HomeMy WebLinkAbout#13 Old Village Ph4 Utility Improvements STAFF REPORT
DATE: September 5, 2017
REGULAR
AGENDA ITEM: Old Village Phase 4 Street and Utility Improvements – Accept Petition
and Authorize Preliminary Design and Preparation of a Feasibility Report
SUBMITTED BY: Jack Griffin, City Engineer
REVIEWED BY: Kristina Handt, City Administrator
Chad Isakson, Assistance City Engineer
ISSUE BEFORE COUNCIL: Should the City Council accept a petition for municipal sanitary sewer
service and authorize preliminary design and the preparation of a feasibility report for the Old Village
Phase 4 Street and Utility Improvements?
PROPOSAL DETAILS/ANALYSIS: The City of Lake Elmo is extending sanitary sewer to serve the
existing properties in the Old Village area to replace the use of private on-site sewage treatment systems.
The projects also include drainage improvements to continue addressing historic flooding issues in the
Downtown area, the replacement of aged watermain pipes and reconstructing the public streets that are
disturbed during the work. The Improvements are being constructed in phases and through separate
projects with the first three phases being constructed in 2015, 2016 and 2017. Additional project phases
are necessary to extend lateral sanitary sewer mains along local street corridors from the main line located
in Lake Elmo Avenue and Laverne Avenue.
At the September 6, 2016 council meeting, staff presented an Old Village Capital Improvement Plan
(CIP) to address the future sewer extension phasing plan which identified local neighborhood areas to
receive sewer over the next several years. As with all Capital Improvement Plans, the CIP program serves
as a guide for staff for planning and budgeting purposes and for bringing improvements forward for
council consideration for the program year, however the CIP phasing plan should not be considered a firm
schedule or commitment by the City that the improvement will be completed.
On April 4, 2016, the City of Lake Elmo received a Petition, pursuant to Minnesota Statute 429,
requesting sanitary sewer service along 32nd Street, east of Lake Elmo Avenue. The petition (see attached
Petition for Local Improvements) was reviewed and certified by the City Clerk. Over the years, staff has
communicated with property owners that the City will likely prioritize future project phases based on
property owner request and need. Therefore the Old Village CIP was presented with the Phase 3
Improvements to be completed in 2017 to include the Lake Elmo Elementary School area and the 31st
Street/Laverne Ct/Layton Ct neighborhood. The 32nd Street area was then scheduled to be completed in
2018 along with a sewer extension along 36th Street North and Layton Avenue North (see attached
Location Map).
In order to initiate the Old Village Phase 4 Street and Utility Improvements and 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
address the necessary lateral sanitary sewer extensions to replace individual on-site treatment systems for
the project service area. The improvements will also include the replacement of existing watermain lines
and the reconstruction of streets disturbed during the work along with drainage improvements to address
area flooding and as necessary to meet storm water permitting requirements. The proposed service areas
for the Old Village Phase 4 Street and Utility Improvements are as follows:
• 32nd Street North, from CSAH 17 to the east end.
• 36 Street North, from Laverne Avenue North to Layton Avenue North.
• Layton Avenue North, from 36th Street North to CSAH 14 (Stillwater Blvd).
The report will advise on the scope of recommended improvements along each corridor, provide
estimated project costs, identify easement and right-of-way, permits, and other requirements of other local
agencies needed to implement the improvements, and recommend whether the improvements are
necessary, cost effective, and feasible. The Report will also provide a proposed preliminary assessment
roll for each of the benefitting properties based upon the City’s Special Assessment Policy for Local
Improvements.
In addition to the authorization of the feasibility report, it is necessary to concurrently authorize
preliminary design services to conduct a more thorough investigation of the service area topography,
building first floor and basement elevations, and to prepare the preliminary drainage design and lift
station design to identify right-of-way/easement needs for the project. The City Engineer has met with
SEH, Inc. to review the preliminary design scope of work and obtained a fee for those initial services.
FISCAL IMPACT: $26,400.
If authorized, FOCUS Engineering Inc., will prepare a feasibility report in a not to exceed amount of
$7,500 for the Old Village Phase 4 Street and Utility Improvements and SEH, Inc. will initiate the
preliminary design services in a not to exceed amount of $18,900 to better inform the feasibility study
recommendations and project scope. If the improvements are ordered, the report and preliminary design
costs will be charged against the project fund and become assessable to the benefitting properties. Should
the project not be constructed, these costs cannot be assessed.
RECOMMENDATION: Staff is recommending that the City Council authorize SEH, Inc. to complete
preliminary design services in the not to exceed amount of $18,900, and authorize FOCUS Engineering,
Inc. to prepare a Feasibility Report for the Old Village Phase 4 Street and Utility Improvements in the not
to exceed amount of $7,500. The recommended motion for this action is as follows:
“Move to approve Resolution No. 2017-92, Declaring Adequacy of Petition and Ordering preliminary
design and preparation of a Feasibility Report for the Old Village Phase 4 Street and Utility
Improvements in the not to exceed amount of $26,400.”
ATTACHMENTS:
1. Resolution Ordering Preliminary Design and Preparation of a Feasibility Report.
2. Petition for Local Improvements from 32nd Street (East of Lake Elmo Avenue).
3. Old Village Phase 4 Preliminary Design Proposal from SEH, Inc.
4. Project Location Map.
CITY OF LAKE ELMO
WASHINGTON COUNTY
STATE OF MINNESOTA
RESOLUTION NO. 2017-92
A RESOLUTION DECLARING ADEQUACY OF PETITION AND ORDERING
PRELIMINARY DESIGN AND THE PREPARATION OF A FEASIBILITY REPORT
FOR THE OLD VILLAGE PHASE 4 STREET AND UTILITY IMPROVEMENTS
WHEREAS, in April, 2016 a petition was received from the owners of real property abutting
32nd Street North, from CSAH 17 to the east end requesting municipal sanitary sewer service; and
WHEREAS, in September 2016 the City Council directed staff to pursue the remaining lateral
sanitary sewer projects in the Old Village area over the next several years and adopted the Old Village
Capital Improvement Plan; and
WHEREAS, it is proposed to assess all or a portion of the cost of the improvements pursuant to
the City’s Special Assessment Policy and Minnesota Statutes, Chapter 429.
NOW, THEREFORE, IT IS HEREBY RESOLVED,
1. The Petition requesting the improvements is hereby declared to be signed by the required
percentage of owners of property affected thereby. This declaration is made in conformity to
Minnesota Statutes 429.035.
2. The Petition for the proposed improvements are hereby referred to the City Engineer, and other
supporting engineering consultants as deemed necessary by the City Engineer, to complete
Preliminary Design Services and 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 best be made as proposed or in
connection with some other improvement; the estimated cost of the improvement as
recommended; and a description of the methodology used to calculate individual assessments for
affected parcels.
ADOPTED BY THE LAKE ELMO CITY COUNCIL ON THE FIFTH DAY OF SEPTEMBER,
2017.
CITY OF LAKE ELMO
By: __________________________
Mike Pearson
Mayor
(Seal)
ATTEST:
________________________________
Julie Johnson
City Clerk
Engineers | Architects | Planners | Scientists
Short Elliott Hendrickson Inc., 3535 Vadnais Center Drive, St. Paul, MN 55110-5196
SEH is 100% employee-owned | sehinc.com | 651.490.2000 | 800.325.2055 | 888.908.8166 fax
August 25, 2017 RE: City of Lake Elmo
Old Village Phase 4 Improvements
SEH No. P-143403
Jack Griffin
City Engineer
City of Lake Elmo
3800 Laverne Avenue N
Lake Elmo, MN 55042
Dear Mr. Griffin:
Thank you for the opportunity to meet yesterday to review the City’s proposed Old Village
Phase 4 street, utility and drainage improvements planned for 2018. The project area consists
of 32nd Street east of Lake Elmo Ave., 36th Street east of Laverne Ave., Layton Ave. from 36th
Street to Stillwater Blvd., and potentially the easement area east of Layton Ave. and the alley
west of Layton Ave.
We understand the City would like assistance in gathering project area information and
reviewing some potential options for sanitary sewer, drainage, and other improvements. The
attached spreadsheet shows proposed services to accomplish this.
If acceptable, we propose to furnish these services in accordance with the Master Agreement
between SEH and the City of Lake Elmo on an hourly basis plus reimbursable expenses for a
maximum fee of $18,900. We have survey crew and other staff availability now to perform this
work.
If this proposal is acceptable, please sign below and return a copy for our records. If you need
any further information or wish to review this together, please contact me at 651.490.2017.
Sincerely,
Todd M. Blank, PE
Principal
c. Chad Isakson, Focus Engineering
Accepted this _______ day of _______________, 2017
CITY OF LAKE ELMO, MINNESOTA
By ____________________________________
s:\ko\l\lakmo\common\rfps\old village ph 4\old village 4 survey and prelim des proposal.docx
Old Village Phase 4 Improvements
SHORT ELLIOTT HENDRICKSON: PROJECT WORK PLAN
PROJECT NAME: Old Village Phase 4 Improvements
PROJECT NUMBER: LAKMO P-143403
CLIENT: CITY OF LAKE ELMO
CLIENT CONTACT: Jack Griffin, Chad Isakson
PROJECT MANAGER: Todd Blank
TOTAL HOURS 141 7.5 37.5 4 8 76 8
HOURLY BILLING RATE $149.00 $133.00 $107.00 $107.00 $107.00 $126.00 0.575
TOTAL LABOR COST $16,500 $1,117.50 $4,987.50 $428.00 $856.00 $8,132.00 $1,008.00 $190.00 $2,200.00
% OF TOTAL COST 6.8%30.2%2.6%5.2%49.2%6.1%
Task DESCRIPTION OF TASK Todd Blank Jeff Thene Eric Miller Adam Bona Greg Tvedt
Rebecca
Nestingen
Survey
Equipment
Project Mgr.Lead Tech Project Eng. Sr. Tech Surveyor Water Quality Unit Total
32nd St., 36th St. & Layton Ave
-
1 Survey & Preliminary Design $16,529.00 $2,390.00 $18,900 -
Topographic Survey $8,414.00 $2,304.00 $10,718.00 1 1 76 180 104.00 2,200.00
Create exhibits with survey info $989.00 $69.00 $1,058.00 1 8 120 69.00
Meet with property owners, determine low floor and proposed service locations (21 properties)$3,724.00 $3,724.00 28 -
Review potential gravity san sewer area,$415.00 $415.00 1 2 -
Preliminary review of lift station options $710.00 $710.00 1 1 4 -
Preliminary drainage area review, review options for storm sewer and treatment $1,572.00 $1,572.00 2 2 8 -
Review project area and options with City Eng, determine next steps $705.00 $17.00 $722.00 2.5 2.5 30 17.00
-
- Total:$18,900 -
EXPENSES
Mileage AutoTask TotalExpenses Task
TotalLabor Task Total
Old Village Capital Improvement Plan
Phasing Plan; Schedule and
Assessment Methodology
SEPTEMBER 6, 2016 FOCUS ENGINEERING, inc.
OLD VILLAGE CIP – PHASING PLAN
PHASE 3
PHASE 4
PHASE 5
PHASE 7
PHASE6
PHASE 6
PHASE 4
PHASE 3
NOT
INCLUDED
NOT
INCLUDEDNOT INCLUDED
NOT
INCLUDED