HomeMy WebLinkAboutAECOM/Proposal/Parking Lot Approvements AECOM AECOM 920.235.0270 tel
558 North Main Street 920.235.0321 fax
Oshkosh,Wisconsin 54901
April 29, 2013
Mr. Christopher Strong
Director-Transportation
926 Dempsey Trail
Oshkosh, WI 54903
Subject: Proposal for Permitting, Construction Documents, Bidding, and Construction
Management for Proposed Parking Lot Improvements at Existing Lot adjacent
to Riverside Park, Oshkosh,Wisconsin
AECOM Proposal No. OPP-199089
Dear Mr. Strong,
AECOM Technical Services, Inc. (AECOM) is pleased to present this proposal for the above-noted
project. We have prepared this proposal based on our February 18, 2013 meeting with you, Ray
Maurer—Parks Director, Steve Gohde—Assistant City Engineer, James Rabe—Storm Water
Engineer, and John Urben—Director of Purchasing Services. This proposal summarizes our
understanding of the project, presents our approach, scope of services, schedule, and fee estimate.
Project Understanding
As summarized in our letter report dated September 28, 2012, AECOM previously prepared a
preliminary design and opinion of costs for Riverside Park Parking Lot Improvements. The
preliminary design included two phases for these improvements; Phase 1 —North portion of the site,
and Phase 2—southern portion of the site. Drawings were prepared showing the lot layout,
preliminary grading, storm sewer piping, storm water management features (bio-retention areas),
and limits of phasing. Opinions of cost were developed for both phases using contingency planning
and various scenarios of probable sub-grade improvements needed to support the pavement
section. The letter report also listed recommended planning and budgetary considerations to be
incorporated into the final design process.
We understand the City of Oshkosh (City)would like to implement the Phase 1 improvements with
final completion by October 31, 2013, (landscaping preferably completed by mid-September). As
part of Phase 1, the existing south lot will be overlain with asphalt. The project will be funded by the
City's Capital Improvement Program (CIP).
AECOM's approach —we will provide final design of both Phase 1 and Phase 2 improvements in
the plan set. The bidding documents will be set up so that Phase 2 is bid as an alternate; the City
can choose to proceed with Phase 2 if bids are favorable and funds are available. If Phase 2 is not
constructed in 2013, the City will have hard-bid numbers for budgeting in 2014. d: ;
--\This document includes proprietary data that shall not be duplicated,used or disclosed outside City of Oshk. �o y•u t .�nyy,p�13
evaluate this document.This restriction does not limit City of Oshkosh's right to use information contained in�P.A,__C i -nt }kio i d m s
another source without restriction. ?
OPP-199089_Riverside Parking Lot CM Proposal_4-29-2013.docx -�t. ;:'` +i�, , V�d
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This proposal includes:
• Survey services for Certified Survey Maps(CSM), and supplemental topographic
information for final design.
• Final Design and Preparation of Construction Documents suitable for bidding
• Permit and Approval applications
• Bidding and Contract preparation
• Construction Monitoring/Management.
Undetermined Issues
As discussed in our February 18, 2013 meeting, the following issues are to be addressed during
final design:
Dumpster enclosure to service the Convention Center. Current location option—the western end of
the northern section of the parking lot abutting the Convention Center alley. Dumpster access to be
from the alley. Use Jefferson St. parking lot dumpster enclosure as a model for the design.
Lot access drives. Designate the existing alley adjacent to the Convention Center"For Delivery
Only" (not for general public access), upgrade the alley pavement for dumpster servicing, plan for
signage to direct the general public to the new easterly access.
Drop off Area Redesign. New information on site development restrictions does not allow the
current design to be legally constructed. This area will have to be redesigned to accommodate
restrictions and truck traffic. Parking space elimination maybe required as a result of the redesign.
Property Boundaries. Three existing City-owned parcels must be combined in a Certified Survey
Map (CSM) so the parking lot design can meet City ordinances for setbacks. The Convention
Center may be acquiring some green space under a lease agreement from Riverside Park that
must be incorporated into the parking lot design and CSM. This work will be conducted under a
separate contract.
Handicapped parking stalls. Consider moving some spaces to near the southern lot entry off Court
St. (Phase 2).
Power Service Relocation. There is an electrical service located approximately in the center of
Phase 1. Reportedly this service provided power for the former Waterfest location. This service
must be relocated to an appropriate location, or de-commissioned.
AECOM Assumptions
This proposal assumes:
• Construction documents will be prepared for both Phase 1 and Phase 2, although Phase
2 may not be constructed in 2013. Both phases will be submitted for City Site Plan
approval and Wisconsin Department of Natural Resources(WDNR)submittals
• A Water Resource Application for Project Permits (WRAPP) will be prepared to obtain
coverage under the Wisconsin Construction Site Storm Water Runoff General Permit; a
Chapter 30 permit application will not be required.
Use or disclosure of data contained on this sheet is subject to the restriction on the first page of this document.
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• The Parking lot reconstruction will require a Historic Fill Site application for WDNR
approval.
• The City will coordinate relocation or removal of the electrical service in the middle of
Phase 1 Construction
• The City will provide the Site Illumination Plan and Light and Pole Types
• The City will advertise for bids and place the bidding documents on Quest.
• The project will be constructed in 12 weeks(August—October 2013).
• To expedite the processing of the landfill profile acceptance applications and soil removal
activities for this project, the City will delegate authority to AECOM to sign the waste profile
application and transportation manifests on behalf of(acting as an agent for), the City.
AECOM understands the City will remain the responsible party for all final decisions
regarding management and disposal of contaminated materials encountered during this
project. By authorizing the proposal, the City will also be authorizing Paul F. Timm and his
designees of AECOM to act as the authorized agent for the City for completion of the waste
profile and transportation manifests, as needed, for the disposal of the contaminated soil
and/or sediment under this contract.
Scope of Services
AECOM will perform the following:
Task 1 Surveying Services—CSM and Topographic Information
• Prepare Certified Survey Map (CSM)to combine and/or re-divide parcels 90800170000,
90800180000, and 90800190000. AECOM will conduct an initial field survey to locate the
appropriate section or block corners and any existing property corner monuments on the
subject parcels and those on adjoining parcels where needed. After analysis of the initial
survey data, a single CSM will be prepared in accordance with Chapter 236 of the
Wisconsin Statutes, and the Land Division Ordinances of the City of Oshkosh. AECOM will
coordinate preparation of the CSMs with input from Ray Maurer, or other city
representatives as designated, to ensure conformance with the design plans and proposed
use of the property. The completed CSM will be submitted to the City of Oshkosh for
review. Upon approval by the City, it will be recorded at the Winnebago County Register of
Deeds Office.
• Perform additional topographic survey of the Phase 1 and Phase 2 areas to supplement the
2005 survey information that was used to prepare the preliminary plans. This additional
topographical survey will be limited to one day of survey crew time to confirm spot grades,
utility inverts of question, and features that appear to have changed since the 2005 survey.
Deliverables: Draft CSM for City review and approval. Final CSM to be signed and recorded at the
Winnebago County Register of Deeds Office. Map of existing site conditions suitable for Phase 1
and 2 design work.
Task 2 Final Design and Construction Documents
• Develop a plan set; anticipated to consist of the following drawings:
o Cover Sheet with project location and drawing index
Use or disclosure of data contained on this sheet is subject to the restriction on the first page of this document.
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o Existing Conditions—Survey control- Demolition Plan
o Erosion Control Plan
o Erosion Control Details Sheet
o Grading & Paving Plan —North Lot
o Grading & Paving Plan —South Lot with Asphalt Overlay Limits Only
o Grading & Paving Plan—South Lot Alternate Bid with Final Grades
o Bio-Retention Area Details Sheets(North Area and South Area)
o Dumpster Enclosure Plan & Details
o Utility Plan—North Lot
o Utility Plan—South Lot
o Utility and General Details and Notes Sheet
o Electrical Layout Plan (lighting & power)
o Electrical Details Sheet
• Assemble a project manual which will contain the bidding and contract requirements,
utilizing the City's Standard Specifications, General Conditions, and Contracts.
• Prepare an opinion of construction cost at the 75%, 95%, and Final Completion levels of
design.
• Hold a review meeting at the 75% and 95% completion levels.
Deliverables: Three hard copies of the Draft plan set and project manual for City review at the 75%
and 95% completion level. One hard copy and electronic copy of the final plan set and project
manual.
Task 3 Permit and Approval Applications
• Prepare a WRAPP application with attachments to obtain coverage under the Wisconsin
Construction Site Storm Water Runoff General Permit.
• Prepare a Storm Water Management and Erosion Control (SWMEC) Plan to conform to
City Storm Water Ordinances. This will consist of a written plan describing the existing site
conditions, proposed improvements, storm water management features, and erosion
control measures. A SLAMM analysis will be performed as part of this plan to show water
quality improvement provided by the bio-retention areas. This SWMEC plan will consider
both Phase 1 and Phase 2 improvements.
• Prepare an application package for Site Plan Approval to conform to City requirements.
The plan set developed in Task 2 will be used for this application.
• Prepare a WDNR Development of Development at Historic Fill Site Application
This property may have been designated as a historic fill site by the WDNR due to the solid
waste, ash, and debris found within the subsurface of the site. The WDNR prohibits the
placement of structures or other development on buried waste without an exemption to
Wisconsin Administrative Code NR 506. AECOM purposes to first communicate with the
Use or disclosure of data contained on this sheet is subject to the restriction on the first page of this document.
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WDNR to verify this requirement. Then if required, complete the Development at Historic Fill
Site Exemption Application (Forms 4400-226 and 226A)and the required attachments
Deliverables: Draft copies of WRAPP, Storm Water Management and Erosion Control Plan, Site
Plan Approval, and Historic Fill Site application packages for City review. Once comments are
received, AECOM will prepare one hard copy and electronic copy of the final documents.
Task 4 Bidding Administration and Contract Preparation
• Prepare/Coordinate a pre-bid conference.
• Answer bidder's questions and issue addenda (if needed),
• Attend the bid opening, and assist with recommending a contractor.
• Prepare a contract for signature by the City and contractor.
Deliverables: CD's containing the Plan Set and Project Manual in a PDF and Microsoft word
format. Prepare a memorandum on contractor selection based on the bidding results. Three hard
copies of the project manual and associated plan set.
Task 5 Construction Documentation
Provide a Resident Project Representative(RPR)to coordinate/monitor/document construction,
and work with the City and Contractor on administration issues. Provide part-time field and
laboratory testing to document compliance or noncompliance with project plans and specifications.
Our budget is based on a 12 week construction timeframe.
A summary of tasks is provided below.
• Provide a full-time on-site RPR (or as project requirements dictate), during construction
events.
• Provide part time on-site testing staff, as needed during the project.
• Work as interface between stake holders and contractor.
• Review contractor's progress schedule, schedule of submittals/submissions, and schedule of
values prepared by contractor, and consult with the City concerning their appropriateness.
• Serve as the liaison with the City and contractor, and assist them in understanding the intent
of the contract documents.
• Review contractor submittals and material samples for conformance with contract documents,
and notify the City of their availability for examination and non-conformance.
• Conduct site observations of the work in progress, determine if the work is generally
proceeding in accordance with the contract documents and that completed work conforms to
the contract documents.
• Transmit to contractor the City's clarifications and interpretations of the contract documents.
• Maintain correspondence files, reports of job conferences, shop drawings and sample
submissions, reproductions or original contract documents including all addenda, change
orders, field orders, and additional drawings issued subsequent to the execution of the
contract.
Use or disclosure of data contained on this sheet is subject to the restriction on the first page of this document.
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• Maintain reports for the construction contract recording hours on the job site; weather
conditions when on the job site; data relative to questions of extras or deductions; list of
visiting officials, representatives of manufacturers, fabricators, suppliers and distributors;
daily activities; decisions; observations in general; and specific observations in more detail
as in the case of observing test procedures.
• Record names, addresses, and telephone numbers of the general contractor,
subcontractors, and major suppliers of materials and equipment.
• Prepare necessary field modifications and change orders in accordance with instructions of
the City. Field modifications are conditions that require no adjustment on the contract cost
or time of completion. Change orders require modification of cost and/or time of
completion.
• Furnish the City with monthly reports of progress of the work and the Contractor's
compliance with the approved progress schedule. Attend monthly progress meetings at the
jobsite with the City to discuss progress of work. Keep the City informed of any expected
delays in progress schedule.
• Report to the City whenever RPR believes any work is unsatisfactory, faulty or defective, or
does not conform to the Contract Documents, and advise if work should be corrected or
rejected.
• Where applicable, witness field testing of the facilities furnished under the contract to assist
in determining conformance with the contract documents.
• Notwithstanding that it is the contractor's sole responsibility for job site safety, AECOM will
report immediately to the City the occurrence of any accident.
• Review applications for payment from the contractor for compliance with the established
procedure for their submission, and forward with recommendations to the City noting
relation to the schedule of values, work completed, materials and equipment delivered at
the site, but not incorporated in the work.
• Before AECOM issues the"Certificate of Substantial Completion,"submit to the contractor
a list of observed items requiring completion or correction.
• Conduct a final inspection in the company of the City and contractor, and prepare a final list
of items to be completed or corrected.
• Provide Field and Laboratory material testing to document conformance with plans and
specifications. At this time we anticipate gradation testing of gravel/rip rap fill, compaction
control testing, cast-in-place concrete placement monitoring.
• Provide photo documentation throughout the construction period.
• Provide vehicles, necessary equipment, and material for inspection.
• Provide four site visits by Engineering design team during construction to verify design
criteria.
Construction Layout: Survey layout associated with earthwork grading, alignments, approaches,
storm sewer grades, and lighting. Six (8)-10 hour trips to the site, along with associated mileage
and equipment rental, are included in the fee estimate.
Use or disclosure of data contained on this sheet is subject to the restriction on the first page of this document.
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As-Record Plans: Pertinent information recorded by the RPR, along with surveyed elevations of key
features (such as pipe inverts, curb and surface grades, etc)will be drafted onto the plan set and
noted as"As-Record" information. This information can be placed in City files and also used for
future construction in the event both Phase 1 and Phase 2 are not constructed in 2013.
Deliverables: Correspondence and submittal information as described in this task scope. As-Record
plan set in AutoCAD format.
AECOM proposes a design and construction management team comprised of:
Paul Timm - Project Manager,
Paul Pamperin -RPR,
Terry Peterson P.E. - Design Lead and Civil Engineer,
Jeremy Thomas P.E. -Geotechnical Engineer.
Project Schedule
The following schedule has been prepared assuming a construction start of August 2013. A more
detailed schedule will be provided once the project is initiated and the Convention Center schedule
is verified.
Project Kickoff Meeting with Stakeholders: Mid-May 2013
75% Review Plan Set and Project Manual: Mid June 2013
95% Review Plan Set and Project Manual: End June 2013
Site Plan Approval and WRAPP Submission: End June 2013
Final Construction Documents for bidding: End June 2013
Bid Opening: Mid July 2013
City Council Approval & Contracts signed: End-July 2013
Preconstruction Meeting and Contractor Mobilization: Early August 2013
Construction (12 weeks): August to October 2013
Project Closeout: November 2013
Project Fees
We propose to perform the above-noted scope of services for the following estimated fees:
Task Description Estimated Fee
Task 1 Surveying
(122 Hours, $675 Expenses) $10,595
Task 2 Final Design and Construction Documents
(478 Hours, $500 Expenses) $59,955
Task 3 Permit and Approval Applications
(139 Hours, $750 Expenses) $15,235*
Use or disclosure of data contained on this sheet is subject to the restriction on the first page of this document.
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Task 4 Bidding Administration and Contract Preparation
(68 Hours, $200 Expenses) $8,320
Task 5 Construction Documentation and Project Management
(630 Hours, $2,550 Expenses) $69,310
Total Estimated Fee: $163,415
*Fee includes$140 WDNR Construction Site Storm water Runoff Permit, $250 Historic fill Site
Construction Application fees.
Please note these proposed fees are slightly less than what AECOM recommended for budget in
our Opinion of Probable Project Cost, which was included in the September 28, 2012 preliminary
design memorandum. As with all City projects, will only bill for actual time and expenses incurred.
Terms and Conditions
Services described in this proposal will be performed on a time-and-expense/unit-cost basis. The
on file 2013 Negotiated Fee Schedule and 2009 Negotiated Terms and Conditions of Service
indicate the unit prices and terms for various elements of service we expect will be utilized to
provide the services outlined in this proposal.
Please indicate your acceptance of this proposal by having an authorized individual of your firm
execute the attached Authorization Form and return it to our Oshkosh office. If you have any
questions regarding the proposed scope of services and corresponding costs, please contact us at
your convenience.
Of course, if you wish to discuss the terms, conditions, and provisions of our proposal, we would be
pleased to do so.
Sincerely,
cic?At_wb.,
Terrance A. Peterson, P.E. aul F. Timm
Principal Engineer Senior Project Manager
David Senfelds
Operations Manager- Environment
Attachments:
Authorization Form
Use or disclosure of data contained on this sheet is subject to the restriction on the first page of this document.
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AECOM AECOM 920.235.0270 tel
A� 558 North Main Street 920.235.0321 fax
Oshkosh,WI 54901
Authorization
April 29, 2013
I hereby certify that the necessary provisions have been made to pay the liability, which will accrue
under this contract.
I hereby authorize AECOM to proceed with the scope of work for Permitting, Construction
Documents, Bidding, and Construction Management for Proposed Parking Lot Improvements at
Existing Lot adjacent to Riverside Park, Oshkosh, Wisconsin as described in AECOM's proposal
OPP-199089 dated April 29, 2013, with a budget authorization of$163,415, under the general
terms and conditions specified in the proposal.
Signature Date
Mark A Rohloff
Print Name
City Manager
Title/Organization
Signature Date
Pamela R. Ubrig
Print Name
City Clerk
Title/0 .anization
:Ai , L)IJ .L411 5f 1 i/P-oi 3
au - Date
Lynn A. Lorenson
Print Name
City Attorney
Title/Organization
S71 7/i _5
igna ure13 Date
Peggy A. Steeno
Print Name
Director of Finance
Title/Organization