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8.3 SR 10-18-2021 Request for Action To Item Number Mayor and City Council 8.3 Agenda Section Meeting Date Prepared by General Business October 18, 2021 Zack Carlton, Planning Manager Item Description Reviewed by Business Center Drive Extension Cal Portner, City Administrator Reviewed by Action Requested Approve, by motion, Hakanson Anderson’s proposal to complete the engineering, surveying, and design services associated with the extension of Business Center Drive. Background/Discussion Staff has been speaking with property owners impacted by the potential expansion of Business Center Drive from the Beehive Homes facility to Waco Drive and based on those conversations staff believes we are ready to move forward with engineering and design services to fully identify project impacts and design. The city will fund the roadway and utility extensions using tax abatement captured from the Broadway on 10 apartment project. That project is expected to break ground later this year and staff will bring the abatement action forward once permits for the project have been issued. Beginning engineering and design services prior to the abatement project is necessary to ensure the wetland delineation can be approved yet this year, setting the stage for roadway construction next summer. Costs incurred prior to establishment of the abatement district can be repaid once established. Staff solicited bids for preparation of the required surveying, engineering, and design services. After reviewing the proposals, staff recommends Hakanson Anderson. The initial design services are approximately $38,000 and the construction services are estimated at $39,000. Engineering and surveying will begin immediately. Construction is optimistically planned for summer 2022. Financial Impact A combination of city funds will pay for the engineering services ahead of the planned abatement district over the Broadway on 10 apartment site. Mission/Policy/Goal  Facilitates growth and development of the city.  Improves public safety and mobility. Attachments  Hakanson Anderson Proposal The Elk River Vision A welcoming community with revolutionary and spirited resourcefulness, exceptional service, and community engagement that encourages and inspires prosperity. Updated: August 2020 Main Office: 3601 Thurston Avenue, Anoka, MN 55303 Phone: 763/427-5860 www.haa-inc.com October 11, 2021 Zachary Carlton, Planning Manager City of Elk River 13065 Orono Parkway Elk River, MN 55330 RE:Proposal for Professional Engineering and Land SurveyingServices Dear Mr. Carlton: Thank you forgiving usthe opportunity to provide this proposalto the City of Elk River. Our Project Understanding, Proposed Scope of Services,Project Schedule, Project Team,and Proposed Fee for this projectare described below. PROJECT UNDERSTANDING The project consists of the extension of Business Center Drive from the existing temporary cul-de-sac near Yankton Street NW to Waco Street NW. In addition to the street extension, a concrete sidewalk is proposed on the south side of street and will make a connection to the existing pedestrian route located at the intersection of Waco Street NW and Business Center Drive NW. Additionally, a watermain is proposed to be extended in the road alignmentand asanitary sewer stub is proposed to be th extended for PID 75-131-3210 from the existing sewer line on 184Avenue NW. The project will include wetland delineation and permitting, topographic surveying, platting, utility design, utility coordination, and street design. The project limits are depicted below in Figure 1. Figure 1. Approximate Project Limits Mr. Zachary Carlton, Planning Manager October 11, 2021 Page 2 PROPOSED SCOPE OF SERVICES The services provided by Hakanson Anderson(HAI)will include preliminary plat, final plat, field reconnaissance, site surveys, wetland delineation, wetland permitting, design development,preparation of construction plansand specifications, bidding, construction staking, construction observation, and construction administration. Plans will be prepared in accordance withall current road design and CEAMspecifications and will be in conformance with the City of Elk Riverstandards. Ourproposed services are further defined below. PROJECT INITIATION AND FIELD RECONNAISSANCE HAIwill perform a field reconnaissance of the project area to review the site conditionsand determine areas that are critical to the project survey and design. Locations of existing major utilities that are visible from the surface will be reviewed such that early coordination with the utility companies can be accomplished. All available background data, such as as-built plans, reports prepared by others, and other pertinent data,will be reviewed. Estimated Cost: $600 TOPOGRAPHIC SURVEYING SERVICES Surveying services will include field collection and processing oftopographic and survey control within the project limits. Prior to beginning the field work, a Gopher State One Calllocate request will be called in sothat existing utility data can be located. All data will be collected with a robotic total station or GPS receiver and will be accurate to +0.05footwithin the proposed road and utility corridors. For the densely wooded areas outside of the road and utility corridors, LIDAR topography will be utilized. Estimated Cost: $3,800 PRELIMINARY PLAT HAIwill conduct a boundary survey of parcels75-131-3210, 75-841-0105,and 75-661-0020as necessary to accurately depict the boundary on the preliminary and final plats. Additionally, HAI will order title work for the parcels sothat any easements and/or encumbrances can be investigated and depicted upon the Preliminary Plat. Existing right-of-way will be computed and depicted in the preliminary plat and final plat based on available records. HAI will prepare the necessary Preliminary Plat, which will depictthe proposed right-of-way as necessary for the extension of Business Center Drive. Existing features,such as wetland boundaries, roads, sewer utilities, water utilities, culverts, and other itemsas outlined in the City of Elk River’s subdivision ordinance will be depicted on the Preliminary Plat. The draft Preliminary Plat will be submitted to City staff for review and input prior to it being submittedto the City for planning commission and council action. Mr. Zachary Carlton, Planning Manager October 11, 2021 Page 3 Upon preliminary review from City staff, the Preliminary Plat will be submitted to the City for review and approval and accompanied by the other necessary documents. Deliverables: HAI will provide a hard copy and electronic copy (.pdf format) of the Preliminary Plat. The Preliminary Plat will be included as a submittal item. Estimated Cost: $4,800 PRELIMINARY ENGINEERING SERVICES HAI will prepare the preliminary engineering documents required for the preliminary plat application. Specifically, we will prepare a preliminary grading plan, a preliminary street plan, and a preliminary utility plan. We will provide constructiondetails such as preliminary pavement typical section, preliminary stormwater details, storm sewer details, pedestrian access routes, etc. We will also prepare a preliminary hydrologic stormwater model and determine the size and proposed grading or locations of necessary stormwater BMPs. Our stormwater design will include determining pre-project vs.post-projectrunoff rates for the 2-year, 10-year,and 100-year design storms as required by the City of Elk River. We will also consider the volume control requirements of the jurisdictional agencies and propose stormwater BMPs as appropriate. Our stormwater design will be summarized in a Preliminary Stormwater Management Plan and will be submitted to the City as a submittal item. Additionally, we will prepare a preliminary Turn Lane layoutfor the intersection of Business Center Drive and Waco Street NW. Deliverables: Our deliverables will bePreliminary Civil Construction Plans consisting of: Title Sheet, Details, Preliminary Grading Plan, Preliminary Street Plan, Preliminary Utility Plan, Preliminary Turn Lane Plan, and Preliminary Stormwater Management Plan. Estimated Cost: $5,000 WETLAND DELINEATION HAI will field delineate the wetlandsand collect the points sothat the boundary can be accurately depicted on the Preliminary Plat and Construction Plans. Wewill prepare a Wetland Delineation Report and submit it to the LGU for review and approval. HAI will attend the Technical Evaluation Panel meeting for concurrence of the wetland boundary and type. We assume that any review fees will be paid by the Cityor may be paid by HAI as a reimbursable expense at an additional cost. Deliverables: Wetland Delineation Report prepared by a certified wetland delineator. Estimated Cost: $2,200 Mr. Zachary Carlton, Planning Manager October 11, 2021 Page 4 WETLAND REPLACEMENT PLAN HAI will prepare a Wetland Replacement Plan to mitigate the wetland impacts. We assume that the City will purchase existing wetland credits to mitigate the wetland impacts. We assume that any review fees, wetland credit fees, and transactions costswill be paid by the Cityor may be paid by HAI as a reimbursable expense at an additional cost. Deliverables: Wetland Replacement Plan. Estimated Cost: $1,800 TREE SURVEY A tree survey is not included in this proposal. Woods limits will be defined such that wooded areas can be depicted on the Preliminary Plat and Construction Plans. It is assumed that a tree survey is not required by the review agencies. UTILITY COORDINATION MEETING HAIwill conduct a utility coordination meeting with the affected utility owners to provide advance warning of the proposed project and allow ample time to coordinateinstallation of new private utilities and relocation of utilities,if necessary. HAIwill consider utility owners requests and incorporate them into the project design if appropriate. Estimated Cost: $600 DESIGN DEVELOPMENT HAIwill developthe detailed design for the project and determine final horizontal and vertical alignments, necessary pavement and lane configurations, proposed grading, and necessary drainage improvements. 3D modeling of theproposed improvements will be prepared sothat detailed earthwork calculations can be generated from the existing and proposed surfaces. Estimated Cost: $3,000 FINAL PLAT HAI will prepare the necessary Final Plat document, which must be filed at the County Recorder’s office by others. HAI will incorporate all necessary easements and will submit the Final Plat to the City and Sherburne County for review and approval. Upon approval from the City, HAI will work with the County Surveyor for review of the final plat, make technical changes as required, and coordinate the preparation of the mylar copies for recording. We assume others will do the actual gathering of signatures and recording of the plat. Mr. Zachary Carlton, Planning Manager October 11, 2021 Page 5 Other significant expenses will include a current Title Commitment for the property, and the County Surveyors plat checking fee plus the cost of the mylar recording copies. These costs are not included in this proposal, but can be paid by HAI and invoiced as a reimbursable service upon the request of the Owner. Deliverables: HAI will provide hard and electronic copies of the Final Plat. Estimated Cost: $5,200 EASEMENT EXHIBITS HAI will prepare easement exhibits for the affected properties. The easement exhibits will depict the property boundaryand proposed temporary easements as needed to accommodate the construction activities. Deliverables: HAI will provide hard and electronic copies of the Easement Exhibits. Estimated Cost: $1,200 PREPARATION OF CONSTRUCTION PLANS HAIwill prepare the Construction Plans for the project. Construction Plans will consist of: title sheet, estimated quantities, typical sections, construction notes, details, tabulations, removals, construction plan sheets, profile sheets, intersection details, striping and signing plans,and traffic control plans. All plans will be in AutoCAD format. The Construction Plans will beprepared in accordance withCitystandardsand will be suitable for public bidding. HAIwill also provide a detailed engineer’s estimate for the project. The estimated items will conform to the MnDOT Standard Specification for Construction. Deliverables: HAI will provide hard and electronic copies of the Construction Plans and Engineer’s Estimate. Estimated Cost: $4,600 SWPPP PREPARATION HAI will prepare the necessary Stormwater Pollution Prevention Plan (SWPPP) and will include it in our civil plans for use by the Contractor. Deliverables:HAI will provide a SWPPP for the Contractor’s use. Estimated Cost: $800 Mr. Zachary Carlton, Planning Manager October 11, 2021 Page 6 PERMIT APPLICATIONS HAI will prepare the MPCA permit application for the sanitary sewer extension and the MDH permit application for the watermain extension. It is assumed that the City of Elk River will pay the applicable permit review fees. Deliverables: Completed MPCA Sanitary Sewer extension permit application and MDH Watermain Extension permit application. Estimated Cost: $1,000 PROJECT MANUAL HAIwill prepare the Project Manual for the project. The Project Manual will include the technical specifications, general conditions of the contract, specialconditions of the contract, sample performance and payment bonds, the standard form of agreement, responsible contractor certifications, and other pertinent items for the project. Deliverables: Complete Project Manual suitable for public bidding of the project. Estimated Cost: $3,400 BIDDING During the bidding phase, we will answer questions from interested Contractors, clarify the plans and specifications, and issue addendums as necessary. We will also attend the bid openingor coordinate an online bid opening,tabulate the bids,and review the bids for any errors or omissions. Upon determination of an apparent low bidder, we will perform investigations as necessary to determine the Contractor’s ability to perform the workand provide a recommendation of award to the City. Deliverables: Bid Tabulation and Recommendation for Award of a Construction Contract. Estimated Cost: $1,600 CONSTRUCTION STAKING This phase consists of staking the proposed improvements during construction. It is assumed that constructionstaking will be necessary for: control for grading contractor, silt fence, removals, rough grading, storm sewer, sanitary sewer, watermain, curb and gutter, blue-topping of gravel and/or centerline finished grade stakes. Our estimated cost includes one set of stakes;however, re-staking can be provided at an additional cost. Estimated Cost: $8,500 Mr. Zachary Carlton, Planning Manager October 11, 2021 Page 7 CONSTRUCTION OBSERVATION AND ADMINISTRATION This phase consists of observing the construction to ensure that all work conforms to the approved plans and specifications. The Project Manager will be available for clarifications or for interpretation of the plans and specificationsand will make weekly site visits. We will record actual quantities of work and evaluate change order requests, if necessary. We will also prepare Pay Applications and other pertinent items in administering the construction contract. It is proposed that no more than fourweeks be allowed for the construction of the project. Estimated Cost: $26,000 RECORD DRAWINGS Upon completion of the construction project, HAI will assemble pertinent data as necessary to prepare the “as-built” or record drawings. The record drawings will reflect any changes between the “design plans” and the “as-built” condition. Deliverables: Record Drawings in .pdf and AutoCAD format. Estimated Cost: $1,900 MEETINGS One kick-off meeting with the Owner is included in this proposal. Meeting attendance may be provided in person or virtually. Progress meetings held at our office or virtually during normal business hours to discuss design and/or survey elements during the design development phase are included in our fee. When additional meeting attendance is requested (i.e.,Planning Commission, City Council) our time will be invoiced at our standard hourly rates as an additional service. PROJECT SCHEDULE We would anticipatethe following schedule for this project: Submit Proposal October 11, 2021 Wetland DelineationOctober 22, 2021 Topographic SurveyNovember 5, 2021 Preliminary PlatNovember 26, 2021 Preliminary DesignDecember 10, 2021 Design DevelopmentDec 2021 -Jan2022 Final Construction PlansJanuary 28, 2022 Final PlatJanuary 28, 2022 City Council Considers approval of Final Plat/Ad for BidsFebruary 2022 ConstructionMay / June 2022 Mr. Zachary Carlton, Planning Manager October 11, 2021 Page 8 PROJECTTEAM The team for this project was carefully selected based on their qualifications, experience,and availability. Due to the importance we have placed in serving you, your team will include many of our key employees with a wealth of relevant experience. We have assembled a team of qualified staff members to completethe work efficiently, cost effectively,and professionally. Shane Nelson, P.E., is proposed to be the Project Manager. Shane is a Vice President of the firm and brings over 21years of experience in street and utility construction to the team. Shane has designed and managed over 80miles of newly constructed and reconstructed streets. Shane will be the day-to-daycontact for the project and will be involved in all aspects of the project. He will lead the team and track progress on a daily basis to ensure that the project remains on schedule. He will attend all meetings with the City, coordinate activities, closely manage all work, and ensure that all responsibilities and services of the contract and deliverables are completed on time and within budget. Craig Jochum, P.E., is proposed to be the Quality Assurance/Quality Control Reviewer. Craig is a Principal of Hakanson Anderson with over 30years of experience in civil infrastructure projects. Craig has extensive experience in managing large infrastructure projects, determining critical paths for schedules, and excels in effective communication to ensure that projects are run smoothly and that all deliverables are prepared to the highest quality. Hewill review the construction plans and specifications in accordance with our established Quality Manual. Timothy Eggerichs, P.E., is proposed to be the Lead Design Engineer. Tim is a senior design engineerwith Hakanson Anderson and his focus has been on development of plans and specifications for street projects and comprehensive water resource engineering. Tim has successfully designed and managed numerous civil engineering projects including Municipal State Aid streets. Hehas successfully completed City Infrastructure projects for the cities of Coon Rapids, East Bethel, Anoka, St. Michael, Ramsey,Elk River, and Otsego. Brian Person, R.L.S., is proposed to be theRegistered Land Surveyor. Brian has 18 years of experience in land surveying and is our Director of Survey Services. His projects range from individual lot surveys to large complex right-of-way acquisition projects for roadway and utility construction. He has experience in construction surveying, boundary and topographic surveying, right-of-way acquisition and mapping, writing and researching property descriptions, and commercial and residential building staking. Mr. Zachary Carlton, Planning Manager October 11, 2021 Page 9 Seth Monroe is proposed to be theSurvey Project Manager. Seth has over 17 years of experience in the surveying and GIS fields. Hehas extensive experience in the areas of writing and interpreting complex property and easement descriptions, drafting of Site and ALTA/NSPS Land Title Surveys, preparation of preliminary plats, preparation of final plats, construction layout/staking, and GIS database management. Matt Danzl is proposed to be the Environmental Specialist.Matt has a broad background in the environmental field with amasters in Natural Resource Management andover 10 years of experience. As a Certified Minnesota Wetland Professional, he has conducted numerous wetland delineations, wetland mitigation design, plans, and monitoring; regulatory permitting; agency and stakeholder coordination; and environmental impact assessments. He works with local, state, and federal authorities and applicants on complex issues to resolve differences on technical issues relating to wetland and other environmental regulations. COMPENSATION The proposed method of billing for services with a defined scope is the fixed fee method. The Proposed Services with a defined scope include: Project Initiation and Field Reconnaissance, Topographic Surveying Services, Preliminary Plat, Preliminary Engineering Services, Wetland Delineation, Wetland Replacement Plan, Design Development, Final Plat, Preparation of Construction Plans, Utility Coordination, SWPPP Preparation, Permit Applications, Project Manual,and Meetings as discussed herein and we would propose to provide said “Design Services”as described herein for a fixed fee of $39,000. The fixed fee is based on: 1.Additional revisions and resubmission of specific material as required by the Owner/Developer and/or its representative or multiple revisions to address City comments will be considered additional services, with the exception of omission or errors made by HAI. 2.Additional services, when approved, will be invoiced at our standard hourly rates, or on a negotiated lump sum basis. Invoices for the fixed fee portion of this project will be prepared upon the following schedule: Upon delivery of the Wetland Delineation, Topographic and Boundary Survey, Preliminary Plat, and Preliminary Engineering Plans,$16,400 will be invoiced. Upon delivery of Design Development, Wetland Replacement Plan, Final Plat, Preparation of Construction Plans, Easement Exhibits, Stormwater Management Plan, Storm Water Pollution Prevention Plan, Permit Applications, and Project Manual$22,600will be invoiced. Mr. Zachary Carlton, Planning Manager October 11, 2021 Page 10 The preferred method of billing for “On Demand” services that are proposed to be provided during the Construction Period is the Hourly, Not-to-Exceed method. The “On Demand” services are defined as Bidding, Construction Staking, Construction Administration, Construction Observation, and Record Drawings. The estimated fee for “On Demand” services as discussed herein is $38,000. Invoices for “On Demand” services will be prepared upon the following schedule: Invoices will be prepared on a monthly basis for on demand services during the Construction Period. Invoices will be prepared monthly upon delivery of service for Bidding, Construction Staking, Construction Observation,and Construction Administration, and preparation of Record Drawingsand will be invoiced in accordance with ourStandardHourly Rates. Therefore, the total Not-to Exceed value of this proposal for all services proposed to be provided by HAI as discussed herein is $77,000. OTHER CONSIDERATIONS It is assumed that the geotechnical services will be contracted separately by the City. We will assist the City in determining soil boring and core locations and will coordinate with the geotechnical firm. Right-of-way acquisition services are not included in this proposal. If requested, we can provide right- of-way acquisition as an additional service. SUMMARY We thank you for the opportunity to provide this proposal. If you have any questions, please feel free to contact me at 763-852-0479 (direct) or shanen@haa-inc.com. Sincerely, Hakanson Anderson ____________________________ Shane M. Nelson, P.E. Vice President