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Home My WebLink About4E, Amendment #2 to Kimley-Horn ContractRequest for Council Action Prepared By: Michelle Olson, Parks and Recreation Manager, Kris Giga, Civil Engineer Council Meeting Date: August 31, 2009 Motion to approve amendment number two to the original Kimley Horn contract to complete an application for the Mn/DOT Metro Municipal Agreement solicitation in an amount not to exceed $5,850. Budgeted Amount: Actual Amount: Funding Source: $32,360 — Alternative #1 $389210 Special Revenue Park Fund Recommendation: 1. Motion to approve amendment number two to the original Kimley-Horn contract to complete an application for the Mn/DOT Metro Municipal Agreement solicitation in an amount not to exceed $5,850. Supporting Documents: 1. See the attached memo from Michelle Olson, Parks and Recreation Manager and Kristine Giga, Civil Engineer 2. Amendment #2 from Kimley-Horn EN HILLS MEMORANDUM DATE: August 25, 2009 TO: Honorable Mayor and City Council Ronald J. Moorse, City Administrator FROM: Michelle Olson, Parks and Recreation Manager Kristine Giga, Civil Engineer SUBJECT: Municipal Agreement Program Application BACKGROUND At the May 26, 2009 Regular City Council Meeting, the City Council authorized staff to contract with Kimley-Horn and Associates to provide engineering services for the County Road E Pedestrian Improvement Project. This authorization included completing an application for funding through the 2009 Regional Solicitation of Federal Transportation Projects for the County Road E pedestrian/bicycle overpass of Snelling Avenue (TH5 1). On June 8, 2009, the City Council adopted a resolution of support. The application is currently being reviewed by the Metropolitan Council. While staff anticipates receiving updates on the review process over the next few months, the funds will not be officially awarded until January. The Mn/DOT Bridge Office has completed additional structural analysis for the existing bridge and determined that certain improvements could be made to the existing bridge without compromising the structural integrity of the bridge. The contract for Kimley-Horn and Associates includes coordination with Mn/DOT and preliminary engineering for improvements to the existing bridge. Staff and Kimley-Horn met with the Mn/DOT Bridge Office to determine what would be required if the City were to pursue a reconfiguration project. Mn/DOT indicated that, in addition to removal of the existing walks and reconstruction of a sidewalk on one side, the project would also need to include new railings on the bridge and expansion joint reconstruction. Mn/DOT recently announced its solicitation of projects for the Mn/DOT Fiscal Year (FY) 2011 (7/l/10-6/30/1 1) Metro Municipal Agreement Program. The proposed budget for this program is for Fiscal Year 2011 for a total of 3.2 million dollars. The maximum award available for any individual project is $550,000 for construction plus 8% for construction engineering and inspection for a total of $594,000. P:\Admin\Council\Agendas & Packet Information\2009\08-31-09 Regular\Packet Information\Memo to CC re - Amendment No 2 - Cty Rd E083109.doc Muncipal Agreement Program Application Page 2 The Municipal Agreement Program provides funding to construction projects that are developed and administered by local agencies and provide a benefit to both the local community and the trunk highway system. These funds are intended to pay for a portion of the construction costs of the project. Right of Way, Utility relocation and Design costs are not eligible for funding. The following categories will be used in prioritizing selections: 1. Support Community Development 2. Improve Safety 3. Improve Mobility 4. Maintaining Existing Infrastructure (Preservation) This Cooperative Agreement Program is an annual program which provides Mn/DOT funding for mutually beneficial projects developed and administered by a local government unit. It is a competitive program and projects will be selected for FY 2011 in January 2010. Deadline for submittal is September 28, 2009. This is the same program that the City has applied for on two previous occasions. However, the City has been working closely with the Mn/DOT Bridge Office, who has suggested that a full deck overlay be considered as apart of the project. The last maintenance done on the bridge was a limited service overlay in 1994. This type of maintenance is typically expected to last 10 years. There currently is no scheduled maintenance or funding for this bridge, and adding a full deck overlay to the project would extend the life of the bridge and meet the intent of the preservation category. As part of their current contract, Kimley-Horn is working on a cost estimate for the approved modifications to the existing bridge. This analysis is not complete. However, in order to provide an idea to City Council regarding estimated costs for this application, Kimley-Horn has indicated that a bridge reconfiguration project of this magnitude would likely cost less than $550,000, which is the maximum amount that is awarded through the Municipal Agreement Program. STAFF RECOMMENDATION Kimley-Horn is already working on multiple elements of the requirements that would be needed for the application as part of their preliminary engineering tasks. Therefore, staff is recommending that Kimley-Horn provide assistance in the Municipal Agreement Application Preparation. Included with this memo is amendment number two (2) to the original County Road E contract that proposes the additional services for a fee of $5,850. COUNCIL ACTION REQUESTED Motion to approve amendment number two to the original Kimley-Horn contract to complete an application for the Mn/DOT Metro Municipal Agreement solicitation in an amount not to exceed $5,850. If the City Council has significant questions regarding this item, it can be tabled to the September 14, 2009, City Council meeting for further discussion. AMENDMENT NUMBER TWO (2) TO THE AGREEMENT BETWEEN THE CLIENT AND KIMLEY-HORN AND ASSOCIATES, INC. AMENDMENT NUMBER TWO (2) DATED AUGUST 25, 2009 to the agreement between The City of Arden Hills, ("Client") and Kimley-Horn and Associates, Inc., ("Consultant") dated June 12, 2009 ("the Agreement") concerning County Road E Bridge Pedestrian Improvements project (the "Project"). The Consultant has entered into the Agreement with Client for the furnishing of professional services, and the parties now desire to amend the Agreement. Therefore, it is mutually agreed that the Agreement is amended to include Additional Services to be performed by Consultant and provisions for additional compensation by the Client to the Consultant, all as set forth in Exhibit A hereto. The parties ratify the terms and conditions of the Agreement not inconsistent with this Amendment, all of which are incorporated by reference. CLIENT: CONSULTANT: CITY OF ARDEN HILLS KIMLEY-HORN AND ASSOCIATES, INC. By: _ Title: Date: By: _ Title: Date: Rev. 11-08 Exhibit A to Amendment Number Two (2), dated August 25, 2009. Scope of Work The scope of work included in the Agreement shall be amended as follows: A. Mn/DOT Municipal Agreement Application Preparation The scope of proposed improvements under Task 1, Existing Bridge Modification, shall be amended to include Task 1.7, Municipal Agreement Application Preparation. The application will include the following: • Request cover letter describing the project, identifying the requested amount, and detailing the benefits to the trunk highway and local roadway. • Geometric layout of the proposed improvements. Kimley-Horn's services do not include preparation of a Mn/DOT staff approved layout that may be required as a part of the project development if the project is selected. • Cost estimate. • Signed local agency resolution stating that the City is requesting funding and if funding is provided the City will complete the project. We will prepare a draft resolution for City staff to take to the Council. • One page summary of the project listing the reasons for the project, benefits, and proposed costs. We will also address one round of comments from Mn/DOT regarding the application. Schedule The application will be prepared for submittal to Mn/DOT Metro District State Aid on or by the submittal deadline of September 28th, 2009. Fee Consistent with the Agreement, Kimley-Horn will provide the scope of services on a labor fee plus expense basis. Labor fee will be billed according to our 2009 standard hourly rate schedule, which is subject to annual adjustment. An amount equal to 6.0% of Kimley-Horn labor fee will be added to each invoice to cover certain other expenses such as in-house duplicating, local mileage, telephone calls, facsimiles, postage, and word processing. All permitting, application, and similar project fees will be paid directly by the Client. The following is a summary of our estimated cost for the additional work identified in this Amendment. Task Estimated Fee A. Municipal Agreement Application Preparation $ 55500 Reimbursable Expenses $ 350 Total $ 59850 The fee to complete the additional services included in this amendment is $5,850 including reimbursable expenses. Rev. 11-08