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Home My WebLink About5F - Brooksville Hills Phase II (City Project #09-11) 4P~ !to ~~~\ 4646 Dakota Street S.E. u : Prior Lake, MN 55372-1714 ~ MEETING DATE: AGENDA #: PREPARED BY: AGENDA ITEM: DISCUSSION: CITY COUNCIL AGENDA REPORT FEBRUARY 17,2009 5F LARRY POPPLER, ASSISTANT CITY ENGINEER CONSIDER APPROVAL OF A RESOLUTION APPROVING PLANS AND SPECIFICATIONS AND AUTHORIZING ADVERTISEMENT FOR BIDS FOR THE BROOKSVILLE HILLS PHASE II IMPROVEMENT PROJECT(CITY PRO- JECT #09-011) Introduction The purpose of this agenda item is to seek approval from the City Council for the plans and specifications and authorize advertisement for bids for the Brooksville Hills Phase II Improvement Project. Historv On July 7,2008, Council adopted Resolution 08-099 ordering the preparation of a Feasibility Report for those projects in the 2008 Capital Improvement Program (CIP) required to follow the Minnesota Statutes Chapter 429 process. The Min- nesota Statutes Chapter 429 process is required because the City Council in- tends to specially assess a portion of the project. The roadways studied in the report include Mandan Avenue, Franklin Circle, Summer Street, Franklin Trail, Robinson Circle, and Itasca Avenue. The 2009 Improvement Project is Phase II of the improvements in this region. The recommendation of the Feasibility Re- port was to proceed with this project. On November 17,2008, Council adopted Resolution 08-149 accepting the Fea- sibility Report and calling for a Public Hearing on December 15, 2008 for the 2009 Improvement Project. At the December 15, 2008 Public Hearing, no one spoke regarding the project, however a letter from one resident was read at the meeting. This resident sup- ported the project and the proposed sidewalk on Franklin Trail. In addition to the Public Hearing, the City has held two informational meetings to discuss the project. The last informational meeting was an open house held on January 21, 2009 and offered residents the opportunity to comment on the pro- posed plans. At the open house persons from 11 homes were represented. City Staff explained the proposed design and took down names for those that were interested in the various programs available. Since the open house, City Staff has been busy finalizing the design. Current Circumstances The project includes storm sewer, sanitary sewer, water main, concrete curb and gutter, aggregate base, bituminous surfacing, and appurtenant work. The con- struction of this project is proposed to be funded through special assessments, a tax levy, Water Quality Fund, and the Trunk Sewer and Water Fund. www.cityofpriorlake.com R:\Council\2009 Agenda Reports\02 17 09\BropiH&H~~!WY~'1'~s l)lle~,,~';d.Qf4 7.4245 At this point the project design is complete and it is appropriate to seek City Council authority to advertise for bids. A copy of the plans is available in the En- gineering Department for review. Once the bids are received, City Staff will pre- sent the bids to the City Council for award. If the bids received are higher than expected, the City Council can elect not to move forward with awarding a con- tract. ISSUES: Wellhead Protection Area This project is located within the City's Wellhead Protection Area. As a way to reduce groundwater impacts within the Wellhead Protection Area, this project includes a number of strategies. These strategies include reducing the street widths, constructing a bio-retention swale at the Grainwood School, and a volun- teer rain garden program. Reduced Street Widths As a way to decrease upfront costs, maintenance costs and reduce the amount of impervious surface, the proposed design includes reducing many of the street widths in the project area to 28 feet wide. Franklin Trail The intersection of Franklin Trail and Summer Street will be reconstructed for this project because of key utility connections. City Staff and the Assessment Review Committee recommend that Franklin Trail from Brooks Circle to Summer Street be reconstructed as a part of this project. This portion of Franklin Trail is nearly 40 years old and has been resurfaced twice. Franklin Trail Sidewalk Currently a sidewalk exists on the east side of Franklin Trail. As a part of the proposed work, a sidewalk would be extended from County Road 21 to Summer Street on the west side of Franklin Trail. In the future, additional sidewalk would be constructed on the west side of Franklin Trail from Summer Street to County Road 44. Grainwood Elementarv School Bio-retention Area As part of the reconstruction project, a bio-retention area is proposed to be con- structed at the Grainwood Elementary School. Construction of the bio-retention area is a positive step toward retaining water upstream of the City's wellhead protection area and a good opportunity to partner with the School District on a mutually beneficial project. Funds for construction of this stormwater component would be taken out of the Water Quality Fund. Grant opportunities are being pursued for additional funding for this water quality feature. Orivewav Reconstruction. Rain Garden. and Urban Reforestation Proorams The driveway reconstruction program and voluntary rain garden program are proposed with this project similar to last year's project. An urban reforestation program is also proposed with this project. The tree program would provide an additional benefit to the residents on this project by providing neighborhood beautification as well as reduce storm water drainage. R:\Council\2009 Agenda Reports\02 17 09\Brooksville Hills ph 2 acceptplans agenda report. doc FINANCIAL IMPACT: The table below shows the funding of this project. The numbers provided were prepared during the Feasibility Report. I Assessments $394,907.00 Tax Levy I Sewer & Water Fund I Water Quality Fund I Project Total Cost $781,202.00 $452,701.00 I $41,130.00 I $1,661),940.00 II The proposed assessment rate for the project is $6,928/unit. Once the bids are received this table can be updated with bid numbers. It is our expectation that soliciting bids at this time of year and with the current economy will provide the most competitive bids. ALTERNATIVES: The alternatives are as follows: 1. Approve Resolution 09-XX approving plans and specifications and authoriz- ing advertisement for bids for the Brooksville Hills Phase II Improvement Pro- ject #09-011. 2. Deny this item for a specific reason and provide staff with direction. 3. Defer this item until a future date. RECOMMENDED MOTION: A motion and a second to adopt a Resolution approving plans and specifications and authorizing advertisement for bids for the Brooksville Hills Phase II Im- provement Project #09-011. . ReVieW~y: ~ .-1 / " \JW~ Frank Boyles, City , R:\Council\2009 Agenda Reports\02 17 09\Brooksville Hills ph 2 acceptplans agenda report. doc 4646 Dakota Street S.E. Prior Lake, MN 55372-1714 RESOLUTION 09-xx A RESOLUTION APPROVING THE PLANS AND SPECIFICATIONS AND AUTHORIZING THE ADVERTISEMENT FOR BIDS BROOKSVILLE HILLS PHASE II IMPROVEMENT PROJECT #09-011 FOR THE CITY OF PRIOR LAKE, MINNESOTA Motion By: Second By: WHEREAS, Pursuant to Resolution 08-160, adopted on December 15,2008, the City Engineer has prepared plans and specifications for the Brooksville Hills Phase II Improvement Project (Project #09-011), NOW THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE, MINNESOTA as follows: 1. The recitals set forth above are incorporated herein. 2. The plans and specifications for the Brooksville Hills Phase II Improvement Project #09-011, a copy of which is attached hereto and incorporated by reference herein, are hereby approved. 3. The City Manager shall prepare and cause to be inserted in the official newspaper of the City and in the Construction Bulletin an advertisement for bids for the making of the improvement pursuant to the attached plans and specifications. The advertisement shall be published not less than 21 days prior to the bid opening, shall specify the work to be done, and shall state that the bids will be received by the City Manager at which time the bids will be publicly opened at City Hall at 4646 Dakota Street SE by the City Engineer. No bids will be considered unless sealed and filed with the City Manager and accompanied by a cash deposit, cashier's check, bid bond, or certified check payable to the City of Prior Lake in the amount of five (5) percent of the amount of such bid. 4. The City reserves the right to reject any and all bids for any reason as determined solely by the City Council. PASSED AND ADOPTED THIS 1th DAY OF FEBRUARY, 2009. YES NO Haugen Erickson Hedberg LeMair Millar Haugen Erickson Hedberg LeMair Millar Frank Boyles, City Manager R:\Council\2009 Agenda Reports\02 17 09\Brooksville Hills ph 2 acceptplans resolution. DOC www.cityofpriorlake.com Phone 952.447.9800 / Fax 952.447.4245