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CR 91-208 Proposal Knollwod Street` I Y O L. - W-A G � t ti C!) September 12, 1991 ° P K�� C ouncil Report: 91 -208 REQUEST FOR PROPOSAL KNOLLWOOD STREET RECONSTRUCTION Proposed Action. Staff recommends the following motion: " Move that Council authorize the Mavor and Citv Manaaer to enter into an aareement with RLK Associates Ltd. for design and construction engineering for street and utility reconstruction in the . Knollwood Neighborhood. overview. Council at its August 6 meeting ordered a feasibility study to be conducted concerning Knollwood street reconstruction. Staff felt it was very important to reevaluate the City's engineering needs in such a project and initiated an RFP process. Four consulting firms were interviewed September 9-11, and this report recommends entering into a contract for engineering services with one of these f irms . Primary Issues to Consider. o What is the cost of these services? o Which firm should plan /design /coordinate this project? Supporting Information. o Request for Proposal (RFP) James Gessele, Engineering Superintenden Council Report: 91 -208 Page 2 Analysis of Issues. o What is the cost of these services? The following are the four firms that were interviewed along with their estimated fee percent of each phase based on an 8 -9 hundred thousand dollar project: Bidding/ Engineer Feasibility Design Constr. Total RLK 0.4 4.9 6.1 11.4 Bolton & Menk 0.5 4.2 5.3 10.0 TKDA 0.5 3.0 8.1 11.6 RCM 0.5 6.4 8.9 15.8 The various estimates for all phases vary from approximately 10 to 16 percent of construction, costs. In addition, each firm charges for miscellaneous reimbursable expenses such as copies, travel, etc. The total cost of services for all phases could range from 90 to 142 thousand dollars for a 900 thousand dollar project. These costs appear to be consistent with market rates for engineering and planning services. The total fees include feasibility study, public meetings, concepts, design, bidding and construction coordination, inspection and surveying.' o Which firm should plan /design /coordinate this project? Staff recommends the firm of RLK Associates Ltd. be retained to engineer this project. RLK's estimated fees are within reason for the project. Closer examination of the firm's proposal reveals that they have committed' almost 2 percent of their total fee towards the cost of conducting meetings with the residents of Knollwood. This indicates RLK's emphasis on a high level of community and staff input. During the course of the interviews staff was impressed with RLK's innovative approach to neighborhood street construction and the stress it places on cost effectiveness in completing a project. To that end it has placed heavy stock on landscaping /amenities and the use of construction management.and bid management techniques in reducing the bid cost to the city. t i Council Report: 91 -208 Page 3 RLK Associates Ltd. has all disciplines on their staff to compete this project. Richard Koppy, the president of the firm, will be the project manager and have primary responsibility for public contact. He is the former Public Works Director of St. Louis Park and has had extensive experience in dealing with sensitive neighborhood improvement projects. Paul Kroehnert, a new addition to the RLK staff and most recently responsible for site engineering at the Mall of America, will serve as design engineer. John Dietrich will serve as the project landscape architect /planner. Chuck Poppler will serve as project superintendent and will manage all field operations The firm is located in Hopkins, raising city expectations for expedient service. F ' City of Hopkins Request for Proposal For Engineering and Planning Professional Services August 26, 1991 Project: Knollwood Street Reconstruction and Utility Improvements Contact: Lee Gustafson, Public Works Director (939 1382) Jim Gessele, Engineering Superintendent (935- 8474) Submittal Date: September 6, 1991 Interview Date: September 9 and 10, 1991 Appointment Date: September 17, 1991 (Council Meeting) Professional engineering and planning services for street and utility reconstruction in the Knollwood neighborhood 'in the following phases: Phase I Initial Feasibility Study A. Analysis of neighborhood streets for geometric design.and utilities for upgrading. 1. Examine previous study completed in January 1990. 2. Examine previous sewer televising and soils investigation reports. 3. Prepare new report containing layouts, opinions of construction costs, findings and recommendations, o Assuming reconstructed streets are limited to 20 feet in width, identify areas where streets can be widened to twenty -six feet to accommodate parking. Varying street widths should be reflected in cost estimates. o List project costs with and without concrete curb and gutter. o Street reconstruction without concrete curb and gutter where street grades are less than one percent should reflect e cost of drain tile and /or surface drains in swale sections. o Street reconstruction without concrete curb and gutter should reflect cost of heavier street section, i.e., thicker aggregate base and bituminous sections, and raised bituminous edge. o List project cost with alternative bituminous or concrete alley. B. Preparation of preliminary assessment roll in keeping with current assessment policies. C. Completion date: September 27, 1991 D. Schedule October 1 Council orders public hearing October 2 and 9 Publish in Sailor October 15 Public hearing and Council orders plans and specifications Phase II - Design A. Conduct neighborhood meetings during preliminary plan design for resident input. B. Prepare detailed plans, specifications, bidding documents for City approval.. C. Submit plans and specifications to permitting agencies for approval. Plans should be based on data compatible for use with the City's Ulti -Map system. D. Estimated completion date: January 7, 1992 Phase III.- Bidding A. Prepare bidding documents and assist City in securing bids, tabulating and analyzing bid results and furnish recommendations. B. Schedule January 7, 1992 Council approves plans and specifications and orders bids January 8, 15, -22 Bid ad in Sailor January 30 Bid opening Phase IV - Assessments (administered by City) February 18, 1992 Council examines bid tabulation and orders assessment hearing February 26 /March 4 Ad in Sailor March 17 Assessment hearing and adoption of assessment role April 21 Award of bid Phase V - Construction Engineering A. Prepare contract documents, organize pre construction conference f; B. Provide full -time field inspection during construction. Monitor and ensure the meeting of all required construction schedules. Perform public relations and solve individual problems as they relate to the residents. C. Review and approve shop drawings, results of tests and inspections. D. Provide interpretation of contract documents, preparation of periodic payment requests and change orders. E. Conduct final inspection. F. Provide reproducible record drawings. Additional elements required: A. Indicate personnel proposed for project feasibility, design and construction. Indicate in -house capabilities for various project components. Name spokesperson who will conduct meetings with residents and speak before the'City Council. B. All recommendations and investigation in written report form. C. Close contact with City. staff throughout all phases by telephone and correspondence is expected. Fees and reimbursement: The proposal should include a schedule of hourly billing rates for each category of professional, technical and clerical 'employees. Include rates of miscellaneous charges such as copies and mileage. Indicate how requests for additional services would be billed. A method of establishing a fee charge range for reach phase should be indicated as an estimated percent of construction cost Invoice period intervals are a minimum of 30 days with a payment date of 30 days maximum from date of invoice. Council meetings are the first and third Tuesdays of the month with invoice deadline the previous Tuesday.