Special Utilities Commission Meeting

PAXTIERSPECIAL UTILITIES COMMISSIO N MEETING Q'nw: MINUTES Wednesday, August 10, 2022 at 5: 30 PM A Growing Public Works Facility, 6070 Mapleton Road, Baxter, MN Community" CALL TO ORDER The special meeting of the Baxter Utilities Commission was called to order at 5: 30 p. m. by Chairman Rock Yliniemi. ROLL CALL MEMBERS PRESENT: Commissioner John Brenny, Jack Christofferson, Douglas Stenberg, and Chairman Rock Yliniemi. MEMBERS ABSENT: Council Liaison Mark Cross. STAFF PRESENT: Public Works Director/ City Engineer Trevor Walter and Administrative Assistant Mary Haugen. OTHERS PRESENT: Bolton& Menk Consulting Engineer Bryan Drown. CONSENT AGENDA None. BUSINESS ITEMS 1. Approve Bolton and Menk Fee Amendment No. 6 in the Not to Exceed Amount of$ 209, 702. 00 for the 2022 Trunk Highway 210/ Inglewood Drive Improvements and 2022 Foley Road, Isle Drive, and Forthun Road Improvements Projects Public Works Director/ City Engineer Walter informed the commissioners that Bolton & Menk Consulting Engineer Arens was not available to attend the meeting. Bolton & Menk Engineer Drown attended the meeting in his absence. Mr. Walter stated the justification information requested by City Administrator Chapulis had been submitted. The project was briefly reviewed, and Mr. Walter explained the major changes to the project. Significant additions to the project cost included the reduce conflict intersection( RCI) that was requested by MnDOT, railroad requirements, splitting the project plans into two separate projects. Since the original RFP, this project has: Expanded in scope over the years to meet the goals of the project and align with MnDOT' s plan of this corridor. Split into two projects to maintain schedule and for funding and cost savings purposes. Incorporated R/ W Acquisition needs, Experienced schedule delays and inconveniences by the pandemic and MnDOT' s TH 210 Corridor Study. Endured turnover of Project Leadership within each corresponding agency.  8/ 10/ 2022 Special Utilities Commission Meeting Minutes Page 2 Mr. Walter stated costs would have to be shared by both parties. Bolton & Menk has assumed some financial responsibility and the last remaining property acquisition will not be billed. Bolton & Menk will absorb any additional overruns involving surveying or construction administration following this amendment including extra staff for crews pending the contractor' s schedule, support for inexperienced staff, and managing of the Federal and State Aid documents and funds that will be required in this upcoming TH 210/ Inglewood It project. was also noted that Bolton & Menk is maintaining their bill rates and not seeking additional compensation due to market inflation, unlike the construction costs the project is experiencing. Mr. Drown stated the Glory Road and Isle Drive Intersection Control Evaluation( ICE) report was outside of the original project scope and the final report did not justify any additional improvements at this time. Chairman Yliniemi stated it was necessary to have time to review the information and understood the project challenges; however, he did not expect six( 6) fee amendments since were two( 2) known tasks in the original RFP that would require a fee amendment. Mr. Walter stated that he had assumed three 3) amendments with the Benesch contract. Mr. Drown acknowledged that six ( 6) amendments were considerable. Commissioner Christofferson agreed it was a long, unusual, and extended project but he did not like to pay for things in advance. Commissioner Christofferson noted it was the last fee amendment he expected to see through construction. Mr. Walter stated he did not expect anymore amendments and the contractor is now known. He stated it is tough to bid when the contractor is unknown; however, he does watch bid pricing, contractors, and plans through the entire project. Commissioner Christofferson stated he looks at the plans closely for details and missing items. He felt the$ 2,000.00 in missing signs could have been in the plan set. Mr. Walter stated the plans were done in the Burnsville office and Mr. Drown only assisted with the sanitary sewer and water layout. It was noted that the experience with the design teams and inspection teams have changed with the economy and work force retirements. Motion by Commissioner Christofferson, seconded by Commissioner Stenberg to approve the Bolton and Menk Fee Amendment No. 6 in the not to exceed amount of $ 209, 702. 00 for the 2022 TH 210/ Inglewood Drive Improvements and 2022 Foley Road, Isle Drive, and Forthun Road Improvements Project. Motion carried unanimously. Discussion: Mr. Walter stated that he was certain that unless drastic changes occurred there should be no more amendments. If something is not completed by October 31, 2023 there could be an amendment since funding would run out. Commissioner Christofferson reiterated that this was the last fee amendment that he would approve. INFORMATIONAL ITEMS None. ADJOURN  1 8/ 10/ 2022 Special Utilities Commission Meeting Minutes Page 3 MOTION by Commissioner Stenberg, seconded by Commissioner Brenny to adjourn the meeting at 6: 00 p. m. Motion Unanimously approved. gCpproved by: Respectfully submitted 44 Rock Yliniemi Mary auge Chair Public Works Administrative Assistant