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Home My WebLink About#21 - Heritage Farms Street & Utilities STAFF REPORT DATE: October 20, 2020 REGULAR AGENDA ITEM: Approve Plans and Specifications and Order Advertisement for Bids for the Heritage Farms Street and Utility Improvements SUBMITTED BY: Jack Griffin, City Engineer REVIEWED BY: Kristina Handt, City Administrator Sarah Sonsalla, City Attorney Marty Powers, Public Works Director Chad Isakson, Project Engineer ISSUE BEFORE COUNCIL: Should the City Council approve the plans and specifications and order advertisement for bids for the Heritage Farm Street and Utility Improvements? BACKGROUND: On August 4, 2020 the City Council authorized final design services to rebid the Heritage Farm Street and Utility Improvements. The improvements include the extension of municipal sanitary sewer to serve the 44 residential properties in the Heritage Farms subdivision and to repair and upgrade the existing public watermain. Following the utility improvements, approximately 1.2 miles of public streets will be reconstructed, including Lisbon Avenue North, from 30th Street to the south end; Lisbon Avenue Court North, from Lisbon Avenue to the end of cul-de-sac; and 30th Street Circle North, from 30th Street North to 30th Street North. Contractor bids were received on April 2, 2020 resulting in post-bid estimated total project costs exceeding the estimated feasibility total project costs, and subsequently the preliminary assessment amounts to be levied against the benefitting properties. Due to the high bid prices, the council rejected all bids at the April 21, 2020 council meeting and directed staff to prepare the project for rebidding at a time as recommended by city staff. Based on some preliminary analysis and discussions with contractors it was determined bidding in fall 2020 for construction in 2021 was the appropriate schedule to follow. 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 December 1, 2020. Once received, bids will be reviewed by staff with results to be presented to council on December 15, 2020 along with revised assessment calculations based on the bid results. Council will be asked to call a final assessment hearing and consider award of contract at the January 19, 2020 meeting. The revised bid package includes value engineering based on previous bid prices and contractor feedback. In addition to the value engineering design changes, the rebid package also includes an alternate bid that will allow for direct cost comparison between two separate sewer designs. The base bid includes gravity sewer serving all 44 homes and the alternate bid allows for the sewer piping to be installed at shallower depths but requires approximately 7 homes to be served using grinder lift stations. The goal is to get a true cost difference between deeper gravity sewer and the use of grinder lift stations to maintain shallower sewer within this neighborhood. Other notable design changes include: • Replace existing 6-inch watermain to a 12-inch from 30th Street North to the south end of Lisbon Avenue. This upgrade was identified to be needed to create a secondary trunk main connecting the Old Village MUSA to the development area south of 10th Street. • Expansion of the stormwater basin facility on 30th Street North to meet Valley Branch Watershed District permitting requirements for disturbed impervious surfaces along 30th Street. • Line existing storm sewer pipe that has failed off of Lisbon Avenue Court North, rather than full replacement and realignment. FISCAL IMPACT: The improvements are proposed to 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. 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, assessment amounts determined, and the council will be asked to consider entering into a contract to complete the work. RECOMMENDATION: Staff is recommending that the City Council consider approving a Resolution, approving the plans and specifications and ordering the advertisement for bids for the Heritage Farm Street and Utility Improvements. The recommended motion for the action is as follows: “Move to approve Resolution No. 2020-090, approving the plans and specifications and ordering the advertisement for bids for the Heritage Farm Street and Utility Improvements.” ATTACHMENTS: 1. Resolution approving the plans and specifications and ordering the advertisement for bids for the Heritage Farm Street and Utility Improvements. 2. Advertisement for Bid. 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. 2020-090 A RESOLUTION APPROVING PLANS AND SPECIFICATIONS AND ORDERING ADVERTISEMENT FOR BIDS FOR THE HERITAGE FARM STREET AND UTILITY IMPROVEMENTS WHEREAS, pursuant to a resolution passed by the City Council on the 4th day of August 2020, the City Engineer, together with TKDA, Inc., has prepared plans and specifications for the Heritage Farm Street and Utility 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 by following required electronic bidding procedures outlined by QuestCDN 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 TWENTIETH DAY OF OCTOBER, 2020. CITY OF LAKE ELMO By: __________________________ Mike Pearson (Seal) Mayor ATTEST: ________________________________ Julie Johnson City Clerk CITY OF LAKE ELMO, MN | PROJECT NO. 2019.121 ADVERTISEMENT FOR BIDS 0100-1 SECTION 0100 – ADVERTISEMENT FOR BIDS HERITAGE FARMS STREET AND UTILITY IMPROVEMENTS PROJECT NO. 2019.121 FOR THE CITY OF LAKE ELMO WASHINGTON COUNTY, MINNESOTA Notice is hereby given that bids will be received online through QuestCDN.com until 10:00 AM CDT on December 1, 2020, at which time the bids will be opened and publically read by representatives of the City of Lake Elmo, Minnesota, at City Hall, 3880 Laverne Avenue North Suite 100, Lake Elmo, Minnesota 55042. Bids are for furnishing all work and materials for the construction, complete in place, of the Heritage Farms Street and Utility Improvements Project, consisting of the major work items in the following approximate quantities: 5,100 LF 8” Sanitary Sewer 39 EA 48” Sanitary Manhole 2,500 LF Storm Sewer 18,000 CY Common Excavation 12,800 CY Select Granular Borrow 2,600 CY Aggregate Base, CL 6 1,700 TN Bituminous Base 1,300 TN Bituminous Wear 12,000 LF Concrete Curb and Gutter 20,000 SY Sodding Bids must be submitted online no later than the date and time prescribed, in accordance with the Contract Documents, Plans, and Specifications as prepared by TKDA, 444 Cedar Street, Suite 1500, Saint Paul, MN 55101, which are on file for inspection in the office of the City Clerk and City Engineer. For this project the City will only be accepting online electronic bids through QuestCDN. To access the electronic bid form, download the project document and click the online bidding button at the top of the advertisement. Complete digital Proposal Forms, Plans, and Specifications for use by Contractors submitting a bid are available at www.QuestCDN.com. Digital plan documents may be downloaded for a non-refundable fee of $25.00 by inputting Quest Project No. 7365528 on the website’s Project search page. Please contact QuestCDN at (952) 233-1632 or info@QuestCDN.com for assistance in free membership registration, downloading, and working with this digital project information. Contractors desiring drawings, specifications, and related documents for the purpose of submitting a bid may also secure a digital CD set from the office of the City Engineer for a fee of $25.00 for each set. The fee will not be refunded. Mail orders for Plans and Specifications, and orders for printed paper Plans and Specifications will not be taken by the City. Bids will only be accepted from Contractors who purchase Bidding Documents as specified above. No bid will be considered unless filed electronically through QuestCDN prior to the time noted above for the closing of the bids, and accompanied by a certified check, cash, or bid bond in an amount not less than five percent (5%) of the total bid as a guarantee that the bidder, if successful, will enter into a contract with the City to perform the work described in the proposal. This deposit will be subject to forfeiture as provided by law. The deposits for the three lowest bidders will be retained by the City until the contract has been awarded and executed but not longer than sixty (60) days. No bid may be withdrawn for a period of sixty (60) days following the bid opening. The City reserves the right to reject any or all bids, to waive informalities or to award the contract to the lowest responsible bidder, in the best interest of the City. For Bids exceeding $50,000, the Bidder shall submit to the City a signed statement under oath by an owner or officer verifying compliance with each of the minimum criteria in Minnesota Statutes, section 16C.285, subdivision 3 on the Responsible Contractor Verification Form included with the Bid Proposal. Dated: October 20, 2020 Julie Johnson, City Clerk City of Lake Elmo PUBLISHED: QuestCDN.com: October 23, 2020 Stillwater Gazette: October 23 and 30, 2020 LOCATION MAP FIGURE NO. 1 HERITAGE FARM NEIGHBORHOOD CITY OFLAKE ELMO HERITAGE FARM NEIGHBORHOOD LEGEND 30TH ST CIR NVILLAGE PKWY NLAKEELMO 30TH ST N LEGION AVE NLAKE ELMO AVENUELI S B O N A V E N LISB O N A V E C T N LISBON AVE NMANNING AVE N31ST ST N LAVERNE CT NLAYTON CT N24TH ST N PROJECT SCHEDULE CITY OF LAKE ELMO HERITAGE FARMS STREET AND UTILITY IMPROVEMENTS PROJECT NO. 2019.121 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 JULY 16, 2019 Council ordered preparation of Feasibility Report. SEPTEMBER 17, 2019 Presentation of Feasibility Report. Council accepted Report and called for Improvement Hearing. OCTOBER 15, 2019 Public Improvement Hearing. Council ordered the preparation of Plans and Specifications. MARCH 4, 2020 Council approved Plans and Specifications and ordered Advertisement for Bids; Declared Costs to be Assessed and Called for Hearing on Assessment. APRIL 2, 2020 Received Contractor Bids. APRIL 21, 2020 Council rejected bids. Directed Staff to rebid project at a later date. OCTOBER 20, 2020 Council approves Revised Plans and Specifications and orders Advertisement for Bids. DECEMBER 1, 2020 Receive Contractor Bids. DECEMBER 15, 2020 Review Bids and Proposed Assessments. Council Declares Costs to be Assessed and Calls for Improvement Hearing and Hearing on Assessment JANUARY 19, 2021 Final Assessment Hearing. Council Orders the Improvement; accepts Bids and awards Contract; and adopts the Final Assessment Roll. MAY 19, 2021 Conduct Pre‐Construction Meeting and issue Notice to Proceed.  OCTOBER, 2021 Substantial Completion.  JUNE 30, 2022 Final Completion.