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HomeMy WebLinkAboutC5. PSA Sanderson Stewart Commission Memorandum REPORT TO: Honorable Mayor and City Commission FROM: Kellen Gamradt, Engineering Inspector Bob Murray, Project Engineer SUBJECT: 2016 Professional Services Agreement for Field Survey Services MEETING DATE: May 9th, 2016 AGENDA ITEM TYPE: Consent RECOMMENDATION: Authorize the City Manager to sign a Professional Services Agreement with Sanderson Stewart to provide field survey for upcoming capital improvement projects. BACKGROUND: Field surveying services include the following: South Black Avenue from West College Street south to the dead end, South Tracy Avenue from West Babcock Street to West College Street, and West College Street from 8th Avenue to 11th Avenue. Additional Streets will be added to the scope of services by amendment as needed. Request for proposals were received from ten local surveying firms to provide field surveying services for our upcoming capital improvement projects. A selection committee of five city staff selected Sanderson Stewart as the most qualified firm to perform the work. The proposed contract would be in place until June 1st of 2017 with the option to extend for one year. UNRESOLVED ISSUES: None ALTERNATIVES: Disapprove FISCAL EFFECTS: The cost of these services total $38,833.87 and will be paid for with approved funding from Street, Water and Sewer Funds. Attachments: Professional Services Agreement, Scope of Services Report compiled on: 05/03/16 105 106 107 108 109 110 111 112 113 114 115 Attachment A: Scope of Services The scope of work covered by this agreement is described hereafter: The project consists of the preparation of a topographic survey of South Black Avenue from West College Street south to the dead end including two cul-de-sacs to the east of said street approximately 150 lineal feet each; West College Street from South 11th Avenue to South 8th Avenue; and South Tracy Avenue from West Babcock Street to West College Street. These surveys will be used by the City for future capital improvement projects. The topographic survey will include measuring the horizontal and vertical location of visible and One-Call marked above ground features such as curb, gutters, drive approaches, trees, signs, and utility poles within the corridor up to the adjacent property boundaries that can be easily obtained. Generally, the limits of survey will be from back of walk to back of walk as noted on the attached exhibit A, in Areas 1 through 3, which is about twelve acres total including side street intersections. Additionally, existing sanitary sewer manholes, storm drain manholes and inlets, and water main valve boxes will be measured. The points will be surveyed using the Bozeman Low Distortion Projection. The Bozeman Low Distortion Projection is based off of a single parallel Lambert Conformal Conic Projection and the North American Datum of 1983. Phase 100. Project Initiation Task 101. Prepare project scope of work and contracts. Task 102. Establish a project plan to effectively execute the scoped work. Phase 200. Data Collection Task 201. Project management and coordination, and send weekly project updates. Task 202. Private utility maps will be requested from the gas, phone, fiber, cable TV, and power companies. The maps will be reviewed to identify existing utilities in each corridor. Task 203. Review existing City sanitary sewer, storm drain, and water as-built drawings provided to Sanderson Stewart by the City. Phase 300. Field Survey Task 301. Project management and coordination, and send weekly project updates. Task 302. Locate existing benchmarks from the Bozeman City Datum and calibrate the vertical component of the survey to a central point once the benchmarks have been verified. Additional benchmarks will be set at strategic locations within the project every two blocks. Task 303. Walk the corridor to predetermine the ideal location to set up total station or laser scanning equipment. 116 Task 304. Set a survey control point at each location the total station and laser scanner will be set up at. While setting control several easily identifiable features will be surveyed for Quality Control. Task 305. Coordinate with the City Streets Department to have the road blocked off to on street parking to maximize the surveying efficiency. Task 306. Use total station and/or laser scanner to survey ground points on South Black Avenue. Ground points will include water valves, manholes, fire hydrants, drive approaches, trees, and significant landscaping. Existing tree diameters will be measured and labeled as deciduous or coniferous, but will not be identified by species. Task 307. Use total station and/or laser scanner to survey ground points on West College Street. Ground points will include water valves, manholes, fire hydrants, drive approaches, trees, and significant landscaping. Existing tree diameters will be measured and labeled as deciduous or coniferous, but will not be identified by species. Task 308. Use total station and/or laser scanner to survey ground points on South Tracy Avenue. Ground points will include water valves, manholes, fire hydrants, drive approaches, trees, and significant landscaping. Existing tree diameters will be measured and labeled as deciduous or coniferous, but will not be identified by species. Task 309. Obtain and survey field location of existing visible utilities as marked by One-Call services. Task 310. Complete measuredowns on existing sanitary sewer manholes, storm drain manholes and inlets, and water main valve boxes. Photographs will be taken of each manhole within the project corridor. Task 311. The completed topographic survey will undergo a quality process review to check for consistency and completeness. Phase 400. Data Processing Task 401. Project management and coordination, and send weekly project updates. Task 402. The surveyed data will be used to create an individual surface for South Black Avenue. Then the 2D linework and labeling will be completed for this corridor. Aerial photography will be inserted into the CADD drawings on its own layer to be used as visual references. Task 403. The surveyed data will be used to create an individual surface for West College Street. Then the 2D linework and labeling will be completed for this corridor. Aerial photography will be inserted into the CADD drawings on its own layer to be used as visual references. Task 404. The surveyed data will be used to create an individual surface for South Tracy Avenue. Then the 2D linework and labeling will be completed for this location. Aerial photography will be inserted into the CADD 117 drawings on its own layer to be used as visual references. Task 405. Walk Black Avenue, College Street, and Tracy Avenue with the plans to complete a field review of each corridor to locate any missing information on the plans. Task 406. Review the surveyed locates with respect to the utility maps provided by the private utility companies to ensure the utilities were located and surveyed. Task 407. The photographs taken of each manhole will be cataloged and georeferenced for easy identification and location. The photographs for each corridor will be organized in one binder and on one CD. Task 408. Meet with the City to review the 90 percent plans prior to final submittal. Task 409. Incorporate the City’s comments into the plans. Task 410. Coordinate electronic and hardcopy file delivery with the City. The file delivery will contain a 24”x36” hard copy of the site map, copies of all field notes, PDF copies of the site map, and all AutoCAD project files and points files. There will be individual AutoCAD and PDF files for each corridor. The AutoCAD files will be compatible with AutoCAD Civil3D 2016. Phase 500. Fixed Costs   Task 501. Leica C10 laser scanner rental Task 502. Cyclone Register, Cyclone Survey, and CloudWorx software rental Task 503. Survey Mileage and Materials Schedule The anticipated schedule for this project consists of completing the field survey and data processing during the summer of 2016 with all final deliverables complete by September 1, 2016. 118 NORTH AREA1 AREA 2 South Tracy AvenueWest College Street East Garfield StreetSouth Black Avenue119 AREA 3 West College StreetWest Alderson StreetSouth 11th Avenue South 8th Avenue NORTH 120 South Tracy AvenueSouth Wilson AvenueSouth Black AvenueWest Babcock Street West College Street AREA1 AREA 2 NORTH 121 EXHIBIT B - FEE PROPOSAL Mac Danielle Doug/Mike Keith/Matt/Nick Sam Brett PRINCIPALSENIOR ENGINEERSENIOR PROF. LAND SURVEYORSTAFF SURVEYORSTAFF ENGINEERCADD TECHNICIANTOTAL LABOR HOURSTOTAL FEETASK DESCRIPTION\ BILL RATE $52.97 $49.28 $38.61 $25.00 $26.51 $25.40 100 PROJECT INITIATION 101 Project Scoping 1 1 4 6 $208.29 102 Project Planning 4 4 $106.04 11 8 10 Sub Total Direct Labor Cost $52.97 $49.28 $212.08 $314.33 Sub Total Direct Expense and Subconsultant Sub Total Direct Cost by Phase $314.33 Fee with 3.0 Multiplier Multiplier=3.00 200 DATA COLLECTION 201 Project Management and Coordination 2 2 4 $151.58 202 Private Utility Research 4 4 $106.04 203 Public Utility Review 4 4 $106.04 21012 Sub Total Direct Labor Cost $98.56 $265.10 $363.66 Sub Total Direct Expense and Subconsultant Sub Total Direct Cost by Phase $363.66 Fee with 3.0 Multiplier Multiplier=3.00 Given fee of: 300 FIELD SURVEY 301 Project Management and Coordination 4 4 8 $351.56 302 Locate and Set Existing Benchmarks (Every two blocks) 2 16 18 $477.22 303 Walk Corridors to Plan Instrument Setups 4 4 8 $206.04 304 Survey Control 24 24 $600.00 305 Coordinate with City Streets Dept 2 2 $53.02 306 Topographic Survey - Black Ave 16 16 $400.00 307 Topographic Survey - College Street 12 12 $300.00 308 Topographic Survey - Tracy Ave 32 32 $800.00 309 Locate Survey 16 16 $400.00 310 Measuredowns and Photos 16 16 $400.00 311 Quality Control Review 4 2 6 $207.46 4 10 136 8 158 Sub Total Direct Labor Cost $197.12 $386.10 $3,400.00 $212.08 $4,195.30 Sub Total Direct Expense and Subconsultant Sub Total Direct Cost by Phase $4,195.30 Fee with 3.0 Multiplier Multiplier=3.00 Given fee of: 400 DATA PROCESSING 401 Project Management 4 4 $197.12 402 Draft Base Maps - Black Ave Create Surface 18 18 $477.18 Draft Curb 12 12 $304.80 Detail Drive Approaches 8 8 $203.20 Draft Sidewalk 8 8 $203.20 Draft Stormdrain 2 2 $50.80 Draft Sanitary Sewer 2 2 $50.80 Draft Watermains 2 2 $50.80 Label Existing Features 8 8 $203.20 403 Draft Base Maps - College Street Create Surface 8 8 $212.08 Draft Curb 4 4 $101.60 Detail Drive Approaches 4 4 $101.60 Draft Sidewalk 2 2 $50.80 Draft Stormdrain 2 2 $50.80 Draft Sanitary Sewer 2 2 $50.80 Draft Watermains 2 2 $50.80 Label Existing Features 4 4 $101.60 404 Draft Base Maps - Tracy Ave Create Surface 24 24 $636.24 Draft Curb 12 12 $304.80 Detail Drive Approaches 12 12 $304.80 Draft Sidewalk 8 8 $203.20 Draft Stormdrain 4 4 $101.60 Draft Sanitary Sewer 4 4 $101.60 Draft Watermains 4 4 $101.60 Label Existing Features 16 16 $406.40 $942.99 $1,090.98 $12,585.90 $12,585.90 Client Name: City of Bozeman Sub-total Labor Hours PROJECT SCOPING WORKSHEET - COST BASED Project Manager: Danielle Scharf 4/20/2016Date: Sub-total Labor Hours Sub-total Labor Hours Given fee of: $1,090.98 $942.99 122 Mac Danielle Doug/Mike Keith/Matt/Nick Sam Brett PRINCIPALSENIOR ENGINEERSENIOR PROF. LAND SURVEYORSTAFF SURVEYORSTAFF ENGINEERCADD TECHNICIANTOTAL LABOR HOURSTOTAL FEEClient Name: City of Bozeman Project Manager: Danielle Scharf 4/20/2016Date: 405 Field QC with Plans 12 12 $318.12 406 Review Surveyed Locates wrt Utility Maps 12 12 $318.12 407 Catalog & Georeference Photos & Measuredown Data 8 8 $212.08 408 90% Review Meeting with City 2 2 4 $151.58 409 Incorporate City's 90% Review Comments 12 12 $318.12 410 Coordinate File Delivery 2 2 $98.56 8 96 122 226 Sub Total Direct Labor Cost $394.24 $2,544.96 $3,098.80 $6,038.00 Sub Total Direct Expense and Subconsultant Sub Total Direct Cost by Phase $6,038.00 Fee with 3.0 Multiplier Multiplier=3.00 Given fee of: 500 FIXED COSTS 501 Leica C10 Laser Scanner Rental 502 Software Rental (Cyclone Survey, Register, and CloudWorx) 503 Survey Mileage & Materials 504 Traffic Control (Budgeted $1,000.00) Sub Total Direct Labor Cost Sub Total Direct Expense and Subconsultant Sub Total Direct Cost by Phase Fee with 3.0 Multiplier Multiplier=#DIV/0!Given fee of: Total Hours 1 15 10 136 122 122 406 Total Direct Labor Cost $52.97 $739.20 $386.10 $3,400.00 $3,234.22 $3,098.80 $10,911.29 Total Direct Expense and Subconsultant Total Project Direct Cost $10,911.29 Min. Fee with 3.0 Multiplier = Overhead at 175 % = Profit w/3.0 Multiplier = $2,727.82 Total Proposed Fee with 3.0 Multiplier $18,114.00 $18,114.00 $38,833.87 8.33% $19,094.76 $32,733.87 $6,100.00 Sub-total Labor Hours Sub-total Labor Hours 123