HomeMy WebLinkAbout#18 - ISD 834 Utility Improvements Public Hearing STAFF REPORT
DATE: November 19, 2024
PUBLIC HEARING
AGENDA ITEM: Public Improvement Hearing: Resolution Ordering the Improvement and
the Preparation of Plans and Specifications for the Stillwater Area School
District Utility Improvements
SUBMITTED BY: Jack Griffin, City Engineer
REVIEWED BY: Nicole Miller, City Administrator
Sarah Sonsalla, City Attorney Clarissa Hadler, Finance Director Marty Powers, Public Works Director
Chad Isakson, Assistant City Engineer
ISSUE BEFORE COUNCIL: The City Council is respectfully requested to open the Public Improvement
Hearing for the Stillwater Area School District Utility Improvements; and following the Hearing, consider
adopting a Resolution Ordering the Improvement and the Preparation of Plans and Specifications; and
awarding a Professional Engineering Services Contract.
BACKGROUND: Pursuant to Minnesota Statutes, Section 429.011 to 429.111, a Public Improvement
Hearing was noticed for November 19, 2024, to consider making the improvement necessary for the
connection to City water and sanitary sewer to the Oak-Land Middle School, and connection to City sewer
to the new Lake Elmo Elementary School. 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 accepted by the City Council on October 15, 2024 in order to ready
these improvements for 2025 construction. The feasibility report is needed to meet state statutory
requirements if any portion of the project is to be assessed. The report identifies the necessary
improvements, the estimated project costs, the assessment methodology and preliminary assessment
amounts to be levied against benefitting properties.
PROPOSAL DETAILS/ANALYSIS: The s Stillwater Area School District Utility Improvements
proposes the extension of City utilities to accommodate the requested water and sanitary sewer connections
for the 2 school sites. The improvements include the following:
• Extension of gravity sanitary sewer to the Oakland Middle School property, from the existing RGC lift
station located at Palmer Drive and 10th Street (to be City owned/maintained).
• Extension of 12-inch watermain to the Oakland Middle School property, from the intersection of
Palmer Drive and 10th Street (to be City owned/maintained).
• Construction of a new 4,200 LF, 8-inch forcemain along 10th Street, from the existing RGC lift station
located at Palmer Drive to Lake Elmo Avenue. Abandon the existing 6-inch forcemain in place.
• Construction of a new 3,100 LF, 10-inch forcemain along Lake Elmo Avenue, from 10th Street to an
existing gravity sewer at Lake Elmo Avenue and 5th Street.
• The school district would be required to make private utility extensions on each school site as needed
to connect to the public water and sewer improvements.
The total estimated project cost is $1,752,000. For water and sanitary sewer improvements, 100% of the
project is assessed to the benefitting properties. Project costs were apportioned based on the Residential
Equivalent (REC) Units. In addition to the Oak-Land Middle School and new Elementary School
properties, there is one additional benefitting property located at 11817 10th Street North.
To proceed with the improvements, the City Engineer worked with Bolton and Menk to provide a work
plan and scope of services to oversee the project design and construction phase services. Bolton and Menk
assisted the city with the preliminary design work on the Project. The scope of services, project delivery
schedule and fee proposal are summarized in the attached Amendment #1 to Task Order No. 24. The
services and associated fess are consistent with the Feasibility Report Cost Estimate and remains within the
overall project budget.
FISCAL IMPACT: The total estimated project cost is $1,754,000, including $1,584,000 for sanitary
sewer extension and improvements, and $169,200 for watermain extension. The improvements will be
funded 100% through Special Assessments.
In order to ensure that the City will have valid and collectable special assessments related to the
Improvements, the Stillwater Area School District has signed and submitted a Petition and Waiver
Agreement as prepared by the City Attorney.
RECOMMENDATION: Staff is recommending that the City Council adopt a Resolution Ordering the
Improvements and the Preparation of Plans and Specifications for the Stillwater Area School District Utility
Improvements as outlined in the Feasibility Report approved on October 15, 2024. The recommended
motion for this action is as follows:
“Move to adopt Resolution No. 2024-119, Ordering the Stillwater Area School District Utility
Improvements as outlined in the Feasibility Report approved on October 15, 2024, and ordering the
Preparation of Plans and Specifications.”
Staff is also recommending that the City Council approve Task Order No. 24, Amendment #1 for Design
and Construction Phase Engineering Services to be provided by Bolton and Menk, Inc. in a not-to-exceed
amount of $207,972, and authorize the City Administrator to sign a Geotechnical Service Design Contract
in the not-to-exceed amount of $25,000, for the Stillwater Area School District Utility Improvements. The
recommended motion for this action is as follows:
“Move to approve Task Order No. 24, Amendment #1 for Design and Construction Phase Engineering
Services to be provided by Bolton and Menk, Inc. in the not-to-exceed amount of $207,972, and
authorize the City Administrator to sign a Geotechnical Services Design Contract in the not-to-exceed
amount of $25,000, for the Stillwater Area School District Utility Improvements.”
ATTACHMENTS:
1. Resolution Ordering the Improvements and Preparation of Plans and Specifications.
2. Notice of Hearing on Improvement.
3. Preliminary Assessment Roll.
4. Proposed Improvement Exhibit.
5. Project Schedule.
6. Petition and Waiver Agreement, Signed by ISD #834.
7. BMI Design and Construction Phase Services Task Order.
CITY OF LAKE ELMO
WASHINGTON COUNTY
STATE OF MINNESOTA
RESOLUTION NO. 2024-119
A RESOLUTION ORDERING THE IMPROVEMENT AND
PREPARATION OF PLANS AND SPECIFICATIONS FOR THE
STILLWATER AREA SCHOOL DISCTRICT UTILITY IMPROVEMENTS
WHEREAS, pursuant to city council authorization, adopted on October 15, 2024, the council
ordered a hearing on improvement for the Stillwater Area School District Utility Improvements (the
Project); and
WHEREAS, ten days mailed notice and two weeks published notice of the hearing was given,
and the hearing was held thereon on the 19th day of November 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 October
2024 states that the Project is necessary, cost-effective, and feasible.
NOW, THEREFORE, BE IT RESOLVED,
1. Such improvement is deemed necessary, cost-effective, and feasible as detailed in the Feasibility
Report dated October 2024.
2. Such improvement is hereby ordered as proposed in the council resolution adopted this 19th day
of November, 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. 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 and to provide construction phase engineering services during the
construction of the improvement.
ADOPTED BY THE LAKE ELMO CITY COUNCIL ON THE NINTEENTH DAY OF
NOVEMBER, 2024.
CITY OF LAKE ELMO
By: __________________________
Charles Cadenhead
(Seal) Mayor
ATTEST:
________________________________
Julie Johnson
City Clerk
CITY OF LAKE ELMO
NOTICE OF HEARING ON IMPROVEMENT
STILLWATER AREA SCHOOL DISTRICT UTILITY IMPROVEMENTS
Notice is hereby given that the City Council of Lake Elmo will conduct a public hearing
on Tuesday, November 19, 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 improvements to the public sanitary sewer system to accommodate
connection to sewer by the new Lake Elmo Elementary School and Oak-Land Middle
School, and the extension of municipal water to the Oak-Land Middle School.
The area proposed to be assessed for the extension of public water and public sewer
includes the new Lake Elmo Elementary School property, the Oak-Land Middle School
property, and the property at 11817 10 Street North. The estimated total cost for the
project is $1,754,000. 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: October 15, 2024
BY ORDER OF THE LAKE ELMO CITY COUNCIL
Charles Cadenhead, Mayor
(Published in the Stillwater Gazette on October 18, 2024 and October 25, 2024)
CITY OF LAKE ELMO, MN.OCTOBER, 2024STILLWATER AREA SCHOOL DISTRICT UTILITY IMPROVEMENTSASSESSMENT ROLLPAGE 1 of 1NO. NAMEPIDSANITARY SEWER REC UNITSSANITARY SEWER ASSESSMENTWATER ASSESSMENT REC UNITSWATER ASSESSMENT1 INDEPENDENT SCHOOL DISTRICT #834 10928 10TH ST N 1875 GREELEY ST S STILLWATER MN 55082 2602921440001 142 $795,200 0 $02 ISD 834 STILLWATER 820 MANNING AVE N 1875 GREELEY ST S STILLWATER MN 55082 3602921110002 140 $784,000 140 $168,0003 HOULE WEST J & LAURIE K 11817 10TH ST N 11792 VALLEY CREEK RD WOODBURY MN 55129 3602921110001 1 $5,600 1 $1,200TOTAL 283 $1,584,800141$169,200ADDRESS MAILING ADDRESS
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10TH STREET (CSAH 10)MANNING AVENUE (CSAH 15)10TH STREET (CSAH 10)LAKE ELMO AVENUE (CSAH 17)5TH STREET
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EXISTING FORCEMAIN (CITY OWNED)
PROPOSED FORCEMAIN (CITY OWNED)
PROPOSED FORCEMAIN (PRIVATE)
EXISTING SANITARY SEWER (CITY OWNED)
PROPOSED SANITARY SEWER (CITY OWNED)
PROPOSED SANITARY SEWER (PRIVATE)
EXISTING WATERMAIN (CITY OWNED)
PROPOSED WATERMAIN (CITY OWNED)
PROPOSED WATERMAIN (PRIVATE)||||||l ll ll ll lPRIVATE GRAVITY SEWER.
ALIGNMENT TO BE
DETERMINED BY ISD 834
PRIVATE ELEMENTARY SCHOOL LIFT
STATION AND FORCEMAIN. ALIGNMENT
AND SIZE TO BE DETERMINED BY ISD 834
(FORCEMAIN SIZE ASSUMED TO BE 4").>>>>>ROYAL GOLF CLUB SOUTH
LIFT STATION (CITY OWNED).
NO MODIFICATIONS NEEDED
WITH LARGER FORCEMAIN.
CONSTRUCT 4,200 LF OF 8" HDPE
FORCEMAIN (CITY OWNED)
DISCONNECT EXISTING 6" HDPE ROYAL
GOLF CLUB FORCEMAIN FROM EXISTING
16" HDPE OLD VILLAGE FORCEMAIN.
CONNECT NEW 8" HDPE FORCEMAIN TO
NEW ELEMENTARY SCHOOL FORCEMAIN
AND CONSTRUCT AIR RELIEF MANHOLE.
EXISTING 16" HDPE OLD
VILLAGE FORCEMAIN
(CITY OWNED)
CONSTRUCT 3,100 LF OF 10" HDPE
FORCEMAIN (CITY OWNED) PARALLEL
WITH EXISTING 16" HDPE OLD VILLAGE
FORCEMAIN
EXISTING 6" HDPE ROYAL
GOLF CLUB FORCEMAIN
(ABANDON IN PLACE)
EXISTING 16" HDPE OLD
VILLAGE FORCEMAIN
(CITY OWNED)
CONNECT 10" HDPE FORCEMAIN
TO EXISTING GRAVITY SYSTEM
(CITY OWNED)llllllllll>>>>>>>>>llll>>>>>PRIVATE WATER SERVICE.
ALIGNMENT TO BE
DETERMINED BY ISD 834
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H:\LKELMN\24X134951000\CAD\C3D\FIGR-134951-Sanitary Sewer.dwg 10/4/2024 1:05:07 PMR
STILLWATER AREA SCHOOL DISTRICT UTILITY IMPROVEMENTS
CITY OF LAKE ELMO, MN
FIGURE 1: UTILITY PLAN
OCTOBER 2024
FEETSCALE
0 200 400
HORZ.
R
PROJECT SCHEDULE
CITY OF LAKE ELMO
STILLWATER AREA SCHOOL DISTRICT
UTILITY IMPROVEMENTS
PROJECT NO. 2024.113
MAY 8, 2024 City receives Petition to connect the Oak‐Land Middle School to public water and
sewer, and the new Elementary School to public sewer.
MAY 21, 2024 Council accepts the Petition from the Stillwater Area Public School District (District)
and authorizes the preparation of a Feasibility Report.
OCOTBER 15, 2024 Council accepts the Feasibility Report and Calls for Public Hearing.
NOVEMBER 19, 2024 Public Improvement Hearing. Council receives signed Waiver Agreement from
Stillwater Area School District. Council Orders the Improvement and authorizes the
preparation of Plans and Specifications.
MARCH 4, 2025 Council approves Plans and Specifications and orders Advertisement for Bids.
APRIL 3, 2025 Project Bid Date: Receive contractor Bids.
APRIL 15, 2025 Council accepts Bids and awards Contract.
APRIL 28, 2025 Conduct Pre‐Construction meeting and issue Notice to Proceed.
AUGUST 29, 2025 Substantial Completion.
SEPTEMBER 26, 2025 Final Completion.
*Final Assessment Hearing Schedule TDB (if applicable)
LA515\1\978634.v4
EXHIBIT A
Legal Descriptions of the Subject Properties
Oak-Land Middle School Property:
Lot 1, Block 1, Oak-Land Middle School Addition, according to the recorded plat thereof, County
of Washington, State of Minnesota.
New Lake Elmo Elementary School Property:
The Southeast 1/4 of the Southeast 1/4 of Section 26, Township 29, Range 21, Washington County,
Minnesota, and all that part of the Southwest 1/4 of the Southeast 1/4, lying Easterly of the West
435.6 feet of the East 2006 feet of the South 1/2 of the Southeast 1/4 of said Section, Washington
County, Minnesota.
TASK ORDER NO. 24: AMENDMENT #1 – STILLWATER AREA SCHOOL DISTRICT UTILITY IMPROVEMENTS Page 1 of 5
TASK ORDER No. 24 AMENDMENT #1
CITY OF LAKE ELMO, MINNESOTA – BOLTON AND MENK, INC.
PROFESSIONAL CONSULTING SERVICES AGREEMENT
In accordance with ARTICLE 1 of the Master AGREEMENT between the City of Lake Elmo (“CITY”) and
Bolton and Menk, Inc. (“ENGINEER”), dated MARCH 20, 2013 (“AGREEMENT”), the ENGINEER agrees
to provide Professional Consulting Support Services as follows:
STILLWATER AREA SCHOOL DISTRICT UTILITY IMPROVEMENTS
PROJECT OVERVIEW: This Project includes Professional Engineering Services in support of the City
Engineer for improvements to connect the Oak‐Land Middle School to public water and sewer and to
connect the new Lake Elmo Elementary School to public sewer.
Task Order No. 24 included engineering services in support of the preliminary design and feasibility
report to identify the scope of improvements to be constructed by the City.
This Amendment #1 to Task Order No. 24 has been prepared to adjust the scope, fee, schedule and
deliverables for the design and construction phase engineering services for the recommended
improvements.
The sanitary sewer connection improvements would include a gravity sewer service from Oak‐Land
Middle school to the Royal Golf Club (RGC) lift station located at the intersection of Palmer Drive and
10th Street (CSAH 10). The lift station would be upgraded to accommodate the future flows of
approximately 150 additional REC units. The existing force main along 10th Street is proposed to be
upsized to accommodate the additional flows. At the intersection of Lake Elmo Avenue (CSAH 17) and
10th Street (CSAH 10), the existing force main from the RGC lift station would be disconnected from
the Old Village 16‐inch force main and would be routed south along Lake Elmo Avenue with a new
discharge connection at 5th Street. The new Lake Elmo Avenue force main would be sized to also
accommodate the discharge from a new lift station serving the proposed Lake Elmo Elementary School
to be located at Lake Elmo Avenue (CSAH 17) and 10th Street (CSAH 10).
The watermain connection improvements would include the extension of public watermain from the
intersection of Palmer Drive and 10 Street (CSAH 10) to the Oak‐Land Middle School property.
The services outlined in this Amendment #1 to Task Order No. 24 are intended to assist the City to
complete the design, including the preparation of plans and specifications and contract documents,
bidding phase services, and construction phase support services, including construction administration
and observation, as detailed in this Amendment.
TASK ORDER NO. 24: AMENDMENT #1 – STILLWATER AREA SCHOOL DISTRICT UTILITY IMPROVEMENTS Page 2 of 5
SERVICES TO BE PROVIDED BY ENGINEER: Bolton and Menk, Inc., Inc. shall provide the following
Professional Engineering Services:
1. Project Management throughout the course of the work including submittal of a weekly
progress memo and job to date budget form.
2. Preparation of Plans and Specifications, and Contract Documents.
Project kick‐off meeting with city staff.
Work with city staff to develop critical success criteria for the project, obtain project
information and formalize the budget and schedule.
Prepare geotechnical services work plan and scope of services to be performed for the
design and construction phase services, to be contracted directly by the City.
Identify small utility conflicts related to the proposed design. The City will coordinate
necessary relocation efforts with the respective small utility company as needed.
Prepare preliminary and final piping route layout and review with City and Washington
County to confirm location of pipes along the 10th Street and Lake Elmo Avenue
corridors.
Review the geotechnical evaluation services report as obtained by the City to evaluate
the subsurface conditions along the project corridor, and to inform the design
parameters and recommendations for forcemain and watermain layout requirements.
Provide 60% plans and specifications to City for review, including design criteria and
assumptions memorandum.
Provide 90% plans and specifications to City for review, including updated design criteria
and assumptions memorandum.
Revise the final plans and specifications based on city comments.
Prepare opinion of probable cost based on final plans.
Identify permits required to complete the proposed work. The design shall incorporate
measures to meet compliance requirements for all permits necessary.
Prepare and submit the required permit applications for approval.
DELIVERABLES:
Plans in electronic format (PDF) and hard copy format (2 full size and 4 half size).
Specifications in electronic format and hard copy format (3 copies for the city and
the appropriate number for contracts and required permits).
Opinion of Total Probable Project Costs with total project cost allocations in
accordance with the City assessment policy.
Design Memorandum summarizing final design assumptions and performance
criteria incorporated into the project design.
Identification of easements needed for the construction of the project. Easements
shall be placed on the final plans.
Completed project permit applications ready for signature by city representative.
TASK ORDER NO. 24: AMENDMENT #1 – STILLWATER AREA SCHOOL DISTRICT UTILITY IMPROVEMENTS Page 3 of 5
3. Bidding Phase Services.
Submit “Advertisement for Bids” to Stillwater Gazette and Quest CDN.
Distribute plans and specifications as requested by bidders.
Maintain planholder list.
Respond to bidders’ questions and issue addenda as necessary.
Tabulate bid in electronic format.
Prepare contract award recommendation letter.
4. Construction Phase (Administration and Observation) Services.
Attend and conduct the preconstruction meeting and prepare meeting minutes.
Create conformed plans and project manual.
Conduct weekly construction meetings with the contractor and city representative as
needed.
Coordinate and provide construction staking.
Review and respond to project submittals and shop drawings.
Review and respond to Request for Information (RFIs).
Review change order requests and make recommendations to the city engineer.
Review request for payments and make recommendations to the city engineer.
Perform construction observation services in accordance with the approved contract
documents including all subsequent addendums and change orders.
Provide the CITY with copies of field reports on a weekly basis, or more frequently as
requested, including weather logs, daily progress reports, reports on quantities installed
on the construction site, and other reports as outlined in a project’s Contract
Documents. The reports and records shall be in such form and setting forth such
information and data as is reasonably requested by the CITY.
Coordinate onsite material testing with city‐hired geotechnical firm.
Attend onsite walk through for substantial completion and create punch list of
remaining items.
Attend onsite walk through for final completion.
Prepare and submit record drawings in electronic format (AutoCAD and PDF) and hard
copy format (1 full size and 2 half‐size) based upon staking information and information
provided by the contractor and city.
Prepare and submit the utility as‐built survey data as GIS Shape Files, including relevant
asset information (such as date of install, material type, size, structure type).
DELIVERABLES:
Conformed Plans and Project Manual in electronic format (PDF) and hard copy
format for contractor and city (number of copies as requested).
TASK ORDER NO. 24: AMENDMENT #1 – STILLWATER AREA SCHOOL DISTRICT UTILITY IMPROVEMENTS Page 4 of 5
Preconstruction meeting agenda and minutes.
Responses to RFIs and project submittals.
Recommendations for change orders and request for payments.
Field Reports.
Punch list.
Record drawings and GIS Shape Files.
CITY RESPONSIBILITIES: The City (or its consultants) will provide the following:
1. Assessment calculations, Assessment Role and Conduct Assessment Hearings.
2. Coordination with the Stillwater Area School District.
3. Coordination with the public and conduct public meetings.
4. Presentation(s) to the City Council.
5. Review and obtain signatures for change orders.
6. Review and process request for payment from contractor.
TIMES FOR RENDERING SERVICES: ENGINEER shall perform its services and provide deliverables in
accordance with the following schedule:
1. November 19, 2024 Council Orders the Improvement and authorizes preparation of plans and
specifications and approve selection of Engineering Firm.
2. March 4, 2025 Council approves Plans and Specifications; Authorizes Ad for Bids.
3. April 3, 2025 Project Bid Date; Receive contractor bids.
4. April 15, 2025 Council accepts bids and awards contract.
5. April 28, 2025 Conduct Preconstruction Meeting and issue Notice to Proceed.
6. August 29, 2025 Substantial Completion.
7. September 26, 2025 Final Completion.
8. Construction Phase Services shall be completed in a timely manner based on the Contractor’s
schedule and completion of the improvements outlined in the Contract Documents.
CITY’S REPRESENTATIVE AND CONTRACT ADMINISTRATION: The CITY’s representative with respect
to services rendered by ENGINEER under this TASK ORDER shall be the City Engineer. Project
correspondence must be addressed to:
Jack Griffin, P.E., City Engineer
City of Lake Elmo
3800 Laverne Avenue North
Lake Elmo, MN 55042
651.300.4264 Email: Jack.griffin@focusengineeringinc.com
TASK ORDER NO. 24: AMENDMENT #1 – STILLWATER AREA SCHOOL DISTRICT UTILITY IMPROVEMENTS Page 5 of 5
COMPENSATION: Compensation to ENGINEER shall be on an hourly rate basis using the hourly billing
rates for each staff as assigned for the work. Invoices shall be submitted once each month and should
be sent to the attention of the City Engineer.
Compensation for Amendment #1 to ENGINEER for Project Management, Preparation of Plans and
Specifications, Contract Documents, and Bidding Phase Services shall be on an hourly rate basis in a
not to exceed amount of $85,000.
Compensation for Amendment #1 to ENGINEER for Construction Phase Services, upon Award of a
contract by the City Council, shall be on an hourly rate basis in a not to exceed amount of $107,000.
Total compensation for Task Order 24 (Original fee + Amendment #1 fee) = $207,972.
ADDITIONAL SERVICES: If authorized by the City, ENGINEER shall furnish or obtain from others
Additional Services which are not considered under this Task Order. Such services shall be compensated
for on an Hourly Rate basis in an amount approved by the City prior to any services being started or as
otherwise mutually agreed. The City is not obligated to compensate ENGINEER for services completed
outside the approved scope of work which are completed prior to ENGINEER submitting a written
request to the City, and receiving written approval of the City.
APPROVAL AND ACCEPTANCE: Approval and Acceptance of this Task Order Amendment shall
incorporate this document as part of the AGREEMENT. ENGINEER is authorized to begin performance
of services upon receipt of a copy of this Task Order signed by CITY.
The Effective Date of this Task Order is November 19, 2024.
BOLTON AND MENK, INC. CITY OF LAKE ELMO, MINNESOTA
By _________________________________ By ______________________________________
(Authorized Principal of the Firm) City Administrator