HomeMy WebLinkAbout#24 Old Village Phase 3-Public Hearing Authorize PS AGENDA ITEM
MAYOR & COUNCIL COMMUNICATION
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DATE: December 20, 2016
REGULAR
ITEM 24
AGENDA ITEM: Old Village Phase 3 Street, Drainage, and 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: Jack Griffin, City Engineer
THROUGH: Kristina Handt, City Administrator
REVIEWED BY: Chad J. Isakson, Assistant City 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
- 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: $125,000 for engineering and geotechnical fees necessary for the
preparation of plans and specifications and bidding services for the proposed improvements.
The Old Village Phase 3: Street, Drainage and Utility Improvements is an estimated $2,454,400
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 contractor bids to ready the project for construction in
2017. The council will be asked to award a contract for construction in May 2017, at which time
the City would be asked to commit to the remaining project costs.
City Council Meeting [Regular Agenda Item 24]
December 20, 2016
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SUMMARY AND ACTION REQUESTED: The City Council is respectfully requested to
open the Public Improvement Hearing for the Old Village Phase 3: Street, Drainage and Utility
Improvements; and following the Hearing, consider adopting Resolution No. 2016-111 Ordering
the Improvement and the Preparation of Plans and Specifications; and awarding a Professional
Engineering Design and Construction Support Services Contract.
LEGISLATIVE HISTORY/BACKGROUND INFORMATION: Pursuant to Minnesota
Statutes, Section 429.011 to 429.111, a Public Improvements Hearing was noticed for December
20, 2016, to consider making the improvements necessary to extend sanitary sewer to the Lake
Elmo Elementary School, City Hall and the Westbrook Building (3825 Lake Elmo Avenue) as
well as extending sanitary sewer along Laverne Avenue, from 39th Street North to CSAH 14;
31st Street North, from CSAH 17 to the east end; Laverne Court North, from 31st Street North to
south cul-de-sac; and Layton Court North, from 31st Street North to south cul-de-sac. The
improvements include the reconstruction of the existing streets with concrete curb and gutter,
installation and repair of storm sewer, the replacement of the aged watermain, and a sanitary
sewer service stub extended to the property line for each benefitting property. The improvements
also include the construction of a sidewalk and/or trail along Laverne Avenue from 39th Street
North to CSAH 14 as part of the Downtown Master Plan. The watermain along Laverne Avenue
will be upsized to a trunk 16-inch diameter main as the final connection for the intermediate/low
pressure zone relocation to the Union Pacific Railroad.
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.
A feasibility report was adopted by the City Council on November 15, 2016 in order to ready
these improvements for 2017 construction and in response to the receipt of petitions for sanitary
sewer service. One petition was received on April 1, 2016, from the Lake Elmo Elementary
School (Independent School District #834) at 11030 Stillwater Boulevard, and a second petition
was received on June 8, 2016, from the property owners along 31st Street North, from CSAH 17
to the east end, Laverne Court North, from 31st Street North to south cul-de-sac, and Layton
Court North, from 31st Street North to south cul-de-sac. The feasibility report is needed to meet
state statutory requirements if any portion of the project is to be assessed. The report identifies
the necessary improvements, the estimated project costs, the assessment methodology and
preliminary assessment amounts to be levied against benefitting properties.
The report also addresses two alignment options for extending sanitary sewer to the Lake Elmo
Elementary school. Option 1 installs the sanitary sewer along existing public right-of-way which
results in additional properties being served by the improvements as well as results in an
expanded project scope requiring watermain replacement, storm sewer upgrades and street
reconstruction. Option 2 assumes that sewer easements can be reasonably obtained to route the
sanitary sewer along private property lines directly from 39th Street to the school location. Option
2 minimizes the project scope and infrastructure costs necessary to get the elementary school
connected to municipal sewer service.
The estimated total cost for the Old Village Phase 3 improvements is $2,454,400 with the street,
sidewalk and storm sewer improvements estimated at $1,147,700; the sanitary sewer
improvements estimated at $753,800; and the watermain improvements estimated at $552,900.
City Council Meeting [Regular Agenda Item 24]
December 20, 2016
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The improvements are proposed to be assessed against the benefitting properties consistent with
the City’s Special Assessment Policy and the Old Village Sewer Assessment Policy. Sanitary
sewer assessments are proposed for those properties that abut the improvements and receive a
service stub as part of the project. The assessment amount is based on the estimated total project
costs for all project phases to replace all existing septic systems in the Old Village as identified
in the Old Village CIP. After removing trunk oversize costs, to be paid directly from the sewer
enterprise fund, the remaining costs are 100% assessed using a residential equivalent unit
method. The one unit assessment amount is then increased each year using a construction cost
index to account for increased annual construction costs.
Street and storm sewer improvement assessments are proposed at a rate of 30% for residential
properties using a unit method. Residential properties along 31st Street North, Laverne Court
North, and Layton Court North with direct access to the street are included as benefitting
properties. Street, sidewalk and storm sewer improvement assessments are proposed at a rate of
100% for commercial properties based on the actual front footage along Laverne Avenue. The
remainder of the project costs are proposed to be paid through a combination of sanitary sewer
enterprise funds, water enterprise funds and general funds.
Assessments for street, sidewalk and storm sewer improvements are levied over 15 years while
the sanitary sewer improvements are levied over a 20-year period. Additional cost breakdown,
assessment information, and financial detail is presented in the Feasibility Report.
To complete the engineering design, the city engineer prepared and sent out a Request for
Proposal (RFP) for the Engineering Support Services that include 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 council communication, project management, and construction
administration and observation services for the project. FOCUS will also oversee the project
design standards and documents to be incorporated with the project plans and specifications.
The RFP was sent to two firms from the city’s Engineering Consultant Pool, including Bolton
and Menk and SEH. Proposals were received on December 9, 2016 and ranked as follows:
• Project Team Qualifications with a focus on a Project Manager capable of leading and
delivering a street reconstruction project with utility installation.
• 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.
The attached exhibit provides the Proposal Fee Summary as received by the responding
consultants. The Proposal Fees ranged from $117,998 to $119,500. Engineering Fees are
City Council Meeting [Regular Agenda Item 24]
December 20, 2016
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subtotaled for each project phase including project management, plans and specifications,
bidding, and construction support services including construction staking.
The city engineer is recommending a contract be awarded to SEH, Inc. if the City proceeds with
the Option 1 scope of improvements. They assigned a qualified team appropriate for the level of
work required for this project and familiar with the Old Village Phase 1 and Phase 2
Improvements. SEH also identified a thorough understanding of the work to be performed and
they are aware of key issues related to the project. Should the City proceed with the Option 2
improvements then the city engineer is recommending a contract be awarded to Bolton and
Menk, Inc.
Engineering will issue a RFP for geotechnical services based on the design engineer’s
recommendations and scope. Staff is requesting council allow staff to enter into an agreement
with the geotechnical engineer based on a not-to-exceed amount of $15,000. Actual costs will be
determined once a scope is put together and geotechnical proposals are received.
RECOMMENDATION: Staff is recommending that the City Council adopt Resolution No.
2016-111 Ordering the Improvements and the Preparation of Plans and Specifications for the
Old Village Phase 3 Street, Drainage and Utility Improvements. The recommended motion for
this action is as follows:
“Move to adopt Resolution No. 2016-111 Ordering the Old Village Phase 3: Street, Drainage
and Utility Improvements and the Preparation of Plans and Specifications.”
Staff is also recommending that the City Council award a Professional Engineering Design and
Construction Support Services Contract for the Old Village Phase 3: Street, Drainage and Utility
Improvements. Staff is recommending SEH be awarded the contract if Option 1 is selected for
the scope of improvements and Bolton and Menk be awarded a contract if Option 2 is selected
for the scope of improvements. The recommended motion for this action is as follows:
“Move to approve a Professional Engineering Design and Construction Support Services
Contract to SEH, Inc. in the not to exceed amount of $119,500 for Option 1 (or to approve a
Professional Engineering Design and Construction Support Services Contract to Bolton and
Menk, Inc. in the not to exceed amount of $92,104 for Option 2). In addition, move to approve
a geotechnical services budget in the not to exceed amount of $15,000.”
ATTACHMENT(S):
1. Resolution 2016-111 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.
6. Proposal Fee Summary Worksheet.
Resolution No. 2016-111 1
CITY OF LAKE ELMO
WASHINGTON COUNTY
STATE OF MINNESOTA
RESOLUTION NO. 2016-111
A RESOLUTION ORDERING THE IMPROVEMENT AND
PREPARATION OF PLANS AND SPECIFICATIONS FOR THE
OLD VILLAGE PHASE 3 STREET, DRAINAGE, AND UTILITY
IMPROVEMENTS
WHEREAS, pursuant to city council authorization, adopted on November 15, 2016, the council
ordered a hearing on improvement for the Old Village Phase 3 Street 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 20th day of December, 2016, 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 November
2016 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 November 2016.
2. Such improvement is hereby ordered as proposed in the council resolution adopted this 20th day of
December, 2016.
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 TWENTIETH DAY OF
DECEMBER, 2016.
CITY OF LAKE ELMO
By: __________________________
Mike Pearson
(Seal) Mayor
ATTEST:
________________________________
Julie Johnson
City Clerk
CITY OF LAKE ELMO
NOTICE OF HEARING ON IMPROVEMENT
OLD VILLAGE PHASE 3 STREET 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 Tuesday, December 20,
2016, to consider the making of the following improvements, pursuant to Minnesota
Statutes, Sections 429.011 to 429.111;
The improvements consist of the extension of sanitary sewer to the Lake Elmo
Elementary School, City Hall and the Westbrook Building (3825 Lake Elmo Avenue)
as well as extending sanitary sewer along Laverne Avenue, from 39th Street North to
CSAH 14; 31st Street North, from CSAH 17 to the east end; Laverne Court North,
from 31st Street North to south cul-de-sac; and Layt on Court North, from 31st Street
North to south cul-de-sac. The improvements include the reconstruction of the
existing streets with concrete curb and gutter, installation and repair of storm sewer,
the replacement of the aged watermain, and a sanitary sewer service stub extended to
the property line for each benefitting property. The improvements also include the
construction of a sidewalk and/or trail along Laverne Avenue from 39th Street North
to CSAH 14.
Sanitary sewer assessments are proposed for those properties that abut the improvements
and receive a service stub as part of the project along Laverne Avenue, 31st Street North,
Laverne Court North, and Layton Court North, and also the Lake Elmo Elementary
School, City Hall and the Westbrook Building. The area proposed to be assessed for the
street and storm sewer improvements include the properties directly abutting and
accessing the proposed streets along Laverne Avenue, 31st Street North, Laverne Court
North, and Layton Court North.
The estimated total cost for the project is $2,454,400 with the street, sidewalk and storm
sewer improvements estimated at $1,147,700; the sanitary sewer improvements estimated
at $753,800; and the watermain improvements estimated at $552,900. A reasonable
estimate of the impact of the assessment will be available at the hearing. Such persons as
desiring to be heard with reference to the proposed improvements will be heard at this
meeting.
DATED: November 15, 2016
BY ORDER OF THE LAKE ELMO CITY COUNCIL
Mike Pearson, Mayor
(Published in the Oakdale/ Lake Elmo Review on November 23, 2016 and November 30, 2016)
CITY OF LAKE ELMO, MN.
NOVEMBER 2016
OLD VILLAGE PHASE 3: STREET AND UTILITY IMPROVEMENTS
OPTION 1: LAVERNE AVENUE AREA: STREET, DRAINAGE, AND UTILITY IMPROVEMENTS
PRELIMINARY STREET ASSESSMENT ROLL
PAGE 1 of 1
NO. NAME PID
ASSESSMENT
AMOUNT
STREET
FRONT
FOOTAGE
1 ISD 834 STILLWATER 11030 STILLWATER BLVD N 1875 GREELY ST S STILLWATER MN 55082 1302921230001 20,500.00$ 100
2 CITY OF LAKE ELMO 3800 LAVERNE AVE N 3800 LAVERNE AVE N LAKE ELMO MN 55042 1302921220009 33,620.00$ 164
3 LAKE ELMO ASSOCIATES LTD 3880 LAVERNE AVE N 3880 LAVERNE AVE N LAKE ELMO MN 55042 1302921220010 71,750.00$ 350
4 EXCEL PARTNERS LLC 11343 39TH ST N 11343 39TH ST N LAKE ELMO MN 55042 1302921220008 56,785.00$ 277
5 THRIVE BEHAVIORAL NETWORK, LLC 3819 LAVERNE AVE N 107 DOCTORS PARK ST. CLOUD MN 56303 1302921220007 47,150.00$ 230
6 LEONARD INVESTMENTS LLC 11144 STILLWATER BLVD N 1000 CONCORD ST S SOUTH ST. PAUL MN 55075 1302921230004 79,130.00$ 386
7 OBONJUS LLC 11200 STILLWATER BLVD N #100 4350 MCDONALD DRIVE CT N STILLWATER MN 55082 1302921220016 9,430.00$ 46
8 NORTHERN LIGHTS INFO SYS LLC 11200 STILLWATER BLVD N #101 11200 STILLWATER BLVD N #101 LAKE ELMO MN 55042 1302921220017 9,430.00$ 46
9 ERBAN DOROTHY DAVIDSON 11200 STILLWATER BLVD N #102 3748 OAKGREEN AVE N STILLWATER MN 55082 1302921220018 9,430.00$ 46
10 ERBAN DOROTHY DAVIDSON 11200 STILLWATER BLVD N #103 3748 OAKGREEN AVE N STILLWATER MN 55082 1302921220019 9,430.00$ 46
11 FLACKEY DEAN E 11200 STILLWATER BLVD N #104 532 OLD HWY 35 HUDSON WI 54016 1302921220020 9,430.00$ 46
12 STROP BRIAN A & DENISE M 11200 STILLWATER BLVD N #105 2930 30TH STREET CIRCLE N LAKE ELMO MN 55042 1302921220021 9,430.00$ 46
13 HOBBY FARMS INC 11200 STILLWATER BLVD N #106 11550 STILLWATER BLVD N #123 LAKE ELMO MN 55042 1302921220022 9,430.00$ 46
14 SCMC PROPERTIES LLC 11200 STILLWATER BLVD N #107 11200 STILLWATER BLVD N #107 LAKE ELMO MN 55042 1302921220023 9,430.00$ 46
TOTAL 384,375.00$
ASSESSABLE PROPERTY ADDRESS MAILING ADDRESS
CITY OF LAKE ELMO, MN.
NOVEMBER 2016
OLD VILLAGE PHASE 3: STREET AND UTILITY IMPROVEMENTS
OPTION 1: LAVERNE AVENUE AREA: STREET, DRAINAGE, AND UTILITY IMPROVEMENTS
PRELIMINARY SANITARY SEWER ASSESSMENT ROLL
PAGE 1 of 1
NO. NAME PID
ASSESSMENT
AMOUNT SAC
1 ISD 834 STILLWATER 11030 STILLWATER BLVD N 1875 GREELY ST S STILLWATER MN 55082 1302921230001 474,600.00$ 42
2 WESTBROOK ASSOCIATES 3825 LAKE ELMO AVE N PO BOX 36 STILLWATER MN 55082 1302921220002 45,200.00$ 4
3 CITY OF LAKE ELMO 3800 LAVERNE AVE N 3800 LAVERNE AVE N LAKE ELMO MN 55042 1302921220009 11,300.00$ 1
4 THRIVE BEHAVIORAL NETWORK, LLC 3819 LAVERNE AVE N 107 DOCTORS PARK ST. CLOUD MN 56303 1302921220007 33,900.00$ 3
5 LEONARD INVESTMENTS LLC 11144 STILLWATER BLVD N 1000 CONCORD ST S SOUTH ST. PAUL MN 55075 1302921230004 45,200.00$ 4
6 OBONJUS LLC 11200 STILLWATER BLVD N #100 4350 MCDONALD DRIVE CT N STILLWATER MN 55082 1302921220016 4,237.50$ 0.375
7 NORTHERN LIGHTS INFO SYS LLC 11200 STILLWATER BLVD N #101 11200 STILLWATER BLVD N #101 LAKE ELMO MN 55042 1302921220017 4,237.50$ 0.375
8 ERBAN DOROTHY DAVIDSON 11200 STILLWATER BLVD N #102 3748 OAKGREEN AVE N STILLWATER MN 55082 1302921220018 4,237.50$ 0.375
9 ERBAN DOROTHY DAVIDSON 11200 STILLWATER BLVD N #103 3748 OAKGREEN AVE N STILLWATER MN 55082 1302921220019 4,237.50$ 0.375
10 FLACKEY DEAN E 11200 STILLWATER BLVD N #104 532 OLD HWY 35 HUDSON WI 54016 1302921220020 4,237.50$ 0.375
11 STROP BRIAN A & DENISE M 11200 STILLWATER BLVD N #105 2930 30TH STREET CIRCLE N LAKE ELMO MN 55042 1302921220021 4,237.50$ 0.375
12 HOBBY FARMS INC 11200 STILLWATER BLVD N #106 11550 STILLWATER BLVD N #123 LAKE ELMO MN 55042 1302921220022 4,237.50$ 0.375
13 SCMC PROPERTIES LLC 11200 STILLWATER BLVD N #107 11200 STILLWATER BLVD N #107 LAKE ELMO MN 55042 1302921220023 4,237.50$ 0.375
14 D3PL PROPERTIES LLC 11240 STILLWATER BLVD N 11240 STILLWATER BLVD N LAKE ELMO MN 55042 1302921210006 45,200.00$ 4
TOTAL 689,300.00$
ASSESSABLE PROPERTY ADDRESS MAILING ADDRESS
CITY OF LAKE ELMO, MN.
NOVEMBER 2016
OLD VILLAGE PHASE 3: STREET AND UTILITY IMPROVEMENTS
OPTION 2: LAKE ELMO ELEMENTARY SCHOOL SEWER EXTENSION
PRELIMINARY SANITARY SEWER ASSESSMENT ROLL
PAGE 1 of 1
NO. NAME PID
ASSESSMENT
AMOUNT SAC
1 ISD 834 STILLWATER 11030 STILLWATER BLVD N 1875 GREELY ST S STILLWATER MN 55082 1302921230001 474,600.00$ 42
2 WESTBROOK ASSOCIATES 3825 LAKE ELMO AVE N PO BOX 36 STILLWATER MN 55082 1302921220002 45,200.00$ 4
3 CITY OF LAKE ELMO 3800 LAVERNE AVE N 3800 LAVERNE AVE N LAKE ELMO MN 55042 1302921220009 11,300.00$ 1
TOTAL 531,100.00$
ASSESSABLE PROPERTY ADDRESS MAILING ADDRESS
PROJECT SCHEDULE
CITY OF LAKE ELMO
OLD VILLAGE PHASE 3: STREET, DRAINAGE
AND UTILITY IMPROVEMENTS
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
SEPTEMBER 2016
SEPTEMBER 20, 2016 Council authorizes the preparation of the Phase 3 Feasibility Report.
NOVEMBER 15, 2016 Presentation of Feasibility Report. Council accepts Report and calls Hearing.
DECEMBER 20, 2016 Public Improvement Hearing. Council Orders the Improvement and orders the
preparation of Plans and Specifications (Requires 4/5th vote).
APRIL 4, 2017 Council approves Plans and Specifications and orders Advertisement for Bids.
MAY 4, 2017 Receive Contractor Bids.
MAY 16, 2017 Council accepts Bids and awards Contract.
JUNE 5, 2017 Conduct Pre‐Construction Meeting and issue Notice to Proceed.
OCTOBER 27, 2016 Substantial Completion.
NOVEMBER 24, 2017 Final Completion.
CITY OF LAKE ELMO, MINNESOTA
OLD VILLAGE PHASE 3: STREET, DRAINAGE, AND UTILITY IMPROVEMENTS
PROJECT NO. 2016.133
DATE: DECEMBER 9, 2016
Consulting Firm Total Engineering
Project
Management P&S Bidding Construction
Bolton & Menk, Inc.$117,998 $4,020 $71,058 $1,538 $41,382
SEH, Inc.$119,500 $4,800 $74,100 $2,200 $38,400
Consulting Firm Total Engineering
Project
Management P&S Bidding Construction
Bolton & Menk, Inc.$92,104 $4,020 $53,054 $1,538 $33,492
SEH, Inc.$111,500 $4,200 $68,400 $2,200 $36,700
PROPOSAL FEE SUMMARY ‐ OPTION 1
PROPOSAL FEE SUMMARY ‐ OPTION 2