from the construction.
5. PAYMENT OF COSTS OF PROJECT
5, I All costs ofthe Project will be paid for by the City where that portion of the
project is located in.
5,2 All invoices or requests for payment will be approved and paid by Roseville,
Within 10 days of the end of each calendar month, Roseville shall provide a statement to Arden
Hills showing the prior month's activity, the invoices received and the amount Arden Hills owes
to Roseville for the Project. Within 30 days of the receipt of that statement, Arden Hills shall
pay that amount to Roseville or provide in writing a list and explanation of any amounts it
disputes and pay the undisputed amount. Any disputes regarding payment shall be resolved
through the dispute resolution process contained in Article 7 hereof.
5.3 If this Agreement is terminated under Section 8 hereof, both cities shall
nevertheless be liable for the payment of their cost share which is incurred up to the date of
termination of this Agreement, or as a result of termination of this Agreement.
6. SERVICES TO BE PROVIDED BY ROSEVILLE
6,1 Roseville will provide qualified engineering employees to for the work described
as the project as discussed in the joint powers agreement for the City of Arden Hills part-time
utilization of City ofRoseville engineering employees
7. DISPUTE RESOLUTION
7.1 If a dispute arises between the Cities regarding this agreement or the construction
of the Project, the City Manager and City Administrator of each city, or their designees, must
promptly meet and attempt in good faith to negotiate a resolution of the dispute.
7.2 Ifthe Cites have not negotiated a resolution ofthe dispute within 30 days after
this meeting, the Cities may jointly select a mediator to facilitate further discussion.
7.3 If a mediator is not used or if the Cities are unable to resolve the dispute within 30
days after the first meeting with the selected mediator, the dispute shall be adjudicated in civil
court.
-2-
8. GENERAL PROVISIONS
8,1 All notices nnder this agreement must be delivered personally or sent by first
class mail addressed to:
If to Roseville:
City Manager
City of Roseville
2660 Civic Center Drive
Roseville, MN 55113
If to Arden Hills
City Administrator
City of Arden Hills
1245 West Highway 96
Arden Hills, MN 55 I I 2
or addressed to such party at such other address as such party shall hereafter furnish by notice to
the other party,
8.2 This Agreement shall terminate if either City fails to approve the construction
plans for the Project.
8.3 Ibis Agreement may be amended only in writing, executed by the proper
representatives of each city.
8.4
This Agreement must be interpreted under the laws of the State of Minnesota,
Date:
CITY OF ROSEVILLE
By:
Its Mayor
And:
Its City Manager
Date:
CITY OF ARDEN HILLS
By:
lis Mayor
And:
lis City Administrator
-3-
EXHIBIT A
THE PROJECT
Reconstruction of the following streets:
Asbury Avenue and Ridgewood Road, City limits to Glenhill Road
North Snelling A venue, Arden Place to Dead End
Arden Place, Snelling A venue to Glenarden Road
Forest Lane, Snelling Avenue to Glenarden Road
Skiles Lane, Snelling Avenue to Glenarden Raod
Glenarden Court, Skiles Lane to Glenarden Road
Glenarden Road, Snelling A venue to Dead End
Utility maintenance and/or improvements, as necessary, including, but not limited to, water
main, sanitary sewer and storm sewer.
\ \metro-inet.us\Rosevil1c\PublicW orks\Engineering\Projects\2008 _Projects\Contractagreement--ArdenHills.doc
A-I
February 8, 2007
Ms, Michelle Wolfe
City Administrator
City of Arden Hills
1245 West Highway 96
Arden Hills, MN 55112
RE: 2008 PMP - Street Reconstruction Project
Dear Ms, Wolfe,
The following proposal is offered as a scoping document, estimated fees and schedule for the
above-referenced project.
GENERAL PROJECT SCOPE
The proposed scope of work includes services for preliminary engineering, preparation of final
plans, and construction services for the proposed street improvements on the residential streets
indicated in the City of Arden Hills Capital Improvement Plan for the 2008 Pavement
Management Program, This program proposes to reconstruct the following streets in Arden
Hills,
Arden Place (Snelling to Glenarden Road)
Glenarden Court (Skiles Lane to Glenarden Road)
Glenarden Road (Old Snelling to cul-de-sac)
Forest Lane (Old Snelling to Glenarden Road)
Skiles Lane (Old Snelling to Glenarden Road)
Snelling Avenue N (Arden Place to cul-de-sac)
BASIC SERVICES
Civil Engineer, Kristine Giga, will be the project manager for this project. In having her oversee
this contract, her time will be a direct project cost. This would eliminate oversight project costs,
where her hours would be billed over and above the project's engineering costs, resulting in
contract engineering savings.
Design & Feasibility Report
Roseville will provide preliminary engineering services for the proposed project,
including field reviews of the project site as necessary and preparation of presentation
graphics and exhibits for public information. Roseville will conduct a series ofthree
neighborhood meetings during the preparation of the feasibility report in order to educate
the public and to promote project involvement. Roseville will present the findings of the
2660 Civic Center Drive .:. Rosevillc, :Nlinnesota 55113
651-792-ROSE':. TDO 651-792-7399 .:. W\.vw:ci.roseville.mn.us
Recycled paper - 30% post-consumer content
2008 PMP-Street Reconstruction Project
Page 2 of 4
feasibility report to the neighborhood at a fourth and final information meeting prior to
presenting it to the City CounciL We will also prepare all presentations and documents
for Council to bring this project from development to bid award,
Final Design
If the project is ordered for construction by the City Council, Roseville will prepare final
plans and specifications, Arden Hills City staff will provide utility information as needed
for the project. Final plans and specifications will be prepared to City standards and will
include removal plans, utility reconstruction plans, grading plans, and details, as
necessary for the 2008 Pavement Management Program, Final plans and specifications
will be submitted to City staff for review and comment, We shall also work with private
utilities to coordinate any work that they identify in the project area,
Easements
Roseville will identify any needed easements and coordinate their acquisition, Every
effort will be made to have easement issues resolved prior to the award of the
construction contract. Acquisition efforts include meeting with property owners,
addressing their concerns, preparation of legal descriptions, exhibits, and easement
documents, We will work with the Arden Hills City Attorney to review these documents.
Assessments
Roseville will coordinate the proposed assessments for this project. This includes a
presentation for the formal assessment hearing, assessment rolls, council documents, and
addressing resident questions.
Bidding Phase
Roseville will provide bidding phase services, including submittal of advertisements for
bids, bidding documents, address contractor questions, issue addendas, and assist in
conducting the bid opening, Roseville will check the bids, provide detailed bid
tabulation, and provide a recommendation of award to the City CounciL
Construction Phase
Roseville will provide construction observation services, The services will include
contract administration, field construction observation, construction meetings, and
construction staking, Construction testing will be coordinated by Roseville, but will be
provided by others and will be billed directly to Arden Hills by the firm performing the
work.
Field Survey
Field surveying will be completed for the project during the preliminary and [mal design
phases of the project as well as for construction activities, It is anticipated that the design
survey will include a three point survey of pavements in specified intervals as well as any
topographic points which will be impacted by this project. Also, all existing utilities
within the project limits will be located in order to verify location and elevation, This
2008 PMP-Street Reconstruction Project
Page 3 of 4
information will be used for the project and will be included into City's overall utility
database. Construction surveying will include a layout ofthe centerline of roadway, All
survey information will be based upon the Ramsey County Coordinate System in order to
allow easy correlation with City GIS mapping information,
ESTIMATED COSTS
We propose that the basic services identified above be completed based on actual time spent on
reconstruction project development and execution. We estimate that the engineering costs will
be 16% of the project cost. Billing for these hours will be consistent with the terms of our Joint
Powers Agreement for engineering services. The budgeted construction costs for the project
include approximately $1,007,430 of roadway improvements, $500,000 in storm drainage
improvements, $15,000 in sanitary improvements, and $200,000 in watermain improvements,
The current estimate of the total construction costs for the project is approximately $1,722,430.
Estimated Engineering Fees
The estimated cost for engineering services on this project is $275,600. The City of
Roseville will bill the City of Arden Hills based on actual time spent (1.9 multiplier).
Our standard construction agreement should be executed detailing these services prior to
proceeding with project development.
Direct Expenses
Direct expenses for the project include items such as mileage, parking, printing, and
delivery services, We may also need outside consulting services such as geotechnical,
registered land surveyor, and hydrologic design, Current anticipated expenses include a
geotechnical consultant ($2,000), printing and distribution of plans and specifications
($1,500), construction materials testing ($4,000), and mileage ($2,000), The total
estimated amount for direct expenses is $9,500, Approval of additional consulting
services will be obtained prior to work being completed.
Breakdown Engineering Services
We estimate that the following will be the breakdown of time spent executing the
different stages of Project Development. This is based on past reconstruction projects,
300 General Engineering 10% $27,560,00
301 Inspection 24% $66,144,00
302 Surveying (pre- construction) 10% $27,560.00
303 Surveying (construction) 10% $27,560,00
305 Feasibility study 20% $55,120.00
305 Design 26% $71,656,00
Direct Expenses $9,500
Total $285,100.00
.. . ,. ..
2008 PMP-Street Reconstruction Project
Page 4 of 4
SCHEDULE
The following is the proposed schedule for the project:
Field Survey of Neighborhood
Pre-design public information meetings (3)
Preliminary EngineeringlFeasibility Report Preparation
Final Neighborhood Meeting
Public Hearing
Final Design
Bid Opening
Assessment Hearing
Begin Construction
Complete Construction
April 2007
May, July & Sept 2007
October - November 2007
November 2007
January 2008
February 2008
March 2008
April 2008
May 2008
September 2008
Thank you for the opportunity to provide these services. We look forward to working with you
and City Staff on this project. Please call if you have any questions or we can provide any
additional information.
\'" ofRo~""k
Sincerely,
Debra M. Bloo
City Engineer
Copy: Kristine Giga, Civil Engineer
Greg Hoag, Arden Hills Public Works Director
Duane Schwartz, Roseville Public Works Director