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Home My WebLink About#10 CSAH 17 Cooperative Agmt- Invoice No 2 MAYOR & COUNCIL COMMUNICATION -- page 1 -- DATE: January 3, 2017 CONSENT ITEM # 10 AGENDA ITEM: Downtown Phase 1 & 2 Improvements – Approve Phase 1 Final Reconciliation Payment and Approve Phase 2 Cooperative Agreement Payment No. 1 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. Payment is proposed in accordance with Cooperative Agreement No. 10196 with Washington County including final payment for the Downtown Phase 1 Improvements and partial payment No. 1 for the Downtown Phase 2 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 $886,086.22 which includes a $32,189.19 credit for the Phase 1 Improvements final reconciliation and $918,275.40 for partial payment No. 1 for the Downtown Phase 2 Improvements. Payments are being processed per the attached invoices and per section G.2 of Cooperative Agreement No. 10196 with Washington County. Per the agreement the Phase 2 Improvements second payment will be due on June 15, 2017. 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, City Council Meeting [Consent Agenda Item 10] January 3, 2017 -- page 2 -- 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 Phase 1 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. With the final cost reconciliation for the Phase 1 Improvements, the total project costs for the City share are $7,696.85 less than the total costs used at the time of the assessment determinations. The partial payment No. 1 invoice by Washington County reflects a total project cost for the Phase 2 Improvements to be projected to be under budget by $167,564.98 for the City cost share. RECOMMENDATION: Staff is recommending that the City Council approve, as part of the Consent Agenda, payment to Washington County in the amount of $886,086.22 which includes a $32,189.19 credit for the Phase 1 Improvements final reconciliation and $918,275.40 for partial payment No. 1 for the Downtown Phase 2 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 $886,086.22 for Final credit for the Phase 1 Improvements and for partial payment No. 1 for the Downtown Phase 2 Improvements per the attached invoices and per Section G.2 of Cooperative Agreement No. 10196 with Washington County.” ATTACHMENT(S): 1. Washington County Invoice No. 99203 and supporting detail. Lake Elmo Old VillageInvoice Summary12/9/2016PHASE I ‐ COST SUMMARY FOR PHASE 1 ‐ CITY/COUNTY AGREEMENT #10196Estimated Total Cost (from Coop Agree)Total Amount to DateCity Cost %Current City CostAmount Paid Invoice #1Amount Paid Invoice #2Amount Due Invoice #3 Note:Right‐of‐Way and EasementsUpper 33rd St. N, 36th St. N. and Laverne Avenue91,902.00$ 91,902.10$ 100% 91,902.10$ 8,945.21$ 82,956.89$ ‐$ Attachment ARegional Drainage Pond 1,154,190.00$ 1,158,325.00$ 50% 579,162.50$ 21,370.33$ 557,792.17$ ‐$ Attachment AEngineeringPreliminary Design 131,600.00$ 131,600.00$ 91.2% 120,019.20$ 12,001.92$ 108,017.28$ ‐$ Attachment BFinal Design 233,460.00$ 233,460.00$ 91.2% 212,915.52$ 21,291.55$ 191,623.97$ ‐$ Attachment BConstruction Inspection/Administration 295,200.00$ 295,200.00$ 91.2% 269,222.40$ 29,463.07$ 235,499.30$ 4,260.02$ Attachment CPrecondition Survey 27,133.00$ 21,173.25$ 91.2% 19,310.00$ ‐$ 19,310.00$ ‐$ Attachment DConstruction4,668,601.00$ 4,623,766.15$ 91.3% 4,221,314.90$ 405,794.27$ 3,851,969.85$ (36,449.21)$ Attachment ETOTAL 6,602,086.00$ 6,555,426.50$ 5,513,846.62$ 498,866.35$ 5,047,169.46$ (32,189.19)$ PHASE II ‐ COST SUMMARY FOR PHASE 2 ‐ CITY/COUNTY AGREEMENT #10196Estimated Total Cost (from Coop Agree)Total Amount to DateCity Cost %Current City CostAmount Paid Invoice #1Amount Paid Invoice #2Amount Due Invoice #3Right‐of‐Way and EasementsCSAH 17 (Lake Elmo Ave) 284,760.00$ 294,872.75$ 55.0% 162,180.01$ 32,436.00$ Attachment F30th Street N. 147,550.00$ 125,677.88$ 100% 125,677.88$ 25,135.58$ Attachment F35th St. N, & 36th St. N 55,000.00$ 34,053.98$ 100% 34,053.98$ 6,810.80$ Attachment FEngineeringPreliminary Design 189,400.00$ 189,139.45$ 56.1% 106,107.23$ 21,221.45$ Attachment BFinal Design 461,000.00$ 512,110.83$ 56.1% 287,294.18$ 57,458.84$ Attachment BConstruction Inspection/Administration 578,200.00$ 578,200.00$ 56.1% 324,370.20$ 64,874.04$ Attachment GPrecondition Survey 27,173.00$ 27,173.00$ 56.1% 15,244.05$ 3,048.81$ Attachment HConstruction Materials Testing60,733.50$ 56.1% 34,071.49$ 6,814.30$ Attachment IConstruction6,593,389.00$ 6,331,740.91$ 53.1% 3,502,377.99$ 700,475.60$ Attachment JTOTAL 8,153,702.30$ 4,591,377.02$ 918,275.40$ INVOICE TOTALS498,866.35$ 5,047,169.46$ 886,086.22$ R:\11703\Cost Tables\Lake Elmo Invoices\Invoice #3 ‐ Jan 15 2017\[Cost Summary Invoice #3.xlsx]Sheet1