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HomeMy WebLinkAboutAgenda Packets - 2016/03/28CITY OF MOUNDS VIEW CITY COUNCIL MEETING AGENDA MOUNDS VIEW CITY HALL Monday, March 28, 2016 7:00 p.m. REVISED AS OF Monday, March 28, 2016 at 515pm 1. CALL TO ORDER 2. PLEDGE OF ALLEGIANCE 3. ROLL CALL: Flaherty, Gunn, Hull, Meehlhause, Mueller 4. APPROVAL OF AGENDA 5. PUBLIC INPUT: Citizens may speak to issues not on tonight’s agenda. Before speaking, please give your full name and address for the minutes. Also, please limit your comments to three minutes. 6. SPECIAL ORDER OF BUSINESS A. Arbor Day Proclamation - To be Read by the Mayor 7. COUNCIL BUSINESS A. 7:00 p.m. Public Hearing: Resolution 8541, a Resolution to Consider a Honeybee Keeping License Located at 2824 Bronson Drive – Applicant: Roger Magnuson B. 7:00 p.m. Public Hearing: Resolution 8542, a Resolution to Consider an Off- Sale Intoxicating Liquor License for Keshav Enterprises, Inc., to Operate a Liquor Store Located at 2408 County Road I C. 7:00 p.m. Public Hearing: Resolution 8537 8543, a Resolution to Consider a Conditional Use Permit for a Temporary Garden Center at 2523 County Road 10; Planning Case CU2016-001 D. 7:00 p.m. Public Hearing: Resolution 8538 8544, a Resolution to Consider an Interim Use Permit for a Tent and/or Membrane Structure at 2200 County Road 10; Planning Case IU2016-001 E. 7:00 p.m. Public Hearing: Second Reading and Adoption of Ordinance 913, an Ordinance Amending Chapter 1120 of the Mounds View Zoning Code Relating to Planned Unit Developments F. Resolution 8537, Awarding Construction Contract for the 2016 Street and Utility Improvement Project – Area I G. Resolution 8539, Approve Plans and Specifications and Authorize Advertisement for Bids for CSAH 10 Trail Segments 6 and 11 H. Resolution 8540, Approve County Road I Concrete Rehabilitation Project Cost Share Agreement with Ramsey County City Council Agenda Monday, March 28, 2016 Page 2 8. CONSENT AGENDA A. Resolution 8538, Approving an Amended and Restated Joint Powers Agreement with the North Metro I-35W Corridor Coalition 9. JUST AND CORRECT CLAIMS 10. APPROVAL OF MINUTES - None 11. REPORTS A. Reports of Mayor and Council B. Reports of Staff C. Reports of City Attorney 12. Next Council Work Session: Monday, April 4, 2016, at 7pm Next Council Meeting: Monday, April 11, 2016, at 7pm 13. ADJOURNMENT CITY OF MOUNDS VIEW OFFICE OF THE MAYOR PROCLAMATION WHEREAS, The health of the people is tied to the health of their forests; and WHEREAS, Trees and forests improve our physical health by cleaning the air, reducing exposure to the sun’s UV rays, and decreasing temperatures during the summertime; and WHEREAS, In 50 years, one tree provides $62,000.00 worth of air pollution control; and WHEREAS, Childhood asthma rates are lower in urban communities that have a higher density of trees; and WHEREAS, Trees and forests improve our mental health by reducing stress and increasing concentration; and WHEREAS, Forests create high-quality drinking water by acting as a natural filter; and WHEREAS, Getting a daily dose of trees is healthy for all Minnesotans; and WHEREAS, Each year, on the last Friday in April, and throughout the month of May, Minnesotans pay special tribute to rural and community trees and all the natural resources, and dedicate themselves to the continued vitality of our state’s forests. NOW , THEREFORE, I, Joe Flaherty, Mayor of the City of Mounds View, do hereby proclaim the following: 1. Friday, April 22, 2016, as “EARTH DAY”. 2. Friday, April 29, 2016, at “ARBOR DAY”. in the City of Mounds View, and I urge all citizens to celebrate Earth Day and Arbor Day and support efforts to protect our trees and woodlands, including planting trees to promote the well-being of this and future generations. Given under my hand and Seal of the City of Mounds View, this 28th day of March, 2016. (SEAL) Joe Flaherty, Mayor Item No: 07A Meeting Date: March 28 2016 Type of Business: Council Business City Administrator Review: _____ City of Mounds View Staff Report To: Honorable Mayor and City Council From: Desaree Crane, Assistant City Administrator Item Title/Subject: Public Hearing: Resolution 8541, to Consider a New License for Keeping of Honeybees at 2824 Bronson Drive – Applicant: Roger Magnuson Introduction: City Council passed Ordinance 908, which amended Chapter 701 of the City Code to provide for the keeping of bee hives on properties zoned R-1, Single Family Residential. Residents would be limited to no more than four (4) hives restricted to backyard areas. Hive openings must face in toward property owner’s backyard. This Ordinance became effective on October 25, 2015. Background: Applicant Roger Magnuson, located at 2824 Bronson Drive, submitted a license application to keep and raise honeybees on his property. Attached is the application for the City Council’s consideration. It appears Mr. Magnuson meets all the requirements under Ordinance 908. In accordance with Ordinance 908, initial applications shall be considered by the City Council after holding a public hearing on the matter. Licenses are valid indefinitely so long as the hives are operated continuously. This license may be revoked or denied by the City Council based on negligence or nuisance. In such event, the property owner would be provided with an opportunity to be heard. Staff published this hearing in the City’s official newspaper, Sun Focus. Public hearing notices were also mailed to residents within a 350 feet radius of 2824 Bronson Drive. Applicant did receive a satisfactory report from the Mounds View Police Department. Recommendation: Staff recommends opening this public hearing for public comment. Staff recommends approval of this license. Respectfully submitted, _____________________ Desaree Crane RESOLUTION 8541 CITY OF MOUNDS VIEW COUNTY OF RAMSEY STATE OF MINNESOTA RESOLUTION APPROVING A HONEY BEE KEEPING LICENSE TO ROGER MAGNUSON, 2824 BRONSON DRIVE WHEREAS, the City Council passed Ordinance 908, which amended Chapter 701 of the City Code to provide for the keeping of bee hives on properties zoned R-1, Single Family Residential; and, WHEREAS, in accordance with Ordinance 908, initial applications shall be considered by the City Council after holding a public hearing on the matter; and WHEREAS, Roger Magnuson submitted a license application and fees to keep and raise honeybees on his property located at 2824 Bronson Drive; and, WHEREAS, Staff has reviewed Mr. Magnuson’s application; and WHEREAS, Mr. Magnuson’s application meets all the requirements as set forth in Ordinance 908; and WHEREAS, this license is valid indefinitely so long as the hives are operated continuously; and WHEREAS, this license may be revoked or denied by the City Council based on negligence or nuisance. NOW, THEREFORE BE IT RESOLVED, THAT the Mounds View City Council does hereby approve a license for the keeping and raising of honey bees to Roger Magnuson on his property located at 2824 Bronson Drive. Adopted this 28th day of March, 2016. ________________________________ Joe Flaherty, Mayor ATTEST: ________________________________ James Ericson, City Administrator (seal) Item No: 07A Meeting Date: May 23, 2016 Type of Business: CB Administrator Review: ____ City of Mounds View Staff Report To: Honorable Mayor and City Council From: Desaree Crane, Assistant City Administrator Item Title/Subject: Public Hearing, Resolution 8580, a Resolution to Consider an Off-Sale Intoxicating Liquor License for Keshav Enterprises, Inc., Located at 2408 County Road I Background: In accordance with Chapter 502 of the Mounds View City Code, a public hearing is required for all liquor licenses. Keshav Enterprises, Inc., is requesting an Off-Sale Intoxicating Liquor License located at 2408 County Road I (former SNAP Market). On March 28, 2016, the City Council considered a liquor license for Keshav Enterprises, Inc. The City Council denied approval of the license because the property was delinquent in their property taxes. In accordance with the City’s Liquor Code: Subd. 2. Places Ineligible for License: a. No intoxicating liquor or wine license shall be granted for operation on any premises on which taxes, assessments, utility bills or other financial claims of the City are delinquent or unpaid. (Amended, Ord. 843, 5-20-10) Mr. Ankur Chopra of Keshav Enterprises, Inc., will be appearing at this City Council meeting to answer any questions. Discussion: Mr. Ankur Chopra of Keshav Enterprises, Inc., submitted all required city liquor license application materials and fees. Staff has not received a Certificate of Liability Insurance. This license would be contingent in receiving this certificate. The following investigations and inspections have been conducted to determine whether there is cause for the City to deny the application: Police Inquiry and Investigations (Mounds View Police Department) Staff submitted a background check application to the Minnesota Bureau of Criminal Apprehension (BCA) on Ankur Chopra. In addition, the City has submitted a background check on Keshav Enterprises, Inc., in accordance with the City Liquor Code. All background checks have been received and are satisfactory. Applicant owns a liquor store in Brooklyn Park called City Liquors. Staff contacted the City of Brooklyn Park and there were two violations on record: 2009: Sale to a minor; 2010: Sale of a minor. Item 07A May 23, 2016, City Council Meeting Page 2 City Billing (Mounds View Finance Department) This building has no outstanding utility bills. As of Thursday, May 19, 2016, 2408 County Road I continues to be delinquent in their property taxes. It appears the owner has made a payment towards the delinquent property taxes after the March 28th City Council Meeting. However, according to Ramsey County Property Records, the owner is still delinquent in the amount of $10,162.02 (at the March 28th City Council Meeting they owed $28,686.28). Attached is the Property Tax Payment information from the Ramsey County Property Tax Division. Fire Inspection (Mounds View Fire Marshal) Before they open, Keshav Enterprises, Inc., would be required to have a fire inspection. This license will be contingent on a satisfactory fire inspection from the Fire Marshal. Recommendation: Staff recommends opening the Public Hearing for comment. If property taxes are not paid in full before the start of this City Council Meeting, then Staff recommends denial of the liquor application. The property would ineligible for an Off-Sale Intoxicating Liquor License in accordance with the Mounds View City Code §502.04, subd 2a. However, if the City Council wishes to approve this license contingent on payment of property taxes by a certain date, receipt of a Certificate of Liability Insurance, and a satisfactory fire inspection, then staff prepared a resolution with these listed contingencies. If approved, this license will expire on June 30, 2017. Respectfully Submitted, ___________________________ Desaree Crane Approval Contingent on Property Taxes RESOLUTION 8580 CITY OF MOUNDS VIEW COUNTY OF RAMSEY STATE OF MINNESOTA Approving an Off-Sale Intoxicating Liquor License for Keshav Enterprises, Inc. Located at 2408 County Road I WHEREAS, Keshav Enterprises, Inc., submitted all required City and State Liquor license application materials; and WHEREAS, all City of Mounds View business licenses must be approved by the City Council; and WHEREAS, staff has reviewed all application materials; and WHEREAS, the approval of this Off-Sale Intoxicating Liquor License to Keshav Enterprises, Inc., is contingent on a satisfactory full payment of delinquent property taxes no later than __(date)_____, receipt of a Liquor Liability Insurance Certificate, and a satisfactory fire inspection. NOW, THEREFORE, BE IT RESOLVED, that the Mounds View City Council does hereby approve an Off-Sale Intoxicating Liquor License to Keshav Enterprises, Inc., contingent on a satisfactory full payment of delinquent property taxes no later than __(date)_____, receipt of a Liquor Liability Insurance Certificate, and a satisfactory fire inspection. NOW, THEREFORE, BE IT FURTHER RESOLVED, that this license will expire on June 30, 2017. Adopted this 23rd day of May, 2016. ____________________________________ Joe Flaherty, Mayor ATTEST: ____________________________________ James Ericson, City Administrator (seal) Approval if Property Taxes are Paid Prior to the City Council Meeting RESOLUTION 8580 CITY OF MOUNDS VIEW COUNTY OF RAMSEY STATE OF MINNESOTA Approving an Off-Sale Intoxicating Liquor License for Keshav Enterprises, Inc. Located at 2408 County Road I WHEREAS, Keshav Enterprises, Inc., submitted all required City and State Liquor license application materials; and WHEREAS, all City of Mounds View business licenses must be approved by the City Council; and WHEREAS, staff has reviewed all application materials; and WHEREAS, the approval of this Off-Sale Intoxicating Liquor License to Keshav Enterprises, Inc., is contingent on receipt of a Liquor Liability Insurance Certificate, and a satisfactory fire inspection. NOW, THEREFORE, BE IT RESOLVED, that the Mounds View City Council does hereby approve an Off-Sale Intoxicating Liquor License to Keshav Enterprises, Inc., contingent on receipt of a Liquor Liability Insurance Certificate, and a satisfactory fire inspection. NOW, THEREFORE, BE IT FURTHER RESOLVED, that this license will expire on June 30, 2017. Adopted this 23rd day of March, 2016. ____________________________________ Joe Flaherty, Mayor ATTEST: ____________________________________ James Ericson, City Administrator (seal) H:\MDVW\N15110617\1_Corres\C_To Others\Bid Results Letter.docx March 17, 2016 Brian Erickson Director of Public Works/City Engineer City of Mounds View 2401 County Road 10 Mounds View, MN 55112 Re:Bid Results 2016 Street and Utility Improvement Project – Area I S.A.P. 146-228-008 & 146-229-005 City Project No. 2016-C01 BMI Project No. N15.110617 Dear Mr. Erickson: Bids for the 2016 Street and Utility Project – Area I were opened on Tuesday, March 15, 2016. Six (6) bids were received and ranged from $4,080,913.79 to $5,203,689.10. A Bid Abstract has been included. The following is a bid summary: Contractor Total Base Bid Douglas-Kerr Underground, LLC $4,080,913.79 Northwest Asphalt, Inc.$4,244,104.65 Northdale Construction Company, Inc.$4,486,553.17 T.A. Schifsky & Sons, Inc.$4,488,194.55 Park Construction Company $4,540,065.25 Geislinger & Sons, Inc.$5,203,689.10 Based on the summary above, if the City Council wishes to award the Project to the lowest bidder, then Douglas-Kerr Underground, LLC should be awarded the Project on the Total Base Bid Amount of $4,080,913.79. If you have any questions, please feel free to contact me at (651) 728-3172. Sincerely, BOLTON & MENK, INC. Michael Warner, P.E. Senior Project Engineer Enclosure Item No. 07F Meeting Date: March 28, 2016 Type of Business: CB City Administrator Review: ______ City of Mounds View Staff Report To: Honorable Mayor and City Council From: Brian Erickson, P.E., Public Works Director/City Engineer Item Title/Subject: Resolution 8537, Awarding Construction Contract for the 2016 Street and Utility Improvement Project – Area I Background: The City is in the process of reconstructing 26 miles of City-owned streets and associated underground utilities as part of the Streets and Utilities Improvement Program (Program). The next, and final, project area of the Program scheduled for construction is Area I which contains 3.6 miles of streets and is located in the northeast part of the city. The project includes: • St. Michael Street between Oakwood Drive and County Road I • St. Stephen Street between Oakwood Drive and County Road I • Jackson Drive between Hillview Road and County Road I • Quincy Street between the northern dead end and County Road I • Interstate I-35W Service Road between Cornell Drive and Pinewood Drive • Hillview Road between Jackson Drive and Interstate I-35W Service Road • Oakwood Drive between its westen dead end and Interstate I-35W Service Road • Terrace Drive between Jackson Drive and Interstate I-35W Service Road • Pinewood Drive between Jackson Drive and Interstate I-35W Service Road The City Council has taken the following steps, thus far, specific to Area I of the Street and Utility Improvement Program: • 08/24/15 – Authorized engineering design & preparation of bidding documents (Resolution 8449) • 11/23/15 – Considered stormwater infiltration basin (SIP) appeals (Resolution 8482) • 11/23/15 – Approved non-standard street design and parking restrictions for Area I (Resolution 8483) • 02/08/16 – Approved the plans and authorized advertisement for bids (Resolution 8514) Discussion: The Council approved bidding documents and their advertisement resulted in the City receiving six (6) bids. They were opened and publicly read aloud on March 15, 2016. The bids were then tabulated, checked for errors and corrected in accordance with contract requirements by Bolton & Menk, Inc (BMI). Bid amounts ranged from $4,080,913.79 to $5,203,689.10. The low bid was submitted by Douglas-Kerr Underground, LLC of Mora, MN. The low bid is $56,186.21 below the engineer’s estimate and the difference between the two low bids was $163,190.86. BMI has estimated the total construction cost of Area I at $4,137,100. This cost is split among the State Aid participating street and stormwater improvements at $670,167 and the non-state aid or local improvements at $3,466,933. Both staff and BMI checked with other municipalities and consultants that have worked with Douglas-Kerr Underground, LLC and they received satisfactory recommendations on their past performance. BMI has provided a letter recommending that a contract in the amount of $4,080,913.79 be awarded to Douglas-Kerr Underground, LLC and it is attached to this report. This amount is the estimated construction cost but actual construction costs may differ due to quantity variation in the 165 individual unit price bid items. Additionally, unknown conditions may arise that don’t fit into the bid items. For this reason, a construction contingency of 5% or $204,000 is recommended to deal with these unknowns in a timely manner and not delay construction. BMI has provided a fee estimate to provide engineering services for the construction phase of the project, which includes administration, engineering, inspection, surveying and closeout of the project. Compensation will be actual hours worked plus reimbursable expenses for a maximum estimated fee of $147,200. Should the project extend into 2017 it is likely this fee will increase to account for additional hours to be worked. Staff will request an additional estimate and present that to the Council for approval in the event that is required. Public Works is in the process of seeking fee proposals to provide geotechnical engineering and material testing during construction. This testing will be required by MnDOT’s State Aid office for the MSA streets on the project. The testing will include soil, concrete and bituminous testing and is a normal requirement for street and utility construction to insure quality control. These proposals will be presented at a future Council meeting but are estimated at approximately $40,000. Recommendation: Staff recommends that the City Council adopt the attached resolution awarding the construction contract to Douglas-Kerr Underground, LLC of Mora, MN in the amount of $4,080,913.79 for the 2016 Street and Utility Improvement Project – Area I. In addition, Bolton & Menk, Inc should be authorized to provide required professional engineering services associated with the construction phase of the project. If adopted, a neighborhood meeting will be held on April 27 and construction is anticipated to begin in mid-May. Respectfully Submitted, Brian Erickson, P.E. Director of Public Works/City Engineer RESOLUTION NO. 8537 CITY OF MOUNDS VIEW COUNTY OF RAMSEY STATE OF MINNESOTA AWARDING A CONSTRUCTION CONTRACT FOR THE 2016 STREET AND UTILITY IMPROVEMENT PROGRAM – AREA I WHEREAS, the City Council adopted Resolution 7176 on October 22, 2007, establishing the Street and Utility Improvement Program (Program), which includes nine Street and Utility Improvement Projects identified as Areas A through I; and, WHEREAS, Areas A through H have been or are under construction and total 22.6 miles of the Program; and, WHEREAS, the 2016 Street and Utility Improvement Project – Area I, City Project No. 2016-C01 is scheduled to be constructed during the 2016 construction season; and, WHEREAS, the City Council adopted Resolution 8449 on August 24, 2015 authorizing Bolton & Menk, Inc. to perform engineering design services and prepare bidding documents for the Project; and, WHEREAS, the City Council adopted Resolution 8482 on November 23, 2015 which considered and denied Stormwater Infiltration Program (SIP) appeals in the Project; and, WHEREAS, the City Council adopted Resolution 8483 on November 23, 2015 approving non-standard street design configurations and parking restrictions for Area I; and, WHEREAS, the City Council adopted Resolution 8514 approving bid documents and authorizing advertisements for bids for the Project; and, WHEREAS, advertisement for bids for the Project was published in the February 19 and 26 editions of the Sun-Focus and Finance and Commerce; and, WHEREAS, on March 15, 2016, six sealed bids were received and publicly read aloud as follows: RANK BIDDER BASE BID Low Douglas-Kerr Underground, LLC $4,080,913.79 2 Northwest Asphalt, Inc. $4,244,104.65 3 Northdale Construction Co., Inc. $4,486,553.17 4 T. A. Schifsky & Sons, Inc. $4,488,194.55 5 Park Construction Company $4,540,065.25 6 Geislinger & Sons, Inc. $5,203,689.10 WHEREAS, the lowest responsible bid of $4,080,913.79 was submitted by Douglas-Kerr Underground, LLC of Mora, MN; and, WHEREAS, the City Engineer and Bolton & Menk, Inc. recommend awarding a construction contract to Douglas-Kerr Underground, LLC for the said bid amount. NOW, THEREFORE, BE IT RESOLVED by City Council of the City of Mounds View, Ramsey County, Minnesota as follows: 1. The bid proposal submitted by Douglas-Kerr Underground, LLC in the total bid amount of $4,080,913.79 for constructing the 2016 Street and Utility Improvement Project, Area I, City Project No. 2016-C01 is accepted by the City and a construction contract is awarded to Douglas-Kerr Underground, LLC. 2. City staff is directed to have a construction contract prepared for the Project at said price, and the City Attorney is authorized to review the prepared construction contract and any associated documentation submitted by Douglas-Kerr Underground, LLC. 3. Upon satisfactory review of the prepared construction contract and documentation by the City Attorney, the Mayor and City Administrator are hereby authorized and directed, for and on behalf of the City, to execute and enter into said construction contract with Douglas-Kerr Underground, LLC. 4. Bolton & Menk, Inc. is authorized to provide professional services associated with the construction phase of the Project with compensation on an hourly basis with reimbursable expenses for an estimated maximum fee of $147,200. 5. The Mayor and City Administrator are hereby authorized and directed, for and on behalf of the City, to execute and enter into said professional services agreement with Bolton & Menk, Inc. 6. The Director of Public Works is authorized to make approvals related to contract modifications during construction of the Project up to a combined total of $204,000 (5% contingency) on behalf of the City Council. 7. The Mayor and City Administrator are hereby authorized and directed to execute all appropriate documents to effectuate the actions contemplated by this Resolution. 8. The Mayor and City Administrator, staff and consultants are hereby authorized and directed to take any and all additional steps and actions necessary or convenient in order to accomplish the intent of this Resolution. Adopted this 28th day of March, 2016 Joe Flaherty, Mayor ATTEST: James Ericson, City Administrator (SEAL) U UUUUU Edgewood DriveL o n g L a k e R o a d County Highway 10 EXISTING BITUMINOUS TRAIL REMOVE BITUMINOUS TRAIL (TYP.) County Highway 10 U U Edgewood DriveCounty Road H2EXISTING BITUMINOUS TRAIL PROPOSED 10' WIDE BITUMINOUS TRAIL PROPOSED CULVERT County Highway 10 Woodale DriveBEL R A E SENI O R LI VI N G PROPOSED TRAIL LIGHTING (TYP.) EXISTING BITUMINOUS TRAIL SITE PLAN - TRAIL SEGMENT 11 MOUNDS VIEW, MINNESOTA CSAH 10 TRAIL SEGMENTS 6 & 11 IMPROVEMENTS PROJECT FIGURE 2 50 1000 Horizontal Scale In Feet Item No. 07G Meeting Date: March 28, 2016 Type of Business: CB City Administrator Review: ______ City of Mounds View Staff Report To: Honorable Mayor and City Council From: Brian Erickson, P.E., Public Works Director/City Engineer Item Title/Subject: Resolution 8539, Approve Plans and Specifications and Authorize Advertisement for Bids for CSAH 10 Trail Segments 6 and 11 Background: The City of Mounds View has been improving and adding to the trail system throughout the city. As part of the 2016 – 2020 Five Year Financial Plan Mounds View included the construction of County State Aid Highway 10 (CSAH 10) Trail Segments 6 & 11, City Project No. 2015-C03. The City Council has taken the following steps, thus far, specific to CSAH 10 Trail Segments 6 & 11: • 05/26/15 – Authorized engineering design & preparation of bidding documents (Resolution 8420) • 11/09/15 – Authorized Bolton & Menk to proceed with the design (Resolution 8477) Discussion: Since the authorization of this project on May 26, 2015 Bolton & Menk , Inc. (BMI) has prepared a design for use in soliciting public bids for constructing trail segments 6 and 11 along CSAH 10. The design includes the construction of bituminous trail, lighting, and pedestrian ramps on the east side of CSAH 10 from Red Oak Drive to Groveland Road (segment 6) and the west side of CSAH 10 from north of Moe’s Sports Bar to Woodale Drive (segment 11). This design has been reviewed by Ramsey County and at this point it is ready for advertisement. The total project cost is shown below: Engineer's Estimate Segment 6 138,736.00$ Segment 11 265,399.00$ Add Alt 1 99,393.00$ Add Alt 2 7,845.00$ Total Construction 511,373.00$ Contingency (5%)25,568.65$ Construction Admin (2.5%)12,784.33$ Engineering Fee 122,332.00$ Total Estimate 672,057.98$ TOTAL PROJECT ESTIMATE As part of the design process staff asked that BMI include two additional alternate bid items. These are items that may or may not be included at the time of contract award and allow for the possibility of additional amenities as funding permits. For this project the two alternates are: 1. Install lighting on existing trail from Edgewood Drive north to Long Lake Road. 2. Modify/remove existing trail crossings along Edgewood Drive to prevent possible driver confusion due to two trail crossings in close proximity. The next step in the project development of CSAH 10 Trail Segments 6 & 11 is the bid phase. This involves advertising the project, distributing plans and specifications, answering questions, and issuing clarifications for bidding requirements, reviewing and tabulating bids received and making an award recommendation. BMI will provide assistance with this phase of the project. If the attached resolution is adopted, bidding documents will be finalized and project advertised in the official City newspaper (Sun Focus) and a regional trade publication for three weeks before bid opening. A bid opening date of April 25, 2016 is proposed, with Council consideration of award on May 9, 2016. Construction is anticipated to begin in the late spring ro summer. Recommendation: Staff recommends that the City Council adopt the attached resolution approving bidding documents and authorizing advertisement for bids for the CSAH 10 Trail Segments 6 & 11, City Project No. 2015-C03. Doing so will allow the project to stay on track for a 2016 construction schedule. Respectfully Submitted, Brian L. Erickson, P.E. Director of Public Works/City Engineer RESOLUTION NO. 8539 CITY OF MOUNDS VIEW COUNTY OF RAMSEY STATE OF MINNESOTA APPROVE PLANS AND SPECIFICATIONS AND AUTHORIZE ADVERTISEMENT FOR BIDS FOR CSAH 10 TRAIL SEGMENTS 6 AND 11 WHEREAS, the City Council adopted Resolution 8420 on May 26, 2015 awarding a contract to Bolton & Menk, Inc. to prepare bidding documents for the CSAH 10 Trail Segments 6 and 11, City Project No. 2015-C03; and, WHEREAS, the City Council adopted Resolution 8477 on November 9, 2015 authorizing Bolton & Menk, Inc. to proceed with the design of CSAH 10 Trail Segments 6 and 11, City Project No. 2015-C03; and, WHEREAS, Bolton & Menk, Inc. has prepared plans and specifications for use in soliciting public bids in accordance with all resolutions noted above. NOW, THEREFORE, BE IT RESOLVED by City Council of the City of Mounds View, Ramsey County, Minnesota as follows: 1. The bidding documents prepared by Bolton & Menk, Inc. for construction of CSAH 10 Trail Segments 6 and 11, City Project No. 2015-C03 are hereby approved. 2. City Staff is hereby directed to cause to be published in the Sun-Focus newspaper and in a regional trade publication, at least three weeks before the last day to submit bids, a notice to bidders for said project. 3. The time and date for receipt of public bids for said project is hereby established as 2:00 p.m. local time, Tuesday April 26, 2016, at which time bids will be publicly opened and read aloud in the Council Chambers of the Mounds View City Hall. 4. The Mayor and City Administrator are hereby authorized and directed to execute all appropriate documents to effectuate the actions contemplated by this Resolution. 5. The Mayor and City Administrator, staff and consultants are hereby authorized and directed to take any and all additional steps and actions necessary or convenient in order to accomplish the intent of this Resolution. Adopted this 28th day of March, 2016 Joe Flaherty, Mayor ATTEST: James Ericson, City Administrator (SEAL) PW2016-04 Page 1 of 7 Agreement PUBW 2016-04(R) RAMSEY COUNTY COOPERATIVE AGREEMENT WITH THE CITY OF MOUNDS VIEW FOR Rehabilitation of County Road I (County State Aid Highway 03) between Highway 10 and 350 feet east of Quincy Street and Signal Construction at County Road I and Quincy Street S.A.P. 062-030-21 S.A.P. 146-229-006 This Agreement is between the City of Mounds View, a municipal corporation ("City") and Ramsey County, a political subdivision of the State of Minnesota, ("County") for the rehabilitation of County Road I between Highway 10 and 350 feet east of Quincy Street and for the construction of traffic control signals and County Road I and Quincy Street (“Project”). RECITALS 1. The Project is identified in Ramsey County’s 2015 – 2019 Transportation Improvement Program. 2. County Road I, in the area affected by reconstruction, is designated County State Aid Highway (CSAH) 3. 3. The Project has been designated by the Minnesota Department of Transportation (Mn/DOT) as eligible for County State Aid Highway funds. 4. The Project has been designated as State Aid Project (S.A.P.) 062-030-021 and 146- 229-006. 5. The Project is located within the City. 6. Agreement PW2005-10 details maintenance responsibilities and costs of the traffic control signal at County Road I and Quincy Street. AGREEMENTS 1. Responsibility for Design Engineering 1.1. Plans, specifications, and proposals will be prepared in accordance with Mn/DOT State Aid requirements. PW2016-04 Page 2 of 7 1.2. The County will prepare plans, specifications, and proposals for the Project, which will include, among other things, the concrete pavement rehabilitation, pedestrian curb ramps, catch basin repair, traffic control signals, and an accessible pedestrian signal. 1.3. Plans for the Project showing proposed construction will be presented to the City and will be on file at Ramsey County Public Works Department. 1.4. Any costs associated with Project revisions after the completion of plans and specifications will be paid for by the party requesting the revisions. Revisions are subject to approval by the County. 2. Procurement and Award of Contract 2.1. The County will take bids in accordance with state law and County procedures. 2.2. The County will prepare an abstract of bids and a cost participation summary based on the lowest responsible bidder’s proposal, and will provide the same to the City. 2.3. The County will request the City’s concurrence to award a contract to the lowest responsible bidder. 2.4. The County will award a contract, and pay the contractor from the County State Aid Highway, Municipal State Aid Highway, and local funds identified for the Project. 3. Responsibility for Construction Engineering 3.1. The County shall perform or contract the performance of the construction engineering for all elements of the Project. 4. Project Costs 4.1. The County and City will participate in the costs of construction in accordance with the Ramsey County Cost Participation Policy and approved in the 2015 – 2019 Ramsey County Transportation Improvement Plan. If there is a conflict between the Cost Participation Policy and this Agreement, this Agreement will prevail. 4.2. A list of the construction pay items and percentages of City funding responsibility as well as the total estimated City Project cost is attached as Exhibit A, (Cost Participation Based on Engineer’s Estimate). Quantities and unit prices in Exhibit A are estimates. Actual costs shall be based on the contract unit prices and the quantities constructed. PW2016-04 Page 3 of 7 4.3. Mobilization, Field Office, Erosion Control Supervisor, and Traffic Control are defined collectively as the “Prorated Items”. The City percentage of the Prorated Items is calculated as follows: (City Cost excluding the Prorated Items Cost) City % Prorated Items = (Total Project Cost excluding the Prorated Items Cost) The costs in the Prorated Items calculation will be based on contract unit prices and quantities at the time of contract award. No adjustments in the percentages will be made if unit prices or quantities vary during construction. 4.4. Design Engineering Costs 4.4.1. The City shall pay the County a design engineering fee equal to 12% of the City’s share of the project items identified in Exhibit A. 4.4.2. Design engineering fees shall be calculated based on the quantities and unit prices at the time of contract award. 4.5. Construction Engineering and Administration Costs 4.5.1. The City shall pay the County a construction engineering fee equal to 12% of the City’s share of the items identified in Exhibit A. 4.5.2. Construction engineering and administration fees shall be calculated based on the final contract quantities and unit prices. 5. Payment Schedule 5.1. Design engineering will be invoiced at the time of contract award. 5.2. The County will invoice the City for construction costs incurred on a monthly basis or as determined by the payment schedule for the contractor. 5.3. Construction engineering will be invoiced at the time of substantial project completion, as determined by the County. 5.4. Payment will be made within 30 days of receipt of an invoice. 6. Ownership and Maintenance Responsibility for Project Elements 6.1. Ownership and Maintenance Responsibility of the Roadway PW2016-04 Page 4 of 7 6.1.1. The County will own and maintain the roadway and associated roadway elements location within the County Right of Way, except as detailed below. 6.2. Ownership and Maintenance Responsibility of the Storm Sewer 6.2.1. The City shall own the following components of the storm sewer system: i. Trunk line ii. Trunk line manholes iii. Surface drains located outside of the County road right-of-way and associated leads iv. Trunk line outfalls 6.2.2. The County shall own the following components of the storm sewer system: v. Catch basins vi. Catch basin leads vii. Surface drains located within the County road right-of-way 6.2.3. The City and County shall each maintain the components of the storm sewer system under their respective ownership. 6.3. The traffic control signal at County Road I and Quincy Street will continue to be maintained in accordance with Agreement PW2005-10. 6.4. The County will own and maintain the accessible pedestrian signal at County Road I and Quincy Street. Necessary electrical power for the operation of the accessible pedestrian signal will be at the cost of the City. 6.5. Ownership and Maintenance of the Sidewalk 6.5.1. The City will own and maintain the sidewalk, including snow removal and sidewalk panel replacement. 7. The City grants the County temporary construction easements over all City owned rights-of-way and property within the limits of the Project for use during construction at no cost to the County. 8. The City and County shall indemnify, defend, and hold each other harmless against any and all liability, losses, costs, damages, expenses, claims, or actions, including attorney’s fees, which the indemnified party, its officials, agents, or employees may hereafter sustain, incur, or be required to pay, arising out of or by reason of any act or omission of the indemnifying party, its officials, agents, or employees, in the execution, performance, or failure to adequately perform the indemnifying party’s obligation pursuant to this Agreement. Nothing in this Agreement shall constitute a waiver by the County or the City of any statutory or common law immunities, limits, or exceptions on liability. PW2016-04 Page 5 of 7 9. This Agreement shall remain in full force and effect until terminated by mutual agreement of the parties. THE REMAINDER OF THIS PAGE IN INTENTIONALLY BLANK. PW2016-04 Page 6 of 7 CITY OF MOUNDS VIEW, MINNESOTA By: _______________________________ Date:_______________________ Mayor By: _______________________________ Date:_______________________ City Administrator Approved by the Office of Financial Services: By: _______________________________ Approved as to Form: By: _______________________________ City Attorney PW2016-04 Page 7 of 7 RAMSEY COUNTY, MINNESOTA _________________________________ Date: ____________________________ Julie Kleinschmidt, County Manager Approval recommended: _________________________________ James E. Tolaas, Director Public Works Department Approved as to form: _________________________________ Assistant County Attorney Item No. 07H Meeting Date: March 28, 2016 Type of Business: CB City Administrator Review: ______ City of Mounds View Staff Report To: Honorable Mayor and City Council From: Brian Erickson, P.E., Public Works Director/City Engineer Item Title/Subject: Resolution 8540, Approve County Road I Concrete Rehabilitation Project Cost Share Agreement with Ramsey County Background: As part of Ramsey County’s Transportation Improvement Plan, the county has scheduled a concrete rehabilitation project on County Road I between County State Aid Highway 10 and I- 35W. Discussion: This project includes concrete pavement restoration, catch basin repair, pedestrian curb ramp replacement and the replacement of the temporary traffic signal at County Road I and Quincy Street. In addition, Ramsey County will convert County Road I from four traffic lanes to three. This will improve safety for motorists making left turns; provide shoulders for bicycle and service vehicles and create safer crossings for pedestrians. Work is anticipated to begin in the summer or fall of 2016 and will take approximately three (3) weeks to complete. During the construction, County Road I will remain open to traffic; however, there may be short-term lane closures or detours. Temporary, alternative access plans for driveways will be established with property owners if necessary as the concrete cures. The signal replacement at Quincy Street will remove the cable supported signals and replace them with a standard signal/overhead cross arm configuration. Two of the four signal legs associated with this intersection are part of Mounds View’s street network, thus the city is responsible for the purchase and installation of half of the signals at this intersection. Quincy Street is part of the Municipal State Aid Street system and this work is eligible for reimbursement through state aid. The signal replacement cost including engineering and construction administration is estimated at $175,199.60. In addition to the signal replacement, there are several panels that will be replaced due to a water service repair that was performed previously. The patch is currently a temporary bituminous patch that the county will replace with the project. The estimated cost of this patch is $9,330.40. The total estimated cost for the City of Mounds View is $184,529.00. Included in this estimate are design and construction engineering fees related to this work. It should be noted that the actual cost to the City will be based on actual bid amounts. Prior to award of the construction contract, Ramsey County will seek the City’s concurrence. The current Street Improvement (Fund 485) budget includes an amount of $125,000 for this; however, there is additional funding in that budget available that can be used for completing this project. Recommendation: Staff recommends that the City Council approve the attached Cost Share Agreement with Ramsey County. Respectfully Submitted, Brian L. Erickson, P.E. Director of Public Works/City Engineer RESOLUTION NO. 8540 CITY OF MOUNDS VIEW COUNTY OF RAMSEY STATE OF MINNESOTA APPROVE COUNTY ROAD I CONCRETE REHABILITATION PROJECT COST SHARE AGREEMENT WITH RAMSEY COUNTY WHEREAS, Ramsey County has established a Transportation Improvement Program for the County Road network; and, WHEREAS, the Transportation Improvement Program includes County Road I Concrete Rehabilitation project in Mounds View; and, WHEREAS, the County Road I Concrete Rehabilitation project will replace the existing temporary signal located at the intersection of County Road I and Quincy Street with a permanent signal; and, WHEREAS, the City of Mounds View is responsible for the cost of two of the four legs of the Quincy Street signal; and, WHEREAS, Quincy Street is part of Mounds View’s Municipal State Aid street network; and, WHEREAS, the Quincy Street signal is eligible for State Aid funding; and, WHEREAS, the County Road I Concrete Rehabilitation project will repair a patch that was placed due to a water service break. NOW, THEREFORE, BE IT RESOLVED by City Council of the City of Mounds View, Ramsey County, Minnesota as follows: 1. The County Road I Concrete Rehabilitation cost share agreement is approved and the Mayor and City Administrator are hereby authorized and directed, for and on behalf of the City, to execute and enter into said agreement 2. The Mayor and City Administrator and staff are hereby authorized and directed to take any and all additional steps and actions necessary or convenient in order to accomplish the intent of this Resolution. Adopted this 28th day of March, 2016 Joe Flaherty, Mayor ATTEST: James Ericson, City Administrator (SEAL)