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CR 98-12 Approve Plans & Order Bids Auth Consultant Fee Change Order Nine Mile Creek MaintenanceJanuary 15, 1998 Proposed Action. Overview. Y O G A P K \ N APPROVE PLANS & ORDER BIDS AUTHORIZE CONSULTANT FEE CHANGE ORDER NINE MILE CREEK MAINTENANCE Council Report No. 98 -12 Staff recommends adoption of the following motion: Move that Council approve plans and authorize bidding for a Nine Mile Creek maintenance project and authorize additional consultant fees for the project feasibility study. Staff in its last report to Council concerning the Nine Mile Creek maintenance project indicated that staff had ordered a study of creek maintenance issues before proceeding with any improvements. An agreement with RCM Associates was reached for the preparation of that study, a study which was presented to Council at its December 16 meeting and was the springboard for ordering a project. RCM Associates has completed drawing up plans and specifications for the maintenance project and presents these to Council for approval and ordering of bids. Primary Issues to Consider. • Improvements • Costs • Schedule • Feasibility study fee adjustment • Recommendation Supporting Information. • Plans • RCM letter regarding consultant fee Js Gessele Engineering Superintendent Council Report 98 -12 January 15, 1998 Page 2 Analysis of Issues Improvements The attached plans lay out maintenance and excavation procedures at various sites along Nine Mile Creek in the City of Hopkins: llth Avenue Crossing Site An estimated 5 cubic yards of sediment deposited at the northerly box culvert entrance will be removed. The channel bottom will be regraded to redirect stream flow toward the two culvert entrances. The City will need permission from the property owner on the west side of llth Avenue south of this crossing to use a small portion of his property as a construction staging area. 7th Street Crossing Site An estimated 125 cubic yards of sediment will be removed from the upstream entrance to the box culverts. The channel will be regraded to direct the stream toward both entrances. An estimated 60 cubic yards of riprap will be placed on the east bank of the creek adjacent to the Dusoski property. A temporary construction easement will be obtained from the property owner to allow for the bank improvements. Another temporary easement will be obtained from the Peace Valley Townhomes property east of the creek south of 7th Street to enter onto the property for the placement of a siltation check dam in the stream. Drainage Ditch Site Along TH 169 Up to 500 cubic yards of sediment will be removed and a channel sedimentation basin reestablished. The basin requires removal of an additional 200 cubic yards of material. A temporary construction crossing will be installed but abandoned by the City at project's end. Nine Mile Cove Tributary Ditch Originally as much as 400 cubic yards of material was slated to be removed from this ditch. More thorough field investigations indicated that the proposed channel bottom of the TH 169 ditch at its intersection with the Nine Mile Cove ditch will be two feet higher than the latter ditch's outfall. Therefore minimal grading will be required in the Nine Mile Cove ditch. Council Report 98 -12 January 15, 1998 Page 3 Once field work was begun in earnest, conflicting grade elevations came to light at the TH 169 /Nine Mile Cove ditch intersection. In order to maintain positive flow in the 169 ditch, the engineer has recommended a regraded minimum channel grade. The controlling element is the established Nine Mile Creek bottom elevation at the very south end of this maintenance project. Following the engineering parameters, one arrives at a ditch intersection /intersection elevation approximately two feet higher than the drainage outfall pipe from Nine Mile Cove. Staff has discussed the dilemma with the consultant and the mutual consensus is to minimally regrade the Nine Mile Cove ditch and to raise the newly installed structures and pipe under 2nd Avenue South. Staff views the structure and pipe adjustment as a separate spring 1998 project before final construction on 2nd Avenue is begun. • Costs The consultant estimates a construction cost of almost $44,000.00 for the above planned improvements. Funding is anticipated to come in part from a storm sewer maintenance budget line item, the storm sewer utility itself, and a maintenance grant from Nine Mile Creek Watershed District. • Schedule January 20 Council approves plans & orders bids January 21 & 28 Advertise in Sailor January 23 & 30 Advertise in Construction Bulletin February 12 Bid opening February 17 Award bid February 23 Begin project March 14 End project A critical element in scheduling this project is a DNR requirement to halt construction work on water ways and flood plains after March 15. This is to protect aquatic, life. The contracts will have three weeks to complete the project, and the engineer feels the scope of this contract will easily fall into that time frame. • Feasibility study fee adjustment Originally staff obtained a quote from RCM Associates for $4,000.00 to carry out a feasibility study. This amount fell below the established ceiling of $5,000.00 at which level Council approval is needed. Staff proceeded to Council Report 98 -12 January 15, 1998 Page 4 accept the quote and signed an agreement. Almost immediately unforeseen erosion and siltation issues arose and thus the scope of the study expanded. In fact 2 additional and unanticipated sites were added to the original proposal. RCM Associates is requesting an additional $800.00 to cover costs of the additional work. This request is not related to the authorized plan and project administration budget set at a "not to exceed" budget of $15,500.00. Recommendation Staff recommends approval of the submitted plans and specifications and authorization of bidding. Staff further recommends approval of the additional $800.00 fee for completion of the feasibility study. .HPIT911/5 1-15.6 fa MOMS! N 1 Nessosiod A CO v NI SEDIMENT REMOVAL PLAN NINE MILE CREEK MAINTENANCE CITY I.C. NO. 97 -13 HOPKINS. MINNESOTA ID v/ IVA SEDIMENT REMOVAL PLAN NINE MILE CREEK MAINTENANCE CITY LC. NO. 97 -13 HOPKINS, MINNESOTA � :.� 11Nx:sr,salll 1.IM, 5. _. T- DATE-PLOT R 'tvISIDNS DATE DE CRWTION 4 PLAN & PR ©FILE NINE MILE CREEK MAINTENANCE CITY I.C. NO. 97 -13 HOPKINS, MINNESOTA V I nx sig rn 1 WI Y can't nun nos RW stw6AA• M MOM VAS PilPARO W K OR UAW MI OR MT DflRVISICN MO SNIT 1 AN A DULY AWSYCFIO DWDW (MO VC LOC W itt SIASC W IGNESCIA AMOR. 4 NONM■ rleke Garrott nutter associates inc. • architects • e ngk carrroll muller ssociates, inc. gqineers cThitects land surveyors equal opportunity employer years of helping build communities 10901 red circle dr. M ost office box 130 innetonka, mn 55343 -0130 (612) 935 -6901 fax (612) 935 -8814 www.rcm- assoc.com December 12, 1997 Mr. James Gessele Engineering Superintendent City of Hopkins 1010 First Street South Hopkins, MN 55343 Re: Notice of Additional Engineering Services Nine Mile Creek Bank Erosion Hopkins, Minnesota RCM File No. 10418.01 Dear Mr. Gessele: While preparing a feasibility report for the subject project, RCM was asked by the City of Hopkins to recommend improvements for two study areas which were not included with the scope of services identified in RCM's original agreement with the City, dated August 22, 1997. The two additional study areas are: 1. A creek crossing at 11th Avenue South; and 2. A tributary ditch (approximately 500 ft.) between 2nd Avenue South and the drainage ditch along the west side of TH 169. As requested by City staff, RCM has included these two areas in the scope of the feasibility report. In doing so, RCM has exceeded the fee amount specified in our original agreement by $800. We are requesting authorization from the City to invoice the City for these additional services. Please inform RCM as to the City's decision. If you have questions, do not hesitate to call me. Sincerely, Robert L. Moberg, P.E. Project Manager RIEKE CARROLL MULLER ASSOCIATES, INC. RLM/ka