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Home My WebLink About#25 - Old Village Phase 5 & 6 Street and Utility Improvements STAFF REPORT DATE: December 15, 2020 CONSENT AGENDA ITEM: Approve Plans and Specifications and Order Advertisement for Bids for the Old Village Phase 5 and 6 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 Old Village Phase 5 and 6 Street and Utility Improvements? BACKGROUND: 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 project also includes 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. The first four phases were constructed in 2015, 2016, 2017, and 2018. As part of the Old Village Capital Improvement Plan, Phase 5 is programmed for construction in 2021 and Phase 6 is programmed for construction in 2022. A location map is included in the attachments to indicate the project area. PROPOSAL DETAILS/ANALYSIS: On June 16, 2020 the City Council authorized final design services for the Old Village Phase 5 and 6 Street and Utility Improvements. 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 January 27, 2021. Once received, bids will be reviewed by staff with results to be presented to council on February 16, 2021 along with a feasibility report outlining special assessment calculations based on the bid results. Council will be asked to call a final assessment hearing and consider award of contract at the March 16, 2021 meeting. 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 Old Village Phase 5 and 6 Street and Utility Improvements. The recommended motion for the action is as follows: “Move to approve Resolution No. 2020-105, approving the plans and specifications and ordering the advertisement for bids for the Old Village Phase 5 and 6 Street and Utility Improvements.” ATTACHMENTS: 1. Resolution approving the plans and specifications and ordering the advertisement for bids for the Old Village Phase 5 and 6 Street and Utility Improvements. 2. Advertisement for Bid. 3. Location Map. 4. Project Schedule. *Project Plans and Specifications available for review at City Hall. CITY OF LAKE ELMO WASHINGTON COUNTY STATE OF MINNESOTA RESOLUTION NO. 2020-105 A RESOLUTION APPROVING PLANS AND SPECIFICATIONS AND ORDERING ADVERTISEMENT FOR BIDS FOR THE OLD VILLAGE PHASE 5 AND 6 STREET AND UTILITY IMPROVEMENTS WHEREAS, pursuant to a resolution passed by the City Council on the 16th day of June 2020, the City Engineer, together with SEH, Inc., has prepared plans and specifications for the Old Village Phase 5 and 6 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 FIFTEENTH DAY OF DECEMBER, 2020. CITY OF LAKE ELMO By: __________________________ Mike Pearson (Seal) Mayor ATTEST: ________________________________ Julie Johnson City Clerk CITY OF LAKE ELMO, MN. | PROJECT NO. 2019.116 ADVERTISEMENT FOR BIDS 0100‐1 SECTION 0100 – ADVERTISEMENT FOR BIDS OLD VILLAGE PHASE 5 AND 6: STREET, DRAINAGE AND UTILITY IMPROVEMENTS PROJECT NO. 2019.116 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 CST on Wednesday, January 27, 2021, via QuestCDN for furnishing all work and materials for the construction, complete in place, of the Old Village Phase 5 and 6 Street, Drainage and Utility Improvements Project, consisting of the major work items in the following approximate quantities: EST. QTY UNIT ITEM 19,900 SY PULVERIZE BITUMINOUS PAVEMENT 29,800 CY COMMON EXCAVATION 19,400 CY SELECT GRANULAR BORROW 5,400 CY CLASS 6 AGGREGATE BASE 6,400 TN BITUMINOUS MIXTURE 1,000 SF MODULAR BLOCK RETAINING WALL 7,400 LF SANITARY SEWER (8” & 14” PVC/C‐900) 970 LF 24” & 36” CASING PIPE W/ 15” PVC 975 LF 2” HDPE SANITARY FORCEMAIN (HDD) 4,500 LF STORM SEWER (12”‐24” RCP) 8,350 LF WATER MAIN (6"‐8" DIP) 1,000 LF 6” HDPE WATERMAIN (HDD) 17,600 LF CONCRETE CURB & GUTTER 3,300 CY TOPSOIL BORROW 13,700 SY SODDING 4.5 AC SEEDING The bid opening will be conducted via GoToMeeting, at which time they will be publicly opened and read aloud: Bid Opening ‐ OLD VILLAGE PHASE 5 AND 6: STREET, DRAINAGE AND UTILITY IMPROVEMENTS, PROJECT NO. 2019.116 Wed, Jan 27, 2021 9:50 AM ‐ 10:15 AM (CST) Please join my meeting from your computer, tablet or smartphone. https://global.gotomeeting.com/join/857819589 You can also dial in using your phone. United States: +1 (571) 317‐3112 Access Code: 857‐819‐589 New to GoToMeeting? Get the app now and be ready when your first meeting starts: https://global.gotomeeting.com/install/857819589 Any person monitoring the meeting remotely may be responsible for any documented costs. Message and data rates may apply. Bids must be submitted electronically through QuestCDN no later than the date and time noted above, on the Proposal Forms provided in accordance with the Contract Documents, Plans and Specifications as prepared by Short Elliott Hendrickson Inc. (SEH®), www.sehinc.com, 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. CITY OF LAKE ELMO, MN. | PROJECT NO. 2019.116 ADVERTISEMENT FOR BIDS 0100‐2 To access the electronic bid form, download the project document and click the 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 $30.00 by inputting Quest Project No. 7449572 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. For this project, bids will ONLY be received electronically. Contractors submitting an electronic bid will be charged an additional $30 at the time of bid submission via the online electronic bid service QuestCDN.com. To access the electronic Bid Worksheet, download the project document and click the online bidding button at the top of the advertisement. Prospective bidders must be on the plan holders list through Quest CDN for bids to be accepted. Bids shall be completed according to the Bidding Requirements prepared by SEH dated December 15, 2020. 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: December 15, 2020 Julie Johnson, City Clerk City of Lake Elmo PUBLISHED: QuestCDN.com: December 18, 2020 Stillwater Gazette: December 18 and December 25, 2020. LAKE ELMO AVE (CSAH 17) LAMPERT AVENUE KRAFT CIRCLE 33RD STREET LANE N 32ND STREET NLANGL Y C O U R T33RD STREET NUPPER 33RD STREET N34TH STREET N36TH STREET NUPRRKLONDIKE AVENUE STI LLWATER BOU LEVARD (CSAH 14 )UPRRLAKE ELMO AVE (CSAH 17)LAKE ELMOSave: 3/5/2020 9:48 AM zstafslien Plot: 3/6/2020 7:27 AM S:\KO\L\Lakmo\151537\5-final-dsgn\51-drawings\10-Civil\cad\dwg\exhibit\Location Map.dwg 0feetscale200400200100PHONE: 651.490.20003535 VADNAIS CENTER DRIVEST. PAUL, MN 55110-5196www.sehinc.comFILE NO.DATE:3/3/2020151537LOCATION MAPLAKE ELMO OLD VILLAGEIMPROVEMENTS PHASE 5 & 6EXHIBITNO.1OLD VILLAGE PHASE5&6 IMPROVEMENTSPROJECT PROJECT SCHEDULE CITY OF LAKE ELMO OLD VILLAGE PHASE 5 AND 6 IMPROVEMENTS PROJECT NO. 2019.116 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 2, 2019 Council orders preparation of Preliminary Design and Topographic Survey. JUNE 16, 2020 Presentation of Preliminary Design. Council orders preparation of plans and specifications. DECEMBER 16, 2020 Council approves Plans and Specifications and orders Advertisement for Bids. JANUARY 27, 2021 Receive Contractor Bids. FEBRUARY 16, 2021 Presentation of Feasibility Report. Council accepts Report and calls for Improvement Hearing; Declares Costs to be Assessed and Calls for Hearing on Assessment. MARCH 16, 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 2020 Substantial Completion (Phase 1) • OCTOBER 2021 Substantial Completion (Total Project) • JUNE 30, 2022 Final Completion.