HomeMy WebLinkAbout#16 - 38th-39th Street & Utility Improvements STAFF REPORT
DATE: April 6, 2021
REGULAR
AGENDA ITEM: Approve Plans and Specifications and Order Advertisement for Bids for the 38th-39th Street Neighborhood Street and Utility Improvements SUBMITTED BY: Jack Griffin, City Engineer
REVIEWED BY: Kristina Handt, City Administrator Marty Powers, Public Works Director Chad Isakson, Project Engineer
ISSUE BEFORE COUNCIL: Should the City Council approve the plans and specifications and authorize staff to order the advertisement for bids for the 38th-39th Street Neighborhood Street and Utility Improvements? BACKGROUND: This project will extend clean drinking water to 49 homes located in the Bordners
Garner Farmettes subdivision in the City of Lake Elmo by extending the municipal water system into the neighborhood and reconstruct the streets as scheduled for improvement in 2021 in the City’s capital improvement plan, and prior to the County Roadway Improvements along Ideal Avenue (CSAH 13) to be
completed in 2022. The City has been approved to receive grant funding from the Minnesota Pollution Control Agency (MPCA) under the 2018 3M Settlement Agreement as an expedited project.
The project will also include grant funding and administrative processes for ensuring each property completes the private water service connection from the right‐of‐way to each home, including water meter installation, sealing of the private well, removal of any existing GAC filters, and all permitting and connection fees. The City intends to implement the public improvement portion of the project that remains within the public right‐of‐way and will require property owners to contract directly for the work to be completed on individual properties. The private property work will be funded on a reimbursement basis. PROPOSAL DETAILS/ANALYSIS: On October 20, 2020 the City Council authorized the preparation of the design for the project. The plans and specifications have been substantially completed and staff is preparing the project for advertising and receiving contractor bids. Because a few design issues remain outstanding as they relate to storm water management, staff is asking council to authorize staff to advertise for bids at staff’s discretion as it relates to the advertising/bidding schedule. This would enable staff to place the notice of advertisement and select a bid date as soon as the outstanding design issues are resolved. At this time the earliest the bid date can be scheduled, while meet statutory requirements, is May 5, 2021. Once
contractor bids have been received and reviewed by staff, the results to be presented to the city council, and the council will be asked to consider awarding a construction contract to the lowest responsible bidder.
In addition, staff is preparing a feasibility report, consistent with statutory requirements, for the purpose of outlining special assessment calculations for the project. Similar to previous 3M Settlement funded expedited projects, these assessments are levied for the purpose of ensuring that each property connects to
the public water system and abandons their private well upon the installation of the watermain improvements. It is the intention that these assessments will be forgiven prior to certification to the County once the private service connection work and well sealing work is completed by each homeowner.
The tentative schedule is to present the feasibility report at the April 20, 2021 council meeting with the
public improvement hearing to be held at the May 18, 2021 council meeting. FISCAL IMPACT: The improvements will be funded primarily through the MPCA Grant. The estimated
total project cost is $3,984,000 and the MPCA Grant is in the amount of $3,984,000. The design will be reviewed for any costs that are not eligible for reimbursement from the grant agreement. A combination of special assessments and general City funds will be reviewed as funding mechanisms if there are costs
incurred outside the grant agreement terms. This analysis will be incorporated in the feasibility report. RECOMMENDATION: Staff is recommending that the City Council consider approving a Resolution, approving the plans and specifications and authorizing staff to advertisement for bids for the 38th-39th Street Neighborhood Street and Utility Improvements. The recommended motion for the action is as follows: “Move to approve Resolution No. 2021-042, approving the plans and specifications and authorizing
staff to advertisement for bids for the 38th-39th Street Neighborhood Street and Utility Improvements.”
ATTACHMENTS: 1. Resolution approving the plans and specifications and authorizing staff to advertisement for bids for the 38th–39th Street Neighborhood Street and Utility Improvements. 2. Location Map. *Project Plans and Specifications available for review at City Hall.
CITY OF LAKE ELMO
WASHINGTON COUNTY STATE OF MINNESOTA RESOLUTION NO. 2021-042 A RESOLUTION APPROVING PLANS AND SPECIFICATIONS AND ORDERING ADVERTISEMENT FOR BIDS FOR THE 38TH – 39TH STREET NEIGHBORHOOD STREET AND UTILITY IMPROVEMENTS
WHEREAS, pursuant to a resolution passed by the City Council on the 20th day of October
2020, the City Engineer, together with Bolton and Menk, Inc., has prepared plans and specifications for the 38th – 39th Street Neighborhood 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 SIXTH DAY OF APRIL, 2021.
CITY OF LAKE ELMO By: __________________________ Charles Cadenhead (Seal) Mayor ATTEST: ________________________________ Julie Johnson City Clerk
TOWER #2
TOWER #1WELL #1
WELL #4
WELL #2
TOWER #4
STATION #1INWOOD BOOSTER
TOWER
WELL
STATION
BOOSTER
CITY OF LAKE ELMO
Feet
0 2500 5000