5.6. SR 04-04-2011REQUEST FOR ACTION
ver
TO ITEM NUMBER
Mayor and City Council 5.6.
AGENDA SECTION MEETING DATE PREPARED BY
Administration A ri14, 2011 ustin Femrite, P.E.
ITEM DESCRIPTION REVIEWED By
2011 Street Improvement Project Lori ohnson, Ci Administrator
• Engineering Proposals REVIEWED BY
• Resolution Orderin a Feasibili Re ort
ACTION REQUESTED
1. Approval of $109,195 in professional services from Bolton &Menk, Inc., associated with engineering
fee for the 2011 Street Improvement Project.
2. Adoption of the attached resolution calling for preparation of a Feasibility Report for the 2011 Street
Improvement Project.
BACKGROUND/DISCUSSION
As directed at the March 7, 2011 Council meeting, staff advertised a Request for Proposal for engineering
services to complete the 2011 Street Improvement project. Proposals were due to our office by the end
of the day on March 23, 2011. Staff received nine proposals which ranged in price from $109,195.00 to
$159,854.00. These proposals reflect costs between 9.5% and 13% of the total estimated construction
cost. Before soliciting competitive bids on reconstruction projects, the City of Elk River has historically
been charged between 27-30% for the same service.
A staff committee including Mark Thompson, Phil Hals, and I reviewed and evaluated the proposals
based on the following criteria detailed in the RFP:
• Qualifications and experience of proposal candidates;
• Proven success in completing similar projects;
• Approach to the project;
• Proposed time frame and schedule;
• Total project budget.
Most of the proposing firms showed adequate experience in having completed these types of projects in
the past. Our detailed review came down to the two lowest priced proposals submitted by Bolton &
Menk, Inc. and SRF Consulting Group, Inc. Bolton &Menk, Inc. proposed a not to exceed fee of
$109,195.00 and SRF proposed a not to exceed fee of $109,723.00. Both of these amounts include all
fees associated with the project less some costs for administrative tasks that will be performed by city
staff to keep cost of the project down. The work plan identified by Bolton &Menk was slightly more
comprehensive and included a meeting with MnDOT State Aid staff to assure the review process through
their office does not hold up the project.
N:\Public Bodies\City Council\Council RCA\Agenda Packet\04042011\Street consultant.docx
Based on this review, staff is recommending award of the work to Bolton &Menk, Inc. in the amount of
$109,195.00. Upon the. approval by the City Council, staff will work with Bolton &Menk, Inc. to
finalize a contract and begin work on the feasibility report immediately.
FINANCIAL IMPACT
If approved, the total financial impact for engineering services will be $109,195. This number represents
a not to exceed amount based on the scope of services requested in the RFP. The costs associated with
this project will be included in the total project costs. Funding for the project will come from private
property assessments, the State Aid account, and the street reserve fund. The actual breakdown will be
defined and included in the Feasibility Report.
ATTACHMENTS
• Resolution ordering the preparation of a Feasibility Report
Action Motion by Second by Vote
FOllow Up
N:\Public Bodies\City Council\Coundl RCA\Agenda Packet\04042011\Street consultant.docx
RESOLUTION 11-
A RESOLUTION FOR THE CITY OF ELK RIVER
A RESOLUTION FOR THE CITY OF ELK RIVER
ORDERING A PRELIMINARY FEASIBILITY REPORT IN THE
MATTER OF THE PAVEMENT REHABILITATION IMPROVEMENT OF 2011
WHEREAS the City has determined that it should consider improving certain property by
reconstructing streets (the Improvement) in the following locations:
• Evan Avenue from Railroad Dr. to Main St.
• Freeport Avenue from 2"d St. to Main St.
• Gates Avenue from Railroad Dr. to Main St.
• Railroad Drive from Gates Ave. to the WWTF
• Second Street from Railroad Dr. to east end
• First Street from Evans Ave to east end
• Industrial Boulevard from CR 1 to CR 1
• Triangle Road from Industrial Blvd. to southeast end
• 192"d Court from Industrial Blvd. to west end
WHEREAS Council must first secure a preliminary feasibility report in order to assess the
benefited property for all or a portion of the cost of the improvement, pursuant to
Minnesota Statutes, Chapter 429,
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Elk River,
Minnesota:
This matter shall be refexred to Bolton & Menk, Inc. at the direction of Justin Femrite, City
Engineer, who is requested to provide to the City Council a report advising, in a preliminary
way, as to whether the proposed improvement is necessary, cost-effective, and feasible;
whether it should best be made as proposed or in connection with some other improvement;
the estimated cost of the improvement as recommended; and a description of the
methodology used to calculate individual assessments for affected parcels.
Passed and adopted this. 4th day of April, 2011.
John J. Dietz, Mayor
ATTEST:
Tina Allard, City Clerk