HomeMy WebLinkAbout2007-09-05 PACKET 04.JREQUEST OF CITY COUNCIL ACTION COUNCIL AGENDA
MEETING ITEM # / / �
DATE 09/05107 "�7.
PREPARED BY Engineering Jennifer �evitt
ORIGINATING DEPARTMENT STAFF AUTHOR
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COUNCI� ACTION REQUEST
Consider authorizing WSB to do the design and construction services for the Lehigh and TH
95 Improvement Project as outlined in the proposal dated July 11, 2007.
STAFF RECOMMENDATION
Authorize WSB to do the design and construction services for the Lehigh and TH 95
Improvement Project as outlined in the proposal dated July 11, 2007.
ADVISORY COMMISSION ACTION
❑ P�ANNING
❑ PUBLIC SAFETY
❑ PUBLIC WORKS
❑ PARKS AND RECREATION
❑ HUMAN SERVICES/RIGHTS
❑ ECONOMIC DEV. AUTHORITY
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REVIEWED
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APPROVED
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DENIED
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SUPPORTING DOCUMENTS
� MEMOILETTER: Jennifer Levitt, August 30, 2007.
❑ RESOLUTION:
❑ ORDINANCE:
❑ ENGINEERING RECOMMENDATION:
❑ LEGAL RECOMMENDATION:
� OTHER: Jay Kennedy July 11, 2007, Proposal for Feasibility, Design and Construction
Services of �ehigh Road and TH 95.
ADMINISTRATORS COMMENTS
/�
/`-- ° ��i%'V'r .� �,� _ � _� c' —c? �
C A ministrator Date
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COUNCIL ACTION TAKEN: APPROVED ❑ DENIED ❑ OTHER
CITY OF COTTAGE GROVE
MINNESOTA
To: Honorable Mayor and City Council
Ryan Schroeder, City Administrator
From:
Date:
�
Jennifer M. Levitt, P.E., City Engineer
August 30, 2007
Approve WSB Proposal for Lehigh and TH95
Background:
The City Council authorized staff to submit an appiication to the MnDOT's 2008 Municipal Agreement Program on
October 4, 2006 for the TH95 and Lehigh Road improvements. Then on February 27, 2007 the City was notified
that $135,041 had been offered for the improvement project. Council then authorized acceptance of the FY2008
Municipal Agreement Program Funding on March 21, 2007.
Discussion:
Now that a MnDOT agreed upon concept has been approved and additional funds have been allocated for the
project, it is time to move toward a more detailed design. To date approximately $25,000 has been spent to
conduct a survey of the improvement area, develop an approved concept for securing funding, and modifying the
original concept to receive additional funding from the MnDOT. The current funding being provided by the MnDOT
is $210,000 for a project that has an estimated construction cost of $380,000.
It is important to review all aspects of the project and determine where savings can be realized. For that reason,
cost proposals were requested from four engineering firms: WSB, Stevens Engineering, TKDA and Bonestroo.
All four firms are very qualified to do the proposed improvement project. The costs provided by each firm can be
seen in the chart below. It should be noted that an adjustment was made to Bonestroo's proposal number in the
chart below to provide a more accurate comparison of services, so to achieve this, direct project expenses
($3000) were subtracted. Direct project expenses would include printing, mileage, etc. This is consistent with ail
four firms and would be project specific to actual expenses.
Firm
WSB
Stevens
Engineering
Bonestroo
TKDA
Design
Design %
$29,834.00 7.85%
$30,500.00 8.03%
$34,740.00 9.14%
$29,100.00 7.66%
Construction
$ 22,800.00
$ 24,700.00
$ 32,000.00
$ 37,700.00
Construction
o�
6.00%
6.50%
8.42%
9.92%
Total
$52,634.00
$55,200.00
$66,740.00
$66,800.00
Totai %
13.85%
14.52%
17.56%
17.58%
At this time staff would recommend considering WSB to complete the final design and conduct the cons4ruction
staking and inspection for the Lehigh and TH95 improvement, based upon a lower cost for the associated work.
Recommendation:
Authorize WSB to do the design and construction services for the Lehigh and TH95 improvement project as
outlined in the proposal dated July 11, 2007.
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Work Plan and Estimate of Hours
City of Cottage Grove
Trunk I3ighway 95 aY Lehigh Road
Estimatwi Hours
Project
Principal .✓a�ager/ � Project Engineering Office 'Sotal
Engineer Sr.Engineer j E�gineer Engineer Tech 'Pcch Aours ('�sC
Task Uescrrp(ian
____._... ._ _
........_'__ _ _- __ _— _ _
I
Pto�eclMana i
'___ _ — — _ ___....... ._.. ..__
_ I ,_ FeasibilityReport 6 4 ,,, , 16_ _, 4 30 $3,052.00
— ______..._.. ..._ .._.__ __- ___.
2 Dah C ollectim� 6 CItY of Cott Grme
___ ___ .__ ..__ . ___
4 _,Finalp�nicallnves6ge.tion B �MnDO'P
3 Geotech
—.— _ — ___ __ ._... _-____
esign Plans 12 54 I10 6 80 6 268 $25,384.00
— ______.... ...._.. ._ _ — — _- -
5 Perm�ts ..._ _..____ _ 2 � 10 2 14 __ $1 240.00
___ _ _ _ —__._ .—... ... , .....
i
_— __. .. ____— _— '
_ — _____i _._. _ ..- ..___ —......
Totai1IOUrs 18 60 126 16 86 6 312
Cosls 1 13400 I 122.00 I 92.00 I SA.00 I 78.00
To�alLaborand Cx enses $29,926.00
i +'Y
& �lssauiaFes, I»t.
:ii ', . .� .
Principal
Associate
Sr. Project Manager
Project Manager II
Project Manager/Engineering Specialist III
Registered Engineer/Registered Land Surveyor/�ngineering Specialist II
Project Engineer/Engineering Specialist I/Sr. Construcfion Observer
Ehgineering Technician U/Construction Observer/Grad Engineer
Engineering Technician IV/Scientist III
Engineering Technician III/Scientzst II
Engineering Technieian II/Scientist I
Engineering Tech�rician T
Offzce Technician II
Offzce Technzcian I
Survey (Two-Person Crew/GPS Crew)
Survey (Three-Person Crew/E.�rshdecl GPS Crew)
�'730.00
$122.00
$117.00
$109.00
$102.00
$93.00
�83.00
$74.00
$66.00
$G0.00
$55.00
$48.00
$GI.00
$32.00
$136.00
$I62.00
Costs assoeiated with wor�l processing, vehiele ynilettge, eell phones, reproduetion of commoh
correspontfence and mailing are ineluded in the aGove hourly rates.
Reimbursable expenses include costs associated with plan, specific�ction and report
reproduction, permit fee, delivePy cost, etc.
RaEe Schedule is adjusted annurelly.
WSB & ASSOCIATES, INC.
SCOPE OF WORK
TRUNK HIGHWAY 95 (MANNING AVENUE) AT LEHIGH ROAD
PROJFCT UNDF,RSTANDING
The City of Cottage Grove is planning the xeconstruction of Lehi�h Road from TH 95 (Manning Avenue)
500 feet westerly. The roadway is proposed to be rcaligned at its intersecfion with TH 95 (Mannin�
Avenue) to intersecY at a right angle. Ditch reconstruction along L,el�igh Avenue will extend beyond the
roadway construcYion to address drainage issues. This ditch reconstruction will reqtiiire Yhe relocation of
private utilities. Trunk Hi�hway 95 (Manning Avenue) reconshuction will include the addition of a right-
turn lane and bypass lane; curb and gutter will also be added to the east side of TH 95. A mill and overlay
will also be included to match the mill and overlay project that is being cornpleted this construction
season by Mn/DOT.
SCOPE OF SERVICES
The City of Cotta�e Grrove has requested a proposal from WSB & Associates, Ine. (WS'B) to complete the
feasibility report, final roadway design, and construction services for the Z'H 95 (Manning Avenue) and
Lehigh Road intersection improvements. The project will require coordination with a variety of
governmental agencies ineluding, but not limited to, the City o�FCottage Grove, Denmark Townsliip, and
Mn/DOT. The project will be developed in accordance with State Aid Guidelines. WSB would prepare
the construction plans in accordance with current State Aid standards and prepare bidding documents,
including speeificarions, and an engineer's estimate.
Proiect Assumptions
� Geometric layout approved by the City and M�/DOT will be provided by the City.
� No design surveys will be required.
° Geotechnical investigation in�formaYion will be provided by Mn/DOT, or soils information will be
obtained through a subcontract.
�'The City of Cottage Grove will coordinate with Denmack Township.
�'Che City will be acquiring the right-of-way and preparing all necessary figures and documents.
� There are no weYland impacYs within the project corridor.
Project Management
This task will consist of management and administration of the project Yeam, as well as projecY
coardinafion and communication with the City of Cottage Grove, Denmark Township, and Mn/DOT
on t�he project.
WS'B will coordinate a kick-offmeeting wiYh the City of Cottage Grove to discuss and review the
pxoject. The meeting wi11 sexve Yo ceview the pxojecYs elements and identify any outstanding issues
thaY may be remaining, which will then be incorporated into the final design of the project. W SB will
also coordinate with the affected private ntility companies.
Task 1— Feasibility 12eport
This Yask consists o'f preparing the feasibility report and preliminary design far the project The report
will review the existing conditions and generally consist of the following items:
� Streets —preliminary design (per approved geometric ]ayout provideci by City)
� Storm sewers and stormwater management (per City storm waTer management plan)
• Soils — review and recommendations of report (per information provide by Mn/DOT)
• Cost esUmates
• Drawings/exhibits
• Preliminary easements/right-of-way needs
It is assumed that the City �ngineer wi11 present the xeport to the CiLy Council.
Task 2 DaYa Collection
� Base mapping and preliminaey design files will be approved by the City.
� Traffic counts will be provided by the City.
WSB was informed that a majority of the design survey work is complete and minimal topographic
survey work will be reqtiired, if any. If adciitional snrvey is required, it will be considered addifional
services and will be done on a cost reimbursable basis accordi»g to WSS's currenY Fee Schedule.
Task 3 — Geotechnical Investigation
It is assumed that relevant soils' information (borings and R-values) wiil be provided to WSB from
Mn/DOT, in association with the mill and overlay project on TII 95. Pf this information is not
available, W SB has worked with numerous geotechnical firms and could provide fhese services
through a subconsultant. We have provided an estimate for these services.
Task 4— Final Design and Plan Preparation
WSB will prepare a seY of deYailed coush�uction plvis for the grading, surface drainage, and paving in
accordance with Mn/DOT and City standards. We will coordinate our work closely with the Ciry and
Mn/DOT during the endre design process to eusure that Yhe City's expectations are satisfied and
Mn/DOT sYandards aze followed. Design meerings wili be held, as appropriate, to discuss design
elements and comments during the design process. A final set of plans will be submitted to the City
for their review and approval. 'Phe final construction plans will include the following:
� TiYle Sheet and Index Map
� General Layout
• Esrimated Quantities/Tabulations
• Earthwoxk Tabulation
� Typical Secrions
• Miscellaneous Details
s Construction Staging/Traffic Control Plan
• Alignment Plans and Tabularion
• Existing Utility and Removal Plans
� Construction Plan and Profile
• Drainage Plan, Details and Qnantities
• TtiirfFstablishmentPlans
• Signing and Striping Plans
� Cross-Sections
W SB proposes to complete the plans to a 30% level, which includes profile �nd cross section right-o�f-
way and easement needs. Oncc W SB reaches this point, WSB will provide a copy to the City of
Cottage Grove �for their review and comments.
Task 4.1— Plan Review and Approval
W SB wi11 sub�niY the final plans, specifications, engineer's cost opinion, and other required design
data to MnlDOT for their review and approeal. W SB �uill make appronriaYe changes based on their
review.
Task 4.2 —Engineer's CosY Op9nion
Prepare a construction cost opinion based on quantities generated as part of the preparation of the
construction plans. Costs will be split by funding source (including pro rata of lump sum items,
percentage Mn/DO'C, other percentage splits).
Task 4,3 — SpeciTications
Special provisions will be written for unique items not covered adequately in the "Mn/DOT Standard
Specification for Construction." �ach provision will contain a description, materials, construction
requiremenYs, meYhod of ineasurement, and basis of payment for each item. Deletions Prom and
additions to standard speciFications will be written and ineluded as necessaxy.
WSB will prepare the bidding documents which will include, but not be IimiTed to, special provision
bidding instructions, sub-soil investigation report, bid proposal, and appropriate Mn/DOT
attachments. WSB will provide the City with reduced size (11" x 17") reproducible plan sets, along
with the original bid proposaL WSS will be responsible far the activities relaYed to contract bidding
and award. W SB would attend Yhe bid opening and prepare a tabulatiou of the bids.
Task 5 — Permits
WSB will prepare the permit applications identified for the City's signature. The City will be
responsible for all permit fees necessary for the construction of the project. 'Chis task includes the
development of a Storm Water Polfition Prevention Plan (SWPPP) in conjunction with the NPDES
permit application. The follown�g List is our wzderstandin� of potential local, state, and federal
permits and apptovais required:
� Minnesota Pollution Control Agency (M,PCA) — NPD,ES Permit
Task 6 — Constructiou Services
Task 6.1 — Constr�ction Administration
Onr Project Manager for construction services will be Rebecca (Becky) Haydon. Becky will conduct
the preconsYruction meeting ancl ail weekly fieid meetings. FIer role will be to supervise the observer
and surveyors and troubleshoof any quesfions regarding design and construetabilify. She will be
available for qLiestions from the owners, public, staFf, contractors, and utility companies. She will
review and sign the monthly pay vouchers and perPorm all other general contract administration
required. She will administer all documentation for final close ont of Che project.
Task 7 — Construction Staking
WSB will provide construcYion staking for the project as follows:
• Line and grade stakes for all utility improvements,
• Cut s6eets for all utility improvements,
• Line and grade stakes for all street improvemenYs, including curb sYakes, sidewalks, Yrails,
ponding, etc,
� Cut sl�eets for all street improvements,
• Collect the survey data needed for the record drawings, including top of casting and invert
elevations of all storm sewer structures, and
• Replace all property carners lost due to constraction.
Task 8 — Construction Observation
WSB can provide consYruction administration, staking, and observation for thc project The observer
will provide the City with daily and weekly reports and track quantities for payment purposes. The
observer will make sure the project is builY to the project a��d CiTy specifications. Any deviations or
potential change orders will be brought Yo the att�ention of the City. They will also be the liaison with
the residenTs and owners located wiThin the project ar�a to answer questions and keep them informed
of the progress. A final walk through inspection far punch-list items and final close-out procedures
will be completed. T"he erosion control inspections will be performed in compliance with the
SWPPP.
Task 9 — As-Built Documentation
WSR will prepare the record drawings based on the as-built survey information. The record drawings
will be prepared in accordance with the requfrements of'the City of Cottage orove. Mn/D01' requires
as-builts for any construction performed within their right-of-way. Digltal '61es can be provided if
reqtiiested.
REQUEST OF CITY COUNCIL ACTION COUNCIL AGENDA
MEETING ITEM #
DATE 09/05/07 ,
PREPARED BY Engineering Jennifer Levitt
ORIGINATING DEPARTMENT STAFF AUTHOR
��������:�����������:,���,���:�:�������������������:,,
COUNCIL ACTION REQUEST
Consider authorizing the preparation of a feasiblity report for the Lehigh and TH95
Improvement Project.
STAFF RECOMMENDATION
Adopt the resolution authorizing the preparation of a feasibility report for the �ehigh and TH95
Improvement Project.
ADVISORY COMMISSION ACTION
❑ P�ANNING
❑ PUBLIC SAFETY
❑ PUBLIC WORKS
❑ PARKS AND RECREATION
❑ HUMAN SERVICES/RIGNTS
❑ ECONOMIC DEV. AUTHORITY
❑
SUPPORTING DOCUMENTS
DATE
APPROVED
❑
❑
❑
❑
❑
❑
❑
DENIED
❑
❑
❑
❑
❑
❑
❑
REVIEWED
❑
❑
❑
❑
❑
❑
❑
� MEMO/LETTER: Jennifer Levitt, August 30, 2007.
� RESOLUTION:
❑ ORDINANGE:
❑ ENGINEERING RECOMMENDATION:
❑ LEGAL RECOMMENDATION:
� OTHER: Robert Vasek, July 13, 2007,
Program Funding.
�i7�t1�IF��:7_�C�7:Z.YK�7i�I51d���91
Modified Award for FY 2008 Municipal Agreement
. �_ v���{
City Administrator
��`�i�`?
Date
��,�������.����������.���.������,..���,.��������,�
COUNCIL ACTION TAKEN: �APPROVED ❑ DENIED ❑ OTNER
Y.a ,+��
� _: _
RESOLUTION NO.
RESOLUTION AUTHORIZING THE PREPARATION OF A FEASIBLITY
P2EPOi2T FOR TFiE LEiiIGFi AND YH95 IIViPROVEMEiVT PROJECT
WHEREAS, based upon the Council's acceptance of the FY2008
Municipal Agreement Program funding, the next step in the development process
is the preparation of a feasibility report; and
WHEREAS, it is recommended at this time to determine the physical and
economical feasibility of providing the necessary public improvements.
NOW THEREFORE BE IT RESOLVED, by the City Council of the City of
Cottage Grove, County of Washington, State of Minnesota, that a feasibility
report for the Lehigh and TH95 Improvement Project be authorized.
Passed this 5 day of September, 2007.
Sandra Shiely, Mayor
Attest:
Caron M. Stransky, City Clerk
CITY OF COTTAGE GROVE
MINNESOTA �
To: Honorable Mayor and City Council
Ryan Schroeder, City Administrator
From: Jennifer M. Levitt, P.E., City Engineer
Date: August 30, 2007
Re: �ehigh & TH95 Improvement Project
Authorization of Feasibility Report
Backaround
The City Council authorized staff to submit an application to the MnDOT's 2008 Municfpal Agreement Program on
October 4, 2006 for the TH95 and Lehigh Road improvements. Then on February 27, 2007 the City was notified
that $135,041 had been offered for the improvement project. Council then authorized acceptance of the FY2008
Municipal Agreement Program Funding on March 21, 2007. Since that time the City has been in discussion with
the MnDOT in regards to various details of the project. In those discussions, additional funding was made
available to the City, bringing the total participation from the MnDOT to $210,000. The current engineers estimate
for the construction of the project is $380,000.
Discussion
The Lehigh and TH95 project has received additional funds from the MnDOT for the rea�ignment of Lehigh at the
intersection of TH95. The project will encompass a turn lane and bypass lane on TH95 to serve the new aligned
Lehigh Road. The existing configuration of Lehigh Road possesses a great safety concern with the skewed angle
at TH95. Another improvement that is necessary as part of this project is the storm water drainage in this area.
Each spring a large section of Lehigh Avenue has water standing on it and many areas have experienced
washouts. These washouts have had temporary measures utilized each year to stabilize the road, until an
ultimate solution can be implemented. The ultimate solution is to create a ditch section along Lehigh Road to
contain the water and add additional culverts to contain drainage to existing drainage and utility easements.
Currently, a number of residents in the area experience inundated septic systems and drain fields in the spring.
There are other areas that need to have additional grading done to retain storm water drainage to existing
drainage and utility easements. By doing the road improvement with a ditch section, a great deal of money can be
saved annually by not having to place gravel, larger stabilizing rock, and bituminous patching at the washouts.
It would be expected that the road improvements and storm water improvements on Lehigh Road would be
assessed per the IMTF policy. The IMTF calis for 45% of the total project cost to be assessed. Also, as part of
the assessment process a benefit appraisal on sample properties adjacent to the benefiting area would be
conducted. The other funding sources expected to contribute would be the Stormwater Utility Fund to solve the
drainage issues on Lehigh Road and the Cooperative Agreement contribution for the TH95 improvements at
L.ehigh Road.
Feasibility Report: The next step in the project'development process is the preparation of a feasibility report. It
is recommended that the feasibility report be ordered at this time to determine the physical and economical
feasibility of providing the necessary public improvements.
Recommendation
It is recommended the Council adopt a resolution authorizing the preparation of a feasibility report for the Lehigh
and TH95 Improvement Project.
d'"�"" Minnesota Clepartment of Transportation
� �
Metro District
�� , �� Office oF State Aid
� t500 V4'�st C;��urt� Rcact �<
Hasevit(e. MPf 5a''113-:311�k
Julv 13.3fi07
7ffic� F I 631-23a-7rE3C
c :1f1{,:z, , �3.4: !, h i -
- �c..�.a"-Iii}J
sob��t,�� ai
�1s. JeuniYer Levitt, I'.,C_
CiFy Engineer
City uf CotCage C'ifvve �
8G3S W�st Point Dou�las Road
Cpttage Grove, �41N 55016-33 I fl
RE: i4Lndified Award for fi� Y 2008 Mnnicipal A�roemant Prngrarn Ftmdin�
'CH 95 it I,ehigh Avenue
In tYi� Cit�j �f Ca>rtuge Gi�ov�
Dear iy[s. Levitt;
i am tivrit[ng to address an increase in f�u�dinp for Che abave referenced pmject to address the ad�ied casc of
prt�viding stomi sewer uad a short ueb�n sec[ion on TH 9� tbr drainage. Adtiiti�naf funds Ueca�ne availa6le in
the llst week ot'June and I wah abte to �tivard an udditisxkni �74,954 to�vard t(ie preiject.'I'he hasis for fundin�;
was again lialf [he constn�ction cUSr. i dedueted $2SY,(1Q0 fP«nz the estimata; for ttie mill ancl uaerluy
comp�ancnt of Che prfl �f�iICJO`i has let zt projacttu n��ill and ouar(ay ��SH 95 in this area I�fzr tfiis
sununer so thaf tvork i� not reqnirect. The total �IrilUO'C ti�n3ing availutate'is ne»v $2 k0,00d.
Tha referenced fimci[n� ai�iounk is tk�e ma�imum <msottut of 1�1xJ�F,1(}"f f]` �fli)� ieQtmicipal l��re�mon[
tundin�, availa6le fo€ this hr,�jc:ee.
t1n updated accuptance l�tt�r trum Cottage Grave is noc recEuired sincu youE� �larcli?3, 24t1'7 tettar �vill
yuftice_ EPyou fiave any �uestiuns re�arcfing the moz9i6ed uwzicd nr a�iy other issuc pieasc uontact me at
651-2'i<I-77&0 ur`Cnm Zeibli ai¢ 651-23tt-7'792, emait rhomus.ieibti(c;�lar.srateinaus .
Sinccre ,�_�,,�
�%� /` }����
RUbert (E3�b) Vssek, P. .. ._____
Caaperative Agr�emetit E:��gineer
cn: Mark tiieseka, N[a�I}C)'I�-NIeVro State Aic(*
�Iiek'1'hompson, YIn/D0"I'-Area bClnager*
,�eiuni Josephsun, NIn/17(?1'rlsea 8ngineae'a
Tom Lcibli, Ntu(DtaT-6V[�tva State Aid'*
E'ite
'�li(e;ctronic Cc�py (Jnly