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Home My WebLink About#19 - 15th St. N. Improvements STAFF REPORT DATE: May 7, 2024 PUBLIC HEARING AGENDA ITEM: Public Improvement Hearing; Approve Resolution Ordering the Improvement, Accept Bids and Award a Contract for the 15th Street North Improvements SUBMITTED BY: Jack Griffin, City Engineer REVIEWED BY: Clark Schroeder, Interim City Administrator Clarissa Hadler, Finance Director Marty Powers, Public Works Director Chad Isakson, Assistant City Engineer ISSUE BEFORE COUNCIL: The City Council is respectfully requested to conduct a Public Improvement Hearing for the 15th Street North Improvements. Following the hearing, should the City Council Order the Improvements, Accept Bids and Award a Construction Contract for the project? BACKGROUND: Pursuant to Minnesota Statutes, Section 429.011 to 429.111, a Public Improvement Hearing was noticed for May 7, 2024, to consider making the improvements along 15th Street North, from Inwood Avenue to the Lake Elmo-Oakdale City limits. The attached notice was published in the official newspaper and individual notifications were sent to each address that will be wholly or partially assessed for the improvements. A feasibility report was adopted by the City Council on March 19, 2024 in order to ready these improvements for 2024 construction. The report identifies the necessary improvements, the estimated project costs, the assessment methodology and preliminary assessment amounts to be levied against benefitting properties. The City Council also approved the Project plans and specifications on March 19, 2024 and authorized staff to advertise the Project for bids. The Project was advertised on QuestCDN.com and in the Stillwater Gazette in accordance with the Minnesota Competitive Bidding requirements. PROPOSAL DETAILS/ANALYSIS: The improvements include pavement rehabilitation of approximatley 2,594 feet (0.49 miles) of collector roadway, consisting of a Full Depth Reclamation (FDR). The project area includes the segment of 15th Street North that connects Inwood Avenue (CSAH 13) to the Lake Elmo-Oakdale City limits. The roadway segment is designated as a Municipal State Aid Street (MSAS) which is eligible to receive MSA funds to pay for all or a portion of the improvements that are state aid eligible. The FDR will include an 8‐inch recycled aggregate base with a new 4-inch bituminous surface, and will provide a 10-ton roadway pavement section. The pavement surface width will be reduced from 40 feet down to 36 feet, leaving a single 12-foot eastbound thru lane, a single 12-foot westbound thru lane, and 6-foot paved shoulders. Existing connecting driveways will be resurfaced up to the public right- of-way. Upon completion of the FDR improvements, the roadway will be striped consistent will existing conditions, including a double yellow centerline stipe to prohibit passing along the length of the street segment. Based on MSA design standards, no on-street parking will be permitted. There are no storm sewer improvements needed for the project and there are no stormwater management requirements. Impervious surfaces along the street corridor will be reduced as the paved shoulder widths are decreased from 8-feet to 6-feet. The total estimated project cost is $532,000. A portion of the project is proposed to be assessed to the benefitting properties. The proposed street assessment is $39,800 for the commercial property located at 8281 15th Street North (Pine Crest Storage Inc.), and $8,200 for each of the 6 residential properties with direct access to the improved street. The City Planning Department has reviewed the benefitting properties and none of the properties are able to be subdivided under the current land use and zoning designations. Several properties have been placed, either wholly or partially, into Met Council Ag Preserve designations. As an Ag Preserve property, the City cannot assess the properties. Therefore, at the time of the final assessment hearing, any properties that remain Ag Preserve will be removed from the final assessment roll. Current Ag Preserve properties include 8280 15th Street North, 8281 15th Street North, 8290 15th Street North, and PID 28.029.21.22.0001. The unit residential street assessment is based on assessing 30% of the street costs on a per unit basis, after deducting the MSA fund contribution to the project costs to address the use of the roadway as a collector street. The commercial street assessment is based on assessing 100% of the adjusted street costs (reduced by MSA funds) on a lineal foot basis. Assessments for street improvements will be levied over a 15-year period and charged an interest rate of 1% over the bond rate for the project. On April 18, 2024, contractor bids were received, publicly opened, and read aloud. The City received 3 bids for this project, with Bituminous Roadways, Inc. providing the lowest bid in the amount of $381,004.40. Following review and verification of the bid tabulations, the City Engineer and the engineering design consultant are recommending that the Council award the contract to the lowest responsible bidder, Bituminous Roadways, Inc., as outlined in the attached letter. As a part of this award staff is requesting Council to provide the City Administrator authorization to enter into a material testing contract with Braun Intertec in the not-to-exceed amount of $5,906. FISCAL IMPACT: The post-bid total estimated project cost remains within the Feasibility Report estimated of costs at $532,000. The improvements will be funded through a combination of Municipal State Aid Funds, in the amount of $330,000; Special Assessments, in the amount of $89,000, and General Tax levy funds in the amount of $113,000. RECOMMENDATION: Staff is recommending that the City Council approve a Resolution, Ordering the Improvement, Accepting Bids and Awarding a Contract to Bituminous Roadways, Inc., for the bid amount of $381,004.40 for the 15th Street North Improvements. The recommended motion for this action is as follows: “Move to approve Resolution No. 2024-052, Ordering the Improvement, Accepting Bids and Awarding a Contract to Bituminous Roadways, Inc. for the bid amount of $381,004.40 for the 15th Street North Improvements.” Staff is also recommending that the City Council authorize the City Administrator to enter into a material testing contract with Braun Intertec in the not-to-exceed amount of $5,906. The recommended motion for this action is as follows: “Move to authorize the City Administrator to enter into a material testing contract with Braun Intertec in the not-to-exceed amount of $5,906 for the 15th Street North Improvements. ATTACHMENTS: 1. Resolution Ordering the Improvements, Accepting Bids and Awarding a Contract for the 15th Street North Improvements. 2. Notice of Hearing on Improvement. 3. Preliminary Assessment Roll. 4. Engineer’s Letter of Award Recommendation and Tabulation of Bids. 5. Location Map. 6. Project Schedule. CITY OF LAKE ELMO WASHINGTON COUNTY STATE OF MINNESOTA RESOLUTION NO. 2024-052 A RESOLUTION ORDERING THE IMPROVEMENT, ACCEPTING BIDS AND AWARDING A CONTRACT FOR THE 15TH STREET NORTH IMPROVEMENTS WHEREAS, pursuant to a resolution passed by the City Council on the 15th day of August 2023, a feasibility report has been prepared by FOCUS Engineering, Inc. for the 15th Street North Improvements; and WHEREAS, ten days mailed notice and two weeks published notice of the hearing was given, and the hearing was held thereon on the 7th day of May 2024, at which all persons desiring to be heard were given the opportunity to be heard thereon; and WHEREAS, the feasibility report prepared by FOCUS Engineering, Inc., and dated March 2024 states that the project is necessary, cost-effective, and feasible; and WHEREAS, pursuant to an advertisement for bids for the 15th Street North Improvements, bids were received, opened, and tabulated according to law, and bids were received complying with the advertisement; and WHEREAS, bids were tabulated, checked and summarized to verify that all requirements of the submittal were met; and WHEREAS, the project engineer reviewed the bids and has provided a letter recommending the award of the contract to the lowest responsible bidder, Bituminous Roadways, Inc., for the bid amount of $381,004.40. NOW, THEREFORE, BE IT RESOLVED, 1. Such improvement is deemed necessary, cost-effective, and feasible as detailed in the Feasibility Report dated March 2024. 2. Such improvement is hereby ordered as proposed in the council resolution adopted this 7th day of May, 2024. 3. The city council declares its official intent to reimburse itself for the costs of the improvement from the proceeds of tax-exempt bonds. 4. That the Mayor and City Clerk are hereby authorized and directed to enter into a Contract in the accordance with the above ordered Project, in the amount of the Contractor’s lowest responsible bid, and according to the plans and specifications thereof approved by the City Council. 5. The City Clerk is hereby authorized and directed to return forthwith to all bidders the deposits made with their bids, except that the deposits of the successful bidder and the next two lowest bidders shall be retained until a contract has been signed. ADOPTED BY THE LAKE ELMO CITY COUNCIL ON THE SEVENTH DAY OF MAY, 2024. CITY OF LAKE ELMO By: __________________________ Charles Cadenhead (Seal) Mayor ATTEST: ________________________________ Julie Johnson City Clerk CITY OF LAKE ELMO NOTICE OF HEARING ON IMPROVEMENT 15TH STREET NORTH IMPROVEMENTS Notice is hereby given that the City Council of Lake Elmo will conduct a public hearing on Tuesday, May 7, 2024, at or approximately after 7:00 PM to consider the making of the following improvements, pursuant to Minnesota Statutes, Sections 429.011 to 429.111: The project includes pavement rehabilitation of 15th Street North, from Inwood Avenue (CSAH 13) to the westerly City limits, including approximately 2,594 feet (0.49 miles) of collector roadway, and consisting of a Full Depth Reclamation (FDR). The area proposed to be assessed for the street improvements include each of the 7 properties abutting 15th Street North, between Inwood Avenue (CSAH 13) and the westerly City limits connecting to the City of Oakdale. The estimated total cost for the project is $532,000. A reasonable estimate of the impact of the assessment will be available at the hearing. Such persons as desiring to be heard with reference to the proposed improvements will be heard at this meeting. DATED: March 19, 2024 BY ORDER OF THE LAKE ELMO CITY COUNCIL Charles Cadenhead, Mayor (Published in the Stillwater Gazette on March 22, 2024 and March 29, 2024) FIGURE NO. 1 ASSESSABLE PROPERTIES LEGEND 15TH STREET NORTH 15TH STREET NORTH IMPROVEMENTS PROJECT NO. 2023.121 MARCH, 2024 Feet 0 1000 2000ASSESSABLE PROPERTY 8280 8281 2802921220001 81 5 5 81 3 5 81 6 7 8291 15TH ST N IN W O O D A V E ( C S A H 1 3 ) 15TH ST N 10TH ST N (CSAH 10) ASSESSABLE PROPERTY - COMMERCIAL CITY OF LAKE ELMO, MN. MARCH, 2024 15TH STREET IMPROVEMENTS PRELIMINARY ASSESSMENT ROLL PAGE 1 of 1 NO. NAME PID STREET ASSESSMENT AMOUNT STREET FRONT FOOTAGE STREET IMPROVEMENT UNITS 1 ARMSTRONG THOMAS G 7801 20TH ST N OAKDALE MN 55128 2802921220001 $8,200 1 2 ARMSTRONG THOMAS P & JODI M 8280 15TH ST N 8280 15TH ST N LAKE ELMO MN 55042 2802921240003 $8,200 1 3 ARMSTRONG ROSEMARY E 8291 15TH ST N 8291 15TH ST N LAKE ELMO MN 55042 2802921310003 $8,200 1 4 ARMSTRONG THOMAS G 8281 15TH ST N 7801 20TH ST N OAKDALE MN 55128 2802921340002 $39,800 1020 5 PREVAILING PROPERTIES LLC 8167 15TH ST N 2400 HENSLOW CT N OAKDALE MN 55128 2802921320003 $8,200 1 6 TRIVISKI JOHN P & MARY J 8155 15TH ST N 8155 15TH ST N LAKE ELMO MN 55042 2802921320001 $8,200 1 7 OLSON WAYNE C & LORRAINE P 8135 15TH ST N 8135 15TH ST N LAKE ELMO MN 55042 2802921320002 $8,200 1 TOTAL $89,000 *Properties in RED represent commercial lots **Properties in BLACK represent residential lots ADDRESS MAILING ADDRESS 2750 Blue Water Rd, Suite 100 Eagan, MN 55121-1661 651-222-2176 KLJENG.COM April 22, 2024 Jack Griffin Engineer Cit of Lake Elmo 3880 Laverne Aveunue North Lake Elmo, MN 55042 Re: 15th St N Improvement Project Award Recommendation Dear Mr. Griffin: Bids for the 15th St N Improvement Project were received on April 16, 2024 at 10:00 am. Three bids were received and read aloud. Below is a summary of the bids: Contractor Base Bid Bituminous Roadways Inc. $381,004.40 Asphalt Surface Technologies Corp. $386,900.13 OMG Midwest Inc. dba Minnesota Paving & Materials $390,900.80 The bids were checked for mathematical accuracy and no discrepancies were found. The low bidder is Bituminous Roadways Inc. by $5,895.73. The Engineer’s estimate of construction costs was $418,870.00. Bituminous Roadways Inc. submitted the require documentation with their bid. Based on the results of the bid, it is our opinion that the bid was fair and competitive. Therefore, we recommend that the contract be awarded to the apparent low bidder, Bituminous Roadways Inc. The City of Lake Elmo has the option to award the contract to the lowest qualified bidder based on the base bid. Bituminous Roadways Inc. is the lowest bidder for the base bid. Please contact me with any questions at 651.726.5040. Sincerely, KLJ Mark Rohweder Project Manager 15TH STREET NORTH IMPROVEMENTS CITY OF LAKE ELMO 04/18/2024 10:00 AM CDT Line Item Item Description UofM Quantity Unit Price Extension Unit Price Extension Unit Price Extension Unit Price Extension 1 MOBILIZATION LUMP SUM 1 $50,000.00 $50,000.00 $22,000.00 $22,000.00 $35,000.00 $35,000.00 $18,000.00 $18,000.00 2 REMOVE SIGN EACH 1 $80.00 $80.00 $42.00 $42.00 $44.00 $44.00 $41.00 $41.00 3 SALVAGE DELINEATOR/ MARKER PANEL EACH 1 $40.00 $40.00 $26.00 $26.00 $27.50 $27.50 $26.00 $26.00 4 SALVAGE SIGN EACH 5 $120.00 $600.00 $42.00 $210.00 $44.00 $220.00 $41.00 $205.00 5 SAWING BIT PAVEMENT (FULL DEPTH)LIN FT 172 $3.00 $516.00 $2.75 $473.00 $3.00 $516.00 $6.00 $1,032.00 6 REMOVE BITUMINOUS PAVEMENT SQ YD 18 $7.00 $126.00 $22.00 $396.00 $22.00 $396.00 $18.00 $324.00 7 SUBGRADE CORRECTION SQ YD 2,140 $3.00 $6,420.00 $6.25 $13,375.00 $15.40 $32,956.00 $12.00 $25,680.00 8 SUBGRADE PREPARATION SQ YD 10,701 $3.00 $32,103.00 $2.00 $21,402.00 $0.94 $10,058.94 $1.50 $16,051.50 9 AGGREGATE SURFACING (CV) FROM STOCKPILE CU YD 146 $40.00 $5,840.00 $43.00 $6,278.00 $33.00 $4,818.00 $50.00 $7,300.00 10 STREET SWEEPER (WITH PICKUP BROOM)HOUR 20 $200.00 $4,000.00 $100.00 $2,000.00 $198.00 $3,960.00 $80.00 $1,600.00 11 WATER M GALLON 59 $75.00 $4,425.00 $55.00 $3,245.00 $45.00 $2,655.00 $50.00 $2,950.00 12 FULL DEPTH RECLAMATION SQ YD 11,658 $3.00 $34,974.00 $3.00 $34,974.00 $1.02 $11,891.16 $1.50 $17,487.00 13 HAUL FULL DEPTH RECLAMATION (LV)CU YD 1,295 $10.00 $12,950.00 $17.00 $22,015.00 $18.37 $23,789.15 $32.00 $41,440.00 14 MILL BITUMINOUS SURFACE (2.0'')SQ YD 29 $2.00 $58.00 $7.00 $203.00 $10.00 $290.00 $20.00 $580.00 15 BITUMINOUS MATERIAL FOR TACK COAT GALLON 749 $3.00 $2,247.00 $1.00 $749.00 $3.00 $2,247.00 $2.00 $1,498.00 16 TYPE SP 9.5 WEARING COURSE MIX (2,C)TON 1,294 $85.00 $109,990.00 $85.00 $109,990.00 $89.98 $116,434.12 $90.00 $116,460.00 17 TYPE SP 12.5 NON WEAR COURSE MIX (2,C)TON 1,294 $85.00 $109,990.00 $85.00 $109,990.00 $85.69 $110,882.86 $86.00 $111,284.00 18 TRAFFIC CONTROL LUMP SUM 1 $20,000.00 $20,000.00 $8,500.00 $8,500.00 $2,420.00 $2,420.00 $2,300.00 $2,300.00 19 INSTALL SIGN EACH 5 $400.00 $2,000.00 $700.00 $3,500.00 $742.50 $3,712.50 $685.00 $3,425.00 20 INSTALL DELINEATOR / MARKER PANEL EACH 1 $50.00 $50.00 $26.00 $26.00 $27.50 $27.50 $26.00 $26.00 21 SIGN SQ FT 15 $65.00 $975.00 $65.00 $975.00 $68.20 $1,023.00 $65.00 $975.00 22 STORM DRAIN INLET PROTECTION EACH 2 $200.00 $400.00 $100.00 $200.00 $180.00 $360.00 $512.00 $1,024.00 23 CULVERT END CONTROLS EACH 8 $200.00 $1,600.00 $155.00 $1,240.00 $220.00 $1,760.00 $155.00 $1,240.00 24 SEDIMENT CONTROL LOG TYPE COMPOST LIN FT 728 $3.00 $2,184.00 $2.75 $2,002.00 $3.85 $2,802.80 $3.75 $2,730.00 25 FERTILIZER TYPE 1 POUND 73 $1.00 $73.00 $5.60 $408.80 $5.00 $365.00 $5.50 $401.50 26 SEED MIXTURE 21‐111 POUND 37 $5.00 $185.00 $31.00 $1,147.00 $8.00 $296.00 $31.00 $1,147.00 27 RAPID STABILIZATION METHOD 3 M GALLON 4 $700.00 $2,800.00 $1,000.00 $4,000.00 $1,375.00 $5,500.00 $1,005.00 $4,020.00 28 6'' SOLID LINE MULTI COMP GR IN (WR)LIN FT 5,136 $2.00 $10,272.00 $1.45 $7,447.20 $1.54 $7,909.44 $1.45 $7,447.20 29 24'' SOLID LINE MULTI COMP GR IN (WR)LIN FT 12 $10.00 $120.00 $65.65 $787.80 $72.16 $865.92 $67.00 $804.00 30 4'' DBLE SOLID LINE MULTI COMP GR IN (WR)LIN FT 1,284 $3.00 $3,852.00 $2.65 $3,402.60 $2.86 $3,672.24 $2.65 $3,402.60 Base Bid Total:$418,870.00 $381,004.40 $386,900.13 $390,900.80 Bituminous Roadways Inc.Asphalt Surface Technologies Corp. OMG Midwest Inc. dba Minnesota Paving & MaterialsEngineer Estimate LOCATION MAP FIGURE NO. 1 15TH STREET N IMPROVEMENTS CITY OF LAKE ELMO 15TH STREET N LEGEND PROJECT NO. 2023.121 MARCH 2024 15TH STREET N PROJECT LOCATION PROJECT SCHEDULE CITY OF LAKE ELMO 15TH STREET NORTH IMPROVEMENTS PROJECT NO. 2023.121 AUGUST 15, 2023 Council authorizes preparation of Preliminary Design. DECEMBER 5, 2023 Presentation of Preliminary Design Findings and Recommendations. Authorize preparation of Feasibility Report and Plans and Specifications. MARCH 19, 2024 Council accepts the Feasibility Report and Calls for Public Hearing. Council approves Plans and Specifications and orders Advertisement for Bids. APRIL 18, 2024 Project Bid Date: Receive contractor bids. APRIL 25, 2024 Neighborhood informational meeting. MAY 7, 2024 Public Improvement Hearing. Council Orders the Improvement. Council accepts Bids and awards Contract. MAY 27, 2024 Conduct Pre‐Construction Meeting and issue Notice to Proceed.  SEPTEMBER 23, 2024 Substantial Completion.  OCTOBER 25, 2024 Final Completion. *Final Assessment Hearing Schedule TDB (if applicable)