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CASE
<br />
<br /> AWARD ENGINEERING CONTRACT FOR SERVICES
<br />RELATING TO WINDEMERE WOODS, CEDAR HILLS, CHESTNUT HILLS,
<br />CHESTNUT POND, FLEISCHER'S 2ND AND WOOD POND HILLS
<br />ADDITIONS (WOOD POND PROJECTS)
<br /> By: Ryan Schroeder, City Administrator
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<br />Background:
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<br />On July 23, 1991, the City Council adopted a resolution initiating the public improvements for the
<br />Windemere Woods, Cedar Hills, Chestnut Hills, Chestnut Pond, Fleischer's 2nd and Wood Pond
<br />Hills Additions (Wood Pond Projects). In the course of this task, staff relayed that while City
<br />Engineer Steve Jankowski was named as the engineer on the project, it was our intent to interview
<br />potential consulting engineers to conduct various pieces of the project w,hich we have since
<br />completed.
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<br />We began the process with a list of 12 metropolitan engineering firms which specialized in civil
<br />engineering for at least a portion of their firm. We narrowed this list down to three firms based
<br />upon size of the firm, (we were looking for a firm between the sizes of 10 and 40 staff persons in
<br />that any smaller would be too small and any larger, we were concerned that we would be lost
<br />within the firm), reputation, and our perceived ability to work with the firm. Therefore, we
<br />interviewed Hakanson Anderson Associates, Inc., our current engineering firm in Anoka, Maier
<br />Stewart & Associates, Inc. in St. Paul and McCombs Frank Roos & Associates, Inc. in
<br />Plymouth. We asked each of the three finns to supply a not-to-exceed bid for engineering services
<br />for the trunk sewer and water, the lateral utilities and the street improvements. We also asked for
<br />estima, les of the field work which would include construction staking and inspection.
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<br />We have received the bids and estimates from the three engineering firms which are enclosed for
<br />your review. You will note that the McCombs Frank Roos & Associates firm appears, at first
<br />glance, to be the least expensive at $129,850 while Hakanson Anderson is second at $136,425.
<br />You should note; however, that the total basic service bid as a not-to-exceed number and which is
<br />the only certainty within the engineering bids, Hakanson Anderson is lower at $54,775 with Maier
<br />Stewart second at $59,000 and third low is McComb's bid at $61,930. Normally, field services
<br />which include construction staking and inspection are typically compensated on an hourly basis
<br />since the amount of effort required in these areas is greatly dependent upon weather conditions and
<br />contractor ability. Therefore, field services for this project could vary considerably from those
<br />estimates in the proposal. All three consultants had virtually the same hourly rates for field
<br />services. It should also be noted, at this point, that after further review of this project, it is the staff
<br />contention that the City is best served by allowing the consulting firm that the Council chooses to
<br />conduct all of the basic engineering but that we should attempt to save dollars in the field service
<br />area by conducting as much inspection as is reasonably possible. Council should further note;
<br />however, that the inspection portion of these cost estimates ranges from about $35,000 to about
<br />$48,000 and therefore, any cost reductions that we experience will be as a percentage of those
<br />numbers. It should further be noted that in addition to the cost estimates, there will be soil borings
<br />which will be contracted out to yet another engineering firm (such as Twin City Testing or Braun
<br />Engineering at an estimated cost at this point probably in the range of $10,000 to $15,000).
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<br />Within the contract engineering cost comparison sheet, you will also note that we included a range
<br />of required engineering hours which has been supplied by the engineering firms. You will note
<br />that the total hours for this public improvement project ranges from 2640 hours to 4160 hours.
<br />This is noted for you to point to the premise that our engineering staff does not have the time
<br />availability to conduct this project and to realize completion of the trunks, laterals and street
<br />improvements by July, 1992 as is proposed in our work schedule, which is also attached for your
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