HomeMy WebLinkAbout#07 - 2024 Street and Utility Improvements STAFF REPORT
DATE: April 18, 2023
REGULAR
AGENDA ITEM: Authorize Preparation of Feasibility Report for the 2024 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 authorize the preparation of a feasibility report
for the 2024 Street and Utility Improvements?
BACKGROUND: In conjunction with the City’s Annual Street Maintenance Program, the city has
implemented and maintains a five (5) year street Capital Improvement Program which provides long-term
planning and management of street and transportation infrastructure throughout the city. The CIP Program
consists of a 5-year overview of scheduled capital street projects to address the City’s goals for maintaining
public street infrastructure to an acceptable level of service. The 5-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. Streets that have exceeded their life expectancy and can no
longer be effectively maintained are programed for reconstruction in the city’s CIP.
PROPOSAL DETAILS/ANALYSIS: The public streets located in the Carriage Station subdivision and
Jamaca Court North (east of Jamaca Avenue to the dead end) have been identified for improvement in the
year 2024. 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 based upon a geotechnical services investigation
of the exiting pavement sections and conditions. Existing storm sewer inspections will be conducted to
identify any storm sewer repairs or corrections deemed necessary to restore or improve the existing drainage
systems. Existing watermain within the project areas will also be inspected and investigated to identify
proposed improvements to be made in connection with the project. The existing 4-inch watermain on
Jamaca Court North is proposed to be replaced and upsized to a 12-inch trunk watermain as part of creating
a critical trunk watermain distribution connection in conjunction with another 2024 Capital Improvement
Project, the Stillwater Boulevard (CSAH 14) Trunk Watermain Extension project. Consideration will also
be given to replacing a section of 8-inch watermain in the Carriage Station subdivision with a 12-inch trunk
watermain to improve the hydraulic capacity from Well #2. Both project areas reside outside of the MUSA
boundaries and are therefore served by private wastewater treatment systems. As part of the feasibility
report, staff will work with and encourage the Carriage Station subdivision to conduct sanitary sewer
collection system cleaning and inspections in order to identify any collection system repairs that may
require improvement as part of the street improvements.
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.
To accurately scope the proposed roadway improvements the City Council is being asked to authorize
geotechnical investigation services. This investigation will review in place roadway structure and soil
conditions and provide recommendations on proposed roadway improvements. Staff will get proposals to
complete the work from two geotechnical testing agencies, evaluate proposals, and provide a
recommendation on who to enter into contract with. An estimated budget based on previous investigations
is included in the motion authorizing the City Administrator to enter into a contract in the not to exceed
amount presented.
A project schedule for the 2024 Street and Utility Improvements is attached and outlines the implementation
timeframe necessary to address public involvement, acquire field survey prior to winter snowfall, identify
and obtain project related easements, complete the detailed design, and to receive contractor bids to ready
the improvements for construction in 2024.
FISCAL IMPACT: $35,400.
If authorized, FOCUS Engineering Inc., will prepare a feasibility report in the not to exceed amount of
$18,400 for the 2024 Street and Utility Improvements. Staff is also recommending a not to exceed amount
of $17,000 for geotechnical investigation services. If the improvements are ordered, the report costs 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.
RECOMMENDATION: Staff is recommending that the City Council approve a Resolution Ordering
Preparation of a Feasibility Report for the 2024 Street and Utility Improvements. The recommended motion
for this action is as follows:
“Move to approve Resolution No. 2023-039, ordering preparation of a Feasibility Report to be
completed by FOCUS Engineering in the not to exceed amount of $18,400 and geotechnical
investigation services in the not to exceed amount of $17,000
for the 2024 Street and Utility Improvements.”
ATTACHMENTS:
1. Resolution Ordering Preparation of a Feasibility Report.
2. Project Location Map.
3. Project Schedule.
CITY OF LAKE ELMO
WASHINGTON COUNTY
STATE OF MINNESOTA
RESOLUTION NO. 2023-039
A RESOLUTION ORDERING THE PREPARATION OF A FEASIBILITY REPORT
FOR THE 2024 STREET AND UTILITY IMPROVEMENTS
WHEREAS, the City maintains a 5-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 in the Carriage Station subdivision and Jamaca Court North
(east of Jamaca Avenue to the dead end) have been identified for improvement in the year 2024; 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, That the proposed improvement, called 2024 Street and
Utility Improvements, 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.
ADOPTED BY THE LAKE ELMO CITY COUNCIL ON THE EIGHTEENTH DAY OF APRIL,
2023.
CITY OF LAKE ELMO
By: __________________________
(Seal) Charles Cadenhead
ATTEST: Mayor
________________________________
Julie Johnson
City Clerk
FIGURE NO. 1
LOCATION MAP
2024 STREET IMPROVEMENTS
CITY OF
LAKE ELMO
CARRIAGE STATION
LEGEND
2024 STREET
IMPROVEMENTS
PROJECT NO. 2024.123
APRIL, 2023
JAMACA CT. N.
JAMACA CT. N.
CARRIAGE STATION
PROJECT SCHEDULE
CITY OF LAKE ELMO
2024 STREET IMPROVEMENTS
PROJECT NO. 2022.123
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
APRIL 18, 2023 Council orders preparation of Feasibility Report.
JULY 18, 2023 Presentation of Feasibility Report. Council accepts Report and calls for
Improvement Hearing.
AUGUST, 2023 Neighborhood informational meeting(s).
AUGUST 15, 2023 Public Improvement Hearing. Council Orders the Improvement (4/5th Vote)
and preparation of Plans and Specifications.
DECEMBER 19, 2023 Council approves Plans and Specifications and orders Advertisement for Bids.
JANUARY 23, 2024 Project Bid Date: Receive contractor bids.
FEBRUARY 6, 2023 Council accepts Bids and awards Contract.
MAY 21, 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