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Home My WebLink About#12 - CSAH 19-Hudson Blvd Intersection Improvements STAFF REPORT DATE: April 16, 2019 REGULAR AGENDA ITEM: CSAH-19 and Hudson Boulevard Intersection Improvements – Resolution Approving Plans and Specifications and Ordering Advertisement for Bids and Resolution Requesting an Advance for Municipal State Aid Street Funds SUBMITTED BY: Jack Griffin, City Engineer REVIEWED BY: Kristina Handt, City Administrator Chad Isakson, Project Engineer ISSUE BEFORE COUNCIL: Should the City Council approve the plans and specifications and order advertisement for bids for the CSAH-19 and Hudson Boulevard Intersection Improvements? If so, should the City Council also pass a resolution requesting an advance for municipal state aid street funds? BACKGROUND: On December 4, 2018 the City Council approved the preliminary geometric layout and ordered the preparation of the plans and specifications for the CSAH-19 and Hudson Boulevard Intersection Improvements. The improvements include the installation of a traffic light at CSAH-19 and Hudson Boulevard with dedicated left and right turn lanes constructed along each of the Hudson Boulevard approaches. The turn lane and geometric roadway improvements require the reconstruction of Hudson Boulevard from 1,000 feet west of Keats Avenue to 900 feet east of Keats Avenue. The improvements include the addition of storm sewer improvements and a stormwater infiltration basin. The scope of improvements remains consistent with the preliminary plans that were presented to the City Council on December 4, 2018. To facilitate the improvements the City must acquire approximately 1.5 acres of permanent drainage and utility easement and/or right-of-way, and about 0.6 acres of temporary construction easement to construct a storm water infiltration basin. The storm water facility is proposed in the northeast quadrant of the intersection, located on the Durow property. Other acquisition needs are minor and include approximately 1,500 sf of permanent drainage and utility easement and/or right-of-way from MFC Properties, and roughly 11,000 sf of temporary construction easement from MFC Properties, the Ebertz property, and Kwik Trip. City staff is currently in negotiations to acquire the necessary easements. PROPOSAL DETAILS/ANALYSIS: The plans and specifications have been completed for the improvements and are ready to be advertised for contractor bids. A bid date has been scheduled for May 14, 2019. Once received, bids will be reviewed by staff and a recommendation for awarding a contract will be prepared for council consideration at a future council meeting. FISCAL IMPACT: The estimated total cost for the CSAH-19 and Hudson Boulevard Intersection Improvements is $2,523,000. The City’s share of the improvements is estimated to be $2,002,000 and Washington County’s cost share is estimated to be $521,000. Approval of this motion does not commit the council to the project costs. Once contractor bids are received, the actual construction costs will be known and the council will be asked to consider entering into a contract to complete the work. The City intends to finance its share of the improvement costs through a combination of existing state aid funds, in the approximate amount of $917,000, an advance request from future state aid funds, in the approximate amount of $932,000, and the general fund, in the approximate amount of $153,000. A resolution requesting an advance for the municipal state aid street funds is included as a staff recommended action on this agenda item. Municipal State Aid will advance a City, interest fee, up to 5- times its annual state aid construction allotment to complete a project. Funds are used on a “first come first serve” basis and each request must be paid to the City in the calendar year it is requested. Future contributions to the City’s state aid fund will be used to pay down any advances the City receives. RECOMMENDATION: Staff is recommending that the City Council approve a resolution approving the plans and specifications and ordering the advertisement for bids for the CSAH-19 and Hudson Boulevard Intersection Improvements. The recommended motion for the action is as follows: “Move to approve Resolution No. 2019–030, approving the plans and specifications and ordering the advertisement for bids for the CSAH-19 and Hudson Boulevard Intersection Improvements.” Staff is also recommending that the City Council approve a resolution to request an advance for municipal state aid street funds for the CSAH-19 and Hudson Boulevard Intersection Improvements. The recommended motion for the action is as follows: “Move to approve Resolution No. 2019–031, requesting an advance for the municipal state aid street funds for the CSAH-19 and Hudson Boulevard Intersection Improvements.” ATTACHMENTS: 1. Resolution approving the plans and specifications and ordering the advertisement for bids for the CSAH-19 and Hudson Boulevard Intersection Improvements. 2. Resolution requesting an advance for municipal state aid street funds for the CSAH-19 and Hudson Boulevard Intersection Improvements 3. Location Map. 4. Project Schedule. 5. Project Plans and Specifications available for review at City Hall. CITY OF LAKE ELMO WASHINGTON COUNTY STATE OF MINNESOTA RESOLUTION NO. 2019-031 A RESOLUTION APPROVING PLANS AND SPECIFICATIONS AND ORDERING ADVERTISEMENT FOR BIDS FOR THE CSAH 19 AND HUDSON BOULEVARD INTERSECTION IMPROVEMENTS WHEREAS, pursuant to a resolution passed by the City Council on the 4th day of December 2018, the City Engineer, together with KLJ, has prepared plans and specifications for the CSAH 19 and Hudson Boulevard Intersection Improvements and has presented such plans and specifications to the Council for approval. NOW, THEREFORE, BE IT RESOLVED, 1. Such plans and specifications, a copy of which is on file at Lake Elmo City Hall, and made a part hereof, are hereby approved. 2. The City Clerk shall prepare and cause to be inserted in the official paper and posted online with Quest Construction Data Network (QuestCDN.com) an advertisement for bids upon the making of such improvements under such approved plans and specifications. The advertisement shall be published for at least 21 days, shall specify the work to be done, and shall state that sealed bids provided to the City Clerk prior to the specified bid date and time and accompanied by a bid bond or cashier’s check made payable to the City of Lake Elmo in an amount not less than 5% of the amount of such bid will be considered. ADOPTED BY THE LAKE ELMO CITY COUNCIL ON THE SIXTEENTH DAY OF APRIL, 2019. CITY OF LAKE ELMO By: __________________________ Mike Pearson (Seal) Mayor ATTEST: ________________________________ Julie Johnson City Clerk CITY OF LAKE ELMO WASHINGTON COUNTY STATE OF MINNESOTA RESOLUTION NO. 2019-031 A RESOLUTION REQUESTING AN ADVANCE FOR MUNICIPAL STATE AID STREET FUNDS FOR THE CSAH-19 AND HUDSON BOULEVARD INTERSECTION IMPROVEMENTS WHEREAS, the City of Lake Elmo is planning to implement Municipal State Aid Street Project(s) in 2019 which will require State Aid funds in excess of those available in its State Aid Construction Account, and WHEREAS, said the City is prepared to proceed with the construction of said project(s) through the use of an advance from the Municipal State Aid Street Fund to supplement the available funds in their State Aid Construction Account, and WHEREAS, the advance is based on the following determination of estimated expenditures: Account Balance as of date April 7, 2019 $1,416,777.63 Less estimated disbursements: Project # S.A.P. 206-020-004 $500,000.00 Project # S.A.P. 206-120-001 $2,000,000.00 Bond Principle (if any) $0 Project Finals (overruns-if any) $0 Other: N/A $_________________ Total Estimated Disbursements $2,500,000.00 Advance Amount (amount in excess of acct balance) $1,083,222.37 WHEREAS, repayment of the funds so advanced will be made in accordance with the provisions of Minnesota Statutes 162.14, Subd. 6 and Minnesota Rules, Chapter 8820.1500, Subp. 10b, and WHEREAS, the Municipality acknowledges advance funds are released on a first-come-first-serve basis and this resolution does not guarantee the availability of funds. NOW, THEREFORE, BE IT RESOLVED, 1. That the Commissioner of Transportation be and is hereby requested to approve this advance for financing approved Municipal State Aid Street Project(s) of the Municipality of Lake Elmo in an amount up to $1,083,222.37. I hereby authorize repayments from subsequent accruals to the Municipal State Aid Street Construction Account of said Municipality from future year allocations until fully repaid. ADOPTED BY THE LAKE ELMO CITY COUNCIL ON THE SIXTEENTH DAY OF APRIL, 2019. CITY OF LAKE ELMO By: __________________________ Mike Pearson (Seal) Mayor ATTEST: ________________________________ Julie Johnson City Clerk PROJECT SCHEDULE CITY OF LAKE ELMO CSAH 19 & HUDSON BOULEVARD INTERSECTION IMPROVEMENTS PROJECT NO. 2017.154 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 DECEMBER 19, 2017 County retains KLJ to prepare preliminary design. DECEMBER 4, 2018 Presentation of Preliminary Design. Council approves preliminary geometric design and authorizes Final Design. APRIL 17, 2019 Council approves Plans and Specifications and orders Advertisement for Bids MAY 14, 2019 Receive Contractor Bids. JUNE 4, 2019 Council Orders Improvements; accepts Bids and awards Contract. JUNE 26, 2019 Conduct Pre‐Construction Meeting and issue Notice to Proceed.  OCTOBER, 2019 Substantial Completion.  NOVEMBER, 2019 Final Completion.