Authorizing a Contract Amendment with Bolton & Menk, Inc. in the amount of $434,856 for the Reconstruction of 18th Avenue SW from 40th St SW to Mayowood Road SW - Project No. J7346.

18th Ave SW, currently designated as Olmsted County Road 147 between Mayowood Rd SW and 40th St SW, consists of a rural roadway section with open drainage ditches. This project will reconstruct the corridor to an urban roadway section that meets the City's engineering standards. The existing 45 mph speed limit will be reduced, with the new roadway designed for 30 mph. A standard roundabout will be constructed at the intersection of Mayowood Rd SW and 18th Ave SW. Several mini roundabouts will be installed along the 2.1 miles to provide traffic calming. A shared use path will be added along the entire west side, providing a connection to the existing trail network. Storm sewer infrastructure will be installed throughout the project limits. Sanitary sewer and watermain will be extended from approximately 28th St SW and tie into the existing systems in Brook Lane SW.

The original professional services agreement with Bolton & Menk, Inc. was based on scope assumptions outlined in the request for proposals. As design development progressed, additional infrastructure needs, regulatory requirements, and right-of-way considerations were identified that were not anticipated within the original scope. To complete final design and prepare construction documents, Bolton & Menk performed additional services related to design of undergrounding overhead power, expanded drainage facilities, regulatory compliance, environmental permitting, and property impacts. These services were necessary to complete the project design and meet regulatory requirements.

The requested amendment is broken down below into tasks outside the original scope of services:

Rochester Public Utilities Overhead to Underground Conversion - $215,929

Stormwater Facility and Storm Sewer Design Enhancements - $46,984

Additional Box Culvert Design - $24,992

Mini-Roundabout Designs - $31,989

Retaining Wall Design - $32,989

Section 6(f) Park Conversion Services - $29,990

Environmental Permitting and Stream Impact Evaluation - $21,993

Floodplain Development Permit - $5,998

Additional Right-of-Way Acquisition, Survey, and Property Services - $23,992

Total Amendment - $434,856

With this amendment, overall design fees represent approximately 9% of the total project cost, which is consistent with typical design costs that range from 8% to 12% of a total project budget.

18th Avenue Reconstruction plans have been approved by Federal Aid. The bid opening is schedule for October 20, 2026, with bids anticipated to be considered by Council in November 2026.

This project supports the City’s Complete Streets policy to consider all modes of transportation in our community when making infrastructure improvements. Currently, much of the project corridor does not have safe facilities for walking, biking, or rolling. This project will incorporate safe facilities that will serve to connect neighborhoods along the corridor with the City's extensive network of recreational paths at the south Zumbro Trail, near Mayowood Rd SW. This corridor is identified in the City's Active Transportation Plan for providing walking and biking facilities along the entire length of the project corridor. 

December 11, 2023: Council Meeting – Intergovernmental Agreement with Olmsted County for design and construction of Reconstruction of County Rd 147 (18th Ave SW) - Project No. J7346
February 21, 2024: Council Meeting – Professional Services Agreement with Bolton and Menk for design services for the Reconstruction of County Rd 147 (18th Ave SW) - Project No. J7346
July 23, 2024: Open House No. 1
January 15, 2025: Open House No. 2
March 3, 2025: Council Meeting – Geometric Layout for 18th Avenue SW Reconstruction – Project No. J7346
September 22, 2025: Council Meeting – Initiate Property Acquisition for 18th Avenue SW Reconstruction – Project No. J7346
October 20, 2025: Council Meeting - Initiation of Condemnation for Reconstruction of 18th Ave SW from Mayowood Rd SW (CR 125) - Project No. J7346
January 21, 2026: Council Meeting - Contract with Hugo's Tree Care, Inc for tree clearing for the Reconstruction of 18th Avenue SW from Mayowood Rd SW (CR 125) - Project No. J7346
June 1, 2026: Council Meeting - Authorizing the Advertisement for Bids for the Reconstruction of 18th Avenue SW Reconstruction - Project No. J7346

October 5, 2026: Council Meeting - Authorizing Agency Agreement with MnDOT - Project No. J7346

The requested amendment totals $434,856, increasing the professional services contract from $1,603,102 to $2,037,958. Funding for this amendment will consist of $215,929 from the Electric Utility, with the remaining covered by J2200.

The estimated construction cost for this project is $21,700,000. An additional 25% is included to account for design, construction contingencies, right-of-way acquisition, and construction administration, bringing the estimated project costs to $27,125,000. The City and County have secured $9,581,000 in federal funding. The remainder of the funding will be a cost share between the City and County in with accordance with the City-Olmsted County Cost Share Intergovernmental Agreement for CR 147.

The City's anticipated funding sources and amounts include:

Sanitary Utility - $640,000

Water Utility - $882,000

Storm Water Utility - $1,426,000

Electric Utility - $3,000,000

Transportation Advancement Account - $780,000

Street Reconstruction (J2200) - $3,700,000

No alternative actions suggested at this time.