HomeMy WebLinkAbout#7 Downtown Phase I
MAYOR & COUNCIL COMMUNICATION
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DATE: June 21, 2016
CONSENT
ITEM # 7
AGENDA ITEM: Downtown Phase 1 Improvements – Approve Washington County
Cooperative Agreement Payment No. 2
SUBMITTED BY: Chad Isakson, Project Engineer
THROUGH: Kristina Handt, 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:
No additional fiscal impact. Partial payment is proposed in accordance with Cooperative
Agreement No. 10196 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 $5,047,169.46 per the attached invoice and per
section G.2 of Cooperative Agreement No. 10196 with Washington County for the Downtown
Phase 1 Improvements. Per the agreement the second payment is due on June 23, 2016 in the
amount equal to estimated remainder of the Phase 1 Total City Cost.
City Council Meeting [Consent Agenda Item 7]
June 21, 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 Cooperative
Agreement was revised as Cooperative Agreement No. 10196 at the May 3, 2016 meeting to
address project changes in scope and costs that had occurred through the construction of the
Phase1 Improvements and the final design for the Phase 2 Improvements. The agreement further
addresses the updated cost participation estimates by the City and payment schedule thereof.
The City’s payment schedule, as identified in Section G.1 of Cooperative Agreement No. 10196
is summarized as follows:
1. January 15, 2016 – an amount equal to 10% of the Estimated Phase 1 Total City Cost.
Payment 1 made in the amount of $498,866.35.
2. June 15, 2016 – an amount equal to 90% of the Estimated Phase 1 Total City Cost. The
agreement identifies the estimated amount of $5,058,047.65.
3. January 15, 2017 – an amount equal to 20% of the Estimated Phase 2 Total City Cost.
The agreement identifies the estimated amount of $951,788.
4. June 15, 2017 – an amount equal to 80% of the Estimated Phase 2 Total City Cost. The
agreement identifies the estimated amount of $3,807,154.
Washington County recently submitted the second invoice per this agreement in the amount of
$5,047,169.46 which reflects the most accurate information available at the time of the invoice.
This amount is slightly less than the estimated amount in the agreement but the project
construction and subsequent costs have not been finalized. The Cooperative Agreement identifies
a final “clean up” invoice to be generated once the project is closed out and all costs are known.
RECOMMENDATION:
Staff is recommending that the City Council approve, as part of the Consent Agenda, payment to
Washington County in the amount of $5,047,169.46 per the attached invoice and per Section G.2
of Cooperative Agreement No. 10196 with Washington County for the Downtown Phase 1
Improvements. If removed from the consent agenda, the recommended motion for the action is
as follows:
“Move to approve payment to Washington County in the amount of 5,047,169.46 per the
attached invoice and per Section G.2 of Cooperative Agreement No. 10196 with Washington
County for the Downtown Phase 1 Improvements.”
ATTACHMENT(S):
1. Washington County Invoice No. 88142 and supporting detail.
Lake Elmo Old Village
Invoice Summary
5/16/2016
PHASE I ‐ COST SUMMARY FOR PHASE 1 ‐ CITY/COUNTY AGREEMENT #10196
Estimated Total
Cost (from Coop
Agree)
Currently Invoiced
Amount City Cost %Current City Cost Amount Paid Amount Due Note:
Right‐of‐Way and Easements
Upper 33rd St. N, 36th St. N. and Laverne Avenue 91,902.00$ 91,902.10$ 100% 91,902.10$ 8,945.21$ 82,956.89$ Attachment A
Regional Drainage Pond 1,154,190.00$ 1,158,325.00$ 50% 579,162.50$ 21,370.33$ 557,792.17$ Attachment A
Engineering
Preliminary Design 131,600.00$ 131,600.00$ 91.2% 120,019.20$ 12,001.92$ 108,017.28$ Attachment B
Final Design 233,460.00$ 233,460.00$ 91.2% 212,915.52$ 21,291.55$ 191,623.97$ Attachment B
Construction Inspection/Administration 295,200.00$ 290,528.92$ 91.2% 264,962.38$ 29,463.07$ 235,499.30$ Attachment C
Precondition Survey 27,133.00$ 21,173.25$ 91.2% 19,310.00$ ‐$ 19,310.00$ Attachment D
Construction 4,668,601.00$ 4,668,601.00$ 91.2% 4,257,764.11$ 405,794.27$ 3,851,969.85$ See Cooperative Agreement
TOTAL 6,602,086.00$ 6,595,590.27$ 5,546,035.81$ 498,866.35$ 5,047,169.46$
PHASE II ‐ COST SUMMARY FOR PHASE 2 ‐ CITY/COUNTY AGREEMENT #10196
Estimated Total
Cost (from Coop
Agree)
Currently Invoiced
Amount City Cost %Current City Cost Amount Paid Amount Due
Right‐of‐Way and Easements
CSAH 17 (Lake Elmo Ave) 284,760.00$ 153,399.75$ 55% 84,369.86$
30th Street N. 147,550.00$ 98,721.72$ 100% 98,721.72$
Engineering
Preliminary Design 189,400.00$ 189,139.45$ 56.1% 106,107.23$
Final Design 461,000.00$ 461,000.00$ 56.1% 258,621.00$
Construction Inspection/Administration 578,200.00$ 56.1%‐$
Precondition Survey 27,173.00$
Construction 6,593,389.00$
TOTAL 902,260.92$ 547,819.81$
GRAND TOTAL (BOTH PHASES) 7,497,851.19$ 6,093,855.62$ 5,047,169.46$
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