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1c. TH 101 and Pleasant View Road and TH 41: Approve Contract0 CITY OF CAANgASSEN 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 MEMORANDUM TO: Todd Gerhardt, City Manager FROM: Paul Oehme, Dir. of Public Works /City Engineer® ©rte, DATE: March 11, 2013 SUBJ: TH 101 & Pleasant View Road Intersection and TH 41 Trail Improvements Project No. 11 -05: Approve Construction Administration, Inspection, Soils Testing and Survey Staking Contract with Kimley -Horn & Associates PROPOSED MOTION "The City Council is recommended to approve a Construction Administration, Inspection, Soils Testing and Surveying and Staking Contract in the amount of $194,500 with Kimley- Horn & Associates, Inc. for the TH 101 & Pleasant View Road Intersection and TH 41 Trail Improvements Project No. 11 -05. City Council approval requires a simple majority vote of the City Council present." Public Works BACKGROUND Park & Recreation alternate for TH 41 Trail Extension & Pedestrian Crossing Enhancements; approved Phone: 952.227.1120 On June 28, 2010, Council directed staff to apply for State of Minnesota grant funds for Fax: 952.227.1110 roadway and trail improvements at the TH 101 and Pleasant View Road intersection. Recreation Center On July 11, 2011, the City Council approved plans and specifications and authorized 2310 Coulter Boulevard advertising for bids. Phone: 952.227.1400 TH 101 & Pleasant View Improvements Fax: 952.227.1404 On August 13, 2012, the City Council approved the Cooperative Agreement No. 01176 with MnDOT. MnDOT's total contribution is $664,000 as stated in the Cooperative Construction Planning & Natural Resources Agreement. This funding total includes the original $594,000 grant plus MnDOT's Phone: 952.227.1130 contributed $20,000 for replacement of a culvert under TH 101 and $50,000 for the Fax: 952.227.1110 pedestrian enhancements at the intersection. Public Works On February 25, 2013, the City Council accepted bids and awarded a contract including the 7901 Park Place alternate for TH 41 Trail Extension & Pedestrian Crossing Enhancements; approved Phone: 952.227.1300 Agreement No. 01581M with MnDOT for a Rapid Flashing Beacon Light; and approved a Fax: 952.227.1310 Cost - Sharing Agreement with the City of Eden Prairie. The background for this item identified cost for Construction Administration services still needed to be contracted for. Senior Center Phone: 952.227.1125 TH 101 & Pleasant View Improvements Fax: 952.227.1110 The improvements include adding left -turn lanes on northbound and southbound TH 101 at Web Site Pleasant View Road. In addition, a right -turn lane from eastbound Pleasant View Road to www.ci.chanhassen.mn.us southbound TH 101 is also proposed. While a signal is not warranted by MnDOT standards at this time, the improvements are expected to improve safety and traffic circulation at the intersection. The project also includes trail improvements to connect the current gaps in the trail system along west side of TH 101 from Pleasant View Road to Townline Road and along the north side of Pleasant View Road from TH101 to the Near Mountain Trail crossing of Pleasant View Road. Chanhassen is a Community for Life - Providing forToday and Planning for Tomorrow Todd Gerhardt TH 101 & Pleasant View Road Improvement Project March 11, 2013 Page 2 An enhanced pedestrian crossing signal system is proposed to provide a safer and more visible pedestrian crossing on TH 101 at Pleasant View Road. This signal system will be push -button actuated by the user which will illuminate rectangular yellow LED flashing lights to warn motorists of the pedestrian crossing. The system was recommended for this area by MnDOT and Kimley -Horn & Associates who is the City's consultant on the plans. Since there is no good pedestrian crossing along this corridor, City staff and the City of Eden Prairie both recommended making enhanced pedestrian improvements. In the future, the City of Eden Prairie would like to make trail improvements along the east side of TH 101 when the roadway is upgraded. In addition to the turn lane and trail improvements, drainage improvements are planned to improve the conveyance of storm water and treat the additional discharge due to the increase in impervious area. Concrete curb and gutter is proposed along the west side of TH 101 and on the north side of Pleasant View Road adjacent to the new trail. New storm sewer is proposed in the areas receiving curb and gutter. The field survey identified a significant amount of sediment in the bottom of the existing pond located at the northwest corner of TH 101 and Pleasant View Road. The proposed improvements include the removal of this sediment as well as expansion of this pond to address the additional storm water discharge as a result of the increase in impervious area. MnDOT has requested the City replace a deteriorated galvanized culvert pipe under TH 101 near the intersection of Fox Hollow Court. MnDOT will be paying for this replacement. Many trees around the existing pond and along TH 101 will need to be removed for pond and trail improvements. The project includes a landscape plan to replant some of these trees. TH 41 Pedestrian Crossing and Pedestrian Enhancement Improvements The project generally consists of trail extension, installation of a raised median on TH 41 and installation of a push button activated pedestrian crossing enhancement system. In 2012, Carver County and the City constructed trail improvements along TH 41 and in Lake Minnewashta Regional Park. The north limits of this trail end at the Minnetonka Middle School West entrance drive. A stripped crosswalk at TH41 for pedestrians is at this intersection. A traffic signal is not warranted at this intersection now or in the future even after the properties on the west side of TH 41 are developed. An enhanced pedestrian crossing signal system is proposed to provide a safer and more visible pedestrian crossing. This signal system will be push -button actuated by the user which will illuminate rectangular yellow LED flashing lights to warn motorists of the pedestrian crossing. The system was recommended for this area by MnDOT and SRF Consultants who worked on the plans. DISCUSSION The City does not have the resources to complete Construction Administration for this work in- house. Staff is recommending using Kimley -Horn for these services since they are the consultant that completed the plans and specifications for this project. Their work has been acceptable for the services performed on this project to date. The proposed scope of Services is detailed as follows: Consultant Scope of Services TH 101/Pleasant View Road Improvements Since State of Minnesota funds are being used to fund the TH 101 improvements, more Construction Administration and inspection time is required then on a typical City project. Also, more soils and materials testing is necessary then for a typical City project. gAeng \pub1ic \_2011 projects \11 -05 th 101 and pvr improvements \031113 bkgd award const admin and inspec contract.doc Todd Gerhardt TH 101 & Pleasant View Road Improvement Project March 11, 2013 Page 3 Construction Administration /Inspection ✓ Contract Documents — Upon award of the construction contract, Kimley -Horn will prepare contract documents and send them to the contractor for execution. Kimley -Horn will review the contractor's contract documents, performance and payment bonds, and insurance certificate prior to submission to the City for its execution. ✓ Preconstruction Meeting — Kimley -Horn will prepare for and facilitate a preconstruction meeting for the project. Meeting minutes will be prepared and distributed to attendees. ✓ Weekly Construction Meetings — Kimley -Horn will attend and facilitate weekly construction meetings for the duration of the project construction. ✓ Construction Inspection — Kimley -Horn will provide on -site construction inspection services for the duration of the project construction. These services will include the following: o Act as the City's project representative and address property owner concerns during the construction. o Coordinate with the contractor on all aspects of the project construction. o Coordinate with City and MnDOT staff regarding the project construction. o Coordinate with private utility companies on their relocations necessary for the project. o Complete daily reports detailing the construction activities. o Coordinate construction staking and material testing efforts. o Conduct field reviews for prevailing wage compliance. o Preparing quantities on a monthly basis for partial payment applications to MnDOT standards. ✓ Construction Administration — Kimley -Horn will provide Construction Administration services for the duration of the project construction. These services will include the following: • Facilitate weekly construction meetings. • Respond to contractor questions regarding the project design. • Review shop drawings. • Review certified contractor payrolls for prevailing wage compliance. • Prepare payment applications for the project. • Prepare change orders, supplemental agreements or force account work for the project, as needed. • Coordinate with MnDOT and other agencies, as necessary, during the project construction. As- Builts ✓ Upon completion of the construction, Kimley -Horn will prepare as- builts for the project. Hard copies and electronic files will be provided to the City for its records. Construction Staking ✓ Kimley -Horn will provide construction staking services for the project. Kimley -Horn will utilize a subconsultant, Pioneer Engineering, for these services. Pioneer Engineering was found to be the most cost competitive firm for this work. Material Testing ✓ Kimley -Horn will provide material testing services for the project. Kimley -Horn will utilize a subconsultant, Braun Intertec, for these services. Braun Intertec was found to be the most cost competitive firm for the work. gAeng \pub1ic \_2011 projects \1 t -05 th 101 and pvr improvements \031113 bkgd award const admin and inspec contract.doc Todd Gerhardt TH 101 & Pleasant View Road Improvement Project March 11, 2013 Page 4 TH 41 Trail and Pedestrian Crossing; Construction Phase Kimley -Horn will provide construction inspection and administration phase services for this work. Kimley -Horn's subconsultant, Pioneer Engineering, will provide construction staking. Kimley -Horn's subconsultant, Braun Intertec, will provide material testing. CONSULTANT FEE The following is a summary of our estimated costs for the individual work tasks in the Scope of Services: TH 101/Pleasant View Road Improvements 1. Construction Administration /Inspection $119,000 2. Construction Staking (Pioneer Engineering) $ 16,900 3. Material Testing (Braun Intertec) $ 27,900 4, Reimbursable Expenses (Estimate) $ 6,200 Total Construction Phase Estimate $170,000 TH 41 Trail and Pedestrian Crossing Improvements Construction Consultant Work Task Fees/Expenses Budget 1. Construction Administration/Inspection $ 17,500 2. Construction Staking (Pioneer Engineering) $ 1,800 3. Material Testing (Braun Intertec) $ 3,200 4. Reimbursable Expenses (Estimate) $ 2,000 Total Construction Phase Estimate $ 24,500 Total Estimated Contract Fee $194,500 FUNDING TH 101/Pleasant View Improvements The construction contract with Eureka Construction for the TH 10I/Pleasant View Improvements is $1,065,172.10. The total project cost (which includes the construction contact and the consultant contract) is $1,235,172.10. Funding for the Consultant contract is primarily proposed to be paid with Municipal State Aid Funds (Annual Gas Tax allotment). The Construction Administration and inspection contract is about 11% of the construction contract. This percentage is reasonable for amount of services provide. gAeng \public \_2011 projects \11 -05 th 101 and pvr improvements \031113 bkgd award const admin and inspec contract.doc Construction Consultant Total Project Budget Contract Contract Cost MnDOT Cooperative $ 664,000.00 $0 $ 664,000.00 $ 664,000.00 Agreement City of Eden Prairie $ 73,800.00 $0 $ 73,800.00 $ 74,000.00 Municipal State Aid (Gas $ 125,000.00 $160,000.00 $ 285,000.00 $ 285,000.00 Tax) Park Dedication $ 95,000.00 $0 $ 95,000.00 $ 95,000.00 Pavement Management $ 57,372.10 $10,000 $ 67,372.10 $ 90,000.00 Surface Water Utility Fund $ 50,000.00 $0 $ 50,000.00 $ 50,000.00 $1,065,172.10 $170,000.00 $1,235,172.10 $1,258,000.00 Funding for the Consultant contract is primarily proposed to be paid with Municipal State Aid Funds (Annual Gas Tax allotment). The Construction Administration and inspection contract is about 11% of the construction contract. This percentage is reasonable for amount of services provide. gAeng \public \_2011 projects \11 -05 th 101 and pvr improvements \031113 bkgd award const admin and inspec contract.doc Todd Gerhardt TH 101 & Pleasant View Road Improvement Project March 11, 2013 Page 5 TH 41 Trail and Pedestrian Crossing TH 41 Trail and Pedestrian Crossing consultant contract in the amount of $24,500 is proposed to be paid 100% with Park Dedication Funds. Staff has reviewed the proposal and finds it acceptable for the amount of time and resources needed to complete the identified tasks. The contract would be a time and materials based work not -to- exceed amount. As with all engineering contracts, the consultant must submit periodic invoices that staff will review before processing. The consultant will be required to submit timesheets verifying the hours worked on the project and expense sheets. Staff will review the invoices and expense sheets for accuracy and conformance to the contract. SCHEDULE The current project schedule is as follows: Neighborhood Meeting Start Construction Construction Substantially Complete Construction Complete Attachments: Exhibit CIP Page April, 2013 June 10, 2013 August 30, 2013 September 27, 2013 Chadd Larson, Kimley -Horn & Associates gAeng \pub1ic \_2011 projects \11 -05 th 101 and pvr improvements \031113 bkgd award const admin and inspec contract.doc , 0 ,+ t 1 L W4 r :< . :- + �- 4 A, k ,: is m � x �? a z'. oFT wood fEaae : r :j .y- -..:.. - - _ _ _ — - +b_• - - -° __� 1- -- . -- - . __ ------------------ - - _-- -- -- - ---- - ------- - � --- _rs - _ e, • �_.�._� _�. <_ 77-- -' - -", =- .3, -. -., �...>'z -` -_ :--- �- ` - ---• f = --�'�•` --r-'- -- -:_.-` -_ -_. a,.s�f =� _ - +.�.+..... .',,.:�,.,.: ___ate_ -- y'. v. :l 7 „'._ "..•.. nf. 41 i , 1 ' ..,,..' ,. c. t ,9 n JI a °t , - 1 t 4"N - 4 ... ^� .,. _4. .. 1. � s. :. � $ , � a E3' -, 111 • •... , > , . .. '4 , aa , � i ` . , d „ a, g , .+ e• 0 30 60 120 r me SCALE IN FEET ilk { � �, :; � { _,, , t l ,' . ' ', ; + , � ; ��. � t ', `',' •..,,:. rte” e k: 1 ' , I1 AJI- _ _ F Jr I t v I r" ,y 1 ON IN, ° \ I jj , ". • :. ., ate y - 'J x L e I LEGEND NEW & RECONSTRUCTED ROADWAYS CURB AND GUTTER - -- NEW & RECONSTRUCTED SHOULDER CONSTRUCTION LIMITS - - - - - -- EXISTING RIGHT OF WAY PEDESTRIAN CURB RAMP �\NNESOT,9 WALKS - TRAILS -------------------- -- PROPOSED TRAIL EASEMENT O ❑ _ ❑ Kimley -Horn t TH 101 AND PLEASANT VIEW ROAD ENTRANCES - DRIVEWAYS __________________ PROPOSED TEMPORARY r� INTERSECTION AND TRAIL IMPROVEMENTS CONSTRUCTION EASEMENT D G and Associates Inc. RETAINING WALLS ` A FEBRUARY 2013 91 TRAFFIC FLOW � QO 2550 UNIVERSITY AVE. WEST, SUITE 345N TEL. NO. (651) 645 -4197 (qq'p OF POND EXPANSION P. ST. PAUL, MINNESOTA 55114 FAX NO. (651) 645 -5116 ��tt tt�� ��11�1EN PROPOSED STORM SEWER OF TR CHANHADDEN Capital Improvement Program 2013 thru 2017 City of Chanhassen, MN Project # ST-027 Project Name TH 101/Pleasant View Rd Intersection & Trail Imp Department Street Improvements Contact PaulOehme Type Improvement Useful Life 2015 2016 2017 Total Category Streets/Highways Account #1 42011007 x xx Account #3 Priority n/a Account #2 Account 94 Description Total Project Cost: $1,258,000 The City has applied for state funds to make improvements to the intersection of TH 101 and Pleasant View Road. These improvements include turn lanes, shoulder, drainage and trail improvements. The project would widen the intersection so left turn lanes can be constructed and curb and gutter on TH 101 would be constructed where necessary. A 10' wide bituminous trail would he constructed on the west side of TH 101 from Pleasant View Road to Town Line Drive. A trail would also be constructed on the north side of Pleasant View Road to connect to an existing trail crossing. Pedestrian signage enhancement improvements are also planned for the intersection to improve safety crossing TH 101. A traffic signal is not warranted at this intersection based on a MnDOT analysis. Justification To improve safety, access and mobility in the project area. Expenditures 2013 2014 2015 2016 2017 Total Construction 1,258,000 1,258,000 Total 1,258,000 1,258,000 Funding Sources 2013 2014 2015 2016 2017 Total MSA 285,000 285,000 Other Agency Contribution 738,000 738,000 Park Dedication Fund 95,000 95,000 Street Pavement Management 90,000 90,000 Surface Water Utility Fund 50,000 50,000 Total 12W,0DO 1,258,000 Budget Impact/Other ?uture maintenance of trail. 100 L