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REQUEST for COMMISSION ACTION CITY of INDEPENDENCE April 8, 2021

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REQUEST for COMMISSION ACTION CITY of INDEPENDENCE April 8, 2021 REQUEST FOR COMMISSION ACTION CITY OF INDEPENDENCE April 8, 2021 Department Administration/Street Director Approval David Cowan/John Garris AGENDA ITEM Consider authorizing issuance of an official letter of selection for Construction Engineering services for the upcoming KDOT cost sharing project on Main Street from 8th Street to 10th Street. SUMMARY RECOMMENDATION Authorize selecting TranSystems for Construction Engineering services. BACKGROUND KDOT requires contracting of Construction Engineering services for projects where it is participating in the funding. The City has followed the KDOT Request for Proposal process and had one bidder for the package for the referenced project, TranSystems. BUDGET IMPACT Funds for this activity are anticipated to be determined in the next step in KDOT’s process. At this point this letter of selection does not create an obligation to the City. SUGGESTED MOTIONS I move to authorize sending an official letter of selection to TranSystems for Construction Engineering services. SUPPORTING DOCUMENTS 1. Letter of Interest 2. Proposed Selection Letter Page 1 of 1 LETTER OF INTEREST FOR 63 KA-5424-01 CONSTRUCTION ENGINEERING & INSPECTION INDEPENDENCE, KS FEB 5, 2021 February 5, 2021 Ms. Lacey Lies Director of Finance City of Independence, KS Re: Letter of Interest for 63 KA 5424-01 Construction Engineering & Inspection Dear Ms. Lies and Selection Committee, TranSystems 115 S. Sixth Street, Suite B We have enjoyed the professional relationship we have with the City of Independence, Independence, KS 67301 and we thank you for the opportunity to present our statement of qualifications Tel 620 331 3999 for this project. We feel that our vast amount of KDOT experience and other previous www.transystems.com work shows that we have a strong team and we are your best choice for this project. Our team has been specifically assembled to address the unique challenges of this project. We believe we are your most logical choice for this project based on the following distinct advantages: KDOT Knowledge and Experience: Our firm has a long history of providing inspection services to KDOT and numerous municipalities in Southeast Kansas, including Independence. We are proposing Shawn Turner, PE as principal-in- charge for this project. We are proposing Jon Johnson (JJ) as the inspection project manager. JJ has managed the construction phase of numerous KDOT funded municipal projects, including several in Independence. For daily inspection, we are proposing Robert Miller and Trista Bynum. Robert recently joined our firm after a 17-year career with KDOT. Trista has worked for us for five years and has worked previously for Independence on the ADA projects. We are very familiar with the city standards and policies for Independence and KDOT standards and procedures. Past Performance of Firm: We have provided services on multiple projects for Independence, and have enjoyed a long term professional relationship with the City. We are currently providing design and inspection services for numerous KDOT funded projects in Southeast Kansas, and we strongly encourage you to contact our references regarding our ability and performance. Training of Staff: All of our design staff have extensive KDOT experience. Approximately 80% of the work our staff does in the Independence offices, is for KDOT funded projects. The inspection team that we have proposed has all certifications and training required by KDOT to perform the desired services for this project. Our construction inspection staff of 12 in our Southeast Kansas office almost exclusively work on KDOT funded projects. Accessibility of Office: All of the work for this project will be provided by our staff in Independence. We have had a Southeast Kansas office in Independence for over 25 years and are committed to the City and region. We have considered the City of Independence an important and valued client for us for several decades. Our long relationship, coupled with the fact that we did the design and our proximity gives us a strong sense of ownership of this project. We appreciate the opportunity to propose on this exciting project and our team looks forward to your review of our submittal. If you have any questions or require additional information, please contact me at (602) 331-9621 or at sdturner@ transystems.com. Sincerely, Shawn D. Turner, PE Senior Vice President/Principal TABLETABLE OFOF CONTENTSCONTENTS PROJECT APPROACH 1- 2 PAST PERFORMANCE 3- 6 PROJECT STAFFING 7-11 FIRM EXPERIENCE 12 FAMILIARITY & CAPABILITY 13-14 FORMS 7-22 PROJECT APPROACH 1 PROJECT UNDERSTANDING TranSystems was previously selected to perform design services for this project, and assisted the City in preparing the original KDOT CCLIP funding application(s) for the project. The project consists of full depth replacement of the roadway, curb and gutter, and sidewalk on West Main Street from 8th Street to 10th Street. In addition to design, we have also assisted in preparing the easements required for the project, and met with utilities regarding utility coordination. The project is funded in part by a KDOT CCLIP PR grant. The driving requirement of the grant is that the project be bid in June of 2021. The project is currently on pace to meet this bid date. We greatly appreciate the opportunity to have provided the design services to the City for this project, and other projects as well. This familiarity, and the fact that we have had an office in Independence for over 25 years, gives us an unparalleled familiarity and sense of ownership with the project as it moves to construction KEY PROJECT ISSUES We have identified the following issues to be the key construction issues in making this a successful project: KDOT REQUirEMENts The number one issue is to not jeopardize current or future KDOT funding. Our firm is a leading provider of both design and inspection services on KDOT funded projects. We will not only maintain the City’s good standing with KDOT, but enhance it. Our experience with KDOT funded projects is discussed in detail in following sections of this statement. LOCAL IMPACts 1. Impacts on businesses: We understand that this project will have a significant impact on the access to businesses along this stretch of West Main, and also on the traveling public in general. We have met with many of the businesses that will be impacted by the project, including the Booth Hotel, Jump Start, Funeral Home. After project is bidding, when the Webb Rodrick’s schedule is known, we will individually contact each business, and also assist the City with public announcements regarding construction activities. 2. Traffic Control:Maintaining traffic control through construction is paramount to due safety and ease of access. As the majority of our inspection staff lives in Independence, traffic control will be nearly continuously reviewed and updated as necessary. 3. Neewollah: We know that this year’s Neewollah celebration may be a large one due to COVID hopefully being reduced at that time. We have worked with KDOT to require that the start date of the project may be after the end of Neewollah (project must bid by June, but a delayed start in construction is allowed). UtilitY CoorDINAtioN As nearly the entire project area is covered with concrete that will be replaced, much of the utility relocation/reconstruction must occur during the project construction. We have strong relationships to all local utilities, and have already met with them to assist in streamlining the process. ADA REQUirEMENts A significant amount of sidewalk will be replaced with this project. We are extremely familiar with the City’s very successful response to a previous ADA DOJ Consent Order. We also are cognizant of the continued high level of public scrutiny that some members of the public place on municipal ADA projects. The previous work for the City on ADA projects has given our employees and the inspection team for this project, an unparalleled level of experience in addressing ADA issues during construction. PROJECT APPROACH 2 FUNDING AND BUDGET We view the funding for this project as a crucial element to its success. TranSystems previously assisted the City of Independence in obtaining a CCLIP grant for this project, and understands the importance of remaining on budget. We understand that the City is currently undertaking a significant number of infrastructure improvement projects, and staying on budget is paramount. PROPOSED CONSTRUCTION ENGINEERING & INSPECTION APPROACH Through our past experience, we are acutely aware of all KDOT requirements for construction engineering and inspection. The project must be bid in June, but KDOT is expected to allow some flexibility on the start date for construction. On KDOT funded projects, proper construction level documentation by the inspection staff is critical. This requires applicable KDOT Certifications, and also knowledge of CMS and AASHTOWare for pay request and payroll processing. This documentation is the first line of defense to keep the City in the best position possible regarding contractor change orders and in claims for delays due to weather or other reasons. TranSystems brings extensive experience in Southeast Kansas in construction engineering to this project, including experience with all types of KDOT and Federally funded projects. TranSystems believes in working with all affected parties to provide the best quality project possible, while accommodating the adjoining property owners the best we can. Local and national awards have been bestowed on numerous projects managed by members of our construction services teams. We believe our knowledge of what it takes to construct a quality project will be integral to the success of your project. We are proposing Jon Johnson (JJ) as our inspection project manager for the construction phase. JJ has over 30 years of inspection experience, with 25 years being in Independence. The main on-site inspectors will be Robert Miller and Trista Bynum, both of which live near or in Independence.
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