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Home My WebLink About#12 - Hamlet 2021 Street & Utility Improvements STAFF REPORT DATE: February 18, 2020 REGULAR AGENDA ITEM: Hamlet on Sunfish Lake Street and Utility Improvements – Authorize Preparation of a Feasibility Report SUBMITTED BY: Jack Griffin, City Engineer REVIEWED BY: Kristina Handt, City Administrator Marty Powers, Public Works Director Chad Isakson, Assistant City Engineer ISSUE BEFORE COUNCIL: Should the City Council authorize the preparation of a feasibility report for the Hamlet on Sunfish Lake Street and Utility Improvements? BACKGROUND: In conjunction with the City’s Annual Street Maintenance Program, the City has implemented and maintains a five (5) year street Capital Improvement Program which provides long-term planning and management of street and transportation infrastructure throughout the City. The CIP Program consists of a 5-year overview of scheduled capital street projects to address the City’s goals for maintaining public street infrastructure to an acceptable level of service. The 5-year horizon of the CIP provides the City with an opportunity to evaluate project priorities annually and to adjust the timing, scope, and cost of projects as new information becomes available. The number of streets selected each year is dependent upon the amount of funding available. Streets that have exceeded their life expectancy and can no longer be effectively maintained are programed for reconstruction in the City’s Street CIP. PROPOSAL DETAILS/ANALYSIS: The public streets located in the Hamlet on Sunfish Lake subdivision have been identified for improvement in the year 2021 including Kindred Way North and Kindred Court North. In addition to street improvements, the City of Lake Elmo has been awarded grant funds through the Minnesota-3M PFC Settlement Expedited Project Grant Program to extend clean drinking water to 41 homes located in the Hamlet on Sunfish Lake neighborhood. The subdivision is located just west of the Old Village with a single entrance at the intersection of Kimbro Avenue and 43rd Street. The neighborhood consists of 41 residential properties served by individual private water supply wells. The properties reside in an area where PFAS contamination exceeds recommended Health Based Values (HBV), is located within a Special Well Construction Area, and well advisories have been issued. The project therefore includes the extension of the municipal water system into the neighborhood prior to reconstructing the streets. More specifically, the project will extend the public watermain from the existing trunk main at the neighborhood entrance at Kimbro Avenue and 43rd Street, extend into the subdivision along the Kindred Way and Kindred Court right-of-way, and provide a watermain stub for future connection to the adjacent Legacy of North Star development to make a looped watermain connection. Individual water service stubs will be installed to the edge of right-of-way at each of the 41 residential properties. The project will include grant funding and administrative processes for ensuring each property completes the private service connection from the right-of-way to each home, including water meter installation, sealing of the private well, removal of any existing granular activated carbon treatment systems, and all permitting and connection fees. In order to initiate the improvement, the Council must direct the preparation of a feasibility report as required by the statutory process for public improvements that are specially assessed. The feasibility report will advise on the scope of recommended improvements; provide estimated project costs; identify easement and right-of-way, permits and other requirements of other local agencies needed to implement the improvements; recommend whether the improvements should be best made as proposed or in connection with some other improvement; and advise if 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. A project schedule for the Hamlet on Sunfish Lake Street and Utility Improvements is attached and outlines the implementation timeframe necessary to ready the improvements for construction in 2021. The proposed schedule provides necessary time to address public involvement, acquire project related easements, acquire field survey, and to receive contractor bids early in 2021 to promote a competitive bid environment. FISCAL IMPACT: $10,700. If authorized, FOCUS Engineering Inc., will prepare a feasibility report in the not to exceed amount of $10,700 for the Hamlet on Sunfish Lake Street and Utility Improvements. If the improvements are ordered, the report costs will be charged against the project fund and become assessable to the benefitting properties. Should the project not be constructed, the report costs cannot be assessed. RECOMMENDATION: Staff is recommending that the City Council approve a Resolution Ordering Preparation of a Feasibility Report for the Hamlet on Sunfish Lake Street and Utility Improvements. The recommended motion for this action is as follows: “Move to approve Resolution No. 2020-XXX, Ordering preparation of a Feasibility Report for the Hamlet on Sunfish Lake Street and Utility Improvements to be completed by FOCUS Engineering in the not to exceed amount of $10,700.” ATTACHMENTS: 1. Resolution Ordering Preparation of a Feasibility Report. 2. Hamlet on Sunfish Lake Street and Utility Improvements – Location Map. 3. Hamlet on Sunfish Lake Street and Utility Improvements – Project Schedule. CITY OF LAKE ELMO WASHINGTON COUNTY STATE OF MINNESOTA RESOLUTION NO. 2020-015 A RESOLUTION ORDERING THE PREPARATION OF A FEASIBILITY REPORT FOR THE HAMLET ON SUNFISH LAKE STREET AND UTILITY IMPROVEMENTS WHEREAS, the City maintains a 5-year revolving Street Capital Improvement Program (Street CIP) to promote the strategic use of limited financial resources while maintaining, developing or replacing the City’s local street network; and WHEREAS, the Street CIP represents the City’s long-range street improvement program that identifies the present and future needs and priorities, and develops a schedule of public improvements to address the most essential improvements first; and WHEREAS, the public streets located in the Hamlet on Sunfish Lake neighborhood have been identified for improvement in the year 2021; and WHEREAS, the City has been awarded grant funds through the Minnesota-3M PFC Settlement Expedited Project Grant Program to extend clean drinking water to 41 homes located in the Hamlet on Sunfish Lake neighborhood in the City of Lake Elmo; and WHEREAS, it is proposed to initiate the Hamlet on Sunfish Lake Street and Utility Improvements to extend clean drinking water to all homes located in the subdivision and to improve the local streets within the subdivision consisting of Kindred Way North and Kindred Court North, and WHEREAS, it is proposed to assess the benefiting properties for all or a portion of the cost of the improvement, pursuant to the City’s Special Assessment Policy and Minnesota Statues, Chapter 429. NOW, THEREFORE, BE IT RESOLVED, That the proposed improvement, called Hamlet on Sunfish Lake Street and Utility Improvements, be referred to the City Engineer and FOCUS Engineering, to complete 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 be best 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 EIGHTEENTH DAY OF FEBRUARY, 2020. CITY OF LAKE ELMO By: __________________________ (Seal) Mike Pearson ATTEST: Mayor ________________________________ Julie Johnson City Clerk PROJECT NAME PROJECT NO. 201X.XXX CITY OF LAKE ELMO, MINNESOTAMONTH, YEAR FIGURE NO. XX HAMLET ON SUNFISH LAKE WM LAYOUT EXISTING HYDRANT |EXISTING WATERMAIN PROPOSED HYDRANT |PROPOSED 10" HDPE WATERMAIN PROPOSED 1" COPPER WATER SERVICE PROPOSED GATE VALVE TOTALS 13 - HYDRANTS 10 - VALVES 41 - 1" COPPER SERVICES Feet 0 300 600 PROJECT SCHEDULE CITY OF LAKE ELMO HAMLET ON SUNFISH LAKE STREET AND UTILITY IMPROVEMENTS PROJECT NO. 2019.125 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 FEBRUARY 4, 2020 Council Approves MPCA Grant Agreement for Hamlet on Sunfish Lake Extension of Muncipal Water. FEBRUARY 18, 2020 Council orders preparation of Feasibility Report. APRIL 21, 2020 Presentation of Feasibility Report. Council accepts Report and calls for Improvement Hearing. MAY 19, 2020 Public Improvement Hearing. Council Orders the Improvement (4/5th Vote) and preparation of Plans and Specifications. MARCH 2, 2021 Council approves Plans and Specifications and orders Advertisement for Bids. APRIL 7, 2021 Project Bid Date: Receive contractor bids. APRIL 20, 2021 Council accepts Bids and awards Contract. MAY 25, 2021 Conduct Pre‐Construction Meeting and issue Notice to Proceed.  NOVEMBER 12, 2021 Substantial Completion.  DECEMBER 17, 2021 Final Completion. MARCH 7, 2023 Declare Costs to be Assessed and Call for Hearing on Assessment. APRIL 4, 2023 Final Assessment Hearing. Council adopts the Final Assessment Roll.