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Home My WebLink About#12 Old Village Phase 2-Authorize Feasiblity Report AGENDA MAYOR & COUNCIL COMMUNICATION -- page 1 -- DATE: February 2, 2016 REGULAR ITEM # 12 AGENDA ITEM: Old Village Phase 2: Street, Drainage, and Utility Improvements – Authorize Preparation of a Feasibility Report SUBMITTED BY: Jack Griffin, City Engineer THROUGH: Clark Schroeder, Interim City Administrator REVIEWED BY: Chad Isakson, Project Engineer Cathy Bendel, Finance Director SUGGESTED ORDER OF BUSINESS: - Introduction of Item .................................................................................. City Engineer - Report/Presentation………………………………………… .................. City Engineer - Questions from Council to Staff ............................................. Mayor Facilitates - Public Input, if Appropriate………………………………….Mayor Facilitates - Call for Motion ............................................................... Mayor & City Council - Discussion ....................................................................... Mayor & City Council - Action on Motion .................................................................... Mayor Facilitates POLICY RECOMMENDER: Engineering. FISCAL IMPACT: $5,500. If authorized, FOCUS Engineering Inc., will prepare a feasibility report in the not to exceed amount of $5,500 for the Old Village Phase 2 Street, Drainage, and Utility Improvements. If the improvements are ordered, the report costs will be charged against the project fund and become assessable to the benefitting properties. Should the project not be constructed, the report costs cannot be assessed. SUMMARY AND ACTION REQUESTED: The City Council is respectfully requested to consider approving Resolution No. 2016-XX, Ordering the Preparation of a Feasibility Report meeting MN State Statute 429 for the Old City Council Meeting [Regular Agenda Item 12] February 2, 2016 -- page 2 -- Village Phase 2 Street, Drainage, and Utility Improvements so that the costs may be wholly or partially assessed to the benefitting properties. LEGISLATIVE HISTORY/BACKGROUND INFORMATION: The City of Lake Elmo and Washington County have been working jointly on the Old Village Improvements Project: Phase 1 and Phase 2 for the past year and a half to improve the Old Village and extend municipal sanitary sewer service into the downtown area. The Phase 1 Improvements occurred over the past construction season and design for the Phase 2 Improvements is ongoing with construction scheduled to begin in the summer of 2016. Phase 2 improvements include street, drainage, sanitary sewer and watermain along 30th Street North from the Reid Park lift station to Lake Elmo Avenue and Lake Elmo Avenue from 30th Street to County State Aid Highway (CSAH) 14. While Washington County is the lead agency for the project, each entity will be responsible for sharing in the project costs consistent with the project Cooperative Agreement No. 9660. Special assessments have been identified as one of the available funding mechanisms for the improvements where the benefiting properties are specially assessed all or a portion of the cost of the improvement, pursuant to the City’s Special Assessment Policy, the project assessment methodology used for the Phase 1 Improvements, and Minnesota Statues, Chapter 429. In order to maintain special assessments as a viable funding alternative, the City Council must direct the preparation of a feasibility report meeting the statutory process for public improvements that are specially assessed. The report will advise on the improvements being recommended along each corridor, provide estimated project costs for the City cost participation of the recommended improvements, including easement and right-of-way, permits, and other requirements of other local agencies needed to implement the improvements, recommend whether the improvements should be made as proposed or in connection with some other improvement, and advise if the improvements are necessary, cost effective, and feasible. The Report will also provide a preliminary assessment roll for each of the benefitting properties consistent with the project assessment methodologies used for the Phase 1 Improvements. Utility improvements will address both sanitary sewer service to replace individual on-site treatment systems and replacement of aging watermain infrastructure. Costs will be provided by Washington County’s design consultant based upon the Washington County cost participation policy and in accordance with the project Cooperative Agreement. Streetscape improvement costs (landscaping, street lighting, etc.) will be included in the scope of this report. These costs reflect the design direction previously provided by the City Council. City Council Meeting [Regular Agenda Item 12] February 2, 2016 -- page 3 -- RECOMMENDATION: Staff is recommending that the City Council authorize FOCUS Engineering, Inc. to prepare a Feasibility Report for the Old Village Phase 2 Street, Drainage, and Utility Improvements in the estimated amount of $5,500. The recommended motion for this action is as follows: “Move to approve Resolution No. 2016-08, Ordering preparation of a Feasibility Report by FOCUS Engineering for the Old Village Phase 2 Street, Drainage, and Utility Improvements in a not to exceed amount of $5,500.” ATTACHMENT(S): 1. Resolution No. 2016-08, Ordering Preparation of a Feasibility Report. 2.Location Map.3.Project Schedule. Resolution No. 2016-08 1 CITY OF LAKE ELMO WASHINGTON COUNTY STATE OF MINNESOTA RESOLUTION NO. 2016-08 A RESOLUTION ORDERING PREPARATION OF A FEASIBILITY REPORT FOR THE OLD VILLAGE PHASE 2 STREET, DRAINAGE, AND UTILITY IMPROVEMENTS WHEREAS, the City of Lake Elmo and Washington County have entered into a Cooperative Agreement to jointly make Street, Drainage and Utility Improvements to City and County infrastructure in and around the Old Village area in downtown Lake Elmo; and WHEREAS, the improvements are being completed in two phases with Old Village Phase 1 consisting of a portion of the City streets including Upper 33rd Street North and Laverne Avenue North, and including the construction of the Regional Infiltration Pond; and the Old Village Phase 2 consisting of CSAH 17 (Lake Elmo Avenue) from CSAH 14 (Old Hwy 5) to 30th Street, and 30th Street from CSAH 17 east to the Reid Park lift station; and WHEREAS, the Old Village Phase 1 Improvements began construction in 2015 and the Old Village Phase 2 Improvements are proposed for construction beginning in 2016; and WHEREAS, each entity is responsible for sharing in the project costs per Cooperative Agreement No. 9660, dated June 2015; and WHEREAS, the Phase 2 Improvements includes street, drainage and utility improvements, including the extension of sanitary sewer service and replacement of aging watermain infrastructure along the following corridors; •30th Street North, from the Reid Park lift station to Lake Elmo Avenue. •Lake Elmo Avenue, from 30th Street North to CSAH 14. WHEREAS, it is proposed to assess the benefiting properties for all or a portion of the cost of the improvement, pursuant to the City’s Special Assessment Policy and Minnesota Statues, Chapter 429. NOW, THEREFORE, IT IS HEREBY RESOLVED, That the proposed improvement, called the Old Village Phase 2 Street, Drainage, and Utility Improvements, be referred to the City Engineer and FOCUS Engineering, and that FOCUS Engineering is instructed to complete a feasibility report in accordance with Minnesota Statues, Chapter 429 for the proposed improvements, and to report to the council with all convenient speed advising the council in a preliminary way as to whether the proposed improvement is necessary, cost-effective, and feasible; whether it should be best made as proposed or in connection with some other improvement; using estimated costs for the recommended Resolution No. 2016-08 2 improvements as determined by the County’s design consultant; and a description of the methodology used to calculate individual assessments for affected parcels. ADOPTED BY THE LAKE ELMO CITY COUNCIL ON THE SECOND DAY OF FEBRUARY 2016. CITY OF LAKE ELMO By: __________________________ Mike Pearson Mayor (Seal) ATTEST: ________________________________ Julie Johnson City Clerk PROJECT SCHEDULE CITY OF LAK ELMO OLD VILLAGE PHASE 2: STREET, DRAINAGE AND UTILITY IMPROVEMENTS PROJECT NO. 2013.134 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 JANUARY 2016 FEBRUARY 5, 2015 Council approves Phase 2 Municipal Consent. County proceeds with Final Design. FEBRUARY 2, 2016 Council authorizes the preparation of the Phase 2 Feasibility Report. FEBRAURY 16, 2016 County presents final plans and specifications. No formal action required. MARCH 1, 2016 County posts advertisement for bid. MARCH 15, 2016 Council accepts Report and adopts project assessment policy. Calls Public Improvement Hearing. MARCH 24, 2016 Notice of Public Hearing (Publish April 4 and April 11, 2016). APRIL 1, 2015 County Accepts Contractor Bids. APRIL 19, 2015 Public Improvement Hearing. Council approves “Concurrence” to award contract. Council Orders the Improvement for the Old Village Phase 2: Street, Drainage, and Utility Improvements (Requires 4/5th vote). MAY, 2016 Start of Phase 2 Construction. • NOVEMBER, 2016 Substantial Completion. • JULY, 2017 Final Completion.