HomeMy WebLinkAbout#11 - 2026 Street and Utility Improvements
STAFF REPORT
DATE: June 3, 2025
REGULAR
TO: City Council
FROM: Nate Stanley, City Engineer
AGENDA ITEM: Authorize Preliminary Design, Geotechnical Services and Feasibility
Report for the 2026 Street and Utility Improvements
REVIEWED BY: Nicole Miller, City Administrator
Clarissa Hadler, Finance Director
Marty Powers, Public Works Director
Chad Isakson, Assistant City Engineer
Jack Griffin, Senior Project Manager
CORE STRATEGIES:
☐ Vibrant, inclusive, connected community ☐ Efficient, reliable, innovative services
☒ Responsive, transparent, adaptive governance ☐ Balanced Finances now and future
☒ Managed Growth ☒ Resilient Infrastructure
BACKGROUND: The City maintains a 10-year revolving Street Capital Improvement Program (Street
CIP) to promote the strategic use of limited financial resources while maintaining, developing or
replacing the City’s local street network to an acceptable level of service. The Street CIP consists of a 10-
year overview of scheduled capital street projects to address pavements that have or are projected to
exceed their useful pavement service life and can no longer be effectively maintained, and to address
transportation capacity limitations. The 10-year horizon of the CIP provides the city with an opportunity
to evaluate project priorities annually and to adjust the timing, scope, and cost of projects as new
information becomes available.
ISSUE BEFORE COUNCIL: Should the City Council authorize preliminary design, geotechnical
services and the preparation of a feasibility report for the 2026 Street and Utility Improvements?
PROPOSAL DETAILS/ANALYSIS: The following public streets have been identified for improvement
in 2026:
• 26th Street North, Inwood Avenue North to Imperial Avenue North (Lake Elmo Heights);
• 27th Street North, Inwood Avenue North to Imperial Avenue North (Lake Elmo Heights);
• Imperial Avenue North (Lake Elmo Heights);
• Innsdale Avenue North, 27th Avenue North to CDS (Lake Elmo Heights);
• Insdale Avenue North, Stillwater Boulevard to CDS (Lake Elmo Heights);
• Inwood Avenue North, Stillwater Boulevard to CDS (Eagle Point Creek Estates)
The project will include street and drainage improvements along and within the public right-of-way, with
the type and extent of the street improvement to be based upon a geotechnical services investigation of the
existing pavement sections and conditions. Existing storm sewer inspections will be conducted to identify
storm sewer repairs or corrections deemed necessary to restore or improve the existing roadway drainage.
There is existing public watermain along the streets, which was installed in 2005. Minor water system
repairs and or corrections may be incorporated into the improvements as needed. All areas reside outside
of the City’s planned MUSA boundaries, therefore, no sanitary sewer extensions are planned with this
Project.
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.
The City Engineer has prepared the project work plan and engineering services task order to initiate detailed
topographic survey and preliminary design for this Project. These preliminary design efforts are
recommended for this Project to better identify the specific infrastructure improvements that will be needed,
before reliable costs and proposed assessments can be determined and brought forward in the feasibility
report. The City Engineer worked with Bolton & Menk, Inc. to prepare a preliminary design scope of work
and fee estimate. Staff is recommending that the City authorize the City Administrator to sign a Task Order
for Preliminary Design Services with Bolton & Menk in the amount of $59,879.
The City Engineer also obtained proposals from AET, Inc. and Braun Intertec for Geotechnical
Investigations. The Geotechnical Services will review the in-place roadway structure and soil conditions
and provide recommendations on proposed roadway improvements. Staff is recommending that the City
authorize the City Administrator to retain AET, Inc. in the amount of $13,991.25 (Braun Intertec proposal
was in the amount of $20,830).
A project schedule is attached and outlines the implementation timeframe necessary to address public
involvement, acquire field survey, identify and obtain project related easements, complete the detailed
design, and to receive contractor bids to ready the improvements for construction in 2026.
FISCAL IMPACT: $101,804.25. If authorized, Bolton & Menk will complete topographic survey and
preliminary design services in a not-to-exceed amount of $59,879; City Engineering staff will be the
engineering lead for all services and prepare the feasibility report in a not-to-exceed amount of $27,934 and
AET Inc. will complete Geotechnical Services in a not-to-exceed amount of $13,991.25. If the
improvements are ordered, the preliminary design costs will be charged against the project fund and become
assessable to the benefitting properties. Should the project not be constructed, these costs cannot be
assessed.
OPTIONS:
• Approve preliminary design, geotechnical services, and preparation of a feasibility report.
• Do not move forward with the project.
RECOMMENDATION: Staff is recommending that the City Council approve a Resolution Ordering
Preparation of Preliminary Design, Geotechnical Services and Feasibility Report for the 2026 Street and
Utility Improvements. The recommended motion for this action is as follows:
Motion to approve Resolution No. 2025-043, ordering preparation of Preliminary Design,
Geotechnical Services and Feasibility Report for the 2026 Street and Utility Improvements.
ATTACHMENTS:
1. Resolution Ordering Preparation of Preliminary Design, Geotechnical Services and Feasibility
Report for the 2026 Street and Utility Improvements.
2. Project Location Map.
3. Project Schedule.
4. Bolton & Menk Task Order for Preliminary Design Engineering Support Services.
CITY OF LAKE ELMO
WASHINGTON COUNTY
STATE OF MINNESOTA
RESOLUTION NO. 2025-043
A RESOLUTION ORDERING THE PREPARATION OF PRELIMINARY DESIGN,
GEOTECHNICAL SERVICES AND FEASIBILITY REPORT
FOR THE 2026 STREET AND UTILITY IMPROVENTS
WHEREAS, the City maintains a 10-year revolving Street Capital Improvement Program
(Street CIP) to promote the strategic use of limited financial resources while maintaining,
developing or replacing the City’s local street network; and
WHEREAS, the Street CIP represents the City’s long-range street improvement program
that identifies the present and future needs and priorities, and develops a schedule of public
improvements to address the most essential improvements first; and
WHEREAS, the public streets located along 26th Street North, from Inwood Avenue North
to Imperial Avenue North (Lake Elmo Heights); 27th Street North, Inwood Avenue North to Imperial
Avenue North (Lake Elmo Heights); Imperial Avenue North, from the north cul-de-sac to the south
cul-de-sac (Lake Elmo Heights); Innsdale Avenue North, from 27th Street North to the cul-de-sac
(Lake Elmo Heights); Innsdale Avenue North, from Stillwater Boulevard to the cul-de-sac (Lake
Elmo Heights); and Inwood Avenue North, from Stillwater Boulevard to the cul-de-sac (Eagle Point
Creek Estates), have been identified for improvement in the year 2026; and
WHEREAS, it is proposed to assess the benefiting properties for all or a portion of the
cost of the improvement, pursuant to the City’s Special Assessment Policy and Minnesota Statues
Chapter 429.
NOW, THEREFORE, BE IT RESOLVED,
1. That the proposed improvement, called 2026 Street and Utility Improvements, be referred
to the City Engineer, and his consultants to complete the preliminary design engineering,
geotechnical investigations, and prepare 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.
ADOPTED BY THE LAKE ELMO CITY COUNCIL ON THE THIRD DAY OF JUNE, 2025.
CITY OF LAKE ELMO
By: __________________________
Charles Cadenhead
(Seal) Mayor
ATTEST:
________________________________
Julie Johnson
City Clerk
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Map Date: November 2020010.5 Miles Created By: Planning Department
\\Minneapolis4\Offices\Focus\CLIENTS\Lake Elmo\1-Client Management\City Council Schedule\2025 CC meetings\06-03-2025\READY-2026 Street Project Order Feasibility, Authorize Survey &
Preliminary Design\3-Project Schedule.docx
PROJECT SCHEDULE
CITY OF LAKE ELMO 2026 STREET AND UTILITY PROJECT
June 3, 2025 Council authorizes preparation of Preliminary Design,
Geotechnical Services and Feasibility Report.
August 13, 2025 Neighborhood informational meeting on scope of
improvements.
September 16, 2025 Presentation of Feasibility Report and Preliminary
Design, City Council accepts Feasibility Report and
orders Public Hearing on improvements.
September 25, 2025 Neighborhood informational meeting to review
improvements and preliminary assessments.
October 21, 2025 Council conducts Public Hearing on improvements and
orders Preparation of Final Plans and Specifications.
January 6, 2026 Council approves final plans and authorizes
advertisement for bids.
February 5, 2026 Project Bid Date: Receive Contractor Bids.
February 17, 2026 Council accepts bids and awards contract.
March, 2026 Conduct Pre-Construction Meeting and issue Notice to
Proceed.
· August 28, 2026 Substantial Completion
· October 16, 2026 Final Completion
*Final Assessment Hearing Schedule TBD
TASK ORDER NO. 28 – 2026 STREET AND UTILITY IMPROVEMENTS Page 1 of 4
TASK ORDER No. 28
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:
2026 STREET AND UTILITY IMPROVEMENTS
PROJECT OVERVIEW: This Project includes Professional Engineering Services for the 2026 Street and
Utility Improvements, to be authorized in phases and beginning with preliminary design and
feasibility report support services. Upon completion of the preliminary design and feasibility report
support services, this Task Order may be later amended to authorize the preparation of plans and
specifications and/or construction phase support services as may be applicable.
The improvements include the rehabilitation of the public streets, consisting of approximately 7,200
feet (1.4 miles) of local streets located in 2 neighborhoods as follows:
• 26th Street North, Inwood Avenue North to Imperial Avenue North (Lake Elmo Heights)
• 27th Street North, Inwood Avenue North to Imperial Avenue North (Lake Elmo Heights)
• Imperial Avenue North (Lake Elmo Heights)
• Innsdale Avenue North, 27th Avenue North to CDS (Lake Elmo Heights)
• Innsdale Avenue North, Stillwater Boulevard to CDS (Lake Elmo Heights)
• Inwood Avenue North, Stillwater Boulevard to CDS (Eagle Point Creek Estates)
The improvements will consist of either a full street reconstruction or full-depth pavement
reclamation, to be determined through a detailed geotechnical investigation. New concrete curb and
gutter will be installed to replace the existing bituminous curb. In addition to the street
improvements, the storm sewer or drainage along each street will be reviewed and upgraded as
necessary to prevent water from standing on or along the street, and to repair or replace existing
storm sewer infrastructure as recommended through the preliminary design site investigations.
The neighborhoods are served by existing City watermain and a review of the existing infrastructure
will be completed. Any improvements or repairs will be recommended as a part of the preliminary
design. All project streets are outside of the City’s MUSA boundary and therefore, no sanitary sewer
extensions will be considered at this time.
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 work for preparation of preliminary design
documents including a monthly PMT meeting, and submittal of a weekly progress memo and
job to date budget form.
TASK ORDER NO. 28 – 2026 STREET AND UTILITY IMPROVEMENTS Page 2 of 4
2. Work with city staff to develop success criteria for the project, obtain project information and
formalize the budget and schedule.
3. Review of existing as-built plans as made available by the CITY.
4. Site visit to review existing pavement conditions, drainage patterns and to define project
limits based on existing pavements.
5. Survey: Coordinate Gopher State One Call utility locates and perform topographic survey of
existing conditions within project limits for the purposes of preparing design documents.
6. Perform condition review of existing drainage and storm sewer systems, perform unconfined
visual observations, and make recommendations regarding additional storm sewer televising ,
if needed.
7. Make recommendations of storm sewer repairs and new storm sewer improvements to be
completed as part of the project.
8. Review Geotechnical Report findings and recommendations obtained by the CITY .
9. Prepare preliminary design including street rehabilitation recommendations, watermain
layout, where applicable, and stormwater management.
10. Review County GIS maps and half section maps to review existing right-of-way and easements
within the project area. Identify right of way and easement needs to construct the proposed
infrastructure.
11. Identify any major utility conflicts related to the proposed preliminary design.
12. Identify permits required to complete the proposed work.
13. Prepare Preliminary Design Memorandum outlining the proposed scope of improvements and
a summary of the stormwater management plan for meeting watershed permit requirements.
14. Prepare opinion of probable cost based on the preliminary design layout . Project Costs shall
be categorized as directed by the CITY for the purpose of preparing preliminary assessment
calculations and for use in the feasibility report. Assessment calculations to be performed by
the CITY.
15. Prepare Exhibit(s) showing the proposed improvements for use in the Feasibility Report.
DELIVERABLES:
• Preliminary Plans in electronic format (PDF).
• Preliminary Opinion of Total Probable Project Costs.
• Preliminary Design Memorandum summarizing preliminary final design assumptions,
proposed scope of improvements, watershed management requirements and
mitigation measures, and other performance criteria incorporated into the project.
• Identification of easements needed for the construction of the Project. Preliminary
easement needs Exhibit(s), if needed.
• Feasibility Report Exhibit(s).
CITY ENGINEER RESPONSIBILITES: The CITY ENGINEER (or its consultants) will provide the following:
1. Retain geotechnical investigation and provide copy of geotechnical report.
2. Coordination with the public and conduct public meetings.
3. Presentation(s) to the City Council.
4. Easement negotiations and acquisition.
5. Review of preliminary plans.
TASK ORDER NO. 28 – 2026 STREET AND UTILITY IMPROVEMENTS Page 3 of 4
6. Preparation of the Feasibility Report, including assessment calculations, assessment Role and
Conduct Public Improvement Hearing.
TIMES FOR RENDERING SERVICES: ENGINEER and CITY ENGINEER shall perform their services and
provide deliverables in accordance with the following schedule, contingent upon receipt of the
Geotechnical Services Report.
1. June 3, 2025. Preliminary Design Services and Feasibility Report preparation authorized.
2. September 16, 2025. Presentation of Preliminary Design Findings and Recommendations to
Council, Presentation of Feasibility Report to Council.
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:
Nate Stanley, P.E., City Engineer
City of Lake Elmo
3800 Laverne Avenue North
Lake Elmo, MN 55042
763.358.1997 Email: nathan.stanley@bolton-menk.com
COMPENSATION: Compensation to ENGINEER shall be based on the hourly billing rates for each staff
as assigned and provided in the ENGINEER’S Proposal and Fee Estimate for the work. Invoices shall be
submitted once each month and should be sent to the attention of the City Engineer. Payment for
Services shall be in accordance with ARTICLE 3.2 of the Master AGREEMENT. Compensation to CITY
ENGINEER shall be based upon the Professional Services AGREEMENT, including any Amendments to
said AGREEMENT.
Compensation to ENGINEER for Project Management, Topographic Survey, and the Preliminary
Design Services shall be on an hourly rate basis in a not-to-exceed amount of $59,879.
Compensation to CITY ENGINEER for Project Management, Public Engagement, and Preparation of
Feasibility Report shall be on an hourly rate basis in a not-to-exceed amount of $27,934.
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.
ATTACHMENTS: ENGINEER’s Fee Estimate for 2026 Street and Utility Preliminary Design Services.
CITY ENGINEER’s Fee Estimate for the 2026 Street and Utility Feasibility Report.
TASK ORDER NO. 28 – 2026 STREET AND UTILITY IMPROVEMENTS Page 4 of 4
APPROVAL AND ACCEPTANCE: Approval and Acceptance of this Task Order, including the
attachment(s) listed above, shall incorporate this document as part of the AGREEMENT. ENGINEER
and CITY ENGINEER are 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 June 3, 2025.
BOLTON AND MENK, INC. CITY OF LAKE ELMO, MINNESOTA
By _________________________________ By ______________________________________
(Authorized Principal of the Firm) City Administrator
Client:City of Lake Elmo
Project:2026 Street and Utility Improvements
TASK
NO.WORK TASK DESCRIPTION
Pr
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(2
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Cl
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Co
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Totals
1.0 Preliminary Design
1.1 Project Management 10 2 12
1.2 Develop Critical Success Criteria 1 1 2
1.3 Review Existing As-Built Plans 2 2 4
1.4 Site Visit to Review Existing Conditions 4 4 8
1.5 Topographic Survey of Existing Conditions 1 4 10 12 80 12 4 123
1.6 Review Condition of Existing Storm Sewer System 1 12 10 23
1.7 Recommendation of Storm Sewer Repairs and Modifications 1 4 1 16 22
1.8 Review Geotechnical Report 2 4 6
1.9 Preliminary Design and Stormwater Management Plan 8 4 24 1 6 43
1.10 Review Existing R/W and Easements and Identify Needs 1 4 2 7
1.11 Identify Major Private Utility Conflicts 1 2 3
1.12 Identify Applicable Permits 1 2 1 2 6
1.13 Prepare Preliminary Design Memo 4 20 4 28
1.14 Prepare Preliminary Opinion of Probable Costs 2 16 18
1.15 Prepare Feasibility Report Exhibit(s)2 4 20 26
TOTAL HOURS - TASK 1 39 75 66 3 28 12 12 80 12 4 331
BOLTON & MENK, INC.
2026 Street and Utility Improvements
City of Lake Elmo, Minnesota
Client: City of Lake Elmo
Project: 2026 Street and Utility Improvements
TASK
NO.WORK TASK DESCRIPTION
Pr
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(2
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Co
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Total
Hours
Total
Cost
1.0 Preliminary Design 39 75 66 3 28 12 12 80 12 4 331 $59,879
TOTAL HOURS 39 75 66 3 28 12 12 80 12 4 331
AVERAGE HOURLY RATE $204.00 $163.00 $152.00 $230.00 $170.00 $205.00 $140.00 $196.00 $325.00 $124.00
SUBTOTAL $7,956 $12,225 $10,032 $690 $4,760 $2,460 $1,680 $15,680 $3,900 $496
$59,879TOTAL FEE
BOLTON & MENK, INC.
2026 Street and Utility Improvements
City of Lake Elmo, Minnesota
Client: City of Lake Elmo
Project: 2026 Street and Utility Project Feasibility Report
Task No.Work Task Description
Sr
.
P
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As
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t
Totals
1.0 Feasibility Report
1.1 Project Management and Coordination 12 12 8 32
1.2 Public Meetings and Outreach 8 8 8 16 4 44
1.3 Review of Preliminary Design Materials 2 2 8 12
1.4 Preparation of Preliminary Assessment Roll 12 12
1.5 Preparation of Feasibility Report 4 8 40 4 56
1.6 QA/QC 2 2 2 6
Subtotal Hours - Task 1 28 32 78 16 8 162
Estimated Hours
Bolton & Menk, Inc.
Client: City of Lake Elmo
Project: 2026 Street and Utility Project Feasibility Report
Task
No.Work Task Description
Sr
.
P
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As
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t
Total
Hours
Total
Cost
1.0 Feasibility Report 28 32 78 16 8 162 $27,934
Total Hours 28 32 78 16 8 162
Average Hourly Rate $225.00 $188.00 $159.00 $144.00 $114.00
Subtotal $6,300 $6,016 $12,402 $2,304 $912
Detailed Cost Estimate
Total Not-to-Exceed Fee
Bolton & Menk, Inc.
$27,934