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HomeMy WebLinkAbout#11 - Old Village Phase 7 STAFF REPORT DATE: February 21, 2023 REGULAR AGENDA ITEM: Approve Resolution Approving Plans and Specifications and Ordering Advertisement for Bids for the Old Village Phase 7 Street and Utility Improvements 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 approve the Plans and Specifications and Order the Advertisement for Bids for the Old Village Phase 7 Street and Utility Improvements? BACKGROUND: The City of Lake Elmo is extending sanitary sewer to serve the existing properties in the Old Village MUSA area to replace the use of private on-site sewage treatment systems. The Old Village Capital Improvement projects also include drainage improvements to continue addressing historic flooding issues in the Downtown area, the replacement of aged watermain pipes and reconstructing the public streets that are disturbed during the work. The Improvements are being constructed in phases and through separate projects. The first six phases were constructed in 2015, 2016, 2017, 2018, 2021 and 2022. The final phase of the Old Village Capital Improvement Plan, Phase 7, is programmed for construction in 2023. Completion of final construction documents was ordered by the City Council on November 1, 2022 and the City Council held a public improvement hearing and ordered the improvements on December 6, 2022. PROPOSAL DETAILS/ANALYSIS: The plans and specifications have been completed for the improvements and are ready to be advertised for contractor bids. A bid date has been scheduled for March 23, 2023. Contractor bids will be reviewed by staff after they are opened. Information will then be presented to the City Council at the April 4, 2023 meeting where the council will be asked to conduct a final assessment hearing and consider award of contract. The Old Village Phase 7 Street and Utility Improvements includes the extension of public sanitary sewer and construction of a city owned lift station to serve the existing 24 platted properties located along Legion Avenue North, south of 30th Street. Installation of public sewer will replace the use of private individual on‐site sewage treatment systems and the Old Village Remote A 201 Community Wastewater Treatment System. The city owned 201 system currently serves 8 of the existing 24 properties. The community drain field and private septic systems will need to remain in service during construction but will be decommissioned as a part of the improvements. The proposed improvements include the replacement of the aged existing 6‐inch watermain along Legion Avenue with an 8-inch watermain from 30th Street to the dead end. Hydrants and water services from the main to the property line will be replaced as well. The proposed improvements also include the reconstruction of the public streets disturbed by the sanitary sewer and watermain utility installations, consisting of a reconstructed bituminous street with new concrete curb and gutter. The street segment of Legion Avenue was last paved in 2009 and is in relatively good condition. Reconstruction of the street is required at this time due to the impacts of the utility installations. Legion Avenue will be reconstructed to maintain its existing width of 24-ft. and approximate grade. The south end will be reconstructed with a hammerhead turnaround. With the post construction roadway width remaining at 24 ft. the report recommends a post construction “No Parking” signage plan that prohibits parking along one side of the street and along the south end hammerhead. Stormwater runoff will be routed to a treatment structure with sump manhole and SAFL baffle to promote sediment capture prior to discharge into Legion Pond and to meet Valley Branch Watershed District Rules. New concrete curb and gutter will be installed along both sides of the street, together a new storm sewer system to collect and route stormwater runoff to the treatment structure. FISCAL IMPACT: The improvements are proposed to be partially assessed against the benefitting properties consistent with the City’s Special Assessment Policy. The project is funded through the issuance of general obligation bonds and special assessments. Approval of this motion does not commit the council to the project costs. Once contractor bids are received, the actual construction costs will be known, assessment amounts determined, and the council will be asked to consider entering into a contract to complete the work. RECOMMENDATION: Staff is recommending that the City Council approve a Resolution approving the plans and specifications and ordering the advertisement for bids for Old Village Phase 7 Street and Utility Improvements. The recommended motion for this action is as follows: “Move to approve Resolution No. 2023-014 Approving the Plans and Specifications and Ordering the Advertisement for Bids for Old Village Phase 7 Street and Utility Improvements.” ATTACHMENTS: 1. Resolution Approving Plans and Specifications, and Ordering Advertisement for Bids. 2. Location Map – Site Plan. 3. Project Schedule. 4. Advertisement for Bids. Project Plans and Specifications (available for review at City Hall). CITY OF LAKE ELMO WASHINGTON COUNTY STATE OF MINNESOTA RESOLUTION NO. 2023-014 A RESOLUTION APPROVING PLANS AND SPECIFICATIONS AND ORDERING ADVERTISEMENT FOR BIDS FOR OLD VILLAGE PHASE 7 STREET AND UTILITY IMPROVEMENTS WHEREAS, pursuant to City Council direction provided on November 1, 2022, the City Engineer, together with SEH, Inc., has prepared plans and specifications for the Old Village Phase 7 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 TWENTY-FIRST DAY OF FEBRUARY, 2023. CITY OF LAKE ELMO By: __________________________ Charles Cadenhead (Seal) Mayor ATTEST: ________________________________ Julie Johnson City Clerk CITY OF LAKE ELMO OLD VILLAGE PHASE 7 LEGEND PROJECT NO. 2022.119 OLD VILLAGE PHASE 7 STREET & UTILITY OCTOBER, 2022 IMPROVEMENTS FIGURE NO. 1 LOCATION MAP MYRON ELLMAN SUBDIVISIONLEGION AVENUE NORTH OLD VILLAGE PHASE 7 PROJECT SCHEDULE CITY OF LAKE ELMO OLD VILLAGE PHASE 7 STREET AND UTILITY IMPROVEMENTS PROJECT NO. 2022.119 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 21, 2022 Council authorizes Topographic Survey and Preliminary Design. SEPTEMBER 6, 2022 Council authorizes preparation of the Feasibility Report. NOVEMBER 1, 2022 Presentation of Preliminary Design and Feasibility Report. Council accepts Report and calls Improvement Hearing. Council Orders the preparation of Plans and Specifications. NOVEMBER 16, 2022 Neighborhood informational meeting. DECEMBER 6, 2022 Public Improvement Hearing. Council Orders the Improvement (4/5th Vote). FEBRUARY 21, 2023 Council approves Plans and Specifications and orders Advertisement for Bids. MARCH 7, 2023 Council calls Assessment Hearing. Publication in local paper March 10, 2023. MARCH 23, 2023 Project Bid Date: Receive contractor bids. APRIL 4, 2023 Council holds Assessment Hearing and adopts final assessment roll. Council accepts bids and awards contract. MAY 15, 2023 Conduct Pre-Construction Meeting and issue Notice to Proceed. • OCTOBER 27, 2023 Substantial Completion. • JUNE 28, 2024 Final Completion. *Final Assessment Hearing Schedule TBD CITY OF LAKE ELMO, MN. | PROJECT NO. 2022.119 ADVERTISEMENT FOR BIDS 0100-1 SECTION 0100 – ADVERTISEMENT FOR BIDS OLD VILLAGE PHASE 7: STREET, DRAINAGE AND UTILITY IMPROVEMENTS PROJECT NO. 2022.119 FOR THE CITY OF LAKE ELMO WASHINGTON COUNTY, MINNESOTA Notice is hereby given that bids will be received online through QuestCDN.com until 10:00 AM CST on Thursday, March 23, 2023, via QuestCDN for furnishing all work and materials for the construction, complete in place, of the Old Village Phase 7 Street, Drainage and Utility Improvements Project, consisting of the major work items in the following approximate quantities: EST. QTY UNIT ITEM 3,445 SY PULVERIZE BITUMINOUS PAVEMENT 4,676 CY COMMON EXCAVATION 2,839 CY SELECT GRANULAR BORROW 1 LS DEWATERING 710 CY CLASS 6 AGGREGATE BASE 1,110 TN BITUMINOUS MIXTURE 240 SF WET CAST BLOCK RETAINING WALL 1 LS LIFT STATION 1,206 LF SANITARY SEWER, 8" 690 LF 4" PVC/C900 FORCE MAIN 1,266 LF STORM SEWER (15" - 30" RCP) 1,370 LF WATER MAIN (6" - 8" DIP) 2,835 LF CONCRETE CURB & GUTTER 450 CY TOPSOIL BORROW 4,050 SY SODDING 1 AC SEEDING The bid opening will be conducted via Teams Meeting, at which time they will be publicly opened and read aloud: Bid Opening - OLD VILLAGE PHASE 7: STREET, DRAINAGE AND UTILITY IMPROVEMENTS, PROJECT NO. 2022.119 Please join my meeting from your computer, tablet or smartphone. https://bit.ly/3CPkd4I Or call in (audio only) +1 872-242-7640, United States, Chicago Phone Conference ID: 886 065 971# Any person monitoring the meeting remotely may be respon sible for any documented costs. Message and data rates may apply. Bids must be submitted electronically through QuestCDN no later than the date and time noted above, on the Proposal Forms provided in accordance with the Contract Documents, Plans and Specifications as prepared by Short Elliott Hendrickson Inc. (SEH®), www.sehinc.com, which are on file for inspection in the office of the City Clerk and City Engineer. For this project, the City will only be accepting online electronic bids through QuestCDN. To access the electronic bid form, download the project document and click the bidding butt on at the top of the advertisement. CITY OF LAKE ELMO, MN. | PROJECT NO. 2022.119 ADVERTISEMENT FOR BIDS 0100-2 Complete digital Proposal Forms, Plans, and Specifications for use by Contractors submitting a bid are available at www.QuestCDN.com. Digital plan documents may be downloaded for a non-refundable fee of $30.00 by inputting Quest Project No. 8374300 on the website’s Project search page. Please contact QuestCDN at (952) 233-1632 or info@QuestCDN.com for assistance in free membership registration, downloading, and working with this digital project information. For this project, bids will ONLY be received electronically. Contractors submitting an electronic bid will be charged an additional $42 at the time of bid submission via the online electronic bid service QuestCDN.com. To access the electronic Bid Worksheet, download the project document and click the online bidding button at the top of the advertisement. Prospective bidders must be on the plan holders list through Quest CDN for b ids to be accepted. Bids shall be completed according to the Bidding Requirements prepared by SEH dated February 21, 2023. Bid bond in an amount not less than five percent (5%) of the total bid as a guarantee that the bidder, if successful, will enter into a contract with the City to perform the work described in the proposal. This deposit will be subject to forfeiture as provided by law. The deposits for the three lowest bidders will be retained by the City until the contract has been awarded and executed but not longer than sixty (60) days. No bid may be withdrawn for a period of sixty (60) days following the bid opening. The City reserves the right to reject any or all bids, to waive informalities or to award the contract to the lowest responsible bidder, in the best interest of the City. For Bids exceeding $50,000, the Bidder shall submit to the City a signed statement under oath by an owner or officer verifying compliance with each of the minimum criteria in Minnesota Statutes, section 16C.285, subdivision 3 on the Responsible Contractor Verification Form included with the Bid Proposal. Dated: February 21, 2023 Julie Johnson, City Clerk City of Lake Elmo PUBLISHED: QuestCDN.com: February 21, 2023 Stillwater Gazette: February 24 and March 3, 2023.