1b. TH 101 Project 12-06 Approve Construction Admin0
CI1'Y 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: 952.2271190
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
MEMORANDUM
TO: Todd Gerhardt, City Manager
FROM: Paul Oehme, Dir. of Public Works /City Engineer ° �
DATE: May 13, 2013
SUBJ: TH 101 (Lyman Boulevard to Pioneer Trail) Improvements
Project No. 12 -06: Approve Construction Administration,
Construction Observation, Soils & Materials Testing and Survey
! am
PROPOSED MOTION
"The City Council approves a Construction Administration and Observation, Soils
& Materials Testing and Surveying and Staking Contract in the amount of
$878,760.00 with Kimley -Horn & Associates, Inc. for the TH 101 (Lyman
Boulevard to Pioneer Trail) Improvements Project No. 12 -06."
City Council approval requires a simple majority vote of the City Council present.
BACKGROUND
On April 23, 2012, the City Council approved a funding agreement with the
Minnesota Department of Transportation (MnDOT) for design and right -of -way
acquisition (Agreement No. 00789).
Fax: 952.227.1404
On November 13, 2012, the City Council approved a resolution to advance State Aid
funds for this project. The advanced State Aid funds will be paid back with State
Planning &
tumback funds.
Natural Resources
Phone: 952.227.1130
Fax: 952.227.1110
On January 28, 2013, the City Council approved the plans and specifications and
authorized advertisement for bids for the project and approved a Joint Powers
Public Works
Agreement with Carver County and a Cooperative Agreement with MnDOT.
7901 Park Place
Phone: 952.227.1300
On February 25, 2013, the City Council approved a construction agreement and state
Fax: 952.227.1310
funding agreement, Contract #03091 with the State of Minnesota.
Senior ent
Center
C
Phone: or ter
On April 22, 2013, the City Council approved a construction contract and State of
Fax: 952.227.1110
Minnesota funding agreement for the project.
Web Site
www.ci.chanhassen.mn.us
Chanhassen is a Community for Life - Providing for Today and Planning for Tomorrow
Todd Gerhardt
TH 101 Improvement Project 12 -06
May 13, 2013
Page 2
DISCUSSION
The city does not have the resources to complete construction oversight for this work in house.
Staff is recommending using Kimley -Horn for these services since they completed the plans and
specifications for this project. Their work has been acceptable for the services performed on this
project to date.
The proposed Construction Phase Services is detailed as follows:
Construction Observation
Due to the complexity of the project, the Consultant will provide full -time construction
observation as needed for the duration of the 58 -week construction schedule. An additional
inspector is also planned at times during certain times during the project. The need for a second
part-time observer will be dependent on the contractor's schedule and operations.
The construction observation tasks will include the following:
• Provide construction observation for roadway, utility, trail, traffic signal, underpass,
retaining wall, and landscape improvements.
• Act as the first point of contact for city staff to provide construction updates and address
property owner questions.
• Act as the city's liaison to other agencies during the project construction.
• Complete daily reports of construction activities.
• Complete IRA logs for quantities on a daily basis.
• Maintain construction paperwork documentation consistent with MnDOT Federal Aid
standards.
• Review certified payroll reports and conduct contractor staff interviews.
• Assist in coordinating private utility relocations with the contractor.
• Attend weekly construction meetings on the project site.
• Manage traffic control and detours throughout project duratation.
Construction Administration
The Consultant will provide overall project management as needed for the duration of the 58-
week construction project.
Schedule includes the following:
• Facilitate the pre - construction meeting.
• Facilitate weekly construction meetings.
• Review extra work requests and prepare change order documentation.
• Prepare partial payment applications for submittal to City staff for processing.
• Coordinate with agencies during construction.
• Provide design team support during construction.
Todd Gerhardt
TH 101 Improvement Project 12 -06
May 13, 2013
Page 3
• Coordinate the review of contractor submittals during the project construction.
o The following shop drawings /submittals will need to be reviewed:
• Storm Sewer Structures
• Landscape Materials
• Modular Block Retaining Walls
• Cast Inplace walls /Head walls
• Box Culvert
• Railings
• Watermain
• Sanitary Sewer Improvements
• Bituminous Mix Design
• Concrete Mix Designs
• Traffic Control
• Upon completion of the project, as -built drawings will be prepared.
• Assist city staff with final project closeout. This task will include submittals to
MnDOT for final acceptance of the project.
Geotechnical/Surcharge Observation
The Consultant has hired Short Elliott Hendrickson, Inc. (SEH, Inc.) to provide field inspection
during the placement of the surcharge and monitor settlement measuring devices during the
surcharge period. The surcharge area was designed by SEH, Inc.
Construction Staking
The Consultant will provide construction staking services for the project. All construction
staking will be provided by a Kimley -Horn sub consultant, Short Elliott Hendrickson, Inc.
Construction Material Testing
The Consultant will provide construction material testing for the project under this contract. All
construction material testing services will be performed by a Kimley -Horn sub consultant, Braun
Intertec.
CONSULTANT FEE
Construction Phase Services
• Construction Observation
$ 376,350
• Construction Administration
$ 188,960
• Geotechnical /Surcharge Observation
$ 35,000
• Construction Staking
$ 129,750
• Construction Material Testing
$ 90,000
• Reimbursable Expenses
$ 58,700
Total Estimated Cost
$ 878,760
Todd Gerhardt
TH 101 Improvement Project 12 -06
May 13, 2013
Page 4
The construction contract amount with Eureka Construction is $7,434,402. The proposed
construction administration and observation contract is about 8% of the construction contract.
Industry standards are typically between 8 % -10% of the construction contract. Staff has
reviewed the time and hourly rates for geotechnical, surcharge observation and staking and finds
them reasonable for the scope of work and level of service necessary for this type of project.
FUNDING
Funding for the contract will mainly come from state funds. The City will be required to pay for
a portion of the contract that is not state - funding eligible such as watermain, sanitary sewer and a
portion of the trail improvements and restoration. Carver County will also need to pay for their
project scope items.
The estimated funding split is shown below:
State Funds $791,900
Carver County $ 17,000
Water Enterprise Fund $ 55,000
Sewer Enterprise Funds $ 6,150
City Municipal State Aid Funds 8,710
Total Estimated Funding Split $878,760
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 for staff review prior to
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 schedule for the project is as follows:
• Construction Start May 6, 2013
• Substantial Construction Completion November, 2013
• Final Completion September 12, 2014
ATTACHMENT
1. CIP Sheet.
c: Chadd Larson, Kimley -Horn & Associates
gAeng \pub1ic \_2012 projects \12 -06 th 101 (lyman blvd to pioneer trl) improvements \051313 bkgd award const admin contract.doc
fi
Capital Improvement Program
City of Chanhassen, MN
2013 thru 2017
Project # ST-028
Project Name TH 101 Improvements - Lyman yman Blvd to Pioneer Trait
Account #1
Account #2
Account #3
Account #4
Department Street Improvements
Contact Paul Oehme
Type Improvement
Useful Life
Category Streets/Highways
Priority n/a
Description Total Project Cost: 511,950,000
t tus project is proposed to make improvements on TH 101 from L
nobility and to plan for future Y Blvd to Pioneer Trail The improvements are proposed to improve safety,
growth in the region. The project is consistent with the 2007101 corridor scoping study. Federal and state funds
u e proposed to be used to pay for most of the improvements. The City will need to pay for extension of watermain consistent with the 2030
omprehensive plan, some storm sewer improvements, a portion of the corridor landscaping and Mary sewer extension stub.
Justificat
Co improve safety and mobility on TH 101. The project also plans for growth of the community south of Lyman Blvd.
Expenditures 2013 2014 2015 2016 2017 Total
Construction 11,950,000
11,950,000
Total 11,950,000 11,950,000
Funding Sources
2013 2014
2015 2016 2017 Total
Assessment/RevolvingAssess
75,000
MSA
250,000
75,000
Other Agency Contribution
10,800 000
250,000
Park Dedication Fund
25,000,
10,800,000
Sewer Utility Fund
75,000
25,000
Surface Water Utility Fund
25,000
75,000
Water Utility Fund
700,000
25,000
700,000
Total
11,950,000
11,950,000
Budget Impactiother
101