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Home My WebLink About06-24-19 City Commission Packet Materials - C6. DURB TO DTN19-001 with Sanderson Stewart for Lamme St. Conduit Project Commission Memorandum REPORT TO: Honorable Mayor and City Commission FROM: David Fine, Urban Renewal Program Manager SUBJECT: Downtown Urban Renewal District Term Contract Task Order DTN2019-001 for Lamme St. Conduit Project MEETING DATE: June 24, 2019 AGENDA ITEM TYPE: Consent RECOMMENDATION: Authorize the City Manager to Sign Task Order DTN 2019-001 TERM CONTRACT BACKGROUND: Following a competitive RFQ process, a team led by Sanderson Stewart, also including A&E Architects, DCI Engineers, Walker Consultants, and CTC Technology and Energy, was awarded a term contract for urban renewal district professional services on October 22, 2018. TASK ORDER BACKGROUND: This Task Order is for design services and construction management for an extension of the City’s conduit system on Lamme St. The project generally includes the installation of fiber optic conduit on Lamme St. between Tracy Ave. and 3rd Ave. The segment was designed in 2017 with additional design work conducted by Sanderson Stewart in 2019 and moves the conduit system toward the completion of a redundant loop for the Downtown portion of the conduit network. FISCAL EFFECTS: Sanderson Stewart will bill for its services on a time-and-materials basis with a not-to-exceed amount of $13,470. Funding to support this effort is included in the Downtown Urban Renewal District’s FY 2019 work plan and budget. Construction administration on this project includes full time inspection services as requested by the City Engineer. While the contractor only expects the project to last one week, the scope of this Task Order allows for up to two weeks of construction management in the event of unforeseen underground conditions that slow the project. ATTACHMENTS: • Task Order DTN 2019-001 for the Lamme St. Conduit Project 42 City of Bozeman Urban Renewal District Term Contract Task Order Number #DTN19-001 PROJECT: Lamme Street Fiber Issued under the authority of Urban Renewal District Term Contract Professional Services Agreement with Sanderson Stewart for Architectural and Engineering Services. This Task Order is dated June 4, 2019 between the City of Bozeman Economic Development Department and Sanderson Stewart (Contractor). The following representatives have been designated for the work performed under this Task Order: City: David Fine, Urban Renewal Program Manager Contractor: Danielle Scharf, Sanderson Stewart SCOPE OF WORK: The scope for this task order is detailed in the attached City of Bozeman Urban Renewal District Scope of Work – Task Order Number DTN19-001. COMPENSATION: Sanderson Stewart will bill for its services on a time-and-materials basis not to exceed $13,470.00. Sanderson Stewart shall submit invoices to the City of Bozeman for work accomplished during each calendar month. The amount of each monthly invoice shall be determined on the “time-and-materials basis” according to the attached standard rate sheets for Sanderson Stewart and it’s subconsultants. Monthly invoices shall include, separately listed, any charges for services for which time charges and/or unit costs shall apply. 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 Sanderson Stewart Andrea Surratt, City Manager Danielle Scharf, Principal 43 City of Bozeman Urban Renewal District Term Contract Scope of Work – Task Order No. DTN19-001 Lamme Street Fiber 6/7/19 Sanderson Stewart is pleased to provide this scope of work for design and construction services for the installation of fiber conduit on Lamme Street from Tracy Avenue to 3rd Avenue in Downtown Bozeman, Montana. This work is to be done as a part of the Urban Renewal District term contract for architectural and engineering services. Fiber design assistance will be provided by CTC Technology and Energy. We understand the project generally includes fiber conduit and associated communications boxes along the north side of Lamme Street. It will begin at the southeast corner of the intersection of Lamme Street & Tracy Avenue and continue along the north side of Lamme Street. The project will then cross to the south side of Lamme Street at N 3rd Avenue where it will terminate on the southeast corner of the intersection. The total length of new conduit is approximately 1100 LF. A detailed list of assumptions and scope of services for the project are outlined below. Scope of Work: Phase 1 - Project Management This phase of the project will include project initiation, scoping, contract preparation, phone calls with the City of Bozeman and CTC, and project management throughout the project. Phase 2 - Topographic Survey and Base Mapping A detailed topographic survey of the project area will not be completed for this project. The scope of this phase of the project will include measure downs on sewer and storm drain manholes for the purposes of identifying any potential conflicts with proposed fiber crossings. Base drawings will be prepared in Autocad format using the City of Bozeman GIS utility layers and aerial imagery. Phase 3 –Preliminary Design Design tasks for this phase of the project will include layout of the conduit runs in plan view along with the communications box locations. The plans will also include various details as needed for proper installation. Sanderson Stewart, with assistance from CTC, will prepare special provisions and a specifications manual including the templates for bid documents. The engineer’s opinion of probable cost will also be provided with this review submittal. Sanderson Stewart and CTC 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. 44 Phase 4 – Construction/Contract Administration This phase of the project will consist of construction bidding services, contract administration and construction observation tasks, including the following: • Conduct a limited bid solicitation, prepare bid tabulation and recommendation of award • Process contract documents for a single contract (four copies) • Facilitate pre-construction meeting, prepare agenda and distribute minutes • Shop drawing and traffic control plan review • Construction observation and documentation (assume a 15 calendar day contract and observation for 8 hours each day the first week and 4 hours each day the second week, for a total of 60 hours) • Respond to Contractor RFI’s • Coordinate City of Bozeman observation of potholes and utility crossings • Process pay applications submitted by Contractor and any necessary work change directives, verify material quantities on all contractor pay requests • Process the Certificate of Substantial Completion, coordinate final inspection, prepare punch lists and verify completion • Prepare as-built (record) drawings • Prepare City of Bozeman close-out submittal • Conduct two-year warranty walkthrough, prepare punch list and verify completion The following items are not expected to be needed for this project and are therefore specifically excluded from this scope of work: • Landscape restoration and irrigation plans (by special provision only) • Detailed topographic survey • Construction staking • Lighting and traffic signal design • Stormwater calculations and report • Stormwater Pollution Prevention Plan (SWPPP) permit • Right-of-way coordination • Wetland permitting and mitigation • Erosion control plans If needed, these items will be added as a separate task order or contract amendment. Fees and Billing Arrangements: Phase Fee 1. Project Management $410 2. Utility Measure Downs and Base Mapping $840 3. Preliminary/Final Design $3,630 4. Construction/Contract Administration $8,590 Total $13,470 45 Sanderson Stewart will bill for its services on a time-and-materials basis with a not-to-exceed amount of $13,470. Sanderson Stewart shall submit invoices to the Client for work accomplished during each calendar month. Project Schedule: The anticipated schedule for this project consists of the final design deliverable within one month of notice to proceed. The schedule for construction services will be based on the anticipated construction schedule of 15 calendar days. 46