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Home My WebLink AboutAECOM/Parking Lot Improvements t /r'\�COM AECOM 920.235.0270 tel 558 North Main Street 920.235.0321 fax Oshkosh,Wisconsin 54901 March 9, 2015 Mr. Jim Collins Director-Transportation 926 Dempsey Trail Oshkosh, WI 54903 Subject: Proposal for Environmental Services, Permitting, Parking Lot Design, Preparation of Special Conditions for Construction Documents, Bidding Assistance and Construction Management for Proposed Parking Lot Improvements at Existing Lot adjacent to the Senior Center South, Contract 15-27 Oshkosh,Wisconsin—AECOM Proposal No. OPP-355868 Dear Mr. Collins, AECOM Technical Services, Inc. (AECOM) is pleased to present this proposal for the above-noted project. We have prepared this proposal based on information emailed to us by Jim Collins, Transportation Director and James Rabe, Civil Engineering Supervisor and information provided in a meeting on February 27, 2015 with various City staff. This proposal summarizes our understanding of the project, presents our approach, scope of services, schedule, and fee estimate. Project Understanding We understand that the City of Oshkosh (City) previously retained Jewell Associates Engineers, Inc. to complete an assessment of all municipally owned parking lots. Based on this report, the City is intends to reconstruct the(North) portion of the Senior Center South parking lot. This parking lot also functions as a parking area for the adjacent boat launch. The parking lot currently contains 48 parking stalls. In addition, there is a second parking lot(South)containing an additional 29 stalls that will be considered during the overall design but is not intended for reconstruction in 2015. The north portion of the parking lot currently contains no storm sewer system, relying on "sheet drainage" of storm water runoff catch basins. There is a small grass vegetated area with a gazebo located to the north end of the parking lot. In general, the parking lot elevation is higher in elevation than the Senior Center Building floor elevation. Portions of the curb and gutter, side walk and curb ramps do not meet ADA requirements. The south portion of the parking lot has one catch basin. The parking lot surface elevation is approximately 18-inches above the adjoining Fox Valley Technical College parking lot. There is a narrow grass vegetated strip between the two parking lots. The parking lot lighting system needs to be upgraded to be in compliance with current City parking lot lighting design criteria. In addition, the Senior Center is considering replacing portions of existing and constructing new sidewalks around the facility. AECOM staff was previously involved with the construction of the Senior Center. The subsurface consisted of over 15 feet of miscellaneous solid waste materials. The solid waste consisted of wood chips, logs,foundry sand, incinerator ash, and metal and glass debris. Based on a review of This document includes proprietary data that shall not be duplicated,used or disclosed outside City of Oshkosh for any purpose other than to evaluate this document.This restriction does not limit City of Oshkosh's right to use information contained in this document if it is obtained from another source without restriction. OPP355868_Senior Center Parking Lot Proposal_03092015.docx AECOM 2 the current pavement conditions, historic area knowledge and observations made during the construction of the Senior Center, we anticipate similar subsurface conditions. As a result this site is considered a Historic Landfill site. We anticipate that any excess subgrade material from both parking lots may have to be disposed at a licensed landfill. We understand the City would like to implement the North parking lot improvements with final completion by October 30, 2015 (landscaping preferably completed by mid-September). The existing south lot will be designed but not constructed in 2015. The project will be funded by the City's Capital Improvement Program (CIP). AECOM's approach—we will provide design of both the North and South lot improvements in the plan set. Storm water will be managed to meet WDNR discharge requirements through the use of either permeable pavements or biofilters. We anticipate one outfall to the Fox River will be required. The bidding documents will be set up so that the South lot is bid as an alternate; the City can choose to proceed with the South Lot construction if bids are favorable and funding is available. If the South lot is not constructed in 2015, the City will have bid numbers to assist in future budgeting. AECOM will provide project plans as listed below and provide special conditions to be combined with the 2015 Standard City Specifications and contract. This proposal includes: • Geotechnical and Environmental Subsurface Investigation. • Feasibility Study for use of permeable pavements in lieu of biofiltration. • Final Design and Preparation of Plans and Special Conditions suitable for bidding with 2015 City Standard Specifications and contracts. • Permit and Approval applications. • Bidding Assistance. • Construction Monitoring/Management. Undetermined Issues The following issues are to be addressed during final design: Feasibilitv of Pervious Pavements: AECOM will provide a memorandum of feasibility relating to the use of pervious pavements. Upon completion of the feasibility analysis, AECOM will review with the City in order to determine final design direction: A decision regarding the final design direction will be necessary shortly after the aforementioned review. Sidewalk and ADA Compliant Access to Senior Center: The pedestrian access to the Senior Center does not currently meet ADA requirements. The City shall provide limits of anticipated site design work and concept design of the proposed sidewalk around the building. Propertv Boundaries: The City-owned parcel corners shall be located and surveyed so the parking lot design can meet the Municipal Code requirements for setbacks. Use or disclosure of data contained on this sheet is subject to the restriction on the first page of this document. K:IPROPOSAL\City of Oshkosh\OPP-355868_Senior Center Parking Lot10PP-355868_Senior Center Parking Lot Proposal_03092015.docx AECOM 3 AECOM Assumptions This proposal assumes: • The City will conduct an initial field survey to locate any existing property corner monuments on the subject parcels and those on adjoining parcels where needed. The City will perform topographic survey of the north and south portions of the parking lot including the Senior Center building and provide current conditions drawing the AUTOCAD file format. • Construction documents will be prepared for both north and south portions of the parking lot, although the south portion of the parking lot may not be constructed in 2015. 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 be required. If an Individual Permit is required, the City will publish the required public notice • The Parking lot reconstruction will require a Historic Fill Site application for WDNR approval. • The City will provide the Site Illumination Plan and Light and Pole Types. In addition, the City Electrician will provide an electrical plan and details. • The City will provide and install the wiring, poles and lights for the project. • The City will assemble the bidding documents, advertise for bids and place the bidding documents on Quest. • The project will be constructed in 5 weeks (Mid-September to Mid October 2015). • 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 Geotechnical and Environmental Subsurface Investiqation Drilling services will be provided by a subcontracted firm. The intended scope of work for this project is to provide a summarization of pavement and base coarse thicknesses, soil type verification, depth to bedrock(if present), and groundwater levels in the areas explored. Also, if any suspected soil or groundwater environmental impacts are encountered during drilling activities, the soil samples will be sealed in the field and returned to our Oshkosh,Wisconsin laboratory where they will be screened by a photoionization detector(PID)to determine if petroleum based product is Use or disclosure of data contained on this sheet is subject to the restriction on the first page of this document. K:\PROPOSAL\City of OshkoshlOPP-355868_Senior Center Parking LoflOPP-355868_Senior Center Parking Lot Proposal_03092015.docx AECOM 4 present in the subsurface soils or groundwater. PID screening will be completed in our Oshkosh laboratory once the samples have been delivered and equilibrated to indoor temperatures. We propose to advance four, ten (10)foot deep borings, two in each portion of the parking lot. Laboratory analytical samples will be collected and submitted for landfill disposal acceptance. Deliverables: Summary subsurface investigation memorandum including pavement and soil and groundwater management recommendations to be included in bidding documents. In addition landfill acceptance profile will be submitted. Task 2 Feasibility Studv for Pervious Pavements AECOM will provide initial concept drawings for the use and location of the permeable pavement. A WinSLAMM analysis model will be used to determine the size requirements. A cost analysis of use of permeable pavers, concrete and asphalt pavement will be completed. Deliverables: Summary memorandum of results and opinion of probable cost associated with the use of the various permeable pavements out lined above. Task 3 Final DesiQn and Construction Documents Develop a plan set; anticipated to consist of the following drawings: • Cover Sheet with project location and drawing index • Existing Conditions—Survey control—Based on City Provided Drawing • Demolition Plan • Erosion Control Plan • Erosion Control Details Sheet • Grading &Paving Plan—North Lot • Grading &Paving Plan—South Lot Alternate Bid with Final Grades • Grading &Paving General Details and Notes Sheet • Permeable Pavement or Bio-Retention Area Details Sheets(North Area and South Area) • Utility Plan—North Lot • Utility Plan—South Lot • Utility and General Details and Notes Sheet • Electrical Layout Plan (lighting&power) provided by the City • Electrical Details Sheet provided by the City • Landscape Plan and Detail Sheet Use or disclosure of data contained on this sheet is subject to the restriction on the first page of this document. K:\PROPOSAL\City of OshkoshlOPP-355868_Senior Center Parking Lot\OPP-355868_Senior Center Parking Lot Proposal_03092015.docx AECOM 5 Prepare Special Conditions to be incorporated by the City with the 2015 City Standard Specification and contract requirements; Prepare an opinion of construction cost at the 90%, 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 special conditions for City review at the 95%completion level. Electronic copy of the 100%final plan set and Special Conditions. Task 4 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 desc�ibing 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 North and South parking lot improvements. • Prepare an application package for Site Plan Approval to conform to City requirements. The plan set developed in Task 3 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 has confirmed with WDNR this is required. As a result, AECOM will complete the Development at Historic Fill Site Exemption Application (Forms 4400-226 and 226A)and the required attachments. • Chapter 30 Permit Application. If an Individual Permit is required, the City will publish the required public notice. 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. Chapter 30 Permit Application. Task 5 Biddin4 Administration Answer bidder's questions and prepare addenda. In an effort to reduce costs, Paul Timm will donate his time to answer questions and prepare draft Addenda. Deliverables: Electronic copy containing Addenda Task 6 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 5 week construction timeframe. Use or disclosure of data contained on this sheet is subject to the restriction on the first page of this document. K:\PROPOSAL\City of Oshkosh\OPP-355868_Senior Center Parking Lot\OPP-355868_Senior Center Parking Lot Proposal_03092015.docx AECOM 6 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 Citys 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. • 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 weekly 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. Use or disclosure of data contained on this sheet is subject to the restriction on the first page of this document. K:\PROPOSAL\City of Oshkosh\OPP-355868_Senior Center Parking Lot\OPP-355868_Senior Center Parking Lot Proposal_03092015.docx AECOM 7 • 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 two 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, pavement and lighting. Three(3)-10 hour trips to the site, along with associated mileage and equipment rental, are included in the fee estimate. As-Built 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-Built Record" information. This information can be placed in City files and also used for future construction in the event both North and South parking lots are not constructed in 2015. Deliverables:Correspondence and submittal information as described in this task scope.As-Built Record plan set in AutoCAD format and pdf. AECOM proposes a design and construction management team comprised of: Paul Timm -Project Manager Mark Van Der Wegen- Resident Project Representative Terry Peterson P.E. - Design Lead and Civil Engineer Jeremy Thomas P.E. -Geotechnical Engineer Use or disclosure of data contained on this sheet is subject to the restriction on the first page of this document. K:\PROPOSAL\City of OshkoshlOPP-355868_Senior Center Parking Lot\OPP-355868_Senior Center Parking Lot Proposal_03092015.docx AECOM $ Project Schedule The following schedule has been prepared assuming a construction start of August 2015. A more detailed schedule will be provided once the project is initiated. Project Kickoff Meeting with Stakeholders: Mid-March 2015 90% Review Plan Set and Project Manual: Early June 2015 Site Plan Approval and WRAPP Submission: Early June 2015 Final Construction Documents for bidding: End June 2015 Bid Opening: Mid July 2015 City Council Approval &Contracts signed: End-July 2015 Preconstruction Meeting and Contractor Mobilization: Early August 2015 Construction (5 weeks): August to October 2015 Project Closeout: November 2015 Project Fees We propose to perform the above-noted scope of services for the following estimated fees: Task Description Estimated Fee 1 Geotechnicallnvestigation Geotechnical Report $1,500 Subcontract Drilling and Analytical Laboratory $6,500 2 Feasibility Study Permeable Pavement $2,500 3 Final Design and Special Conditions (150 hours, $500 Expenses, Sidewalk est. $2,000) $18,500 4 Permit and Approval Applications (150 Hours, $750 Expenses, Sidewalk est. $1,000) $15,225 5 Bidding Administration $0 6 Construction Documentation, Survey, and Project Management (290 hours, $2,000 Expenses) 35 Total Estimated Fee $79,225 Permit review fees to be paid by City of Oshkosh. As with all City projects, AECOM will only bill for actual time and expenses incurred. Use or disclosure of data contained on this sheet is subject to the restriction on the first page of this document. K:\PROPOSAL\City of Oshkosh\OPP-355868_Senior Center Parking Lot\OPP-355868_Senior Center Parking Lot Proposal_03092015.dxx AECOM 9 Terms and Conditions Services described in this proposal will be performed on a time-and-expense/unit-cost basis. The on file 2015 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, � �'\~��= _. Albert Cole . Paul F.Timm Program Manager Account Manager Use or disclosure of data contained on this sheet is subject to the restriction on the first page of this document. K:\PROPOSAL\City of Oshkosh\OPP-355868_Senior Center Parking Lot\OPP-355868_Senior Center Parking Lot Proposal_03092015.docx �� AECOM 920.235.0270 tel 558 North Main Street 920.235.0321 fax Oshkosh,Wisconsin 54901 Authorization March 9, 2015 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 outlined in the proposal for Environmental Services, Permitting, Parking Lot Design, Preparation of Special Conditions for Construction Documents, Bidding Assistance, and Construction Management for Proposed Parking Lot Improvements at Existing Lot adjacent to the Senior Center South, Contract 15-27 Oshkosh, Wisconsin as described in AECOM's proposal OPP-355686 dated March 9, 2015 with a budget authorization of$79,225 under the general terms and conditions specified in the proposal. /�iv-- v Signa re Date Mark A Rohloff Print Name City Manager Title/Organization I� � a.� �c�' Si nature Date Pamela R. Ubrig; Print Name City Clerk Title/Organization f 3-�S"-tS' ' n re Date Lynn A. Lorenson; Print Name City Attorney Title/Organization •..�1�'17�.:1�'�S� (.��.�5. /_� Signature Date Trena Larson Print Name Director of Finance Title/Organization Use or disclosure of data contained on this sheet is subject to the restriction on the first page of this document. K:\PROPOSAL\City of Oshkosh\OPP-355868_Senior Center Parking LoflOPP-355868_Senior Center Parking Lot Proposal_03092015.docx � AECOM 12 I agree to accept invoices from AECOM via e-mail and not postal mail: � Yes Signature: E-mail address: Recipient Mr./Ms: Return to: Name: Paul Timm Address: 558 North Main Street Oshkosh, WI 54901 Fax: 920.235.0321 Phone: 920.236.6718 Use or disclosure of data contained on this sheet is subject to the restriction on the first page of this document. K:\PROPOSAL\City of Oshkosh\OPP-355868_Senior Center Parking Lot\OPP-355868_Senior Center Parking Lot P roposal_03092015.docx