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HomeMy WebLinkAboutContract 1612July 10, 2001 Mr. Kevin Hansen, PE Public Works Director\ City Engineer City of Columbia Heights 637 - 38th Avenue N.E. Columbia Heights, MN 55421 Proposal for Additional Final Design Services Central Avenue (TH 65) Improvement Project City Project No. 99-12 Dear Mr. Hansen: The following supplemental proposal is offered for your consideration for additional final design phase services for the above-referenced project. The additional services have been specifically requested by City staff or have been required by MnDOT. The additional services are outside of the scope of work included in our original Professional Services Agreement and previous supplemental proposals for the project. SCOPE OF WORK URS/BRW has provided additional final design phase services related for the project. These items were previously discussed with City staff as the issues arose. The previously provided services are as follows: 1. Minneapolis Coordination URS prepared for and attended two meetings with MnDOT and two meetings with Minneapolis to attempt to coordinate the work at the intersection of 37th Avenue. We also prepared several layouts for MnDOT review to determine the best geometry at the intersection. This issue has not yet been resolved. Our understanding is that MnDOT is assuming a larger role in assisting Minneapolis at this time. To date, we have incurred approximately $7,620 in fees for meetings, alternative layouts, and construction sequencing to resolve multi-jurisdictional issues for this intersection. 2. Council Work Sessions/Meetings URS attended three additional work sessions and/or City Council meetings for the project. This was required to update the Council on the progress of the project. The costs for meeting preparation and attendance were $1,910. Thresher Square 700 Third Street South Minneapolis, MN 55415-1199 612.370.0700 Tel 612.370.1378 Fax Mr. Kevin Hansen July 10, 2001 Page 2 3. Storm Sewer Analysis URS provided review and analysis of the storm sewer system originally prepared in schematic format by the City. The information was reviewed and discussed with MnDOT. The fees associated with this item were $3,640. 4. Pavement Design Issues URS has had on-going communications and correspondence with MnDOT related to the pavement design for the project. We have met with MnDOT twice to further discuss the pavement issues. The additional fees to date for this item are $1,890. 5. Plan Preparation Issues Through the course of the project, MnDOT has required more detailed design than is typically required on a State Aid plan set. Our original proposal assumed a total of 60 plan sheets. There are currently 136 plan sheets for the project. Of this amount, 10 relate to the University Avenue Internally Lit Sign project and 17 are related to landscaping. The remaining plan sheet total reflects the level of effort MnDOT is requiring for this project. Additional plan sheets were required for traffic control, signal systems, alignments, details, state-aid payment request forms, detail tabulations, and signage and striping plans. The fees associated with the additional detail are estimated at $28,100. In addition to the above listed previously performed tasks, URS has identified several tasks remaining to complete the project. The tasks and estimated fees are presented below: 1. Coordination We anticipate that significant coordination will be required to allow for fall bidding of the project. We estimate that four meetings for Right of Way, two meetings for pavement design, four meetings with MnDOT Cooperative Agreements, four meetings with Minneapolis and four meetings with the City will be required to complete the project. We will prepare the required graphics and lead the meetings with all agencies. We estimate that the additional meetings will cost approximately $12,180. We will attempt to coordinate the meetings to cover multiple topics, however, we anticipate that the meetings listed above are a fair representation of the level of effort required to allow the project to move forward. Mr. Kevin Hansen July 10, 2001 Page 3 2. Funding/Financing We anticipate that the City will require assistance in developing a final fund/financing plan for the project. At this time, we are of the understanding that funding is a major issue for the project. We will work with City staff to review funding alternatives and additional funding resources to allow the project to be completed. We have allotted $8,000 to assist the City with project funding. 3. Storm Sewer Design The City has requested that additional storm sewer design be performed for the project. We have estimated that the construction cost associated with the storm sewer improvements will be approximately $250,000. We estimate that the additional services will result in $19,610 in additional fees. Our proposed fees assume that the drainage report and system design will be completed by Columbia Heights staff. We will review the design prepared by Columbia Heights, review the drainage report and computations, provide feedback to the City as required, complete the drainage plans based upon the City's design, submit the documents to MnDOT and attend follow-up meetings with MnDOT and City staff. 4. Signal Design at 37th Avenue We are anticipating that a fully actuated signal system will be designed for the intersection of Central Avenue and 37th Avenue. A separate cooperative agreement with the City of Minneapolis will be required which will address cost sharing, design and construction responsibilities for this intersection. We have not included costs to design the signal system at this time, however, this may be an issue as coordination with Minneapolis continues. ESTIMATED COSTS BRW will perform these additional services on an hourly basis consistent with our Professional Services Agreement. The following is a summary of the estimated costs to complete the work tasks detailed above. Current Not-to-Exceed Amount Additional Services (Previously Performed) Additional Services (Required to Complete the Project) Revised Not-to-Exceed Amount $265,100 $ 43,160 $ 39,790 $348,050 Mr. Kevin Hansen July 10, 2001 Page 4 The total revised not-to-exceed cost for the design phase cost for this project is, therefore, $348,050 including the additional services detailed in this supplemental proposal. Consistent with our Professional Services Agreement, labor will be billed on an hourly basis using our Standard Rate Schedule and reimbursable expenses will be billed to the City at cost with no URS/BRW markup. Two original copies of this proposal are enclosed. If the proposal is acceptable, please execute both copies on the signature blocks provided below and return one copy to us for our records. Please let me know if you have any questions or you need any additional information. Sincerely, BRW, Inc. Vic~ President APPROVED BY: C~Y OF C~~~ ~IG~S Walt Fehst City Manager ~ Gary Peterson Mayo=?_ / Date CC: Kevin Kielb/BRW Kim Schaffer/BRW File 33910 004 1001 Name Date BRW, Inc. December 12, 2000 RECEIVED DEC 1 ZOO0 PUBLIC WORKS Mr. Kevin Hansen, PE Public Works Director\ City Engineer City of Columbia Heights 637 - 38th Avenue N.E. Columbia Heights, MN 55421 Proposal for Additional Final Design Services Central Avenue (TH 65) Improvement Project City Project No. 99-12 Dear Mr. Hansen: The following supplemental proposal is offered for your consideration for additional final design phase services for the above-referenced project. These additional services have been required for the completion of the project plans and specifications or have been specifically requested by City staff and are outside of the scope of work included in our January 10, 2000 proposal and our September 14, 2000 supplemental proposal for landscape design services. The scope of work and an estimated cost for these additional services are detailed below. We have also provided an updated schedule for the project. SCOPE OF WORK URS/BRW will provide additional final design phase services for the project as follows. 1. Extension of Project from 43ra Avenue to 45th Avenue The project originally included improvements to Central Avenue between 37 Avenue and 43r° Avenue. Mn/DOT requested that the project limits be extended to include a rd th bituminous overlay between 43 Avenue and 45 Avenue. URS/BRW will provide additional services to include the preparation of final plans and specifications for the overlay construction. We will also coordinate with Mn/DOT to define the scope of the overlay work and negotiate with Mn/DOT to determine the additional funding that would be available for the additional work. Thresher Square 700 Third Street South Minneapolis, MN 55415 612.370.0700 Tel 612.370.1378 Fax BRW, Inc. Mr. Kevin Hansen December 12, 2000 Page 2 2. Utility Trench Pavement Design The Feasibility Study for the project included the patching of all utility trenches with a bituminous pavement section. The existing Central Avenue pavement section includes approximately 2" to 6" of bituminous pavement over 6" to 9" of concrete pavement, URS/BRW conducted discussions with Mn/DOT staff as a part of determining the final pavement section for the roadway. Mn/DOT requested that all utility trenches be patched in-kind with a bituminous overlay over new concrete pavement. We performed additional analysis and subcontracted with a geotechnical subconsultant (American Engineering Testing) to document that the bituminous pavement section option would perform satisfactorily; however, Mn/DOT still required the bituminous overlay/concrete pavement design. As a result of this decision by Mn/DOT, additional final design phase services are required to design the bituminous overlay and concrete pavement section. These additional services will include the preparation of concrete pavement jointing plans, details and specifications. This decision by Mn/DOT resulted in the addition of approximately $150,000 to the project construction costs. 3. Additional Traffic Control/Staging Services URS/BRW has conducted discussions with the Mn/DOT Traffic Office regarding the traffic control and staging required for the project. It has been determined that the project must be constructed under traffic and that traffic signal operation and left turn lanes must be maintained at all intersections along Central Avenue. URS/BRW is preparing traffic control and staging plans to detail the traffic control required for the project. Additional services, including the preparation of plans and specifications detailing temporary signal operations at each intersection for each phase of the project, are required as a result of these discussions with Mn/DOT. 4. Preparation of Funding/Financing Alternatives URS/BRW prepared detailed cost estimates as a part of our original scope of work for the project. In addition to this work, we have also provided services associated with the preparation of a financing plan for the project. URS/BRW has also prepared assessment options related to the urban design enhancements. This information was subsequently utilized to prepare the financing plan for the project. This work is outside of the scope of our original agreement and the supplemental agreement. BRW, Inc. Mr. Kevin Hansen December 12, 2000 Page 3 o Staff Requested Additions to the Project Scope/Revisions to Plans Throughout the course of final design, URS/BRW has been requested to make adjustments to the final design. The requests resulted from review meetings with City staff. The revisions have included separation of storm sewer and sanitary sewer near 37th Avenue, grading revisions to the gutter line at 45th Avenue, watermain replacement at Gould Avenue, the installation of a frost-free hydrant, revisions to the design of Reservoir Boulevard, and revisions associated with business parking and access issues. Additional miscellaneous services will be required to coordinate meetings with the MTC and determine relocated bus stop locations. 6. Additional Public Involvement URS/BRW has provided preliminary design graphics/boards for presentation at an Open House meeting and at a City Council worksession. The graphics detailed the proposed urban design improvements and the proposed roadway layout and traffic control/staging plans. We will also provide additional public involvement services including preparation for and attendance at up to ten public or individual business owner meetings. The need for these additional meetings has been determined based upon the public involvement work performed to date. We have not included any additional services associated with coordination of the project with the City of Minneapolis. It is possible that the scope of the project may be modified to include the replacement of the existing signal at the 37th Avenue intersection and to extend the limits of the project to the south into the City of Minneapolis. We have not included these services at this time since it is uncertain if this work will be added to the project. We propose that a separate supplemental proposal be submitted for your consideration if this work is added to the project. ESTIMATED COSTS BRW will perform these additional services on an hourly basis consistent with our original proposal and our Professional Services Agreement. The following is a summary of the estimated costs to complete the work tasks detailed above. Current Not-to-Exceed Amount Additional Services 1. Extension of Project from 43rd Ave. to 45th Ave. $16,000.00 2. Utility Trench Pavement Design $17,500.00 3. Additional Traffic Control/Staging Services $16,000.00 4. Funding/Financing Alternatives $12,200.00 5. Staff Requested Additions/Revisions $13,400.00 $164,000.00 BRW, Inc. Mr. Kevin Hansen December 12, 2000 Page 4 6. Additional Public Involvement Total Additional Services Revised Not-to-Exceed Amount $ 8,000.00 $ 83,100.00 $247,100.00 The total revised not-to-exceed cost for the design phase cost for this project is, therefore, $247,100.00 including the additional services detailed in this supplemental proposal. Consistent with our Professional Services Agreement, labor will be billed on an hourly basis using our Standard Rate Schedule and reimbursable expenses will be billed to the City at cost with no URS/BRW markup. SCI~DULE The following is an updated schedule for the project: Preliminary Plans Submitted to Mn/DOT for Review Approve Cooperative Agreement/Plans & Specs Bid Opening Award Contract Start Construction Construction Complete November 2000 February/March 2001 March/April 2001 April/May 2001 May 2001 November 2001 The project schedule is dependent upon the Mn/DOT Cooperative Agreement review process. The schedule detailed above may need to be modified based upon the review process. Two original copies of this proposal are enclosed. If the proposal is acceptable, please execute both copies on the signature blocks provided below and return one copy to us for our records. Please let me know if you have any questions or you need any additional information. Sincerely, BRW, Inc. Vice President BRW, Inc. APPROVED BY: CITY OF COLUMBIA HEIGHTS Walt Fehst Name City Title Signatu~e___ Date / Copy: Kevin Kielb/BRW Kim Schaffer/BRW File 33910-004-1001 Mr. Kevin Hansen December 12, 2000 Page 5 Date