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Home My WebLink About06-01-20 City Commission Packet Materials - C17. TO MID2020-004 to MURD PSA w Sanderson Stewart for W Aspen St and N 5th Ave Proj Commission Memorandum REPORT TO: Honorable Mayor and City Commission FROM: David Fine, Urban Renewal Program Manager SUBJECT: Sanderson Stewart Term Contract Task Order MID2020-004 for Sewer Design, Bidding, and Construction Administration Services for the West Aspen Street and North 5th Ave Improvements Project MEETING DATE: June 1, 2020 AGENDA ITEM TYPE: Consent RECOMMENDATION: Authorize the City Manager to Sign Task Order MID2020-004 TASK ORDER BACKGROUND: The Midtown Urban Renewal District is constructing significant infrastructure improvements in the area of W. Aspen St. and N. 5th Ave. The City Commission approved these improvements as an urban renewal project in February 2020 and added the sewer improvements to the project in April 2020. The project includes a new water line and enhanced streetscape elements to create a “festival street” on Aspen St. by incentivizing blight remediation through adjacent private investment. The project also includes the installation of new back-in angle parking and sidewalk at the Westlake BMX Park. In addition, the project provides for installation of a new sewer line on N. 5th Ave. from Aspen St. to Oak St. to remedy infrastructure deficiencies in the area. 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. FISCAL EFFECTS: Funding for this Task Order is included in the Midtown Urban Renewal Board’s recommended Fiscal Year 2021 Work Plan and Budget for the Midtown Urban Renewal District. Sanderson Stewart will bill for its services on a lump sum basis with a project total of $185,415. Project funding is contingent on the issuance of tax increment revenue bonds. 186 ATTACHMENTS: • Task Order MID 20-004 187 City of Bozeman Urban Renewal District Term Contract Task Order Number #MID20-004 PROJECT: Aspen Street & 5th Avenue - Sewer Design, Bidding, & Construction Administration Services 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 1, 2020 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 MID20-004. COMPENSATION: Sanderson Stewart will bill for its services on a lump sum basis with a project total of $185,415.00. 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 “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 Sanderson Stewart Jeff Mihelich, City Manager Danielle Scharf, Principal 188 Midtown and Downtown Urban Renewal Districts Scope of Work – Task Order No. MID20-004 Aspen Street & 5th Avenue - Sewer Design, Bidding, & Construction Administration Services 5/13/20 Sanderson Stewart is pleased to provide this scope of work for design, bidding and construction administration services for street and utility improvements on Aspen Street and 5th Avenue. This work is to be done as a part of the Urban Renewal District term contract for architectural and engineering services. The project includes design services for a new sewer main extension along 5th Avenue from Aspen Street to Oak Street. The scope of work also includes bidding and construction administration services for the following project components to be constructed under the Aspen Street and 5th Avenue Improvements project: • Festival street on Aspen Street from 5th Avenue to 7th Avenue • New 8-inch water main along Aspen Street from 5th Avenue to 7th Avenue • Back-in angle parking and related improvements along the Westlake BMX park frontage along 5th Avenue. • Audrey’s Pizza site improvements, which will be added to the Aspen Street & 5th Avenue project by change order. • New 5th Avenue sewer main from Aspen Street to Tamarack Street, which will be added to the Aspen Street & 5th Avenue project by change order. • New 5th Avenue sewer main from Tamarack Street to Oak Street, which will be bid and constructed as a standalone project. A detailed list of assumptions and scope of services for the project are outlined below. Scope of Work: Phase 1 – Project Initiation This phase of the project will include project initiation and planning tasks, including scoping and preparation of the task order. Phase 2 – Supplemental Topographic Survey and Measure Downs A topographic survey of the project area has been completed as part of previous project phases, but topographic survey pick-ups will be completed as needed during the design of the 5th Avenue sewer main. Base drawings will be updated as needed following the completion of the topographic survey 189 Page 2 of 4 pick-ups. This phase also includes measure downs at existing utility manholes and inlets within the project area. Phase 3 – Sewer Main Design This phase of the project will include design of the new 8-inch sewer main along 5th Avenue from Aspen Street to Oak Street. The sewer plans will be separated into two schedules. Schedule 1 will extend from Aspen Street to Tamarack Street in anticipation of this segment being constructed as a change order to the Aspen Street & 5th Avenue Improvements project. Schedule 2 will extend from Tamarack Street to Oak Street and will be bid and constructed as a standalone project. This phase includes preliminary design services, an Infrastructure Plan submittal to the City of Bozeman Engineering Division, and final design services to be completed upon receipt of review comments. Phase 4 – Construction Permitting This phase of the project will consist of the following permit applications: • DEQ Checklist and design report for water main improvements • DEQ Checklist and design report for sewer main improvements • MDT Encroachment Permit Application for street improvements within the North 7th Avenue right-of-way • MDT Utility Permit Application for water main improvements that will take place within the North 7th Avenue right-of-way Phase 5 – Construction Bidding This phase of the project will consist of construction bidding services, including the following: • Prepare bid advertisement • Contractor coordination throughout bidding, prepare up to two addenda • Facilitate pre-bid meeting, prepare agenda and distribute minutes • Attend bid opening, prepare bid tabulation and recommendation of award letter • Process contract documents for a single contract (four copies) • Note that two separate bidding processes are included in this scope, one for the Aspen Street & 5th Avenue Improvements and one for the segment of 5th Avenue Sewer that will be constructed separately. Phase 6 – Construction Administration and Inspection This phase of the project will consist of construction contract administration and construction observation tasks, including the following: • Facilitate pre-construction meeting, prepare agenda and distribute minutes • Shop drawing review • Construction observation and documentation based on assumed observation for 8 hours each day and a 120-calendar day construction contract for Aspen Street & 5th Avenue Improvements. It is assumed that the sewer main installation will result in no more than six 190 Page 3 of 4 additional weeks of full-time inspection based on an assumed overlap between the Aspen Street project and the sewer installation from Tamarack Street to Oak Street. If the standalone sewer project is delayed into a second season, additional inspection time may be required and will be addressed with a contract amendment if needed. • Respond to Contractor RFI’s • Construction materials testing coordination and review • 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 Phase 7 – Construction Staking This phase of the project consists of the construction layout, anticipated to include the following: • Stake demolition limits • Stake subgrade cuts for streets one time; 25-foot spacing; 2 to 3-foot offset from back of curb • Stake curb and gutter and valley gutters one time; 25-foot spacing, PC’s, PT’s, center of drive approaches • Stake back of curb at storm inlet relocations • Stake water main features • Stake sewer main features • Stake horizontal layout of curb ramps with vertical benchmark for grade one time • Stake signs one time • Stake light poles, electrical and fiber hand holes one time • Layout striping one time The following items are specifically excluded from this scope of work: • Material testing (by contractor or City term contract) • SWPPP permitting and operation (by contractor) Fees and Billing Arrangements: Phase Fee 1. Project Initiation $2,050 2. Supplemental Topographic Survey and Measure Downs $1,590 3. Sewer Main Design $12,880 191 Page 4 of 4 4. Construction Permitting $10,170 5. Construction Bidding $19,610 6. Construction Administration and Inspection $118,170 7. Construction Staking $20,945 Total $185,415 Sanderson Stewart will bill for its services on a lump sum basis with a project total of $185,415. 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 will be based on the anticipated 120-calendar day construction contract with approximately six additional weeks for construction of the sewer main. 192