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HomeMy WebLinkAbout08-08-16 CC Mtg - C5. Task Order 1 with Sanderson Stewart for Midtown Commission Memorandum REPORT TO: Honorable Mayor and City Commission FROM: David Fine, Economic Development Specialist SUBJECT: Authorize Task Order #1 with Sanderson Stewart for Engineering and Design of Infrastructure Projects in the Midtown Urban Renewal District. MEETING DATE: August 8, 2016 AGENDA ITEM TYPE: Consent RECOMMENDATION: Authorize Task Order #1 with Sanderson Stewart. BACKGROUND: The Fiscal Year 2017 Work Plan and Budget for the Midtown Urban Renewal Board (MURB) included funding for engineering the 4 projects included in this scope of work: • Festival Street Design Concepts for Aspen Street • Oak Street Multi-Use Pathway completion from N. 5th Ave. to N. 7th Ave. • 5th Avenue Multi-Use Pathway from Tamarack St. to Oak St. • 8th Avenue Multi-Use Pathway from Durston Rd. to Birch St. Staff are attempting to obtain additional right of way in addition to the existing dedicated local street section for the N. 5th Avenue Pathway from the property owner to preserve boulevard space when N. 5th is ultimately constructed. FISCAL EFFECTS: This task order has a total value of $41,000. Funding was included in the FY 2017 Budget for the Midtown Urban Renewal District. ATTACHMENT: Sanderson Stewart Task Order #1 Scope of Services LINKS: Midtown Urban Renewal District Work Plan and Budget for FY 2017 Professional Services Agreement with Sanderson Stewart for a 3 year term contract 21 Task Order Number 01 Issued under the authority of Professional Services Agreement with Sanderson Stewart for Architectural and Engineering Services in the Bozeman Midtown Urban Renewal District Term Contract 2015-2018. This Task Order is dated , 20____ between City of Bozeman (City) and Sanderson Stewart (Contractor). The following representatives have been designated for the work performed under this Task Order: City: David Fine Contractor: Danielle Scharf SCOPE OF WORK: The scope for Task Order No. 1 is detailed in the attached Midtown Urban Renewal District Scope of Work – Task Order No. 1 7/20/16. COMPENSATION: Sanderson Stewart will bill for its services on a lump sum basis with a project total of $41,000. Sanderson Stewart shall submit invoices to the Client for work accomplished during each calendar month. The amount of each monthly invoice shall be determined on the “percentage of completion method” whereby Sanderson Stewart will estimate the percentage of the total work (provided on a lump sum basis) accomplished during the invoicing period. The provisions of the Professional Services Agreement shall govern the Work. IN WITNESS WHEREOF, the parties authorized to commit resources of the parties have executed this Task Order: City of Bozeman Contractor By: By: Title: Title: Date: Date: 22 Midtown Urban Renewal District Scope of Work – Task Order No. 1 7/20/16 Sanderson Stewart is pleased to provide this scope of work for concept designs of the festival street located on West Aspen Street, as well as preliminary and final design of several trail projects within the Midtown District. This work is to be done as a part of the Midtown Urban Renewal District term contract for architectural and engineering services. We understand the project generally includes working with the Midtown Urban Renewal Board to develop a concept level design for the festival street, proposed for Aspen Street, between North 5th and North 7th Avenues. The intent of this work is to create a concept level design of the festival street that can be used by the Board and property owners to identify public and private development opportunities, funding needs and other necessary resources to develop a successful project. The concept design will be developed within two design charrettes with the Board and with coordination of the Westlake BMX Park master plan. This project will include research to prepare for the charrette as well as refinement of the final concept that results from the charrette. This task order also includes survey and design for four segments of multi-use pathway located within the Midtown District. They include widening the existing sidewalks along the Kmart frontage and Scrubby’s frontage on Oak St to multi-use pathways, as well as new multi-use pathways along the 5th Avenue and 8th Avenue rights-of-way. A detailed list of assumptions and scope of services for the project are outlined below. Scope of Work - Festival Street Design Concepts: Phase 1 - Project Initiation This phase of the project will include project initiation and planning tasks, including scoping, contract preparation, meetings with the City of Bozeman and the Midtown Board as well as coordination with sub- consultants. All project management tasks, client meetings and sub-consultant coordination for tasks beyond project initiation will be allocated to the remaining project phases. Phase 2 – Pre-Charrette Research and Base Map In order to prepare for the charrette, background research and a base map will be prepared. This will allow for efficient use of the time available with the Midtown Board. Specific tasks include:  Prepare a base map of Aspen Street and adjoining properties using available information, including property information, right-of-way area, general utility locations and other pertinent information.  Conduct a site visit to Aspen Street to understand building/street relationships, constraints, opportunities, and take site photos.  Background information on festival streets will be researched and prepared for the Board. Information such as physical and program features, operations and images from existing festival streets will be prepared and distributed to the Board. 23  We will prepare a list of questions for Board members to consider prior to the design charrette. These questions will be intended to allow Board members to think about their priorities for the design. Phase 3 – Design Charrette The festival street concepts will be designed during a charrette with the Board and staff. Charrettes are intended to be brainstorming sessions that result in a feasible solution. During the charrette, we will address the following:  Establish the expected outcome, including level of detail, programming ideas and design issues.  Define the opportunity that the Board is looking to create.  Identify opportunities and constraints  Brainstorm approaches and alternatives  Draw design and concept ideas  The charrette will result in two concepts  Evaluate options and choose preferred concept for further refinement Phase 4 – Final Concept Design Final concept design will include refining the preferred concept. The concept will be reviewed with the Board to ensure concept aligns with Board goals. Specific tasks within this phase include:  Graphic rendering of the concept  Written description of program elements, development opportunities and required public investment  High level opinions of probable cost  Identification of the next steps and priority action items  Final presentation to Midtown Board Scope of Work – Midtown Trail Design: We understand the project generally includes survey and design for the following multi-use pathways: 1. Widen existing 5-ft sidewalk along Kmart frontage on Oak St to a multi-use pathway (8-10 ft wide). It is anticipated that most of the existing sidewalk could remain in place and that the additional width could be added to the south of the existing walk and still fit within the available right-of-way. 2. Widen existing 5-ft sidewalk along Scrubby’s frontage on Oak St to a multi-use pathway (8-10 ft wide). Evaluate opportunities for enhancement of existing frontage and identify easement or right- of-way needs for path construction. It is anticipated that coordination with the property owner will be required for the design of this segment to ensure access and circulation are not impacted and to gauge willingness to grant a sidewalk easement. 3. New multi-use asphalt pathway (8-10 ft wide) along the 5th Avenue right-of-way from Tamarack Street to Oak Street. The design process will include a concept design of the future roadway and consideration of potential trail easements. 4. New multi-use asphalt pathway (8-10 ft wide) along the 8th Avenue right-of-way from Durston to Birch Street, and possibly along the alley south of Birch street over to Sacajawea Park. The design process for this segment will also include a concept design of the future roadway and consideration of potential trail easements. Construction permitting, bidding and administration services will be provided under a separate task order at the time of trail construction. 24 Sanderson Stewart will provide the following services as part of its basic services: Phase 1 - Project Initiation This phase of the project will include project initiation and planning tasks, including scoping, contract preparation, meetings with the City of Bozeman and coordination with sub-consultants. All project management tasks, client meetings and sub-consultant coordination for tasks beyond project initiation will be allocated to the remaining project phases. Phase 2 - Topographic Survey and Base Mapping A detailed topographic survey of the pathway alignments will be conducted, including pre-survey research of the property boundary and control information, setting control as needed, and a corner search to establish right-of-way. Base drawings will be prepared in Autocad format following the completion of the topographic survey, and additional pick-up topo will be conducted as needed throughout the duration of the project. Public and private utilities will be located prior to the survey via one-call for inclusion in the base drawings. Phase 3 – Concept Design Upon completion of the base drawings, Sanderson Stewart will prepare a conceptual design for each trail segment that will be reviewed and discussed with City and Midtown Board prior to proceeding with the detailed design. The phase will include the conceptual design of future roadways within the 5th Avenue and 8th Avenue rights-of-way and identification of any easement areas that may be required for the preferred design concept. Phase 4 - Geotechnical Analysis Soils and pavement design evaluations will be conducted and recommendations for the pathway surfacing section will be prepared by Terracon. It is anticipated that one soil boring would be adequate for each of the two proposed asphalt pathways (5th and 8th) and that geotechnical analysis would not be required for widening the existing sidewalk along Oak Street. Terracon will prepare a geotechnical report summarizing their findings that will be submitted with the preliminary plans. Phase 5 –Preliminary Design Pathway design tasks for this phase of the project will include setting the horizontal and vertical alignment of the pathway and preparation of plan/profile sheets and cross-sections. As needed, the pathway design will include preparation of signing and striping plans, sidewalk, crosswalks and ADA accessibility ramp design, and design details. This information will be compiled into a preliminary set of plans, specifications and opinion of probable cost for review by the City of Bozeman and the Midtown Board. Plans will include plan/profile sheets, cross-sections, typical sections, signing and striping plans, and details. Public and private utilities will be shown for coordination and identification of conflicts. Sanderson Stewart will prepare special provisions and a specifications manual including the templates for bid documents. The engineer’s opinion of probable cost including a 15% contingency will also be provided with this review submittal. Erosion control plans, landscape and irrigation plans are not included in this scope of work. Phase 6 – Final Design Sanderson Stewart will address all review comments received from the City of Bozeman and prepare final plans, specifications and engineer’s opinion of probable cost. The final deliverable will include electronic copies of all submittal documents, as well as up to six hard copies. 25 Fees and Billing Arrangements: Task Fee 1. Festival Street Design Concepts $8,500 2. Midtown Trail Design $32,500 Total $41,000 Sanderson Stewart will bill for its services on a lump sum basis with a project total of $41,000. Sanderson Stewart shall submit invoices to the Client for work accomplished during each calendar month. The amount of each monthly invoice shall be determined on the “percentage of completion method” whereby Sanderson Stewart will estimate the percentage of the total work (provided on a lump sum basis) accomplished during the invoicing period. Project Schedule: The anticipated schedule for this project consists of the final festival street concept design and presentation to the Midtown Board, as well as final trail design for the four pathway segments, within 4 months of notice to proceed. The festival street concepts may take longer depending on the availability of the Midtown Board for participation in the design charrette and the final presentation. 26