HomeMy WebLinkAbout#6 CSAH 17 Cooperative Agmt- Invoice No 1 AGENDA ITEM
MAYOR & COUNCIL COMMUNICATION
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DATE: February 2, 2016
CONSENT
ITEM # 6
AGENDA ITEM: Downtown Phase 1 Improvements – Approve Washington County
Cooperative Agreement Payment No. 1
SUBMITTED BY: Chad Isakson, Project Engineer
THROUGH: Clark Schroeder, Interim City Administrator
REVIEWED BY: Jack Griffin, City Engineer Cathy Bendel, Finance Director
SUGGESTED ORDER OF BUSINESS if removed from the Consent Agenda):
- 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:
None. Partial payment is proposed in accordance with Cooperative Agreement No. 9660 with
Washington County for the Downtown Phase 1 Improvements.
SUMMARY AND ACTION REQUESTED:
The City Council is respectfully requested to consider approving, as part of the Consent Agenda,
payment to Washington County in the amount of $498,866.35 per the attached invoice and per
section G.2 of Cooperative Agreement No. 9660 with Washington County for the Downtown Phase 1 Improvements. Per the agreement the first payment is due on January 15, 2016 in the
amount equal to 10% of the Estimated Phase 1 Total City Cost. The County has extended the
payment due date in order to allow the City to process payment approval at the February 2, 2016
council meeting and after reviewing additional supporting documentation.
City Council Meeting [Consent Agenda Item 6]
February 2, 2016
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LEGISLATIVE HISTORY/BACKGROUND INFORMATION:
In June 2015, the City of Lake Elmo entered into Cooperative Agreement No. 9660 with
Washington County to formalize the County as the project lead agency for the Downtown Phase 1 and Phase 2 Improvements, including preliminary design, final design, right-of-way
acquisition, construction inspection/administration, and construction costs. The agreement
further identifies the estimated cost participation by the City and payment thereof.
The City’s payment schedule, as identified in section G.2 of the Cooperative Agreement is summarized as follows:
1. January 15, 2016 – an amount equal to 10% of the Estimated Phase 1 Total City Cost.
The agreement identifies the estimated amount of $495,309.
2. June 15, 2016 – an amount equal to 90% of the Estimated Phase 1 Total City Cost. The agreement identifies the estimated amount of $4,457,781.
3. January 15, 2017 – an amount equal to 20% of the Estimated Phase 2 Total City Cost.
The agreement identifies the estimated amount of $764,272.
4. June 15, 2017 – an amount equal to 80% of the Estimated Phase 2 Total City Cost. The
agreement identifies the estimated amount of $3,057,088.
Washington County recently submitted the first invoice per this agreement in the amount of
$498,866.35 which varies slightly with the estimated amount at the time the agreement was
executed. The following is a summary for the revised payment amount per staff discussions with
the County:
• Invoice #1 is 10% of the original estimated cost data used in the Cooperative Agreement
with a few minor adjustments as follows:
• Costs for R/W for Upper 33rd St, 36th Street and Laverne Avenue have been listed as actual Job-to-Date (JTD) at $89,452.10. Per the detail sheet this represents costs through 12/07/2015 and may not be a final cost.
• Costs for R/W for the Regional Drainage Pond has been listed as actual Job-to-Date
(JTD) at $427,406.65. This represents costs incurred to date but not final.
• Costs for Construction Inspection/Administration have been listed as the original Cooperative Agreement estimates with additional costs added for precondition survey work by Multivista and Braun. The invoice does not reflect costs incurred to date and
is not an indication in regards to the Estimate at Completion (ETC) for these services.
• Preliminary/Final Design and Construction costs have been listed as the original
Cooperative Agreement estimates with no change. The invoice does not reflect costs incurred to date and is not an indication in regards to Estimate at Completion (ETC) for these services. The County and City staff are aware of several Work Orders
resulting in increased construction costs, however these increases have not been
formally processed and are therefore not reflected in Invoice #1.
City Council Meeting [Consent Agenda Item 6]
February 2, 2016
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RECOMMENDATION:
Staff is recommending that the City Council approve, as part of the Consent Agenda, payment to
Washington County in the amount of $498,866.35 per the attached invoice and per section G.2 of Cooperative Agreement No. 9660 with Washington County for the Downtown Phase 1
Improvements. If removed from the consent agenda, the recommended motion for the action is
as follows:
“Move to approve payment to Washington County in the amount of $498,866.35 per the attached invoice and per section G.2 of Cooperative Agreement No. 9660 with Washington County for the Downtown Phase 1 Improvements.”
ATTACHMENT(S):
1. Washington County Invoice No. 82378 and supporting detail.