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1f. Lake Susan Shoreline Stabilization Project: Award of Design-Build Contract0 CITY OF CHANHASSEN 7700 Market Boulevard PO Box 147 Chanhassen, MN 55317 Administration Phone: 952.227.1100 Fax: 952.227.1110 Building Inspections Phone: 952.227.1180 Fax: 952.227.1190 Engineering Phone: 952.227.1160 Fax: 952.227.1170 Finance Phone: 952.227.1140 Fax: 952.227.1110 Park & Recreation Phone: 952.227.1120 Fax: 952.227.1110 Recreation Center 2310 Coulter Boulevard Phone: 952.227.1400 Fax: 952.227.1404 MEMORANDUM TO: Paul Oehme, Director of Public Works /City Engineer FROM: Terrance Jeffery, Water Resources Coordinator -16 DATE: March 12, 2012 o� SUBJ: Lake Susan Shoreline Stabilization Project SWMP 14F -3: Award of Design -Build Contract PROPOSED MOTION "The City Council approves a design -build contract in the amount of $41,740.00 to Wenck Associates, Inc. for work to be performed on the Lake Susan Shoreline Stabilization Project." City Council approval requires a simple majority vote of the City Council present. BACKGROUND In 2003, the City and the Riley Purgatory Bluff Creek Watershed District (District) began discussing the restoration of the north shore of Lake Susan. In the spring of 2005, the City of Chanhassen and the District stabilized approximately 1,000 feet of shoreline along the north shore of Lake Susan; originating from the public boat landing east. Web Site Wenck and Prairie Restoration, Inc. (PRI) are working as a design -build team on this www.ci.chanhassen.mn.us project. By employing this method, there is a significant reduction in costs (24 %) when compared to a design- bid -build method. Wenck developed the original plans in 2007. By remaining with Wenck, there is continuity in services and a reduction in costs that would be associated with bringing another design team on board. By working with Chanhassen is a Community for Life - Providing for Today and Planning for Tomorrow In 2007, the City contracted with Wenck Associates, Inc. (Wenck) and Kestrel Design Planning & Group to develop a plan to complete the restoration of the approximately 1,000 Natural Resources remaining feet of shoreline. The plans were completed but were not implemented at that Phone: 952.227.1130 time due to budget considerations of the District as the originally requested use of Fax: 952.227.1110 hardscaping with boulders added substantially to the estimated cost. Public Works 7901 Park Place In 2011, City staff and representatives of the District met. It was decided that the City Phone: 952.22 should move forward with the plans with the District supplying financial and, if needed, Fax: 952.227.1310 technical assistance for the project. The use of hardscaping is to be minimized to the greatest practicable extent. This restoration dovetails well with the current work being Senior Center done by the District to improve the water quality of Lake Susan. Phone: 952.227.1125 Fax: 952.227.1110 COSTS AND FUNDING Web Site Wenck and Prairie Restoration, Inc. (PRI) are working as a design -build team on this www.ci.chanhassen.mn.us project. By employing this method, there is a significant reduction in costs (24 %) when compared to a design- bid -build method. Wenck developed the original plans in 2007. By remaining with Wenck, there is continuity in services and a reduction in costs that would be associated with bringing another design team on board. By working with Chanhassen is a Community for Life - Providing for Today and Planning for Tomorrow Paul Oehme Lake Susan Shoreline Stabilization Project March 12, 2012 Page 2 Wenck, the plans are able to be field modified by the engineer to eliminate areas of rip rap in favor of Before PRI other revetment techniques as preferred by City staff, the District and the Department of Natural Resources rather than preparing new construction plans. City staff has reviewed four shoreline stabilization projects that Wenck and PRI have performed along Lake Minnetonka and was impressed with the work. When asked about their work, staff at the Minnehaha Creek Watershed District was complimentary of Wenck and PRI. Further rationale for preferring to use this approach is that PRI has been responsible for the vegetation establishment and maintenance with the 2005 shoreline stabilization project. Their knowledge of the site conditions will result in a greater likelihood of success during plant establishment and a reduction in plant establishment and After PRI long -term maintenance costs and a better final product overall. The design -build cost quoted for this project is $41,740.00 to stabilize 960 lineal feet of shoreline. For comparison, the construction costs for the 2005 project was $102,605.00. The City met with the District on October 5, 2011 and the District authorized $48,045.00 towards construction costs. Minutes from this meeting are attached. This number was revised down to $36,230.50 upon finalization of the construction costs. The District is currently partnering with Applied Ecological Services (AES) in a similar design -build approach to stabilize 890 feet of Lotus Lake Shoreline within Carver Beach Park of which 545 feet will be vegetation management only. The City will be supplying felled trees for stabilization purposes. This project is anticipated to cost $75,000. This does not include long -term maintenance costs. TASK CITY DISTRICT TOTAL Construction (Design - Build) $6,209.50 $35,530.50 $41,740.00 Plan Development (Cost Paid w/2007 $22,121.00 $0.00 $22,121.00 Wenck/Kestrel) Maintenance (Three (3) Year) $7,200.00 $0.00 $7,200.00 TOTALS $35,530.50 $35,530.50 $71,061.00 The project is tentatively scheduled to start the last week of March with substantial completion by the second week of June. Staff is seeking volunteer groups to assist with the shrub and forb plantings. Funding for the project is proposed to come from CIP Item SWMP -044. The District will reimburse $35,530.50 upon completion of the construction. The City's fiscal commitment for 2012 is $6,209.50 and approximately $2,400 /year for 2013 -2015. Attachment: 1. CIP Item SWMP -044 2. Excerpt of Riley Purgatory Bluff Creek Watershed District minutes dated 1015111 3. Project Map c: Ed Matthiesen, Wenck Associates, Inc. g: \eng\swmp projects\swmp 14- -3 lake susan shoreline stabilization \project administration\award design- build_031212.doc ti Capital Improvement Program 2012 thru 2016 City of Chanhassen, MN Project # SWIVIP -044 Project Name Lake Susan Shoreline Stabilization Account #1 720 - 7025 -r000c Account #2 Account #3 Account #4 Department Surface Water Management Contact Paul Oehme Type Improvement Useful Life Category SWMP Priority n/a Description I Total Project Cost: $60,000 Ibis project would continue the stabilization of the shoreline which was already performed along the north shoreline of Lake Susan, near the Lake >usan landing. It would involve the use of natural revetment techniques to stabilize the shoreline. Justification I Ibis project would build upon the water quality improvements already undertaken in Lake Susan. Initial conversations with several groups has ndicated an interest from several organizations to participate. The project could involve a partnership with the RPBCWD, the Carver County YMO, the Carver County SWCD, Lake Susan HOA, the Minnesota Conservation Corps, and other community volunteers. Expenditures T otal lance 2012 2013 2014 2015 2016 60,000 60.000 Total 60,000 60,000 Funding Sources 2012 2013 2014 2015 2016 Total Other Agency Contribution 45,000 45,000 Surface Water Utility Fund 15,000 15,000 Total 60,M 60,000 B udget Impact/Other the City has already prepared plans. Cost savings can be realized by employing volunteer groups and the MCC to perform the plantings. The area Al need longterm vegetation management at an estimated total cost of $5,000. 119 Ci 1 ' MINUTES OF THE REGULAR MEETING OF THE BOARD OF MANAGERS OF THE RILEY- PURGATORY -BLUFF CREEK WATERSHED DISTRICT October 5 2011 The Regular Meeting of the Board of Managers of the Riley- Purgatory -Bluff Creek Watershed District was called to order at 7:00 p.m. on Wednesday, October 5, 2011, by Chair Forster at the Eden Prairie City Hall, 8080 Mitchell Road, Eden Prairie, Minnesota. ' Present: Casanova Crafton Forster Kirkegaard, and Wencl Others: Terry Jeffery, Tracy Szela, Josh Knopik, Aaron Overby, Jamie Thimmish Rachie, John Tyler, Bill Satterness, Bob Shurson, Peter Sorensen, Przemek Bajer, Frank Spahn, David Austin, Josh Knopik, Katie Mahannah, Steve Jenks, Catherine Thimmish, Engineer, and Coordinator I. Call to Order The Chair called the meeting to order. ' 2. Review and Approval of Agenda and Minutes The Chair called for review of the Agenda. Manager Wencl moved, seconded by Crafton, to approve the agenda with the addition of a presentation by Terry Jeffery. Upon a vote, the motion carried. The Chair asked to continue laying over the minutes of August 17, 23, and ' 24, 2011 to the next regular meeting. The Chair called for action on September 7, 2011 minutes. Manager Casanova noted he did not abstain. The Chair asked for clarification from the Coordinator. The Coordinator stated Managers Casanova and Wencl had been silent and that the Chair had announced abstention which had not been announced by either manager. The Chair acknowledged the clarification. Manager Crafton asked for addition of note that she had voted opposing contracting before development of job descriptions for CH2M. Manager Crafton also ' asked for addition of a note that she wanted a consultant to guide the Board through job descriptions. Manager Crafton asked for addition of note that she had voted opposing contracting before development of job descriptions for the Coordinator. Manager Kirkegaard noted the ' Coordinator contract was for $12,000 per month not simply a lump sum Manager Crafton moved, seconded by Kirkegaard, to approve the minutes of September 7, 2011 as amended. Upon a vote, the motion carried. r 1 3. Matters of General Public Interest 1 The Chair welcomed and called for report of advisors. Advisor Shurson asked about the costs incurred in the Mitchell Lake Water Quality Improvement. The Coordinator reported the costs would be verified and appeared to be analysis and laboratory costs of the paleo- limnological and lead cores; the Coordinator would verify and confirm with Advisor Shurson. Advisor Shurson expressed appreciation for the information. Advisor Thimmish asked about the budget for Red Rock Lake. The Coordinator and Engineer explained the budgeted projects and 1 clarified excess funds are not carried over to a project but rather the Managers budget based upon any remaining funds and new levies. The Engineer also explained the recommendations contained in the Engineer's Report and highlighted the table evaluating alternatives including those for Red Rock Lake. Manager Wencl inquired whether a comparable contribution from the City of Eden Prairie should be requested to aid work in Mitchell Lake as well as Red Rock Lake. The Engineer will inquire of the City of Eden Prairie. Advisor Tyler asked about the micro -floc ' alternative described in the report. David Austin explained the technique and distinguished that technique from prior uses of alum. Manager Wencl noted the proposed installation of Aeration Industries aerators in a bay in Red Rock Lake. The Chair suggested adding that item as a discussion item for the November regular meeting. Advisor Satterness extended invitation to all Managers and Advisors to the first meeting of Friends of Red Rock Lake on Monday, October 24, 2011 at 7:00 p.m., Eden Prairie Library Community Room, Eden Prairie, Minnesota. ' Advisor Satterness noted Manager Forster was asked to speak and inquired about a presentation of work to be done in the lake. The Engineer suggested that a review of alternates be presented to prompt discussion. The Chair stated he would arrange a presentation with the Engineer for the ' association and review of options. The Chair welcomed Terry Jeffery of the City of Chanhassen to report on the proposed Lake Susan Shoreline Restoration. A copy of his presentation is incorporated by reference. Mr. ' Jeffery explained he had been in discussion with Manager Wencl and the Engineer to work on restoration of the northeast segment of the shoreline. Jeffery noted the work was ranked as a lower priority and been scheduled for later and that the City was open to moving up the proposed work with the expectation of District cost - sharing. Manager Wencl asked for clarification of the proposed trees shown on the diagram. Jeffery stated it would be a mixture and was not actually determined. He emphasized he was showing an older plan which was not the intended plan. Jeffery reviewed a proposed schedule with the City of Chanhassen as the project lead under a design -build approach. The City would like the District to contribute up to $15,000 in engineering services for reviews of City plans by the District Engineer (if needed) and ' approximately $48,045 in construction costs for a total contribution of $63,045. The District Engineer would essentially just review and comment upon the City plans. Manager Wencl noted that the earlier plans were not acceptable to MDNR. Jeffery indicated the plans were being ' revised by the City and should be acceptable to MDNR. The Chair called for discussion and asked for clarification. Following discussion, the Coordinator explained the intent would be a reimbursement to the City in an amount not to exceed the agreed sum after review and approval by the District Engineer of the completed work. The Engineer would submit a task order for its review and participation costs at the November regular meeting. The Chair called for a motion. Manager Wencl moved, seconded by Crafton, to proceed with the project as presented and report at the November regular meeting with work expected in the Spring 2012. Jeffery noted that the City share has not been approved; if the City share is not approved the City cannot proceed with the work. Upon a vote, the motion carried. 1 2 Lake Susan Shoreline Stabilization Project Location Map 00 0 wo m fV "Vf J'I r. �... _ r• . - .� z rE f re"RrMF � ;.1 0 4611 gag@ tp o CD 3 , C O ce Dr ' ZI Ire