HomeMy WebLinkAbout#11 - Heritage Farms Street & Utility STAFF REPORT
DATE: August 4, 2020
CONSENT
AGENDA ITEM: Authorize Final Design Services to Rebid the Heritage Farms Street and Utility
Improvements
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 Final Design Services to rebid the
Heritage Farms Street and Utility Improvements?
BACKGROUND: The City Council approved the plans and specifications and authorized the
advertisement for bids for the Heritage Farms Street and Utility Improvements at the March 4, 2020 council
meeting. 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: In order to prepare the project for rebidding, the plans and
specifications, including the contract documents, must be amended to address the updated schedule for the
work, including permit reapplications and other requirements for project implementation. Staff is further
recommending that the rebid package include value engineering based on the previous bid prices and
contractor feedback received regarding the high bid prices. In addition to minor design changes and value
engineering, the rebid package will also include an alternate bid for a secondary sewer design that will
allow the council to compare alternative layouts and costs. The alternate design includes raising the sanitary
sewer elevation up for shallower installation. The result of this effort will place anywhere from 5-11 homes
on individual pump systems. The goal is to get a true cost difference between the systems to assist in
deciding what is viable financially to serve this neighborhood with municipal sanitary sewer.
FISCAL IMPACT: $40,300.
Authorizing the preparation of plans and specifications commits the City to incur the engineering costs
above what has been spent to date. The additional design costs are necessary to complete a bid package and
alternate design for contractor bids, to ready the project for construction in 2021. It includes authorization
for TKDA to complete design efforts in the amount of $25,300, FOCUS Engineering to re-engage the
property owners, coordinate easements, and oversee design options in the amount of $8,000, complete a
wetland delineation by a consultant to be named later in the amount of $3,500 and complete infiltration
basin testing in the amount of $3,500.
The Heritage Farms Street and Utility Improvements is an infrastructure project that will 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. The council will be
asked to award a contract for construction in December 2021, at which time the City would be asked to
commit to the remaining project costs.
RECOMMENDATION: Staff is recommending that the City Council authorize, as part of the consent
agenda, final design services to rebid the Heritage Farms Street and Utility Improvements. If the item is
pulled from the consent agenda, the recommended motion for this action is as follows:
“Move to authorize final design services to rebid the Heritage Farms Street and Utility Improvements
in the not to exceed amount of $40,300.”
ATTACHMENTS:
1. Revised Project Schedule.
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 orders preparation of Feasibility Report.
SEPTEMBER 17, 2019 Presentation of Feasibility Report. Council accepts Report and calls for
Improvement Hearing.
OCTOBER 15, 2019 Public Improvement Hearing. Council orders the preparation of Plans and
Specifications.
MARCH 4, 2020 Council approves Plans and Specifications and orders Advertisement for Bids;
Declares Costs to be Assessed and Calls for Hearing on Assessment.
APRIL 2, 2020 Receive Contractor Bids.
APRIL 21, 2020 Council rejects bids. Orders Staff to rebid at a their discretion.
OCTOBER 20, 2020 Council approves Plans and Specifications and orders Advertisement for Bids;
Declares Costs to be Assessed and Calls for Hearing on Assessment.
NOVEMBER 19, 2020 Receive Contractor Bids.
DECEMBER 15, 2020 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.