CITY COUNCIL AGENDA REPORT. Honorable Mayor and City Council Members. ACTION REQUESTED: Motion to Approve Amendment No. 1 to the Professional

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1 City of RE NG CITY COUNCIL AGENDA REPORT TO: FROM: Honorable Mayor and City Council Members Rick Moskwa Public Works Director Agenda Item No.: 8-1 Meeting Date: April 10, 2017 ACTION REQUESTED: Motion to Approve Amendment No. 1 to the Professional Service Agreement with Short Elliot Hendrickson, Inc. ( SEH) in the Amount of $ 26, 500 for the 2017 Hangar Taxilane Pavement at the Red Wing Regional Airport. ATTACHMENTS: Amendment No. 1 to the Professional Service Agreement with SEH. BACKGROUND: The Federal Aviation Administration ( FAA) requires that an airport owner desiring to receive airport funding through the Airport Improvement Program AIP) must select a consultant to provide engineering services. In addition, they are now requiring that the engineers provide Design Reports for all projects. In order to complete those reports, additional information such as survey and pavement cores/ soil borings is needed. To address this requirement and still keep projects on schedule, preliminary engineering must be completed in advance. These services are reimbursed by the FAA at 90-95%. The exact reimbursement percentage has not yet been determined. DISCUSSION: SEH has helped to establish a long term pavement rehabilitation plan which is in line with our eligible FAA funding. The 2017 plan involves the rehabilitation of a portion of the taxilanes in the area of the hangars and buildings and crack sealing of existing taxiways. In order to address the new FAA requirements and still keep projects on schedule, the City entered into a Professional Service Agreement with SEH on December 12, 2016 for the preliminary engineering and design. This work has been completed and staff is now requesting approval of a contract amendment for the final design, bid preparation, contract award recommendation and grant submittal. 8-1 Page I 1

2 The 2017 CIP contains the needed match of 5-10% local funding for this project which includes the engineering services. The projects are designed around the available funding. The project has a total estimated cost of $400,000. ONGOING OPERATING & MAINTENANCE COSTS: N/ A FUNDING SOURCE( S): This project has been identified in the 2017 CIP and will receive 90-95% funding from the FAA. The local match will be 5-10% cost. of the total project ALTERNATIVES: 1.) Approve Amendment No. 2 to the Professional Service Agreement with SEH. 2.) Not Approve the Amendment with SEH, Inc. and advise staff as to how to proceed. RECOMMENDATION: It is the recommendation of staff to approve the amendment to the professional service agreement with SEH in the amount of $26, Page 12

3 Contract Amendment No. 1 Between The City of Red Wing (Owner) and Short Elliott Hendrickson Inc. (SEH) ( Consultant) Dated: March 30, 2017 The Contract between the Owner and Consultant dated December 12, 2016 shall be amended to include final design, bidding, and contract award for the 2017 Building Area Rehabilitation and Crack Seal at the Red Wing Regional Airport ( Red Wing, MN). Unless specifically modified by this Amendment, the original contract provisions remain in effect. A description of the additional services is included in Attachments A- 1 through A -III. Compensation by the Owner to the Consultant shall be a lump sum amount of $26, 500. Detailed estimates of labor cost and expenses is enclosed (Attachment B- 1 through B -III). APPROVED: City of Red Wing, Minnesota Short Elliott Hendrickson Inc. 0 By By Mayor Council Administrator City Clerk Benita Crow, PE Principal Date Page 1 of 3

4 ATTACHMENT A SUMMARY 2017 BUIDING AREA PAVMENT REHABILITATION RED WING REGIONAL AIRPORT ( RGK) CITY OF RED WING, MINNESOTA This project consists of engineering services for design of a pavement rehabilitation project. The pavement and aggregate base will be removed and reconstructed with new materials.. Additionally, the project includes crack sealing of the existing runway, taxiways, and apron pavements. Compensation by the Owner to the Consultant shall be a lump sum amount as follows: Building Area Pavement Rehabilitation FAA Eligible Items $ 18, Building Area Pavement Rehabilitation MnDOT- Eligible Items $ 4, Crack Seal FAA Eligible $ 3, Total Contract Amount $ 26, A description of the services to be provided is included in Attachments A -I, A -ll, A -III. A detailed estimate of labor cost and expenses is included in Attachments B- 1, B -ll, B -III. PROJECTED SUBMITTAL DATES: The anticipated submittal dates are: April 27, 2017 May 18, 2017 June 12, 2017 June 15, 2017 Advertisement for Bids Bid Opening Contract Award Recommendation Grant Request Submittal

5 Attachment A- 1 Scope and Scope of Engineering Services 2017 Building Area Pavement Rehabilitation Final Design FAA Eligible Red Wing Regional Airport Red Wing, Minnesota Description and Scope The project consists of the rehabilitation of taxilane pavement in the northwestern building area. The taxilanes that will be rehabilitated include the four north -south taxilanes identified as "TLA -001" on the 2014 Pavement Condition Index ( PCI) Inventory. Additional elements of the project include the east -west taxilane identified as TLB -001," taxilane " TLD -001," and portions of the north -south taxilane identified as TLF-001." A. Reconstruction of taxilanes that are federally eligible, 25 feet in width. B. Reconstruction will consist of removing the existing bituminous pavement and aggregate base. New bituminous pavement and aggregate will be constructed. The final design work effort will include design, construction documents, bidding and award. Scope of Engineering Services The Scope of Engineering Services includes final design and the preparation of plans and specifications. Services will include assisting Owner with obtaining construction bids for proposed improvements, making a recommendation on the award of the construction contract, and securing a federal grant for the project. The plans will meet all requirements of the Minnesota Department of Transportation ( Office of Aeronautics) and the Federal Aviation Administration ( FAA). The Consultant will provide the following specific services: 1. Stormwater Pollution Prevention Plan ( SWPPP) and Permit: Complete the SWPPP for the construction project in concert with the erosion control plan and details and the National Pollutant Discharge Elimination System ( NPDES) permit. 2. Detailed Design: Detailed design including pavement design for new bituminous pavement based on as -built drawings, soil boring information and surface drainage analysis. A- 1

6 3. Construction Plans: Prepare construction drawings consisting of approximately the following plan sheets. Title sheet Construction Safety Plan Construction Phasing Plan Statement of Estimated Quantities Typical Sections Removal Plan Erosion Control Plan and Details Topography and Construction Plan drawings for new pavements Pavement Jointing Plan and Details Pavement Marking Plan and Details Details, Standard Plates, Construction Notes 4. Quantity Calculations and Cost Estimate: Quantities will be calculated for use on the bid form and for updating the construction cost estimates. 5. Construction Bidding Documents: Prepare a bid proposal project manual consisting of ad for bids, table of contents, MnDOT / FAA requirements, proposal documents, specifications, special provisions, wage rates and schedule of prices. 6. Quality Control Review: Provide quality control reviews and final review of the plans and specifications. 7. Bidding and Award: Assist the Owner with obtaining construction bids for proposed improvements. Assist the Owner with securing a grant from the FAA for this project. Make a recommendation to the Owner on award of construction contract. 8. Management: Overall administration of the project, including internal and external meetings, coordination of plan and specification review with the Owner, MnDOT Office of Aeronautics, FAA, and other regulatory agencies as required. Subconsultants performing work under this proposal include the following: The following are not included in the scope of this proposal: 1. Engineering services during construction, including construction observation and project closeout. A- 2

7 Attachment A -II Scope and Scope of Engineering Services 2017 Building Area Pavement Rehabilitation Final Design MnDOT Eligible Red Wing Regional Airport Red Wing, Minnesota Description and Scope The project consists of the rehabilitation of taxilane pavement in the northwestern building area. The taxilanes that will be rehabilitated include the four north -south taxilanes identified as "TLA -001" on the 2014 Pavement Condition Index ( PCI) Inventory. Additional elements of the project include the east -west taxilane identified as TLB -001," taxilane " TLD -001," and portions of the north -south taxilane identified as TLF-001." A. Reconstruction of taxilanes that are MnDOT Aeronautics eligible, including taxilane widths in excess of 25 feet and taxilanes that do not meet the FAA' s object free area requirements. B. Reconstruction will consist of removing the existing bituminous pavement and aggregate base. New bituminous pavement and aggregate will be constructed. The final design work effort will include design, construction documents, bidding and award. Scope of Engineering Services The Scope of Engineering Services includes final design and the preparation of plans and specifications. Services will include assisting Owner with obtaining construction bids for proposed improvements, making a recommendation on the award of the construction contract, and securing a federal grant for the project. The plans will meet all requirements of the Minnesota Department of Transportation ( Office of Aeronautics) and the Federal Aviation Administration ( FAA). The Consultant will provide the following specific services: Detailed Design: Detailed design including pavement design for new bituminous pavement based on as -built drawings, soil boring information and surface drainage analysis. A- 1

8 2. Construction Plans: Prepare construction drawings consisting of approximately the following plan sheets. Title sheet Construction Safety Plan Statement of Estimated Quantities Typical Sections Removal Plan Erosion Control Plan and Details Topography and Construction Plan drawings for new pavements I Quantity Calculations and Cost Estimate: Quantities will be calculated for use on the bid form and for updating the construction cost estimates. 4. Construction Bidding Documents: Prepare a bid proposal project manual consisting of ad for bids, table of contents, MnDOT / FAA requirements, proposal documents, specifications, special provisions, wage rates and schedule of prices. 5. Quality Control Review: Provide quality control reviews and final review of the plans and specifications. 6. Management: Overall administration of the project, including internal and external meetings, coordination of plan and specification review with the Owner, MnDOT Office of Aeronautics, FAA, and other regulatory agencies as required. Subconsultants performing work under this proposal include the following: The following are not included in the scope of this proposal: 1. Engineering services during construction, including construction observation and project closeout. A- 2

9 Attachment A -III Scope and Scope of Engineering Services 2017 Crack Seal Final Design FAA Eligible Red Wing Regional Airport Red Wing, Minnesota Description and Scope The project consists of crack sealing the runway, taxiways, and aprons. The final design work effort will include design, construction documents, solicitation of quotes and contract award. Scope of Engineering Services The Scope of Engineering Services includes final design and the preparation of quotation documents. Services will include assisting Owner with obtaining construction bids for proposed improvements, making a recommendation on the award of the construction contract, and securing a federal grant for the project. The plans will meet all requirements of the Minnesota Department of Transportation ( Office of Aeronautics) and the Federal Aviation Administration ( FAA). The Consultant will provide the following specific services: Construction Plans: Prepare construction drawings consisting of approximately the following plan sheets. Title sheet Construction Safety Plan Statement of Estimated Quantities Removal Plan Crack Seal Plan Details, Standard Plates, Construction Notes 2. Quantity Calculations and Cost Estimate: Quantities will be calculated for use on the bid form and for updating the construction cost estimates. 3. Construction Bidding Documents: consisting of mailing quotation requests, MnDOT / Prepare a bid proposal project manual FAA requirements, proposal documents, specifications, special provisions, wage rates and schedule of prices. A- 1

10 4. Quality Control Review: Provide quality control reviews and final review of the plans and specifications. 5. Bidding and Award: Assist the Owner with obtaining construction bids for proposed improvements. Assist the Owner with securing a grant from the FAA for this project. Make a recommendation to the Owner on award of construction contract. 6. Management: Overall administration of the project, including internal and external meetings, coordination of plan and specification review with the Owner, MnDOT Office of Aeronautics, FAA, and other regulatory agencies as required. Subconsultants performing work under this proposal include the following: The following are not included in the scope of this proposal: 1. Engineering services during construction, including construction observation and project closeout. A- 2

11 ESTIMATED FEES AND EXPENSES ATTACHMENT B Building Area Pavement Rehabilitation Final Design - FAA Eligible Red Wing Regional Airport Task Senior Admin No. Task Description Director Manager Engineer Technician Technician 1. Stormwater Plan ( SWPPP) and Permit Detailed Design Construction Plans Quantity Calculations and Cost Construction Bidding Documents Quality Control Reviews Bidding and Award Management 4 Total hours per labor category ESTIMATE OF LABOR COSTS: Labor Category Hours Rate Extension Director Manager , Engineer , Senior Technician , 1, Admin Technician Total Direct Labor Costs: Salary Overhead ( 35%) General and Administrative Overhead ( 137%; Total Labor Costs 154 $ 5, , , , Fee ( 15%) 2, ESTIMATE OF EXPENSES: Direct Expenses Quantity Rate 7 Extension Employee Mileage Equipment Useage Reproductions / Miscellaneous Total Expenses SUMMARY: Total Labor Costs + Expenses + Fees Estimated Total , ,

12 ESTIMATED FEES AND EXPENSES ATTACHMENT B -II 2017 Building Area Pavement Rehabilitation Final Design - State Eligible Red Wing Regional Airport Task No. Task Description Director Manager Engineer Senior Technician Admin Technician 1. Detailed Design Construction Plans Quantity Calculations and Cost Construction Bidding Documents Quality Control Reviews Management 2 Total hours per labor category ESTIMATE OF LABOR COSTS: Labor Category Hours Rate Extension Director Manager Engineer Engineer Senior Senior Technician Technician Admin Admin Technician Technician Total Direct Labor Costs: Salary Overhead ( 35%) General and Administrative Overhead ( 137%; Total Labor Costs 33 $ 1, , , Fee ( 15%) ESTIMATE OF EXPENSES: Direct Expenses Quantity Rate Extension Equipment Useage 33 $ $ Total Expenses $ SUMMARY: Total Labor Costs + Expenses + Fees Estimated Total 4, ,

13 ESTIMATED FEES AND EXPENSES ATTACHMENT B -III 2017 Crack Seal Final Design - FAA Eligible Red Wing Regional Airport Task Senior Admin No. Task Description Director Manager Engineer Technician Technician 1. Construction Plans Quantity Calculations and Cost 3. Construction Bidding Documents 4. Quality Control Reviews 1 5. Bidding and Award 2 6. Management Total hours per labor category ESTIMATE OF LABOR COSTS: Labor Category Hours Rate Extension Director Manager Engineer Senior Senior Technician Technician Admin Technician Total Direct Labor Costs: Salary Overhead ( 35%) General and Administrative Overhead ( 137%; Total Labor Costs 29 $ 1, , , Fee ( 15%) ESTIMATE OF EXPENSES: Direct Expenses Quantity Rate Extension Equipment Useage 29 $ $ Total Expenses $ SUMMARY: Total Labor Costs + Expenses + Fees Estimated Total 3, ,