5.3.
| Public Works Committee |
| Meeting Date: | 09/17/2024 |
| Primary Strategic Plan Initiative: | {ud_pd8} |
Title:
Consider Recommendation to City Council to Accept Bids and Award Contract for Improvement Project #25-01, Rivers Bend Regional Stormwater Improvements
Purpose/Background:
Purpose:
The purpose of this case is to consider a recommendation to the City Council to accept bids and award a contract for construction of Improvement Project #25-01, Rivers Bend Regional Stormwater Improvements.
Background:
In June of 2016, the Anoka Conservation District completed a Stormwater Retrofit Analysis for the City of Ramsey and the Lower Rum River Watershed Management Organization (LRRWMO) to identify and rank potential improvement projects that drain to the Mississippi and Rum Rivers. The Stormwater Retrofit Analysis recommended modifying a wetland within Rivers Bend Park to increase the volume of stormwater runoff storage provided by this wetland that currently treats runoff from a 38-acre catchment area for the purpose of reducing sediment and phosphorus loads that can end up in the receiving water, which is an oxbow of the Rum River. See Project ID: RR8-A on page 89 of the attached modified version of the Stormwater Retrofit Analysis for reference.
In the Fall of 2023, the Lightbridge Academy submitted a commercial development application so staff began working with the developer to address their stormwater management requirements. This development is located within the City of Ramsey’s East Drinking Water Supply Management Area (DWSMA) where infiltration of stormwater is prohibited so staff reached out to the Lower Rum River Watershed Management Organization (LRRWMO) to confirm that the developer could purchase credits to utilize a portion of The COR regional infiltration basin to comply with the LRRWMO’s volume retention requirements. When The COR regional infiltration basin was constructed, it was believed that the basin could be used to accommodate development within the East and West DWSMA’s. However, the LRRWMO’s engineer, BARR Engineering, recently informed staff that since the two DWSMA’s drain to different water bodies (the East DWSMA drains to the Rum River and the West (The COR) DWSMA drains to the Mississippi River) Lightbridge Academy cannot simply pay a fee to use The COR infiltration basin.
Discussions then turned to how Lightbridge can comply with LRRWMO requirements for stormwater runoff rate control and water quality improvements. The developer’s engineer stated they cannot provide these improvements on their site so they asked if the City could accommodate these requirements. After discussions with the LRRWMO’s engineer it was determined that the City needed to construct stormwater management facility improvements on the west edge of Rivers Bend Park, West of the existing wetland that currently treats all stormwater runoff from the 38-acre catchment as addressed in the ACD’s Stormwater Retrofit Analysis, and that the existing wetland should not be impacted. This existing wetland is undersized and does not meet the rate control and water quality treatment requirements per current LRRWMO stormwater standards for the 38-acre catchment that includes several undeveloped parcels including the Lightbridge Academy parcel.
Since this 38-acre catchment is located within the City of Ramsey’s East Drinking Water Supply Management Area (DWSMA), where infiltration of stormwater is prohibited, the pond must be lined. The LRRWMO Management Plan describes/defines sites, such as those located within a DWSMA, as infeasible or inappropriate for infiltration and identifies other scenarios for the permittee to investigate. Volume retention requirements can either be provided on-site as part of the Rivers Bend Regional Stormwater Improvements by utilizing filtration practices as allowed by LRRWMO stormwater standards, or off-site in a regional infiltration basin located outside the East DWSMA.
City staff has discussed various aspects of this project with LRRWMO and MPCA staff, including potential wetland impacts, options for meeting volume retention requirements, and how the timing of this project can be coordinated with the Lightbridge Academy development construction to ensure adequate stormwater runoff treatment can be provided during construction of both projects.
Staff has coordinated the construction schedule of the City’s stormwater pond improvements project with the Lightbridge Academy development construction schedule to address concerns raised by the LRRWMO. Lightbridge Academy’s engineer prepared and submitted a phased construction plan with their LRRWMO permit application, which has been approved. Lightbridge Academy is constructing their building first with minimal disturbance to the rest of the site while the Rivers Bend Regional Stormwater Improvements project is designed and bid. Lightbridge Academy would then complete site improvements including impervious surface improvements during construction of the Rivers Bend Regional Stormwater Management Improvements this Fall.
Bolton & Menk also performed a wetland delineation to identify the limits of the existing wetland to avoid impacts. This report was completed and is submitted to the LRRWMO for concurrence and approval, which is currently scheduled to occur on September 19, 2024, along with approval of the LRRWMO erosion control/stormwater permit.
On August 12, 2024, the plans and specifications prepared by Bolton & Menk, Inc. were approved and advertisements for bids were authorized for City Improvement Project #25-01, Rivers Bend Regional Stormwater Improvements.
Bids were advertised in QuestCDN, the electronic bid platform utilized by the City of Ramsey for all improvement projects, and in the Anoka Union Herald on Friday, August 16th, and on Friday, August 23rd, 2024. Five (5) bids were received, opened and tabulated on September 6, 2024, and the following bids were found to comply with the approved plans and specifications and advertisement for bids.
Douglas-Kerr Underground, LLC of Mora, Minnesota, who submitted a total bid in the amount of $899,653.31 for construction of said improvements in accordance with the approved plans and specifications and advertisement for bids, is the lowest responsible bidder Attached is a Bid Results and Recommendation memo from Bolton & Menk, Inc., which states if the City of Ramsey decides to award the project to the low bidder, we recommend awarding the contract to Douglas-Kerr Underground, L.L.C.
The purpose of this case is to consider a recommendation to the City Council to accept bids and award a contract for construction of Improvement Project #25-01, Rivers Bend Regional Stormwater Improvements.
Background:
In June of 2016, the Anoka Conservation District completed a Stormwater Retrofit Analysis for the City of Ramsey and the Lower Rum River Watershed Management Organization (LRRWMO) to identify and rank potential improvement projects that drain to the Mississippi and Rum Rivers. The Stormwater Retrofit Analysis recommended modifying a wetland within Rivers Bend Park to increase the volume of stormwater runoff storage provided by this wetland that currently treats runoff from a 38-acre catchment area for the purpose of reducing sediment and phosphorus loads that can end up in the receiving water, which is an oxbow of the Rum River. See Project ID: RR8-A on page 89 of the attached modified version of the Stormwater Retrofit Analysis for reference.
In the Fall of 2023, the Lightbridge Academy submitted a commercial development application so staff began working with the developer to address their stormwater management requirements. This development is located within the City of Ramsey’s East Drinking Water Supply Management Area (DWSMA) where infiltration of stormwater is prohibited so staff reached out to the Lower Rum River Watershed Management Organization (LRRWMO) to confirm that the developer could purchase credits to utilize a portion of The COR regional infiltration basin to comply with the LRRWMO’s volume retention requirements. When The COR regional infiltration basin was constructed, it was believed that the basin could be used to accommodate development within the East and West DWSMA’s. However, the LRRWMO’s engineer, BARR Engineering, recently informed staff that since the two DWSMA’s drain to different water bodies (the East DWSMA drains to the Rum River and the West (The COR) DWSMA drains to the Mississippi River) Lightbridge Academy cannot simply pay a fee to use The COR infiltration basin.
Discussions then turned to how Lightbridge can comply with LRRWMO requirements for stormwater runoff rate control and water quality improvements. The developer’s engineer stated they cannot provide these improvements on their site so they asked if the City could accommodate these requirements. After discussions with the LRRWMO’s engineer it was determined that the City needed to construct stormwater management facility improvements on the west edge of Rivers Bend Park, West of the existing wetland that currently treats all stormwater runoff from the 38-acre catchment as addressed in the ACD’s Stormwater Retrofit Analysis, and that the existing wetland should not be impacted. This existing wetland is undersized and does not meet the rate control and water quality treatment requirements per current LRRWMO stormwater standards for the 38-acre catchment that includes several undeveloped parcels including the Lightbridge Academy parcel.
Since this 38-acre catchment is located within the City of Ramsey’s East Drinking Water Supply Management Area (DWSMA), where infiltration of stormwater is prohibited, the pond must be lined. The LRRWMO Management Plan describes/defines sites, such as those located within a DWSMA, as infeasible or inappropriate for infiltration and identifies other scenarios for the permittee to investigate. Volume retention requirements can either be provided on-site as part of the Rivers Bend Regional Stormwater Improvements by utilizing filtration practices as allowed by LRRWMO stormwater standards, or off-site in a regional infiltration basin located outside the East DWSMA.
City staff has discussed various aspects of this project with LRRWMO and MPCA staff, including potential wetland impacts, options for meeting volume retention requirements, and how the timing of this project can be coordinated with the Lightbridge Academy development construction to ensure adequate stormwater runoff treatment can be provided during construction of both projects.
Staff has coordinated the construction schedule of the City’s stormwater pond improvements project with the Lightbridge Academy development construction schedule to address concerns raised by the LRRWMO. Lightbridge Academy’s engineer prepared and submitted a phased construction plan with their LRRWMO permit application, which has been approved. Lightbridge Academy is constructing their building first with minimal disturbance to the rest of the site while the Rivers Bend Regional Stormwater Improvements project is designed and bid. Lightbridge Academy would then complete site improvements including impervious surface improvements during construction of the Rivers Bend Regional Stormwater Management Improvements this Fall.
Bolton & Menk also performed a wetland delineation to identify the limits of the existing wetland to avoid impacts. This report was completed and is submitted to the LRRWMO for concurrence and approval, which is currently scheduled to occur on September 19, 2024, along with approval of the LRRWMO erosion control/stormwater permit.
On August 12, 2024, the plans and specifications prepared by Bolton & Menk, Inc. were approved and advertisements for bids were authorized for City Improvement Project #25-01, Rivers Bend Regional Stormwater Improvements.
Bids were advertised in QuestCDN, the electronic bid platform utilized by the City of Ramsey for all improvement projects, and in the Anoka Union Herald on Friday, August 16th, and on Friday, August 23rd, 2024. Five (5) bids were received, opened and tabulated on September 6, 2024, and the following bids were found to comply with the approved plans and specifications and advertisement for bids.
| Contractor | Base Bid | Alternate Bid | Total Bid |
| Douglas-Kerr Underground, LLC | $899,653.30 | $0.01 | $899,653.31 |
| Rachel Contracting, LLC | $999,548.00 | $16,900.00 | $1,016,448.00 |
| Peterson Companies | $1,009,679.76 | $0.00 | $1,009,679.76 |
| U.S. SiteWork, Inc. $ | $1,254,337.00 | $22,160.00 | $1,276,497.00 |
| New Look Contracting, Inc. | $1,546,189.50 | $15,000.00 | $1,561,189.50 |
| Engineer’s Estimate | $1,169,370.00 | $95,000.00 | $1,264,370.00 |
Douglas-Kerr Underground, LLC of Mora, Minnesota, who submitted a total bid in the amount of $899,653.31 for construction of said improvements in accordance with the approved plans and specifications and advertisement for bids, is the lowest responsible bidder Attached is a Bid Results and Recommendation memo from Bolton & Menk, Inc., which states if the City of Ramsey decides to award the project to the low bidder, we recommend awarding the contract to Douglas-Kerr Underground, L.L.C.
Notification:
Notifications are not required for this case.
Time Frame/Observations/Alternatives:
Observations:
Attached is a proposal from Bolton & Menk, Inc. for construction services in the not-to-exceed amount of $15,240.
Project Timelines
The following preliminary project schedule is included in Bolton & Menk’s design services proposal attached to this case.
September 24, 2024 Award Construction Contract
September 30, 2024 Begin Construction
November 22, 2024 Substantial Completion (Dormant Seed)
June 2025 Final Completion and Closeout
The construction dates included in this schedule are dependent on receiving LRRWMO Permit Approval on September 19, 2024. The status of the LRRWMO permit will be known when this item is presented to the City Council on September 24th for award of contract.
Alternatives:
Alternative #1 - Motion recommending City Council accept bids and award a contract for construction of Improvement Project #25-01, Rivers Bend Regional Stormwater Improvements, to Douglas-Kerr Underground, LLC of Mora, Minnesota, in the total bid amount of $899,653.31.
Alternative #2 - Motion of other.
Attached is a proposal from Bolton & Menk, Inc. for construction services in the not-to-exceed amount of $15,240.
Project Timelines
The following preliminary project schedule is included in Bolton & Menk’s design services proposal attached to this case.
September 24, 2024 Award Construction Contract
September 30, 2024 Begin Construction
November 22, 2024 Substantial Completion (Dormant Seed)
June 2025 Final Completion and Closeout
The construction dates included in this schedule are dependent on receiving LRRWMO Permit Approval on September 19, 2024. The status of the LRRWMO permit will be known when this item is presented to the City Council on September 24th for award of contract.
Alternatives:
Alternative #1 - Motion recommending City Council accept bids and award a contract for construction of Improvement Project #25-01, Rivers Bend Regional Stormwater Improvements, to Douglas-Kerr Underground, LLC of Mora, Minnesota, in the total bid amount of $899,653.31.
Alternative #2 - Motion of other.
Funding Source:
The low bid received is in the amount of $899,653.31. Bolton & Menk’s construction services proposal has a not0-to-exceed amount of $15,240. The total project cost is therefore $914,893.31.
Funding for this improvement project is proposed to come from a combination of watershed grant funds administered by the Anoka Conservation District, and City Storm Water Utility Funds.
The City’s cost may be lower is staff is successful in obtaining additional watershed grant funds.
Funding for this improvement project is proposed to come from a combination of watershed grant funds administered by the Anoka Conservation District, and City Storm Water Utility Funds.
| Funding Source | Project Costs |
| Watershed Grant Funds | $248,250.00 |
| Storm Water Utility Funds | $666,643.31 |
| Project Total | $914,893.31 |
The City’s cost may be lower is staff is successful in obtaining additional watershed grant funds.
Recommendation:
Staff recommends providing a recommendation to the City Council to accept bids and award a contract for construction of Improvement Project #25-01, Rivers Bend Regional Stormwater Improvements.
Outcome/Action:
Consider a recommendation to the City Council to accept bids and award a contract for construction of Improvement Project #25-01, Rivers Bend Regional Stormwater Improvements.
Attachments
Form Review
| Inbox | Reviewed By | Date |
|---|---|---|
| Brian Hagen | Brian Hagen | 09/12/2024 02:19 PM |
- Form Started By:
- Bruce Westby
- Started On:
- 09/11/2024 12:55 PM
- Final Approval Date:
- 09/12/2024