Agenda - Council - 01/22/2013 - Laserfiche WebLink

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CC Regular Session Meeting Date: 01/22/2013 Submitted For: Kurt Ulrich 7. 3. By: Jo Thieling, Administrative Services Information Title: Riverdale Drive Reconstruction and Extension — Approve Consultant Services Background: On January 8, 2013, the City Council ordered the preparation of Plans and Specifications for the Riverdale Drive Reconstruction and Extension, Improvement Project #12-22. This project will be partially funded through a Cooperative Agreement Grant, and as a requirement the project must be awarded prior to June 30, 2013. Notification: N/A Observations/Alternatives: Mn/DOT has provided a flow chart (attached) summarizing the approval process and typical associated time frames for projects funded through the Cooperative Agreement program. Staff has been in conversations with Mn/DOT and understands that these time frames can be reduced slightly, however, it is imperative to complete the design within the next 6-8 weeks as to not affect the critical path of the project. At project initiation, staff completed a Project Management Plan and Work Hour Estimate for this project (attached) and staff is currently nearing completion of Phase 2 of the design. As can be seen in the attached work hour estimate, a significant effort remains to be completed. The adopted 2013 Budget included an Engineering Tech 3 position, whose primary role would be a CAD Drafter. However, if the recruitment for that position were to occur now, the position would not be filled until after the design effort for this project is completed. Alternatives — If consultant services are not approved for this project, staff will continue to prepare the plans and specifications in-house. This approach would jeopardize the $702,000 cooperative agreement grant. Recommendation: Recommend to approve the proposal from Hakanson Anderson for consultant services in an amount not -to -exceed $29,700. Funding Source: The funding source would be the project budget, which includes 25% for engineering and administrative costs (approximately $570,000). The funding sources for this project based upon preliminary estimates are as follows: $702,000 Cooperative Agreement Grant $1,466,000 MSA Fund $202,500 Sewer Fund $521,000 Water Fund $2,891,500 Total Council Action: