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Home My WebLink AboutCC Packet 5-13-15CITY OF FALCON HEIGHTS Regular Meeting of the City Council City Hall 2077 West Larpenteur Avenue AGENDA May 13, 2015 A.CALL TO ORDER: B. ROLL CALL: LINDSTROM ____ HARRIS ____ BROWN THUNDER ____ LONG ____ MERCER-TAYLOR ____ STAFF PRESENT: Thongvanh_____ C.PRESENTATIONS: D.APPROVAL OF MINUTES: 1.April 22, 2015 City Council Meeting 2. May 6, 2015 City Council Workshop Session E.PUBLIC HEARINGS: F. CONSENT AGENDA: 1. General Disbursements through: 5/7/2015: $172,194.40 Payroll through: 4/30/15: $14,871.38 2. Approval of City Licenses 3.Certificate of Appreciation for support of Tax Prep Program 4.Change to City Hall ‘Summer Hours’ G: POLICY ITEMS: 1. Amend and Restate JPA with Property Assessed Clean Energy Program or ‘PACE of MN’ 2.Considering Bids for the 2015 Pavement Management Project H.INFORMATION/ANNOUNCEMENTS: I. COMMUNITY FORUM: J.ADJOURNMENT: 1 of 42 REQUEST FOR COUNCIL ACTION The City That Soars! Item General Disbursements and Payroll Description General Disbursements through: 5/7/2015: $172,194.40 Payroll through: 4/30/15: $14,871.38 Budget Impact Attachment(s) General Disbursements and Payroll Action(s) Requested Staff recommends that the Falcon Heights City Council approve general disbursements and payroll. Meeting Date May 13, 2015 Agenda Item Consent F1 Attachment General Disbursements and Payroll Submitted By Roland Olson, Finance Director Families, Fields and Fair __________________________ 2 of 42 3 of 42 4 of 42 5 of 42 6 of 42 7 of 42 8 of 42 9 of 42 10 of 42 11 of 42 12 of 42 13 of 42 14 of 42 15 of 42 REQUEST FOR COUNCIL ACTION The City That Soars! Item Approval of City Licenses Description The following individual has applied for a Tree Trimming/Treating/Removal Contractor’s License for 2015. Staff has received the necessary documents for licensure. 1. Branch and Baugh Tree Service and Landscape Care Budget Impact N/A Attachment(s) N/A Action(s) Requested Staff recommends that the Falcon Heights City Council approve the 2015 City License Application. Meeting Date May 13, 2015 Agenda Item Consent F2 Attachment N/A Submitted By Tim Sandvik, Deputy Clerk Families, Fields and Fair __________________________ 16 of 42 REQUEST FOR COUNCIL ACTION The City That Soars! Item Certification of Appreciation for support of the Volunteer Tax Preparation Program Description The City provides the use of the Council Chamber to be used as a volunteer tax preparation site. As of April 15, all the Minnesota’s volunteer sites combined filed 145,465 M1 and 1040 returns, over 4,000 more than any prior year. Budget Impact N/A Attachment(s) Certificate of Appreciation from the MN Department of Revenue Action(s) Requested N/A Meeting Date May 13, 2015 Agenda Item Consent F3 Attachment Certificate of Appreciation Submitted By Sack Thongvanh, City Administrator Families, Fields and Fair __________________________ 17 of 42 18 of 42 19 of 42 REQUEST FOR COUNCIL ACTION The City That Soars! Item City Hall Summer Hours Description For the past several years, the City has implemented a modified schedule during summer months. During the summer months, especially on Fridays, the amount of walk-in and phone call requests for service drops off dramatically. Many cities use this as an opportunity to employ alternative hours of operation, commonly known as “summer hours”. Currently, normal hours of operation are Monday – Friday, 8:00 a.m. – 4:30 p.m. Staff is proposing that the City of Falcon Heights use the following schedule between Memorial Day and Labor Day: Monday – Thursday 7:30 am – 5:00 pm Friday 7:30 am - noon This would allow for City Hall to still be open the same number of hours per week (42.5) and for employees to still work the same number of total hours (40, with one ½ hour break each day). It would also allow City Hall customers the ability to come in a ½ hour earlier and later in the day to conduct business. We will publicize this through our normal methods (email, website, flyers, newsletters, newspapers, and social media). We would also insert a notice on all permit applications so that contractors and/or residents do not come to city hall on Friday afternoon hoping to pick up permits for their weekend projects. Notice will also be given to those who rent facilities that building keys will need to be picked up before noon on Friday. Budget Impact N/A Attachment(s) None Meeting Date May 13, 2015 Agenda Item Consent F4 Attachment N/A Submitted By Sack Thongvanh Families, Fields and Fair __________________________ 20 of 42 Action(s) Requested Staff recommends that the Falcon Heights City Council adopt the summer hours schedule explained above from Memorial Day to Labor Day. 21 of 42 REQUEST FOR COUNCIL ACTION The City That Soars! Item Amended and Restated Joint Power Agreement-Property Assessed Clean Energy Program (“PACE of MN”) Description The Saint Paul Port Authority is seeking to amend the Joint Power Agreement that was entered with the City on June 18, 2014. The two main changes include description of funding sources and clarify when joint power agreements are terminated. Budget Impact N/A Attachment(s) • Resolution • Amended Joint Power Agreement Action(s) Requested Staff recommends approval of resolution and authorizing the Mayor and City Administrator to sign all necessary documents. Meeting Date May 13, 2015 Agenda Item Policy G1 Attachment Resolution 15-09 Submitted By Sack Thongvanh, City Administrator Families, Fields and Fair __________________________ 22 of 42 23 of 42 24 of 42 25 of 42 26 of 42 27 of 42 28 of 42 29 of 42 30 of 42 31 of 42 32 of 42 33 of 42 CITY OF FALCON HEIGHTS COUNCIL RESOLUTION May 13, 2015 No. 15-09 ------------------------------------------------------------------------------------------------------------------------------------------ Resolution Authorizing the Execution of an Amended and Restated Joint Power Agreement with Property Assessed Clean Energy Program (PACE of MN) WHEREAS, the City of Falcon Heights and the Saint Paul Port Authority entered into a Joint Powers Agreement, dated June 18, 2014 in connection with the PACE Program; and WHEREAS, the Port Authority is seeking to amend this agreement to ensure that the Joint Power Agreement accurately reflects the PACE Program; and WHEREAS, under the revised Joint Power Agreement, the fundamental terms and conditions of the Joint Power Agreement remains in full force and effect; and WHEREAS, the Saint Paul Port Authority would like to amend the current Joint Power Agreement as long as the amendments do not “impair the rights” of any holders of debt; and WHEREAS, the two modifications will address funding sources as outlined by the amended agreement and amended language describing the termination of said amended agreement as shown and described as Exhibit A. NOW THEREFORE BE RESOLVED, the City Council of the City of Falcon Heights, Minnesota hereby approves the amended and restated Joint Power Agreement with Property Assessed Energy Program (“PACE OF MN”). Adopted by the City Council of Falcon Heights, Minnesota this day of May 13th, 2015. Moved by: Approved by: ________________________ Peter Lindstrom Mayor LINDSTROM ____ In Favor Attested by: ________________________ BROWN THUNDER Sack Thongvanh HARRIS ____ Against City Administrator LONG MERCER-TAYLOR 34 of 42 REQUEST FOR COUNCIL ACTION The City That Soars! Item Considering Bids for the 2015 Pavement Management Project Description On March 11, 2015, the City Council approved the plans and specifications for the 2015 Pavement Management Project (PMP) and ordered advertisement for bids. The following streets and alleys are a part of the 2015 PMP. • East Snelling Avenue Service Drive, from Roselawn Avenue to Crawford Avenue • West Snelling Avenue Service Drive, from Roselawn Avenue to Larpenteur Avenue (BP gas station) • Garden Avenue, from Snelling Avenue to Hamline Avenue Roselawn Avenue, from Snelling Avenue to Fairview Avenue (shared street with Roseville) is also part of the overall 2015 PMP. However, since this is a shared street with Roseville, this portion of the project was incorporated into Roseville’s contract and will not be a part of this contract. Park Construction Company will be completing the work on Roselawn Avenue. Bids were solicited during March and April. The bids were opened on Wednesday, April 22, 2013. Six qualified bids were received for this year’s pavement project. For the 2015 Pavement Management Project, the apparent low bid is Valley Paving, of Shakopee, Minnesota. The following is a summary of the bids received for this project: CONTRACTOR BID Valley Paving $ 602,193.55 North Valley, Inc. $ 647,856.25 Bituminous Roadways, Inc. $ 671,707.49 T. A. Schifsky & Sons, Inc. $ 677,258.80 Hardrives, Inc. $ 692,711.77 Park Construction Co. $ 721,259.73 Based on the recent discussion of sidewalks on Garden Avenue at City Council workshops, staff is presenting three options on how to proceed. Meeting Date May 13, 2015 Agenda Item Policy G2 Attachment Resolution Submitted By Kristine Giga, Civil Engineer Families, Fields and Fair __________________________ 35 of 42 Option 1: Proceed with the project as currently bid, and award the contract. The current design does not include a sidewalk on Garden Avenue, but does include changes to the lane and parking configuration to allow for a walking/bicycling lane on-street. If Council moves forward with this option, a resolution needs to be adopted to award the bid. Based on past practice, the City Council has awarded the contract to the lowest responsible bidder, which in this case is Valley Paving. Option 2: Reject bids, reevaluate the construction of a sidewalk on Garden Avenue and re-bid the entire project in 2016 (or later). If Council moves forward with this option, a resolution needs to be adopted to reject all of the bids. Staff would then take further direction from the City Council on how to proceed with the project, in particular as it relates to a sidewalk on Garden Avenue. Option 3: Reject bids, delay the improvements on Garden Avenue and re-bid the Snelling Avenue Service Drives to still be completed in 2015. If Council moves forward with this option, a resolution needs to be adopted to reject all of the bids, and a resolution needs to be adopted to authorize re-bidding for the revised project scope. Once new bids are received, these would be presented to the City Council for consideration of award. Budget Impact The low bid submitted by Valley Paving, $602,193.55, is 0.3% higher than the Engineer’s construction estimate of $600,558.00. (construction costs only) This project has the following financial implications for the city and property owners along the streets being considered for maintenance: • Assessments levied in accordance with the City’s assessment policy. • Use of Municipal State Aid (MSA) and street infrastructure funds to pay the City’s portion of the project. • Expenditure of utility fund dollars to pay for repairs needed to the existing utility system. If the project is delayed , the general maintenance cost for the roads will continue. Staff has estimated the annual maintenance cost of Snelling Ave-Service Road to be $1,747. Attachment(s) Resolutions Action(s) Requested Consider bids for the 2015 Pavement Management Project, and adopt resolution(s) based on option selected. 36 of 42 CITY OF FALCON HEIGHTS COUNCIL RESOLUTION May 13, 2015 No. 15-xx - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -- - - - - - - - - - - - - RESOLUTION AWARDING BID FOR THE 2015 PAVEMENT MANAGEMENT PROJECT WHEREAS, pursuant to advertisement for bids for the improvement of the 2015 Pavement Management Project, the proposed improvement of the following streets: • East Snelling Service Drive, from Roselawn Avenue to Crawford Avenue • West Snelling Service Drive, from Roselawn Avenue to BP gas station • Garden Avenue, from Snelling Avenue to Hamline Avenue WHEREAS, bids were received on Wednesday, April 22, 2013, at 11:00 a.m., opened, and tabulated according to the law, and the following bids were received complying with the advertisement: CONTRACTOR BID Valley Paving $ 602,193.55 North Valley, Inc. $ 647,856.25 Bituminous Roadways, Inc. $ 671,707.49 T. A. Schifsky & Sons, Inc. $ 677,258.80 Hardrives, Inc. $ 692,711.77 Park Construction Co. $ 721,259.73 WHEREAS, it appears that Valley Paving of Shakopee, Minnesota, is the lowest responsible bidder at the tabulated price of $602,193.55, and NOW THEREFORE BE IT RESOLVED by the Council of the City of Falcon Heights, Minnesota: 1. The Mayor and City Administrator are hereby authorized and directed to enter into a contract with Valley Paving of Shakopee, Minnesota, for $602,193.55 in the name of the City of Falcon Heights for the above improvements according to the plans and specifications thereof heretofore approved by the City Council and on file in the office of the City Administrator. 2. The City Administrator is hereby authorized and directed to return forthwith to all bidders the deposits made with their bids, except that the deposits of the successful bidder and the next lowest bidder shall be retained until contracts have been signed. 1 37 of 42 - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - Moved by: Approved by: ________________________ Peter Lindstrom, Mayor May 13, 2015 LINDSTROM ____ In Favor Attested by: ________________________ BROWN THUNDER Sack Thongvanh, City Administrator HARRIS ____ Against May 13, 2015 LONG MERCER-TAYLOR 2 38 of 42 CITY OF FALCON HEIGHTS COUNCIL RESOLUTION May 13, 2015 No. 15-xx - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -- - - - - - - - - - - - - RESOLUTION REJECTING BIDS FOR THE 2015 PAVEMENT MANAGEMENT PROJECT WHEREAS, pursuant to advertisement for bids for the improvement of the 2015 Pavement Management Project, the proposed improvement of the following streets: • East Snelling Service Drive, from Roselawn Avenue to Crawford Avenue • West Snelling Service Drive, from Roselawn Avenue to BP gas station • Garden Avenue, from Snelling Avenue to Hamline Avenue WHEREAS, bids were received on Wednesday, April 22, 2013, at 11:00 a.m., opened, and tabulated according to the law, and the following bids were received complying with the advertisement: CONTRACTOR BID Valley Paving $ 602,193.55 North Valley, Inc. $ 647,856.25 Bituminous Roadways, Inc. $ 671,707.49 T. A. Schifsky & Sons, Inc. $ 677,258.80 Hardrives, Inc. $ 692,711.77 Park Construction Co. $ 721,259.73 WHEREAS, it appears that Valley Paving of Shakopee, Minnesota, is the lowest responsible bidder at the tabulated price of $602,193.55; and WHEREAS, the City Council desires to re-evaluate the scope of the project; and NOW THEREFORE BE IT RESOLVED by the Council of the City of Falcon Heights, Minnesota: 1. That the bids solicited for the 2015 Pavement Management Project are rejected. - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 1 39 of 42 Moved by: Approved by: ________________________ Peter Lindstrom, Mayor May 13, 2015 LINDSTROM ____ In Favor Attested by: ________________________ BROWN THUNDER Sack Thongvanh, City Administrator HARRIS ____ Against May 13, 2015 LONG MERCER-TAYLOR 2 40 of 42 CITY OF FALCON HEIGHTS COUNCIL RESOLUTION May 13, 2015 No. 15-xx - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -- - - - - - - - - - - - - RESOLUTION APPROVING PLANS AND SPECIFICATIONA AND AUTHORIZING ADVERTISEMENT FOR BIDS FOR THE 2015 PAVEMENT MANAGEMENT PROJECT WHEREAS, pursuant to resolution of the City Council adopted February 25, 2015, the City of Roseville Engineering Department has prepared plans and specifications for the improvement of the following streets: • East Snelling Service Drive, from Roselawn Avenue to Crawford Avenue • West Snelling Service Drive, from Roselawn Avenue to BP gas station and has presented such plans and specifications to the City Council for approval; NOW THEREFORE BE IT RESOLVED by the Council of the City of Falcon Heights, Minnesota: 1. Such plans and specifications, a copy of which is attached hereto, and made a part hereof, are hereby approved. 2. The City Administrator shall prepare and cause to be inserted in the Roseville Review, the official newspaper, and on QuestCDN an advertisement for bids upon the making of such improvement under such approved plans and specifications. The advertisement shall be published as required by law, shall specify the work to be done, shall state the date and time that the bids will be received by the City Administrator and City Engineer at which time they will be publicly opened in Falcon Heights City Hall by the City Engineer, will then be tabulated, and will subsequently be considered by the Council. No bids will be considered unless sealed and filed with the Administrator and accompanied by a cash deposit, certified check or bid bond payable to the City of Falcon Heights for ten percent (10%) of the amount of such bid. - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - Moved by: Approved by: ________________________ Peter Lindstrom, Mayor May 13, 2015 LINDSTROM ____ In Favor Attested by: ________________________ BROWN THUNDER Sack Thongvanh, City Administrator 1 41 of 42 HARRIS ____ Against May 13, 2015 LONG MERCER-TAYLOR 2 42 of 42