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Home My WebLink About#24 - Tapstry Sanitary Sewer Improvements STAFF REPORT DATE: July 6, 2021 CONSENT AGENDA ITEM: Authorize Preparation of a Feasibility Report and Preparation and Plans and Specifications for the Tapestry Sanitary Sewer Extension 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 and preparation of plans and specifications for the Tapestry Sanitary Sewer Extension? BACKGROUND: A petition requesting the connection to municipal sanitary sewer service was received from the Tapestry at Charlotte’s Grove subdivision on June 1, 2020 with 56 of the 65 property owners voting in favor of the petition and 2 property owners voting against the petition. See attached petition. The Tapestry subdivision is located outside of the Village Area Municipal Urban Service Area (MUSA) and is currently operating a private community wastewater conveyance and treatment system that serves 65 residential properties. Upon receipt of the petition, and at the neighborhood’s request, the city completed a high-level preliminary study and estimate of cost for budgetary planning purposes for the extension of public sewer to serve the 65 residential properties. The desktop study determined that a city owned sanitary sewer lift station would need to be constructed in the vicinity of the existing community HOA wastewater treatment facility with approximately 2,500 feet of forcemain. The forcemain would be routed to connect to the new 10‐inch gravity sewer main located in the adjacent Hamlet on Sunfish Lake neighborhood. New easements would be required for the lift station site and entrance drive to the lift station, the gravity main connection between the lift station and existing sanitary sewer system, and along the forcemain route. The preliminary study indicated that the total project cost, including connection fees, would be in the vicinity of $1.5 million, or just over $23,000 per benefitting property. This scope did not include any work for the city to assume ownership of the HOA owned conveyance system. PROPOSAL DETAILS/ANALYSIS: In order to initiate the improvement, the council must authorize 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. In order to develop reliable cost information for the required improvements that can be used for the purposes of informing the property owners of the anticipated costs and assessments, preliminary design work by the city’s lift station consultant will be required. Therefore, in addition to the authorization of the feasibility report the council is asked to authorize the preparation of plans and specifications. This will allow the design work to commence immediately, and will allow for the needed lift station, pump capacity, forcemain, and stand-by generator sizing calculations to be used for estimating project costs. A project schedule is attached and outlines the implementation timeframe necessary to ready the improvements for construction in 2022. The proposed schedule provides necessary time to address public involvement, acquire project related easements, acquire field survey, and to receive contractor bids for construction in 2022. FISCAL IMPACT: $26,484 to complete the preliminary design and Feasibility Report. Remaining Engineering fees will be initiated with future council direction. If authorized, FOCUS Engineering Inc. and Bolton and Menk, Inc. will prepare the feasibility report and preliminary design in a not to exceed amount of $26,484 for the Tapestry Sanitary Sewer Extension. If the improvements are ordered, the engineering costs, together with the design and construction fees, 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 and would be charged to the Sewer Enterprise Fund. RECOMMENDATION: Staff is recommending that the City Council approve a Resolution Declaring Adequacy of Petition, and Ordering Preparation of a Feasibility Report and Preparation of Plans and Specifications for the Tapestry Sanitary Sewer Extension. The recommended motion for this action is as follows: “Move to approve Resolution No. 2021-078, Declaring Adequacy of Petition, and Ordering Preparation of a Feasibility Report and Preparation of Plans and Specifications for the Tapestry Sanitary Sewer Extension to be completed jointly by FOCUS Engineering, Inc. and Bolton and Menk, Inc. in the not to exceed amount of $26,484.00.” Staff is further recommending that the City Council award a Professional Engineering Design and Construction Support Services Contract to Bolton and Menk, Inc.. The recommended motion for this action is as follows: “Move to approve a Professional Engineering Design and Construction Support Services Contract to Bolton and Menk, Inc in the not to exceed amount of $165,027 for the Tapestry Sanitary Sewer Extension.” ATTACHMENTS: 1. Resolution Declaring Adequacy of Petition, and Ordering Preparation of a Feasibility Report and Preparation of Plans and Specifications. 2. Tapestry Subdivision – Petition for Sanitary Sewer Service. 3. Project Location Map and Proposed Improvement Exhibit. 4. Project Schedule. CITY OF LAKE ELMO WASHINGTON COUNTY STATE OF MINNESOTA RESOLUTION NO. 2021-078 A RESOLUTION DECLARING ADEQUACY OF PETITION AND ORDERING THE PREPARATION OF A FEASIBILITY REPORT AND DESIGN FOR THE TAPESTRY SANITARY SEWER EXTSNION WHEREAS, the Tapestry at Charlotte’s Grove Subdivision is located outside of the Village Area Municipal Urban Service Area (MUSA) and is currently operating a private community wastewater conveyance and treatment system that serves 65 residential properties located in the subdivision; and WHEREAS, a petition was received on June 1, 2020 from the owners of real property abutting Tapestry Road, Tapestry Hill, Tapestry Bend, and Tapestry Grove in the Tapestry at Charlotte’s Grove Subdivision, requesting municipal sanitary sewer service to be extended to replace the private community wastewater treatment system; and WHEREAS, it is proposed to assess the benefiting properties for all or a portion of the cost of the improvements, pursuant to the City’s Special Assessment Policy and Minnesota Statues, Chapter 429. NOW, THEREFORE, BE IT RESOLVED, that the proposed improvement, called Tapestry Sanitary Sewer Extension, 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. NOW, THEREFORE, BE IT FURTHER RESOLVED, The City Engineer is hereby designated as the engineer for making this improvement. The engineer, and his consultants, shall oversee the preparation of the Plans and Specifications for the making of such improvement. ADOPTED BY THE LAKE ELMO CITY COUNCIL ON THE SIXTH DAY OF JULY, 2021. CITY OF LAKE ELMO (Seal) ATTEST: By: __________________________ Charles Cadenhead ____________________________ Mayor Julie Johnson City Clerk Tapestry Resident's Full Name Tapestry Resident's Address Requesting City Sewer be Extended to Tapestry I have read the Petition for Local Improvement document I understand that if we decide we don't want to proceed with connecting the development to city sewer due to the estimated costs from the feasibility study, or some other reason, we will need to request the city council doesn't approve moving this project forward. Brian Coady 10325 Tapestry Bend Yes Yes Yes Michael Grandt 10149 Tapestry Hill Yes Yes Yes Paul Vahle & Sara Meslow 9984 Tapestry Road Yes Yes Yes Paul Scott 10030 Tapestry Road Yes Yes Yes Jeremy Dyer 10316 Tapestry Bend Yes Yes Yes Jeremy and Dita Squires 10080 Tapestry Road Yes Yes Yes Brian & Jeanne Kenady 10085 Tapestry Hill Yes Yes Yes Gary Stewart Schwartz 10356 Tapestry Bend Yes Yes Yes Robert Hackley 9915 Tapestry Grove Yes Yes Yes Michael Nightingale 9954 Tapestry Road Yes Yes Yes Maggie Dahlin 9957 Tapestry Road Yes Yes Yes Mark Tyman 10097 Tapestry Hill Yes Yes Yes David Osten 9901 Tapestry Grove Yes Yes Yes Scott and Bonita Foster 10278 Tapestry Bend Yes Yes Yes Stacy VanWychen 10263 Tapestry Bend Yes Yes Yes Peter Sullivan 10150 Tapestry Bend Yes Yes Yes Kristin Fry 10342 Tapestry Bend Yes Yes Yes Scott Magnus 9958 Tapestry Road Yes Yes Yes Jeffrey Johnson 10168 Tapestry Bend Yes Yes Yes Ronald and Donna Bailey 10115 Tapestry Hill Yes Yes Yes David and Katie Peterson 9985 Tapestry Road Yes Yes Yes Alexis Forsberg 10380 Tapestry Bend Yes Yes Yes Erik Meyer 10100 Tapestry Hill Yes Yes Yes Emily Mazanec 10011 Tapestry Road Yes Yes Yes Mark A Skubic 10057 Tapestry Hill Yes Yes Yes Donald and Melinda Gustafson 10231 Tapestry Bend Yes Yes Yes Allison Lozano 10071 Tapestry Road Yes Yes Yes Tim Beres 9929 Tapestry Road No Yes Yes Larry & Karen Stang 10225 Tapestry Hill Yes Yes Yes Elizabeth Germaine 10191 Tapestry Road Yes Yes Yes Greg Metzger 9986 Tapestry Road Yes Yes Yes Scott Peterman 10289 Tapestry Bend Yes Yes Yes Chris Zimick 10042 Tapestry Road Yes Yes Yes Chris and Erica Warlick 10353 Tapestry Bend Yes Yes Yes Charles D. Hathaway and Kathleen Bernard 9949 Tapestry Grove Yes Yes Yes Jessica and Ben Rowan 10220 Tapestry Bend Yes Yes Yes Leah Holmgren 10029 Tapestry Grove Yes Yes Yes Matt & Erin Wanat 9971 Tapestry Grove Yes Yes Yes David and Nicole Then 10059 Tapestry Road Yes Yes Yes Jesse Hartley 10010 Tapestry Road Yes Yes Yes Alyssa Haugen 10138 Tapestry Bend Yes Yes Yes Colby Reese 10368 Tapestry Bend Yes Yes Yes Charline Ligtenberg 10125 Tapestry Road Yes Yes Yes David & Melissa Palmer 10069 Tapestry Hill Yes Yes Yes David Benson 10079 Tapestry Hill Yes Yes Yes Tricia Eveland 10144 Tapestry Hill No Yes Yes Julia and Tristan Heller 9915 Tapestry Road Yes Yes Yes James Abrams 10037 Tapestry Road Yes Yes Yes Chad Carney 9906 Tapestry Road Yes Yes Yes Nate and Traci Cox 10064 Tapestry Road Yes Yes Yes Steve and Rebecca Arco 10375 Tapestry Bend Yes Yes Yes Nicholas Whitehead 9918 Tapestry Road Yes Yes Yes Michael Hayungs 10095 Tapestry Road Yes Yes Yes Eric and Elizabeth Cox 10206 Tapestry Hill Yes Yes Yes Neal Carlson 9927 Tapestry Grove Yes Yes Yes Christine Smithberg 9997 Tapestry Grove Yes Yes Yes Greg Nygard 10073 Tapestry Hill Yes Yes Yes Harrison Andrews 10024 Tapestry Road Yes Yes Yes Erin and Matt Wanat 9971 Tapestry Grove Yes Yes Yes Response Rate: 90.77% Yes Votes for City Sewer: 57 No Votes Against City Sewer: 2 Percentage Requesting Sewer: 87.69% >>>>>>>> >>>>>>>>> >>>> > >>>>> > >>> >>>>>>>>>>>>>>>>>>> > > >> SANITARY SEWER CITY OF LAKE ELMO Feet 0 2500 5000 PROJECT SCHEDULE CITY OF LAKE ELMO TAPESTRY SANITARY SEWER EXTENSION IMPROVEMENTS PROJECT NO. 2020.119 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 JUNE 1, 2020 City received Petition for Public Sanitary Sewer. JULY 6, 2021 Council orders preparation of Feasibility Report and Design Phase Services. OCTOBER 19, 2021 Presentation of Feasibility Report. Council accepts Report and calls for Improvement Hearing. NOVEMBER 16, 2021 Public Improvement Hearing. Council Orders the Improvement (4/5th Vote). FEBRUARY 15, 2022 Council approves Plans and Specifications and orders Advertisement for Bids. MARCH 16, 2022 Project Bid Date: Receive contractor bids. APRIL 1, 2022 City receives Waiver of Assessment Agreements from Benefitting Properties. APRIL 5, 2022 Council accepts Bids and awards Contract. APRIL/MAY, 2022 Conduct Pre‐Construction Meeting and issue Notice to Proceed.  OCTOBER 14, 2022 Substantial Completion.  NOVEMBER 25, 2022 Final Completion. *Final Assessment Hearing Schedule TBD