Loading...
HomeMy WebLinkAbout2016-029 Council ResolutionCITY OF LINO LAKES RESOLUTION NO. 16-29 AUTHORIZING PREPARATION OF 2016 REGIONAL SOLICITATION GRANT APPLICATION (MAIN STREET TRAIL) WHEREAS, The City of Lino Lakes and Anoka County have determined the need to construct a multi -use trail along Main Street (CSAH 14) between Lino Lakes Elementary and 35W; and WHEREAS, the trail segment is eligible for funding under the Metropolitan Council Regional Solicitation Process Multiuse Trails and Bicycle Facilities Category; and WHEREAS, The City has received a proposal from WSB & Associates, Inc. to prepare an application for said funding; and WHEREAS, Anoka County has agreed to fund 50% of the application costs; NOW, THEREFORE BE IT FURTHER RESOLVED by The City Council of The City of Lino Lakes, Minnesota, that the proposal from WSB & Associates, Inc. approved in the amount of $9,369.00. Staff is authorized to execute the proposal on behalf of the City. Adopted by the Council of the City of Lino Lakes this 25th day of April, 2016. The motion for the adoption of the foregoing resolution was introduced by Council Member Rafferty and was duly seconded by Council Member Manthey and upon vote being taken thereon, the following voted in favor thereof: Rafferty, Manthey, Maher, Kusterman, Reinert The following voted against same: none ATTEST: e Bartell, Cit Cler CITY COUNCIL AGENDA ITEM 6B STAFF ORIGINATOR: Michael Grochala MEETING DATE: April 25, 2016 TOPIC: Consider Resolution No. 16-29, Authorizing Preparation of 2016 Regional Solicitation Grant Application — Main Street Trail VOTE REQUIRED: 3/5 INTRODUCTION Staff is requesting City Council approval to authorize WSB and Associates to prepare a Regional Solicitation Grant Application for the Main Street Trail. BACKGROUND City staff has been working with Anoka County Parks Department plan for the extension of the Regional Trail along Main Street from Lino Lakes Elementary School to the 35W Overpass. A conceptual layout and cost estimate was completed in 2014. The project was tentatively slated for construction in 2019, but is not currently funded. Staff is proposing to apply for federal funding as part of the Metropolitan Council Regional Solicitation process under the Multiuse Trails and Bicycle Facilities Category. If approved the grant could provide up to 80% of the construction cost. The remaining 20% of construction along with any professional service or land acquisition costs would be covered as a local match. WSB has submitted a proposal to complete the application in the amount of $9,369.00. The proposal includes further development of the concept plan and cost estimate. Anoka County has agreed to share 50% of the application cost. Accordingly, the City's share of the application cost is $4,684.50. Funding for the work is proposed to come from the Community Development Engineering professional services budget. RECOMMENDATION Staff is recommending that the City Council adopt Resolution 16-29 authorizing preparation of the 2016 Regional Solicitation Grant application. ATTACHMENTS 1. Resolution No. 16-29 2. Proposal from WSB & Associates, Inc. dated March April 6, 2016. WSB AMMINK & Associates, Inc, April 6, 2016 Infrastructure ■ Engineering • Planning ■ Construction Michael Grochala Community Development Director City of Lino Lakes 600 Town Center Pkwy Lino Lakes, MN 55014-1182 701 Xenia Avenue South Suite 300 Minneapolis, MN 55416 Tel: 763 541-4800 Fax: 763 541-1700 Re: Proposal to Provide Professional Engineering and Planning Services - Preparation of 2016 Regional Solicitation Grant Application and Supporting Documentation Main Street (CSAH 14)/Central Anoka County Regional Trail Segment Dear Mr. Grochala: WSB & Associates, Inc. is pleased to present this proposal to provide services as they relate to preparing an online Regional Solicitation funding application for the construction of a multi -use trail segment along Main Street (CSAH 14) in the City of Lino Lakes. This trail would also serve as an extension of the Central Anoka County Regional Trail. The information provided on the following pages includes our understanding of and approach to the application; a detailed work plan; a proposed schedule to complete the necessary work by July 15, 2016; a cost breakdown for completing the work; and the experience of key personnel identified to work on the grant. PROJECT UNDERSTANDING The City of Lino Lakes, in partnership with Anoka County, is seeking a proposal to prepare an online application for a multi -use trail along Main Street (CSAH 14) as part of the Metropolitan Council Regional Solicitation under the Multiuse Trails and Bicycle Facilities category. The proposed trail segment is approximately 1.7 miles in length and will extend from Lino Lakes Elementary to the I -35W overpass. Work on the grant will begin immediately upon authorization and will be completed prior to July 15, 2016, so that the city may officially submit the grant. As part of the project, WSB will be required to complete the following as a minimum: • Meet with City of Lino Lakes and Anoka County staff prior to beginning the application. This meeting will cover a number of items including: o Verifying WSB's understanding of the project based on information contained in local, county and regional transportation and park plans o Discussing design considerations and challenges associated with property impacts, wetlands, and roadway crossing o Strategizing how to maximize trail project priority criteria scoring o Verifying the preferred year of construction C— Mr. Michael Grochala April 6, 2016 Page 2 • Collect crash data and complete crash analyses to inform safety write-up. • Prepare one concept for the proposed trail segment. Concept design will be consistent with MnDOT and AASHTO design guidelines and standards. • Prepare cost estimate for the concept design. • Prepare an implementation schedule consistent with federal and regional requirements. • Register to be a user of the Metropolitan Council's Regional Solicitation Grant Application System. • Complete the online application for the project under the Multiuse Trails and Bicycle Facilities application category. This will include: o Providing responses to all of the grant application questions o Providing mapping and other required attachments o Providing draft letters necessary from sponsor and partner agencies o Completing the project risk assessment o Completing the project information form o Completing the estimate of project costs form • Follow-up meeting with City of Lino Lakes and Anoka County staff to discuss draft application and trail concept (if needed). Drafts of the grant application will be provided to the City of Lino Lakes and Anoka County for review and feedback prior to its submission. WSB understands that the regional solicitation will be in the second round under its new on-line application process. Gaining access, setting up the project, and beginning the application requires close coordination with the applicant (local agency) and Metropolitan Council staff. Once the Metropolitan Council opens the application process (May 18th), provides access to the site for WSB and city staff, and city staff has opened the application, WSB will immediately get to work on the required maps and application questions using the required online mapping tools and forms. PROJECT APPROACH WSB understands the time constraints that local agencies have in preparing grant applications while simultaneously trying to wrap up construction and design projects for the year. WSB staff will fill the void that exists due to current workloads. WSB will begin the application process upon authorization to ensure that as much time as possible is built into the schedule to allow city and county staff to review and provide input on the concept development, cost estimate, and funding .– application. Our staff is familiar with the application process and can quickly prepare the necessary maps and fill in the appropriate sections of the grant application. We will coordinate with city and county staff to complete all required information. Mr. Michael Grochala April 6, 2016 Page 3 As a project kick-off, Jack Corkle — WSB's proposed project manager, will set up a meeting with the city, county, herself, Andy Hingeveld (transportation planner/grant writer), and Tanya Gytri (design engineer) to discuss the proposed Main Street (CSAH 14)/Central Anoka County Regional Trail segment. The meeting will be used to gather what information has been prepared to date, discuss general trail design parameters with relation to the adjacent roadway, what coordination has occurred with stakeholders or supporting agencies and what known constraints need to be avoided/worked around. From there, WSB's designers will begin working on the proposed trail project and provide one draft concept for the city and county to review. While the concept is being developed, Andy and Jack will begin work on the application questions and required mapping. Technical staff will begin data collection on crashes along the corridor. Jack will work with city and county staff to establish check in points for review and comment on different elements of the application and concept. If needed, one more meeting will be held during the process to discuss any comments face to face. Additional review can occur via conference call or through e-mail. WORK PLAN AND DELIVERABLES The following describes WSB's work plan and deliverables for the Main Street (CSAH 14)/Central Anoka County Regional Trail solicitation application. Task 1— Project Management and Coordination Jack will ensure that internal WSB staff is coordinated in its tasks to produce the regional solicitation application. Jack will work closely with Andy and Tanya to ensure that the primary elements of the applications are produced and are of high quality. Jack will review the final application text and provide local context based on her familiarity with the project area. Jack will also serve as the primary point of contact for the city and county. She will check in weekly via telephone and/or e-mail to provide updates. Jack will monitor work tasks, schedule and the project budget. Deliverables: Weekly updates, monthly invoice Task 2 — Meetings To best understand the needs of the city and county; the scope of the project and to develop a concept that meets county expectations, Jack, Andy and Tanya will visit the project site. This will provide a better understanding of existing conditions and help inform development of the concept. It will also be used to identify potential safety problems. Along with the site visit, WSB will meet with key city and county staff to discuss data needs, identify issues and concerns along ..-- the corridor, talk through potential alternatives and discuss funding availability for construction of the project. Mr. Michael Grochala April 6, 2016 Page 4 If needed, a second meeting has been provided in the proposal. The second meeting with City of Lino Lakes, Anoka County, and WSB staff is proposed to review the initial draft concept and cost estimate, discuss potential modifications, potential construction challenges and any other comments from the city and county. In addition, a draft of the application will also be reviewed for comment. Future revisions to the trail concept will be discussed via e-mail/telephone. Deliverables: Agendas, meeting materials Task 3 — Data Collection WSB will collect data to complete the application. Data collection will include, at a minimum, traffic volumes, crash data, existing studies and plans, aerials, topographic and other GIS layers from the city and/or county. In addition, a request will be made to SHPO on the potential for historic properties. Deliverables: data will be used to develop required attachments, complete safety analyses, develop concept layout, address risk checklist and answer questions within the application. Task 4— Concept Development and Cost Estimate Tanya will develop the trail concept and cost estimate for the project. As described in Task 2, WSB will conduct a site visit to take photographs of existing conditions and identify potential problem areas. WSB will use the site visit, along with information collected from previous tasks, to develop ,_, one preliminary concept. Once the preliminary concept is developed it will be submitted to city and county staff. If needed, WSB proposes a second meeting with key city and county staff to review the draft concept and identify potential changes and/or discuss why certain design elements were incorporated. Feedback will be used to further refine the concept and cost estimate. The revised concept will be submitted back to the city and county for final approval. Once acceptable, the concept will be incorporated into the application. As part of this task, Tanya will coordinate with city and county staff as needed to ensure consistency with local preferences and to verify anything that is questionable. Hard copies and electronic copies of the concept and cost estimate will be provided to the city and county. Deliverables: draft concept and cost estimate, final concept and cost estimate, electronic design files for concept and cost Task 5 — Technical Analyses Crash data collected in Task 3 will be used to determine existing safety problems and to identify the most appropriate safety solutions. Crashes involving bicyclists and/or pedestrians will be explored in more detail. The MnDOT data will be compared against crash reduction factors to improve safety. This will be documented in the application. Deliverables: crash data and results of crash analysis Mr. Michael Grochala April 6, 2016 Page 5 Task 6 — Application Andy and Jack will complete the application requested by the city and county. This task includes answering all of the questions in the regional solicitation form, preparing all of the required maps and assembling all of the application materials and required attachments. A draft copy of the maps and application will be provided to the city and county for review and comment. Comments from the city and county will be incorporated into the final submission. This task assumes that the city will open the online application once Metropolitan Council staff has granted authorization and that the city will submit the final application. Deliverables: draft application, final application, required attachments ( Mr. Michael Grochala April 6, 2016 Page 6 SCHEDULE The team proposed to complete the grant application is available to meet the deadlines outlined in this proposal as well as to provide review time for city and county staff. A draft schedule has been prepared that shows key work tasks and review time. Work Task 1. Project Management/Coordination Internal WSB coordination and coordination with City of Lino Lakes and Anoka County'` April July 1-15 1 ' 2. Meetings WSB site visit and kick-off meeting with the city and county Concept review with city and county (if needed) 3. Data Collection ME City and county providetopo and other design information City and county provide any relevant studies ®'11 WSB collect crash data -, WSB collects any additional supplemental information aIIIIIIIIIII 4. Concept Development WSB develops draft concept Draft concept and cost estimate provided to city and county IM for initial review WSB revises preferred concept and cost IIII Updated concept and cost provided to city and countyIMMIIHI -�. 5. Technical Analyses Safety 6. Application WSB develops draft application; i Draft application - including maps -submitted to city and county for initial review, WSB revises application Final application provided to city and county Illii r Mr. Michael Grochala April 6, 2016 Page 7 PROPOSED FEE WSB will complete the proposed application for a fee of $9,369. City of Lino Lakes & Anoka County Regional Solicitation for the Main Street (CSAH 14)/Central Anoka County Regional Trail Detailed Cost Breakdown of Tasks A WSB Task Description Project Manager Sr. Engineer Sr. I Planner i Engineer 1 Total Hours Cost 1.0 Project Management/Coordination Internal WSB coordination and coordination with City of lino Lakes and 1.1 Anoka County 2 2 4 $ 530.00 i 2.0 Meetings 2.1 WSB site visit and kick-off meeting with city and county staff 4 4 4 12 $ 1,608.00 Meeting to review draft concepts, costs and application with city andi E 2.2 county (if needed) 3 � 3 ; 6 $ 795.00 3.0 Data Collection € I ':. 3.1 Collect GIS, topo, plans, etc. from city and county I 3 3 $ 354.00 3.2 Collect crash data I 1 1 $ 118.00 3.3 SHPO information/letter 1 i 1 $ 118.00 4.0 Concept Development and Cost Estimates• 4.1 WSB develops one concept and cost estimate 8 i 10 18 $ 2,076.00 4.2 WSB revises preferred concept and updates cost estimate 2 2 4 $ 470.00 5.0 Technical Analyses 5.1 WSB prepares safety analysis based on crash history 2 2 $ 196.00 i 6.0 6.1 Prepare Application WSB prepares draft application - assumes project description, maps, required attachments, answers to questions in application 3 , 16 4 i 23 $ 2,721.00 6.2 WSB updates application based on city and county comments 1 I 2 3 $ 383.00 Total Hours 13 14 32 18 77 Hourly Costs Fee $147.00 $1,911.00 $137.00 $1,918.00 $118.00 $3,776.00 $98.00 $1,764.00 $9,369.00 Mr. Michael Grochala April 6, 2016 Page 8 KEY STAFF EXPERIENCE WSB's success in securing funding for its clients is a result of the staff leading grant and funding efforts. WSB has identified Jack Corkle as the project manager of the grant application. Jack will be supported by a team of planners and engineers that have worked in the past on successful applications. Team members include: • Jack Corkle - Project Manager and grant reviewer • Andy Hingeveld - Sr. Transportation Planner - grant writing and mapping • Tanya Gytri - Design Engineer for concept development and cost estimate Jack Corkle, PTP, AICP - Project Manager and Grant Reviewer Jack Corkle will be WSB's project manager and serve as a grant reviewer. Jack has more than 17 years of experience in a wide variety of planning and transportation projects. She has been writing local, regional, state and federal grant applications for roadway and trail projects since 2001 and has secured approximately $100 million dollars in funding for her clients or the agency (Anoka County) she has worked for. Jack has played a wide variety of roles in the grant process, from preparing grants from start to finish, to completing technically analyses and writing, to reviewing and guiding the development of grants written by others and to coordinating with multiple agencies to ensure that everyone agrees on what the project includes and what funding resources should be pursued. As project manager, Jack will ensure that deliverables are produced in a timely manner, that the quality of work meets city and county expectations, and that team members are working closely with one another. Jack understands what the City of Lino Lakes and Anoka County need for deliverables, and will work with Andy to ensure the local context is provided in the application. Andy Hingeveld, AICP - Primary Grant Writer and Grant Mapping Andy will serve as the lead grant writer and complete the required mapping for the application. Andy is a Senior Transportation Planner with over ten years of experience. Andy's background covers multiple planning areas including land use and parks and trails, and transportation. This broad background has helped him utilize a comprehensive approach in identifying potential impacts and resolving issues throughout the course of a project. His responsibilities have included project management, public involvement, grant writing, environmental documentation, and transportation planning. Prior to joining WSB, Andy served as a Senior Planner for the Scott County Highway Department. While working at Scott County, Andy successfully prepared applications through the past three rounds of the Regional Solicitation, including a four -mile trail project in the city of Shakopee and a new interchange on US Highway 169 at Trunk Highway 41/CSAH 78. Along with these efforts, Andy has participated in the Metropolitan Council Regional Solicitation scoring committee process, so he understands what information is important to reviewers. Mr. Michael Grochala April 6, 2016 Page 9 Tanya Gytri, PE - Design Engineer Tanya will be responsible for preparing the trail concept layout for the project. Tanya is WSB's primary designer for trail projects. She has completed projects for a number of agencies, including Three Rivers Park District and Dakota County. She has a thorough understanding of what level of effort is needed to determine appropriate cost estimates, extent of project impacts and project feasibility. Tanya will be responsible for identifying the concept and overseeing its development. She will also review the project cost estimate to ensure that the appropriate components are accounted for. Tanya understands what data is needed in order to develop the sketch to a reasonable level for application purposes without developing concepts that are infeasible when time to fully design them occurs. Thank you for the opportunity to be of service to you. Please feel free to contact me at 763- 231-4871 with any questions or comments. Sincerely, WSB & Associates, Inc. Jacqueline Corkle, AICP, PTP Sr. Transportation Planner