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Home My WebLink About1-2016 Streets Hearing, Authorize P&S, Eng Services-AGENDA MAYOR & COUNCIL COMMUNICATION -- page 1 -- DATE: November 4, 2015 REGULAR ITEM 12 AGENDA ITEM: 2016 Street, Drainage & Utility Improvements – Public Improvement Hearing; Resolution Ordering the Improvement and the Preparation of Plans and Specifications; Motion to Approve Engineering Design and Construction Support Services Contract SUBMITTED BY: Ryan Stempski, Project Engineer THROUGH: Clark Schroeder, Interim City Administrator REVIEWED BY: Julie Johnson, City Clerk Cathy Bendel, Finance Director Jack Griffin, City Engineer SUGGESTED ORDER OF BUSINESS: - Introduction of Item ...................................................................... City Engineer - Report/Presentation ................................................................... Project Engineer - Questions from Council to Staff ............................................. Mayor Facilitates - Open Public Improvement Hearing; Public Input .................. Mayor Facilitates - Call for Motion ............................................................... Mayor & City Council - Discussion ....................................................................... Mayor & City Council - Action on Motion .................................................................... Mayor Facilitates POLICY RECOMMENDER: Engineering. FISCAL IMPACT: Cost for preparation of plans and specifications and bidding services to be presented at the City Council Meeting. The 2016 Street, Drainage and Utility Improvements is an estimated $1,409,000 infrastructure project that will be partially assessed against the benefitting properties consistent with the City’s Special Assessment Policy. The project is funded through the issuance of general obligation bonds and special assessments. Ordering the Improvements and authorizing the preparation of plans and specifications commits the City to incur the engineering costs necessary to complete detailed design and receive City Council Meeting [Regular Agenda Item 12] November 4, 2015 -- page 2 -- contractor bids to ready the project for construction in 2016. The council will be asked to award a contract for construction in April 2016, at which time the City would be asked to commit to the remaining project costs. SUMMARY AND ACTION REQUESTED: The City Council is respectfully requested to open the Public Improvement Hearing for the 2016 Street, Drainage and Utility Improvements; and following the Hearing, consider adopting Resolution No. 2015-XX Ordering the Improvement and the Preparation of Plans and Specifications; and awarding a Professional Engineering Design and Construction Support Services Contract. The recommended motions for these actions are as follows: “Move to adopt Resolution No. 2015-82 Ordering the 2016 Street, Drainage and Utility Improvements and the Preparation of Plans and Specifications.” and “Move to approve a Professional Engineering Design and Construction Support Services Contract as recommended by the City Engineer.” LEGISLATIVE HISTORY/BACKGROUND INFORMATION: Pursuant to Minnesota Statutes, Section 429.011 to 429.111, a Public Improvement Hearing was noticed for November 4, 2015, to consider making the following improvements: • Reconstruction of Kirkwood Avenue N from 50th Street to the north cul-de-sac. The improvement includes a new bituminous surface along an existing gravel roadway. • Reconstruction of Kelvin Avenue N from Old TH 5 to the north cul-de-sac. The report also recommends improvements to convert a private drive serving 8 residential properties to a public street. • Resurfacing the streets through a street reclaim within the Stonegate 1st Addition, including 9th Street N, Jasmine Avenue Place N, and Jasmine Avenue N from 10th Street to Julep Avenue. • 12-inch trunk watermain to be extended along Kelvin Avenue N from Kelvin Court to Stillwater Lane. Based upon receipt of a property owner petitions, extension of 6-inch and 8-inch lateral watermain is considered off of Kelvin Avenue N. The attached notice was published in the official newspaper and individual notifications were sent to each address that will be wholly or partially assessed for the improvements. The street improvements proposed in 2016 were identified in the City’s 5-Year Street Capital Improvement Program. Trunk watermain is to be extended along Kelvin Avenue N per the City’s 2030 Comprehensive Water System Plan. The City is also responding to petitions for municipal water in the Kelvin Avenue area. The feasibility report was adopted by the City Council on October 6, 2015. The report identifies the necessary improvements, the estimated project costs, the assessment methodology and preliminary assessment amounts to be levied against properties adjacent to and benefitting from the improvements. City Council Meeting [Regular Agenda Item 12] November 4, 2015 -- page 3 -- The improvements will be funded partially through assessments against the benefitting properties consistent with the City’s Special Assessment Policy. Assessments for street improvements are levied over 10 years. Assessments for watermain improvements are levied over 15 years. On October 27, 2015 a property owner meeting was held for each neighborhood to review the proposed scope of improvements and answer questions from property owners. To complete the engineering design, the City Engineer prepared and sent out a Request for Proposal (RFP) for the Engineering Support Services that included topographic survey, the preparation of plans and specifications; plan printing, distribution and bidding services; construction administration support to the City Engineer, and construction staking. FOCUS Engineering will provide resident and council communication, conduct public meetings, project management, coordinate the project permitting, and will provide construction administration services for the project. FOCUS will also oversee the project design standards and documents to be incorporated with the project plans and specifications. Construction observation services will be retained at a later date once the project has been bid and awarded for construction. The RFP was sent to four firms from the City’s Engineering Consultant Pool, including Bolton and Menk, MSA, SEH, and TKDA. Proposals will be received on October 30, 2015 and will be reviewed and ranked on the following basis: • Project Team Qualifications with a focus on a Project Manager capable of leading and delivering a street and utility improvement project. • Demonstrated understanding and experience with the project and understanding of the critical success factors. • Understanding the scope of work and roles and responsibilities of the Consultant. • Collaboration of skills and responsiveness demonstrated during the RFP submittal process and: • Engineering Fees, indicating a detailed breakdown that is consistent with the Consultant’s written proposal and the needs for delivery of a successful project. A presentation of the results and recommendation of a consultant will be provided at the Meeting. RECOMMENDATION: Staff is recommending that the City Council adopt Resolution No. 2015-82 Ordering the Improvements and the Preparation of Plans and Specifications for the 2016 Street, Drainage and Utility Improvements. The recommended motion for this action is as follows: “Move to adopt Resolution No. 2015-82 Ordering the Street, Drainage and Utility Improvements and the Preparation of Plans and Specifications.” City Council Meeting [Regular Agenda Item 12] November 4, 2015 -- page 4 -- Staff is also recommending that the City Council award a Professional Engineering Design and Construction Support Services Contract for the 2016 Street, Drainage and Utility Improvements. The recommended motion for this action is as follows: “Move to approve a Professional Engineering Design and Construction Support Services Contract as recommended by the City Engineer.” ATTACHMENT(S): 1. Resolution 2015-82 Ordering the Improvements and Preparation of Plans and Specifications. 2. Notice of Hearing on Improvement. 3. Preliminary Assessment Roll. 4. Location Map. 5. Project Schedule.