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5.9. SR 02-22-2005 Item # 5.9 MEMORANDUM TO: FROM: Mayor and City Council Michele MCPhers~rector of Planning DATE: February 22, 2005 SUBJECT: Consider Proposals to Complete Master Grading Plan for Public Works Site Background At the January 10, 2005 City Council meeting, the City Council directed staff to obtain quotes for professional services to prepare the master grading plan for the public works site. Four requests for proposal were sent to: . Bogart Pederson & Associates · John Oliver and Associates . Hakanson, Anderson Associates . Shoell & Madsen, Incorporated Proposals were returned on February 16, 2005. Attachments . Letter Requesting Proposals and Detailing Proposal Requirements · John Oliver and Associates Proposal . Schoell and Madsen Proposal . Hakanson, Anderson Proposal Analysis Three proposals were submitted. The costs to complete the requested work were: John Oliver and Associates Schoell and Madsen Hakanson, Anderson $15,620 $25,910 $33,754 Memo to the Mayor and City Council Master Grading Plan Proposals, Public Works Site February 22, 2005 Page 2 While the John Oliver and Associates proposal was not formatted as requested, it is a solid proposal; staff has verified the company understands what is expected. The Shoell and Madsen proposal cannot be considered as they did not include the requested soil borings in the proposal (Item #3). Requested Action If the Council so desires, the proposal from John Oliver and Associates should be accepted. s: \PLANNING \ Case Files \2004 \PW Expansion \2 22 05 CC RFPs.doc 13065 Orono Parkway Elk River, MN 55330 February 4, 2005 Dan Nichols Schoell & Madson - 554 Third Street Suite 100 Elk River, MN 55330 RE: Request for Proposal- Master Grading Plan for Elk River Public Works Facility Dear Mr. Nichols: The City of Elk River is requesting proposals for professional services to prepare a master grading plan for the City's Public Works Site. Enclosed please fInd two exhibits depicting existing and fInal conditions. Your proposal must include, but is not limited to the following services: 1. Preparation of a grading plan including earthwork calculations, erosion control plan, details and specifIcations. The grading plan should include all information necessary for bidding the improvements. 2. Preparation of drainage calculations and drainage report. This should include the following: a. Determination of all areas tributary to the site. b. 100-year pre and post development runoff calculations. c. 10 year post development runoff calculation. d. Storm sewer design for 10-year, 24-hour storm. e. Pond sizing for quality control using Best Management Practices and rate control of a 100-year, 24-hour storm. f. Design in compliance with City standards and NPDES requirements. 3. Coordination and acquisition of appropriate soil borings as needed. 4. Preparation of a wetland report, wetland impact and mitigation plans, and coordination of their review by the Technical Evaluation Panel. 5. Preparation of a site plan, details, and specifIcations. The site plan should include all information necessary for bidding the improvements. 6. Preparation of a utility plan, details and specifIcations. The utility plan should include all information necessary for bidding the improvements. Phone: 763.635.1000 Fax: 763.635.1090 www.cLelk-river.mn.us Request for Proposals Public Works Grading Plan February 4, 2005 Page 2 7. Preparation of construction estimates for grading, site, and utility work. 8. Preparation of an NPDES permit application to the MPCA. The City will pay the required fees for the permit. The City's generic Stormwater Pollution Prevention Plan should be modified to fit the site as part of the permit application to the MPCA. 9. Additional services that you identify as integral to the completion of the project. All work must comply with the City's development requirements. These documents will be used to obtain bids to complete grading and site improvements at the Public Works Site. The City has, in electronic format, existing site information including topography and wedand delineation information that will be provided to the selected firm. Your proposal should not exceed four pages in length, and provide a detailed task list, hours per task, staff persons assigned to each task and their hourly rate. Each task should also have a totaled expense amount. The proposal should terminate in a "not to exceed" amount. The proposal should provide an estimated completion date. Provide three references of similar projects that you have completed in the last two years. Please submit your sealed proposal to Michele McPherson, Director of Planning, City of Elk River, 13065 Orono Parkway, by 4:00 p.m. Wednesday, February 16, 2005. Proposals will be reviewed by staff and are scheduled to be presented to the City Council on February 22, 2005. The selected firm will be expected to complete the above tasks by March 25,2005. Questions regarding the development of the Public Works Site should be directed to Phil Hals, Street Superintendent at 763/635-1120. Sincerely, Michele McPherson Director of Planning S:\PLANNING\Public Works-Library Projects\2 4 05 S & M RFQ Pub Wks.doc Civil Engineering Land Surveying Land Planning John Oliver &- Associates, IncfEB 152005 580 Dodge Avenue, Elk River, MN 55330 (763) 441-2072 . Fax (763) 441-5665 eriver@joIiverassoc.com February 15,2005 Ms. Michele McPherson Director of Planning City of Elk River 13065 Orono Parkway Elk River, MN 55330 Re: Proposal for Professional Services Elk River Public Works Facility - Elk River, Minnesota Dear Ms. McPherson: John Oliver & Associates, Inc. would like to thank you for the opportunity to submit this proposal for Professional Services involved with the master grading plan design for construction of the City's Public Works site. Based upon the request for proposal and our discussions, we understand the scope of services will involve providing the final grading plan necessary for construction by March 25, 2005. City Provided Services in Electronic Format: Boundary Survey Concept Site Information (Layout Provided with Proposal) Topography Information Wetland Delineation Information The estimated total cost of our services is summarized below: Scope of Services: Site Information Services: Geotechnical Report, Staking, Coordination & Mapping of Soil Borings (Assumes 4 Borings) Wetland Report, Mitigation Plan & TEP Review Subtotal Cost Not to Exceed $ 4,000 Lump Sum $ 4.500 Lump Sum $ 8,000 $ 4,000 $ 4,500 Basic Services: Final Grading, Erosion Control, Utility & Drainage Plan Construction Details, Specifications & Quantity Estimates Drainage Calculations, NPDES Application & SWPPP Meetings (Attend as Needed or Requested) Subtotal Total $ 3,000 Lump Sum $ 2,000 Lump Sum $ 1,400 Lump Sum $ 720 Hourly $ 7,120 $15,620 $ 3,000 $ 2,000 $ 1,400 $ 720 $15,620 Page 2 February 15,2005 Ms. Michele McPherson This scope of services is based upon the use of information provided by the City as outlined above. The quoted price includes review revisions from the Technical Evaluation Panel meeting and one set of plan review revisions from the City of Elk River prior to the deadline for the final plans. Additional revisions will be on an hourly basis. We can provide construction staking, contract administration and inspection services for the construction grading . on the site. These services will be provided on an hourly basis, if requested. Estimates for plans to construct the buildings, oil. area, gate house, landscaping and lighting can be provided once the scope of work is identified. We thank you for the opportunity to submit this proposal and look forward to working with you on this project. If you have any questions on this proposal please give me a call. If this proposal is acceptable, please call me and a Contract Agreement will be drafted for us to proceed on this project. Sincerely, JOHN OLIVER & ASSOCIATES, INC. ~!6: ~~~ kngineer IDPIhrw Enclosures Proposals\Cily of Elk River. Public Works Facility.021005 MASTER GRADING PLAN FOR ELK RIVER PUBLIC WORKS FACILTY John Oliver & Associates, Inc. is a full service Land Surveying and Civil Engineering firm serving private and local governmental clients. Established in 1968 as a Land Surveying firm, we have grown into a multi-disciplinary firm providing a full range of professional services in Civil Engineering, Land Surveying and Land Planning. Our staff has grown to over seventy with offices in Elk River, Burnsville and Brooklyn Center, Minnesota. The Firm has developed a reputation among its clients for professionalism and excellent work. Technical expertise, a common- sense approach and a wealth of experience have led to successful projects and well-satisfied Clients. John Oliver & Associates, Inc. serves a diverse clientele including governmental agencies at municipal, County and state levels, as well as a wide range of private clients. John Oliver & Associates, Inc. prides itself on its ability to develop and maintain close working relationships with clients, organizations and agencies. Through years of experience we have gained a clear understanding of their problems and special needs. John Oliver & Associates, Inc., currently has approximately 200 active projects at various stages of planning, design and construction, with an estimated total construction cost value estimate over $100,000,000. Our projects range from small residential plats to larger multi- use and commercial developments. We believe that the number one need of a Client is service. When our client needs us, we respond immediately. To accomplish this, the Principal In Charge or the designated Project Engineer will act as your representative at John Oliver & Associates, Inc. Each ofthese key people within John Oliver & Associates, Inc. have a dedicated technical support team. This allows us to be responsive to your needs. When you call your contact person, you will receive a prompt response. The project team committed to your projects will consist of Todd McLouth, as Principal In Charge; Joseph Pelawa as Project Engineer; Bryan Balcome as Land Surveyor and Bryan Cliche as Technician Supervisor. These individuals will be responsible for your needs and schedules. They will obtain the necessary support staff to meet the project schedule. John Oliver & Associates, Inc. has provided engineering and surveying services for numerous projects within the City of Elk River. These projects include: Elk Park Center Engineering and Surveying for 54 acre commercial development Guardian Angels West Engineering and Surveying for 12 acre apartment/multi-family development Numerous Housing Developments and Small Commercial Sites Country Crossing, Mississippi Oaks, Lafayette Woods, Country Crossing Business Center, Elk River Auto Mall, Plaisted Companies and Home Depot JOHN OLIVER & ASSOCIATES, INC. 2005 HOURLY RATE SCHEDULE PRINCIPAL $130 PER HOUR SENIOR PROFESSIONAL $115 PER HOUR PROFESSIONAL II $95 PER HOUR PROFESSIONAL I $90 PER HOUR PROFESSIONAL $80 PER HOUR SENIOR TECHNICIAN $80 PER HOUR EIT /LSIT $70 PER HOUR TECHNICIAN III $70 PER HOUR TECHNICIAN II $60 PER HOUR WORD PROCESSOR $50 PER HOUR TECHNICIAN I $50 PER HOUR SECRETARY/CLERICAL $45 PER HOUR JUNIOR TECHNICIAN $30 PER HOUR 2 PERSON SURVEY CREW $125 PER HOUR 3 PERSON SURVEY CREW $180 PER HOUR 1 PERSON SURVEY CREW WITH GPS $125 PER HOUR 2 PERSON SURVEY CREW WITH GPS $150 PER HOUR 3 PERSON SURVEY CREW WITH GPS $195 PER HOUR I I I I I I I I I I I I I I I I I I I Schoel! & Madson, Inc. CONSULTANT BACKGROUND Schoell & Madson, Inc. is an inter-disciplinary engineering design firm offering comprehensive services in civil engineering, planning, landscape architecture, land surveying, and wetlands. We have provided services to municipalities since 1957, serving either as the city engineers or as consultants. Many of the projects involved Chapter 429 Special Assessment Procedures. Schoell & Madson operates two offices, one in Minnetonka, and one in Elk River, which opened in January of 2004. Combined, we have over 45 employees who collectively average nine years with the firm. Our key professional personnel are registered civil engineers, registered land surveyors, and certified landscape architects. In addition, a staff of technicians specializing in engineering, surveying, wetlands, and construction observation provides support. We currently serve as City Engineer for Tonka Bay and Spring Park, and are the consulting engineers for the City of Deephaven, City of Excelsior, and Shakopee Public Utilities Commission. In these roles, we serve the Cities and Commission by preparing comprehensive system plans, feasibility studies, transportation studies, public hearing project presentations, engineering plan preparation and review; and construction services including administration, staking, construction inspection and observation, plan review, and other related services for the full range of municipal improvement projects. PROJECT TEAM The staff that would be assigned to the project would primarily consist of Jay Hill as project manager, Craig Boeve as Cadd Technician, and Terry Jeffery as the wetland specialist. Jay Hill is a senior professional engineer with extensive experience in grading and storm water management design. He is also a licensed land surveyor and is the manager of the Elk River office. Schoell & Madson, Inc. has experience on development projects in Elk River including River Park, Elk Ridge Center, and Windsor Oak Hill. We are, therefore, familiar with the City's policies and standards. RELATED PROJECTS AND REFERENCES The following is a list of primary contacts that are available to verify our performance: 1. City of T onka Bay Project: Woodpecker Ridge Road Upgrade Project consists of design for street upgrade and related wetland delineation, alteration permitting and mitigation design. Contact: Greg Kluver, Public Works Superintendent, 952-474-2947. ~ I I I I I I I I I I I I I I I I I I I I Schoel! & Madson, Inc. 2. Morcon Real Estate & Development Project: Elk Ridge Center, Elk River Work included design of site grading, storm water management, utilities and streets. Contact: Dave Pertl, Project Manager, 763-546-6066. 3. City of Maple Grove Project: Municipal Community Center Schoell & Madson, Inc. services consisted of design of site grading, parking lots, utilities and storm water management for new city offices and public safety building. Contact: Bill Baxley, BKV Group (Architects), 612-373-9151. SCOPE OF SERVICES We have identified our proposed fees as follows: Estimated Fee I. Environmental Phase Services A. Wetland Delineation Report Terry Jeffery, Wetland Specialist - 8 hours @ $75.00 B. Mitigation Design, Joint Notification Application and Coordination of TEP Terry Jeffery, Wetland Specialist - 20 hours @ $75.00 Craig Boeve, Technician - 4 hours @ $75.00 1,500 300 $ 600 Subtotal Environmental Phase Services $2,400 II. Preliminary Plan Phase Service A. Project Kick-off. - Meet with City staff & prepare base map. Ken Adolf, Principal Engineer - 2 hours @ $140.00 Jay Hill, Project Manager - 4 hours @ $105.00 Craig Boeve, Technician -16 hours @ $75.00 Item Total B. Preliminary grading, drainage and erosion control plan Jay Hill, Project Manager - 12 hours @ $105.00 Craig Boeve, Technician -16 hours @ $75.00 Item Total C. Preliminary utility plan Jay Hill, Project Manager - 4 hours @ $105.00 Craig Boeve, Technician - 8 hours @ $75.00 Item Total $ 280 420 1,200 $1,900 $1 ,260 1,200 $2,460 $ 420 600 $1,020 ~ I I I I I I I I I I I I I I I I I I I I Schoell & Madson, Inc. D. Preliminary stormwater management plan Jay Hill, Project Manager - 8 hours @ $105.00 Craig Boeve, Technician - 8 hours @ $75.00 Carole Johnson, Administrative Asst. - 8 hours @ $55.00 Item Total $ 840 600 440 $1,880 E. Meetings with city staff Ken Adolf, Principal Engineer - 2 hours @ $140.00 Jay Hill, Project Manager - 2 hours @ $105.00 Item Total $280 210 $490 $7,750 Subtotal - Preliminary Plan Phase Services III. Final Plan Phase Services A. Final grading and drainage plan and earthwork calculations Jay Hill, Project Manager - 24 hours @ $105.00 Craig Boeve, Technician - 32 hours @ $75.00 Item Total B. Construction plans for utilities Jay Hill, Project Manager - 8 hours @ $105.00 Craig Boeve, Technician -16 hours @ $75.00 Item Total C. Stormwater pollution prevention plan (SWPPP) Jay Hill, Project Manager - 12 hours @ $105.00 Craig Boeve, Technician - 8 hours @ $75.00 Carole Johnson, Administrative Asst. - 8 hours @ $55.00 Item Total D. Specifications and cost estimate Jay Hill, Project Manager - 12 hours @ $105.00 Craig Boeve, Technician - 4 hours @ $75.00 Carole Johnson, Administrative Asst. - 8 hours @ $55.00 Item Total E. Stormwater management plan and drainage calculations Jay Hill, Project Manager - 16 hours @ $105.00 Craig Boeve, Technician - 6 hours @ $75.00 Carole Johnson, Administrative Asst. - 8 hours @ $55.00 Item Total F. Meetings for client and city staff Ken Adolf, Principal Engineer - 2 hours @ $140.00 Jay Hill, Project Manager - 2 hours @ $105.00 Item Total Subtotal - Final Phase Services $3,150 2,400 $5,550 $1,050 1,200 $2,250 $1,260 600 440 $2,300 $1,260 300 440 $2,000 $1,680 450 440 $2,570 $280 210 $490 $15,160 ~ I I I I I I I I I I I I I I I I I I I I Schoell & Madson, Inc. IV. Miscellaneous Expenses Subtotal -Miscellaneous Expenses $600 $600 $25,910 A. Printing TOTAL ESTIMATED FEES AND EXPENSES NOT TO EXCEED PROJECT ASSUMPTIONS & NOTES The above estimates are based on the following. 1. A geometrically accurate CAD site base plan including boundary, existing topography and delineated wetland boundaries will be provided to us. 2. The majority of the work would be done in 2005. 3. No wetland delineation verification will be required. 4. No city or permit application fees are included. 5. Construction phase services are not included. 6. The landscape plan is not included. 7. The project will be completed by March 25, 2005. ~ I III Hakanson Anderson 1 Assoc.,lnc. 3601 Thurston Avenue, Anoka, MN 55303 Phone:763/427-5860 Fax:763/427-0520 30 Ili~:]it:~~i~:~lt:~j:JIII February 16,2005 Michele McPherson, Director of Planning City of Elk River 13065 Orono Parkway Elk River, MN 55330 Re: Master Grading Plan Proposal for Elk River Public Works Facility Dear Ms. McPherson: Hakanson Anderson Associates, Inc. (HAA) is pleased to present our Master Grading Plan Proposal for Elk River Public Works Facility to the City of Elk River. The proposal is in accordance with the requirements of your Request for Proposal. It addresses the criteria you have requested. Prior to developing this work plan for the Elk River Public Works Facility, we met with your Street Superintendent, visited the project site and conducted a preliminary site observation. We are familiar with the City of Elk River development requirements and standards for streets, parking lots, storm sewer, water and sanitary sewer utilities. WORK PLAN I. Preliminary Study and Preliminary Desi~n 1. Meet with appropriate City staff to: A. Review project scope, budget and schedule B. Acquire City staff input on needs, objectives, issues and City standards C. Acquire available "as-built" construction plans, base maps and topographic maps, including wetland delineated information D. Review status of City's utility lines adjacent to project E. Review wetland delineation information and F. Conduct a detailed field review of the site 2. Geotechnical Evaluation (by Northern Technologies, Inc.) A. Locate underground utilities (Gopher State One Call) B. Drill and sample soil borings City of Elk River - Page 1 C. Prepare geotechnical engineering report 3. Prepare and submit preliminary site plan, grading plan and utility plan to City staff for review and comment. The preliminary plans are to include the following proposed improvements: A. Parking areas B. Proposed buildings D. Water and sewer utilities E. Contours and spot elevations F. Storm sewer system and ponding G. Compost area H. Outside storage area 1. Earthwork calculations J. Details 4. Wetland Evaluation (by Polaris Group) A. Verify wetland delineation information B. Prepare wetland impact and mitigation plan C. Coordinate review by the Technical Evaluation Panel 5. Hydraulic/Hydrology Evaluation and Report A. Determine all drainage areas tributary to the site B. Perform I DO-year pre and post development runoff calculations C. Perform IO-year pre and post development runoff calculations D. Design storm sewer system for lO-year, 24-hour event E. Determine pond sizing for quality and rate control for I DO-year, 24-hour event using best management practices F. Review existing Stormwater Pollution Prevention Plan and revise as necessary G. Design storm sewer system in compliance with City and MPCA (NPDES) requirements City of Elk River - Page 2 III Hakanson Anderson 1 Assoc., Inc. II. Final Plans, Specifications and Contract Documents for Bidding Purposes 1. Site, Grading, Drainage, Erosion Control and Utility Plans and Specifications A. Prepare and submit final project plans and specifications and an engineer's opinion of probable cost to the City staff for review and comment. Specifications shall include the applicable; bidding documents, general conditions, special conditions and technical specifications. B. Make necessary revisions to the plans, specifications and engineers opinion of probable cost, based on the City Engineer review. 2. Permits A. Submit permit applications as required, including: 1. Wetland Impact and Mitigation application to the local governing unit (by Polaris Group); 2. NPDES (grading and erosion control) permit application to MPCA and update the City's General Stormwater Pollution Prevention Plan to fit the site as part of the permit application. WORK EFFORT AND COST Based on our understanding of your project, we have prepared the following not to exceed cost estimate. As requested, the estimate is divided by tasks, and includes staff positions and their hourly rate. 1. Preliminary Study and Preliminary Design Hours Staff 24 24 4 Engineer Technician Clerical Total 2. Geotechnical Evaluations Rate $100/hr $65/hr $48/hr Northern Technologies Total 4 Survey $ 120/hr 3. Prepare Preliminary Plans 40 50 4 Engineer Technician Clerical Total 4. Wetland Mitigation Report, permit application, coordination and TEP panel meetings. Polaris Group Total 12 Engineer 8 Technician Total City of Elk River - Page 3 $100/hr $65/hr $48/hr $100/hr $65/hr Amount $2,400 $1,560 $192 $4,152 $2,200 $480 $2,400 $3,250 $192 $5,842 $4,400 $1,200 $520 $6,120 III Hakanson Anderson 1 Assoc., Inc. 5. Hydraulic/Hydrology Evaluation 20 Engineer $100/hr $2,000 20 Technician $65/hr $1,300 Total $3,300 6. Final Plans 20 Engineer $100/hr $2,000 40 Technician $65/hr $2,600 4 Clerical $48/hr $192 Total $4,792 7. Specification, Quantities and 24 Engineer $100/hr $2,400 Special Conditions 16 Technician 465/hr $1,040 16 Clerical $48/hr $768 Total $4,208 8. Permit 8 Engineer $100/hr $800 4 Technician $65/hr $260 Total $1,060 Total not to exceed cost $33,754 REFERENCES References of three recent and similar projects are as follows: 1. City of Ramsey 15153 Nowthen Blvd N.W. Ramsey, MN 55303-6197 (763) 427-1410 We provide consulting services Contact Person Brian Olson, PE City Engineer Project: Elmcrest Park SUMMARY 2. City of Otse~o 8899 Nashua Ave. N.E. Otsego, MN 55330 (763) 441-4414 We are the City Engineer Contact Person(s) Mike Robertson, City Adm. Larry Fournier, Mayor Project: Otsego Prairie Park 3. Burns Township 19800 Nowthen Blvd. N.W. Anoka, MN 55303 (763) 441-1347 We are the Township Engineer Contact Person Barry Olson, Building Official Project: Burns Town Center We appreciate the opportunity to propose on this project and look forward to working with you. If you have any questions, need additional information or wish to discuss our proposal in greater detail, please call me at 763-427-5860. Sincerely, Hakanson Anderson Associates, Inc. ~~~~ Peter R. Raatika, PE, President City of Elk River - Page 4 III Hakanson Anderson 1 Assoc., Inc.