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Home My WebLink About#12 - 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. Resolution No. 2015-82 1 CITY OF LAKE ELMO WASHINGTON COUNTY STATE OF MINNESOTA RESOLUTION NO. 2015-82 A RESOLUTION ORDERING THE IMPROVEMENT AND PREPARATION OF PLANS AND SPECIFICATIONS FOR THE 2016 STREET, DRAINAGE & UTILITY IMPROVEMENTS WHEREAS, pursuant a resolution of the city council adopted the 6th day of October, 2015, the council ordered a hearing on Improvement for the 2016 Street, Drainage and Utility Improvements; and WHEREAS, ten days’ mailed notice and two weeks published notice of the hearing was given, and the hearing was held thereon on the 4th day of November, 2015, at which all persons desiring to be heard were given the opportunity to be heard thereon; and WHEREAS, the feasibility report prepared by FOCUS Engineering, Inc., and dated September 2015 states that the project is necessary, cost-effective, and feasible. NOW, THEREFORE, BE IT RESOLVED, 1. Such improvement is deemed necessary, cost-effective, and feasible as detailed in the Feasibility Report dated September 2015. 2. Such improvement is hereby ordered as proposed in the council resolution adopted this 4th day of November, 2015. 3. The city council declares its official intent to reimburse itself for the costs of the improvement from the proceeds of tax exempt bonds. 4. The city engineer is hereby designated as the engineer for making this improvement. The engineer, and his consultants, shall oversee the preparation of the Plans and Specifications for the making of such improvement. 5. The city engineer shall retain the services of a consulting engineering firm to assist, where needed, to prepare Plans and Specifications for the making of such improvement and to assist the city engineer during the construction phase of the improvement as requested. ADOPTED BY THE LAKE ELMO CITY COUNCIL ON THE FOURTH DAY OF NOVEMBER, 2015. CITY OF LAKE ELMO By: __________________________ Mike Pearson Mayor (Seal) ATTEST: ________________________________ Julie Johnson City Clerk CITY OF LAKE ELMO REVISED NOTICE OF HEARING ON IMPROVEMENT 2016 STREET, DRAINAGE AND UTILITY IMPROVEMENTS Notice is hereby given that the City Council of Lake Elmo will meet in the council chambers of the city hall at or approximately after 7:00 P.M. on Wednesday, November 4, 2015, to consider the making of the following improvements, pursuant to Minnesota Statutes, Sections 429.011 to 429.111; The street improvements include: (1) Reconstruction of Kirkwood Avenue North from 50th Street North to the north cul-de-sac with a new bituminous surface; (2) Reconstruction of Kelvin Avenue North from Old TH 5 to the north cul-de-sac. (3) Resurfacing the street through a street reclaim within the Stonegate 1st Addition consisting of 9th Street North; Jasmine Avenue Place North; and Jasmine Avenue North from 10th Street (CSAH 10) to Julep Avenue North. The associated watermain improvements may also include the extension of municipal water service along Kelvin Avenue North. The area proposed to be assessed for the street improvements include the properties directly abutting and accessing the proposed streets along Kirkwood Avenue North, Kelvin Avenue North, 9th Street North, Jasmine Avenue Place North, and Jasmine Avenue North from 10th Street (CSAH 10) to Julep Avenue North. The area proposed to be assessed for the watermain improvements include the properties proposed to receive new water service along Kelvin Avenue North. The estimated total cost of the street improvements is $1,195,000 and the estimated total cost of the watermain improvements is $214,000. A reasonable estimate of the impact of the assessment will be available at the hearing. Such persons as desiring to be heard with reference to the proposed improvements will be heard at this meeting. DATED: October 6, 2015 October 21, 2015 BY ORDER OF THE LAKE ELMO CITY COUNCIL Mike Pearson, Mayor (Published in the Oakdale-Lake Elmo Review on October 14, 2015 and October 21, 2015) (Published in the St. Paul Pioneer Press on October 22, 2015 and October 29, 2015) PRELIMINARY PROJECT SCHEDULE CITY OF LAKE ELMO 2016 STREET, DRAINAGE AND UTILITY IMPROVEMENTS PROJECT NO. 2015.129 FOCUS ENGINEERING, inc. Cara Geheren, P.E. 651.300.4261 Jack Griffin, P.E. 651.300.4264 Ryan Stempski, P.E. 651.300.4267 Chad Isakson, P.E. 651.300.4283 OCTOBER 2015 August 4, 2015 Council authorizes Feasibility Report. October 6, 2015 Presentation of Feasibility Report. Council accepts Report and calls Hearing. November 4, 2015 Public Improvement Hearing. Council orders preparation of Plans and Specifications. February 16, 2016 Council approves Plans and Specifications and orders Advertisement for Bids. March 17, 2016 Receive Contractor Bids. April 5, 2016 Council accepts Bids and awards Contract. May 2, 2016 Conduct Pre‐Construction Meeting and issue Notice to Proceed. August 12, 2016 Substantial Completion. September 30, 2016 Final Completion. CITY OF LAKE ELMO, MN.SEPTEMBER 2015STREET IMPROVEMENTSKIRKWOOD AVENUE NORTHPRELIMINARY ASSESSMENT ROLLPAGE 1 of 1NO. NAMEPID AMOUNT1 MANZARA ANTHONY P & SARAH E 5050 KIRKWOOD AVE N LAKE ELMO 55042 0202921430002 13,800.00$ 2 HECTOR WAYNE M & KAREN K SCHNEIDER5110 KIRKWOOD AVE N LAKE ELMO 55042 0202921430003 13,800.00$ 3 THOMPSON CARMEN M & ROBBI 5170 KIRKWOOD AVE N LAKE ELMO 55042 0202921430004 13,800.00$ 4 KRISTENSON ALLAN J & JACQUEL5230 KIRKWOOD AVE N LAKE ELMO 55042 0202921430005 13,800.00$ 5 HESSE RICHARD D & ROSALIE M 5235 KIRKWOOD AVE N LAKE ELMO 55042 0202921420001 55,200.00$ 6 BASARA DOUGLAS J & ELIZABETH J 5300 KIRKWOOD AVE N LAKE ELMO 55042 0202921420002 13,800.00$ 7 LAATSCH JOHN M & MARY CANE LAATSCH 5760 KIRKWOOD AVE N LAKE ELMO 55042 0202921420003 13,800.00$ TOTAL 138,000.00$ ADDRESS CITY OF LAKE ELMO, MN.SEPTEMBER 2015STREET IMPROVEMENTSKELVIN AVENUE NORTHPRELIMINARY ASSESSMENT ROLLPAGE 1 of 1NO. NAMEPID AMOUNT1 COMMON GROUND CHURCH 10240 STILLWATER BLVD N LAKE ELMO 55042 1402921320024 13,400.00$ 2 FRENIER ANTOINE & ANDREA MEYER 10240 STILLWATER LN N LAKE ELMO 55042 1402921320016 5,200.00$ 3 HEDQUIST RICHARD A & PATRICI 3440 KELVIN AVE N LAKE ELMO 55042 1402921320014 5,200.00$ 4 CHRISTENSEN CYNDIE 3464 KELVIN AVE N LAKE ELMO 55042 1402921320013 5,200.00$ 5 ROGERS WILLIAM J & JUDY D 3490 KELVIN AVE N LAKE ELMO 55042 1402921320012 5,200.00$ 6 DONNA R HARSTAD TRS 3503 KELVIN AVE N LAKE ELMO 55042 1402921240002 5,200.00$ 7 DONNA R HARSTAD TRS 3503 KELVIN AVE N LAKE ELMO 55042 1402921240006 5,200.00$ 8 CHAVEZ JOSE & JOAN S 3505 KELVIN AVE N LAKE ELMO 55042 1402921240005 5,200.00$ 9 LINDER ALVERT R & JUDITH A3508 KELVIN AVE N LAKE ELMO 55042 1402921320019 5,200.00$ 10 SCHILTGREN ROBERT J TRS & MARY J HOGAN‐SCHILTGREN TR3509 KELVIN AVE N LAKE ELMO 55042 1402921240011 5,200.00$ 11 PAULSON DONALD V & PHYLLIS K3533 KELVIN AVE N LAKE ELMO 55042 1402921240007 5,200.00$ 12 KASK EARLE L & FREYA L3551 KELVIN AVE N LAKE ELMO 55042 1402921240009 5,200.00$ 13 LOOS DAVID S & WENDY 3567 KELVIN AVE N LAKE ELMO 55042 1402921240010 5,200.00$ 14 BUCHHOLTZ THEODORE & EDNA S 3597 KELVIN AVE N LAKE ELMO 55042 1402921240008 5,200.00$ 15 CURRAN PATRICK A & DIANE J 3607 KELVIN AVE N LAKE ELMO 55042 1402921240012 5,200.00$ 16 CURRAN PATRICK A & DIANE J 3607 KELVIN AVE N LAKE ELMO 55042 1402921240013 5,200.00$ 17 FRIEDERICH WILLIAM & CHRISTIN 3691 KELVIN AVE N LAKE ELMO 55042 1402921230003 5,200.00$ 18 BEAUBIEN JEANNE M 3681 KELVIN AVE N LAKE ELMO 55042 1402921240003 5,200.00$ TOTAL 101,800.00$ ADDRESS CITY OF LAKE ELMO, MN.SEPTEMBER 2015WATERMAIN IMPROVEMENTSKELVIN AVENUE NORTHPRELIMINARY ASSESSMENT ROLLPAGE 1 of 1NO. NAMEPID AMOUNT1 COMMON GROUND CHURCH 10240 STILLWATER BLVD N LAKE ELMO 55042 1402921320024 11,600.00$ 2 FRENIER ANTOINE & ANDREA MEYER 10240 STILLWATER LN N LAKE ELMO 55042 1402921320016 5,800.00$ 3 HEDQUIST RICHARD A & PATRICI 3440 KELVIN AVE N LAKE ELMO 55042 1402921320014 5,800.00$ 4 CHRISTENSEN CYNDIE 3464 KELVIN AVE N LAKE ELMO 55042 1402921320013 5,800.00$ 5 ROGERS WILLIAM J & JUDY D 3490 KELVIN AVE N LAKE ELMO 55042 1402921320012 5,800.00$ 6 LINDER ALVERT R & JUDITH A 3508 KELVIN AVE N LAKE ELMO 55042 1402921320019 5,800.00$ 7 SCHILTGREN ROBERT J TRS & MARY J HOGAN‐SCHILTGREN TR 3509 KELVIN AVE N LAKE ELMO 55042 1402921240011 5,800.00$ 8 PAULSON DONALD V & PHYLLIS K 3533 KELVIN AVE N LAKE ELMO 55042 1402921240007 12,000.00$ 9 KASK EARLE L & FREYA L 3551 KELVIN AVE N LAKE ELMO 55042 1402921240009 12,000.00$ 10 LOOS DAVID S & WENDY 3567 KELVIN AVE N LAKE ELMO 55042 1402921240010 12,000.00$ 11 BUCHHOLTZ THEODORE & EDNA S 3597 KELVIN AVE N LAKE ELMO 55042 1402921240008 12,000.00$ 12 CURRAN PATRICK A & DIANE J 3607 KELVIN AVE N LAKE ELMO 55042 1402921240012 12,000.00$ 13 DONNA R HARSTAD TRS 3503 KELVIN AVE N LAKE ELMO 55042 1402921240002 24,500.00$ 14 CHAVEZ JOSE & JOAN S 3505 KELVIN AVE N LAKE ELMO 55042 1402921240005 24,500.00$ TOTAL 155,400.00$ ADDRESS CITY OF LAKE ELMO, MN.SEPTEMBER 2015STREET IMPROVEMENTSSTONEGATE 1ST ADDITIONPRELIMINARY ASSESSMENT ROLLPAGE 1 of 1NO. NAMEPID AMOUNT1 MONTEITH CURTIS & DEBRA 331 JULEP AVE N LAKE ELMO 55042 3402921230012 6,000.00$ 2 BETZ DOUG M & AMY M 371 JULEP AVE N LAKE ELMO 55042 3402921230013 6,000.00$ 3 CITY OF LAKE ELMO 750 JASMINE AVE N LAKE ELMO 55042 3402921230002 6,000.00$ 4 HOHENWALD MARK 755 JASMINE AVE N LAKE ELMO 55042 3402921230010 6,000.00$ 5 YANG KAY 770 JASMINE AVE N LAKE ELMO 55042 3402921230005 6,000.00$ 6 PETERS PAMELA J 785 JASMINE AVE N LAKE ELMO 55042 3402921230009 6,000.00$ 7 WALLRICH TIMOTHY W & MARILEE A 790 JASMINE AVE N LAKE ELMO 55042 3402921230016 6,000.00$ 8 HENDERSON RANDALL T & GLORIA A 820 JASMINE AVE N LAKE ELMO 55042 3402921230015 6,000.00$ 9 INTIHAR KEVIN & WINDY 829 JASMINE AVE N LAKE ELMO 55042 3402921230006 6,000.00$ 10 LANCETTE MICHAEL & KATHLEEN 832 JASMINE AVE N LAKE ELMO 55042 3402921220010 6,000.00$ 11 BONFE ANTHONY W & MARY E 854 JASMINE AVE N LAKE ELMO 55042 3402921220009 6,000.00$ 12 SKARDA JAMES R & PATRICIA L 868 JASMINE AVE N LAKE ELMO 55042 3402921220008 6,000.00$ 13 JADER GARY C & RICHELLE M 974 JASMINE AVE N LAKE ELMO 55042 3402921220001 6,000.00$ 14 JOHNSON GEORGE N & MARY JAN 867 JASMINE AVE PL N LAKE ELMO 55042 3402921220011 6,000.00$ 15 LARSON SEAN D & LINDA M 871 JASMINE AVE PL N LAKE ELMO 55042 3402921230007 6,000.00$ 16 BRUNO BENJAMIN J 873 JASMINE AVE PL N LAKE ELMO 55042 3402921230008 6,000.00$ 17 JOHN M & KRISTINA W HEILI TRS 875 JASMINE AVE PL N LAKE ELMO 55042 3402921240002 6,000.00$ 18 FITZGERALD THOMAS & MARY 877 JASMINE AVE PL N LAKE ELMO 55042 3402921240001 6,000.00$ 19 OLSON ROBBI J & JILL M 881 JASMINE AVE PL N LAKE ELMO 55042 3402921210003 6,000.00$ 20 IH2 PROPERTY ILLINOIS LP 883 JASMINE AVE PL N LAKE ELMO 55042 3402921210010 6,000.00$ 21 LEARN JAMES W JR & JOAN E 887 JASMINE AVE PL N LAKE ELMO 55042 3402921210009 6,000.00$ 22 SHERRITT BRUCE C & MICHELLE M 9023 9TH ST N LAKE ELMO 55042 3402921220004 6,000.00$ 23 STADICK DANIEL P & JEANNE M 9034 9TH ST N LAKE ELMO 55042 3402921220003 6,000.00$ 24 MILNAR GREGORY B & BEVERLY B 9073 9TH ST N LAKE ELMO 55042 3402921220005 6,000.00$ 25 CHENGSENGPASEUTHAR MAIXI 9106 9TH ST N LAKE ELMO 55042 3402921220002 6,000.00$ 26 NELSON DAVID M & MARYBETH H 9123 9TH ST N LAKE ELMO 55042 3402921220006 6,000.00$ 27 TAYLOR KRISTINA J 9179 9TH ST N LAKE ELMO 55042 3402921220007 6,000.00$ 28 MONICO GINO A & PEGGI A 9251 9TH ST N LAKE ELMO 55042 3402921210008 6,000.00$ 29 ISRAELSON RONALD J & COLLEEN A 9314 9TH ST N LAKE ELMO 55042 3402921210004 6,000.00$ 30 SMORCH TERRANCE M & CAROL K9323 9TH ST N LAKE ELMO 55042 3402921210007 6,000.00$ 31 HOMMERDING JACOB G & AUTUMN P 9386 9TH ST N LAKE ELMO 55042 3402921210005 6,000.00$ 32 MEYER DALE J & GERNES‐MEYER & BERNIECE L GERNES‐ME 9391 9TH ST N LAKE ELMO 55042 3402921210006 6,000.00$ 33 MOREY DARRELL W & CHARLOTTE 2749 HENSLOW AVE OAKDALE 55128 3402921220012 6,000.00$ TOTAL 198,000.00$ ADDRESS