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Home My WebLink About7B, Motion to Authorize Staff to Amend Contract with Bolton & Menk - ~HIEES Request for Council Action Prepared By: Kristine Giga, Civil Engineer Council Meeting Date: September 29, 2008 Motion to Authorize Staff to Amend Contract with Bolton & Menk, Inc. for Technical Support on Transportation Projects to a Revised Total Amount Not to Exceed $45,000. Budgeted Amount: $30,000 Actual Amount: $45,000 Funding Source: TCAAP, General Fund Recommendation: 1. Authorize Staff to Amend Contract with Bolton & Menk, Inc. for Technical Support on Transportation Projects to a Revised Total Amount Not to Exceed $45,000. Supporting Documents: 1. Memorandum dated September 25, 2008, from City Staff. 2. Letter proposal dated September 25, 2008, from Chris Chromy, Bolton & Menk, Inc. ~ MEMORANDUM DATE: September 25, 2008 TO: Mayor and City Council Ron Moorse, City Administrator FROM: Kristine Giga, Civil Engineer Greg Hoag, Public Works Director SUBJECT: Technical Support on Transportation Projects BACKGROUND At the March 31, 2008, regular meeting, the City Council authorized staff to contract with Bolton & Menk, Inc. to provide technical support for various transportation projects in the City. The support has included review of technical documents, proposed concepts, and responses to the Interstate 694, Highway 10 and County Road 96 Preliminary Design Issues and Position Paper that have been provided by Ramsey County and/or Mn/DOT, as well as other information pertaining to the transportation projects. DISCUSSION/FINANCIAL IMPLICATIONS The original contract was in an amount not to exceed $30,000. To date, Bolton & Menk staffhas invoiced $15,304 of this total amount for services rendered (April through August, 2008). Staff has asked Bolton & Menk to review their scope with the anticipated progress in preliminary design of each of the following projects: US 10/CSAH 96 Grade Separation and CSAH 96 Improvements Local Access Interchange along TH 10 I-35W/CR H Interchange Staffrecommends that the City continue to utilize the technical expertise of Bolton & Menk as each of these projects moves forward. Staffrecommends that Chris Chromy participates in the project management team meetings for each project, which occur monthly. This will facilitate timely reviews of any issues the City may have. \ \Metro-inet.us\ardenhills\PR&PW\Engineering\2008\Council_ Actions\9-29-08Memo _Amend _ BMI_ Scope. doc 9/26/2008 Page 2 The revised scope allows for approximately 20 hours per month for the next 12 months. This would include three monthly meetings, and the balance would be available for additional review/analysis, ifneeded. Bolton & Menk will be reimbursed for actual hours spent. Time spent on each project will be tracked separately. Costs associated with the projects related to the development of the TCAAP site will be reimbursed by the Developer. RECOMMENDED COUNCIL ACTION Authorize Staff to Amend Contract with Bolton & Menk, Inc. for Technical Support on Transportation Projects to a Revised Total Amount Not to Exceed $45,000. I3C)L Tc)f'.J &. ~E:f'.J 1<, If'.JC:. Consulting Engineers & Surveyors 12224 Nicollet Avenue · Burnsville, MN 55337-1649 Phone (952) 890-0509. FAX (952) 890-8065 September 25, 2008 Mr. Ron Moorse City Administrator City of Arden Hills 1245 West Highway 96 Arden Hills, MN 55112-5743 Dear Mr. Moorse: . SUBJECT: AMENDMENT FOR REGIONAL TRANSPORTION ASSISTANCE TRUNKBIGHWAY 10 AT CSAH 96 GRADE SEPERATION TRUNK HIGHWAY 10 LOCAL ACCESS INTERCHANGE INTERSTATE 35 AT COUNTY ROAD H INTERCHANGE Bolton & Menk, Inc. is pleased to submit this proposal for providing expanded technical review and project management assistance for the referenced highway projects on behalf of the City of Arden Hills. Bolton & Menk understands that there are three separate but related regional transportation projects underway in the City. The TH 10/CSAH 96 Grade Separation project, led by Ramsey County, is beginning the preliminary design and formal environmental review phase. TH 10 Local Access Interchange and the 1-35W feR H Interchange projects, both led .by the City. and TCAAP site developer, will also be beginning the preliminary design and formal environmental review phase. The City of Arden Hills is requesting the continued and expanded services of Bolton & Menk to provide a technical review and 'project management assistance on behalf of City. Our. scope of services will include attendance and participation in monthly project team meetings with Ramsey County, Mil/DOT, and others. On the TH 10/CSAH 96 project, our role will be to provide timely. technical input on behalf of the City to ensure City interests are repre~ented in the project. On the TH 10 Local Access Interchange and I-35W/CR H projects, our role will be to assist City staff in overall management of the projects including, but not limited to: · Providing technical review and recommendations on behalf of the City of Arden Hills · Advocating for the projects including assistance with project funding and protecting the interest of the City of Arden Hills · Monthly project team meeting facilitation with MnlDOT, Ramsey County, TCAAP Developer, ~nd others. · Scheduling of activities and progress monitoring · City Council Progress Updates I. ( r,. ~ ~ i We understand there is monthly project team meetings scheduled for each of the three projects over the next 12 months. Bolton & Menk anticipates this work will be completed by December 31, 2009 and recommends compensation be provided on an hourly basis. We proposed to increase our current not-to-exceed amount of $30,000 to $45,000 to accommodate the expanded scope of services. Hourly rates will be consistent with terms provided in the Statement of Qualifications for Municipal Engineering Consultant Services, dated June 22, 2007. MANKATO, MN · FAIRMONl MN · SLEEPY EVE, MN · BURNSVILLE, MN · CHASKA, MN WlllMAR, MN. RAMSE't MN · AMES,IA www.bolton-menk.com An Equal Opportunity Employer ~ :'. ..