DEPARTMENT: Transportation
FILE TYPE: Consent Action
TITLE
title
Authorization To Execute Second Contract Amendment With Bolton & Menk, Inc., To Provide Final Design Engineering Services For County State Aid Highway 26 (Lone Oak Road) Roadway Improvements In City Of Eagan, County Project 26-67
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PURPOSE/ACTION REQUESTED
Authorize second contract amendment with Bolton & Menk, Inc. to provide final design engineering services for County Project (CP) 26-67 (Attachment: Project Location Map) in the City of Eagan.
SUMMARY
To provide a safe and efficient transportation system Dakota County is proceeding with CP 26-67 in the City of Eagan. County Project 26-67 is planned to provide improvements to County State Aid Highway (CSAH) 26 (Lone Oak Road) from Trunk Highway (TH) 13 to I-35E in Eagan. The corridor segment between TH 13 and CSAH 31 (Pilot Knob Road) includes a multi-use trail as part of the School Area Safety Assessment recommendations for Pilot Knob STEM School and a roadway lane reduction from four to three lanes planned for the segment from CSAH 31 to I-35E. This project will improve CSAH 26 roadway operations, make safety improvements, and include pedestrian amenities. Originally programmed as two separate projects (CP 26-66 and CP 26-67) in Dakota County’s 2022-2026 Capital Improvement Program (CIP), the two projects were combined into one project in the 2023-2027 CIP. Construction is planned for the summer of 2025.
By Resolution No. 22-043 (January 18, 2022), the County Board authorized the execution of a contract with Bolton & Menk, Inc. in an amount of $381,381 for preliminary engineering for the segment from TH 13 to CSAH 31 (CP 26-66) and final design for the segment from CSAH 31 to I-35E (CP 26-67). During the study phase, Dakota County applied for and were successful in obtaining federal funding in the amount of $4,740,000 for corridor improvements for the segment for CP 26-66.
The original contract with Bolton & Menk, Inc. was for preliminary engineering for CP 26-66 and final design for CP 26-67. The first contract amendment added final design services for the segment from TH 13 to CSAH 31 to advance the project towards construction. This merged project activities of CP 26-66 and CP 26-67 into a singular project (CP 26-67) to be delivered for project letting in Fall 2024. By Resolution No. 23-426 (September 26, 2023), the County Board authorized the execution of a contract amendment (C0034983.1) with Bolton & Menk, Inc. for final design services for CP 26-67 in the amount of $488,985, bringing the total contract amount to $870,366. Since the first contract amendment was authorized, the project scope and complexity have evolved to include items not originally scoped.
Between the 60 percent and 95 percent design phases, significant design changes were required to reduce impacts to parcels along Lone Oak Road in implementation of feedback from a complex public engagement process. Additional tasks that were not previously anticipated to complete final design for the corridor segment along CSAH 26 from TH 13 to -35E emerged as the complexity of the project evolved. The design scope expanded to handle unanticipated changes related to new environmental coordination needs to meet state and federal aid requirements, complexities in public engagement which required significant coordination with property owners and challenges with roadway design and geometric configuration adjustments necessary to complete those tasks. The project team also coordinated with the City of Eagan in identifying pond maintenance needs for a pond adjacent to Lone Oak Road, which was requested by the city to be included as part of the project. A summary of the additional tasks needed to complete the final design includes:
• Task 3: Public Engagement Coordination
o Additional design, coordination and meetings required to address complex public engagement needs in the corridor.
• Task 4: Survey Data
o Additional survey needed for pond restoration activities. This is in coordination with the City of Eagan.
• Task 6: Additional Environmental Coordination with Minnesota Department of Transportation
o Department of Natural Resources (DNR): Analysis of calcareous fen at TH 13.
o Cultural Resources Unit (CRU) needs: Archeological & Architectural investigations.
• Task 10: Roadway Engineering & Design Modifications
o Additional revision of geometrics, intersection revisions and modifications to retaining wall design due to ongoing public engagement needs.
• Task 15: Stormwater Management and Hydraulic Design
o Addition of pond restoration activities and design in coordination with the City of Eagan.
• Task 15: Subconsultant Reimbursables
o Global stability analysis of retaining wall due to modifications needed that were not anticipated.
Associated Fees/Expenses: To address these additional design needs, County staff requested Bolton & Menk, Inc. to provide an amendment memorandum to outline the scope and cost of services to complete the final design needs. After review, County staff negotiated the updated fee scope with Bolton & Menk, Inc. for the amendment with a cost of $92,000, increasing the total contract amount to $962,366. All of these items were deemed critical to finalizing the design plans. A more detailed description of all tasks associated with the negotiated scope increase was provided by Bolton & Menk, Inc. (Attachment: Amendment Memorandum 2).
The total amended contract value represents 12 percent ($962,366) of the total construction estimate ($8,100,000), which is typically between 10 to 15 percent for Federal projects. County staff recognizes that the proposed additional tasks are necessary to complete the project successfully in order to meet Federal Aid deadlines for construction in 2025.
RECOMMENDATION
recommendation
Staff recommends executing the second contract amendment with Bolton & Menk, Inc. in the amount of $92,000.00, increasing the total contract amount to $962,366 for CP 26-67.
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EXPLANATION OF FISCAL/FTE IMPACTS
The adopted 2024 Transportation Capital Improvement Program (CIP) Budget includes $8,690,000 for construction in 2024, including carryover from previous years for design, land acquisition and construction for County Project 26-67. The CIP incorporates the secured $4,740,000 federal grant. Sufficient funding is available for the contract amendment.
☐ None ☒ Current budget ☐ Other
☐ Amendment Requested ☐ New FTE(s) requested
RESOLUTION
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WHEREAS, to provide a safe and efficient transportation system, Dakota County (County) is proceeding with County Project (CP) 26-67, the reconstruction of County State Aid Highway (CSAH) 26 from Trunk Highway (TH) 13 to CSAH 31 and a lane reduction of CSAH 26 from CSAH 31 to I- 35E in the City of Eagan; and
WHEREAS, County Project 26-67 includes a trail as part of the School Area Safety Assessment recommendations for Pilot Knob STEM School from TH 13 to CSAH 31; and
WHEREAS, the County is the lead agency for the Project; and
WHEREAS, the County utilized public engagement for this project, including public open houses, project websites, and project mailings; and
WHEREAS, by Resolution No. 22-043 (January 18, 2022), the County executed contract C0034983 with Bolton & Menk, Inc., in an amount of $381,381 for preliminary engineering of CSAH 26 from TH 13 to CSAH 31 corridor improvements; and
WHEREAS, by Resolution No. 23-426 (September 26, 2023), the County Board authorized the first contract amendment with Bolton & Menk, Inc. to add final design engineering consulting services to the contract in an amount of $488,985, bringing the total contract value to $870,366; and
WHEREAS, since the first contract amendment was executed with Bolton & Menk, Inc., the project scope and complexity evolved to include items not in the original scope due to unanticipated changes related to new environmental coordination needs, complexities in public engagement and challenges with roadway design and geometric configuration changes needed to complete the design; and
WHEREAS, County staff recognizes that the proposed additional tasks are necessary to complete the project successfully; and
WHEREAS, staff negotiated an amount of $92,000 with Bolton & Menk, Inc. to complete final design engineering of CSAH 26 from TH 13 to CSAH 31; and
WHEREAS, the adopted 2024 Transportation CIP Budget includes sufficient funding for County Project 26-67 to execute the second contract amendment; and
WHEREAS, the County Engineer recommends execution of a contract amendment with Bolton & Menk, Inc., for design engineering services for CP 26-67 in an amount of $92,000 for a new contract amount not to exceed $962,366, including reimbursable items.
NOW, THEREFORE, BE IT RESOLVED, That the Dakota County Board of Commissioners hereby authorizes the Physical Development Director to execute an amendment to the contract with Bolton & Menk, Inc., for additional engineering services necessary for County Project 26-67 in an amount of $92,000 resulting in a total amended contract not to exceed $962,366, including reimbursable items, subject to approval by the County Attorney’s Office as to form.
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PREVIOUS BOARD ACTION
20-154; 3/24/20
22-043; 01/18/22
23-426; 09/26/23
23-491; 10/24/23
ATTACHMENTS
Attachment: Project Location Map
Attachment: Amendment Memorandum
BOARD GOALS
☒ A Great Place to Live ☐ A Healthy Environment
☐ A Successful Place for Business and Jobs ☐ Excellence in Public Service
CONTACT
Department Head: Erin Laberee
Author: Hassan Hussein