HomeMy WebLinkAbout8A - 2001 Improvement Project
CITY COUNCIL AGENDA REPORT
DATE:
AGENDA #:
PREPARED BY:
SUBJECT:
JUNE 4, 2001
SA
SUE MCDERMOTT, CITY ENGINEER
CONSIDER APPROVAL OF TWO RESOLUTIONS 1)
ACCEPTING BIDS AND AWARDING THE CONTRACT FOR
STREET AND UTILITY CONSTRUCTION FOR 2001
IMPROVEMENT PROJECT #01-11 AND 2) AUTHORIZING
MCCOMBS FRANK ROOS ASSOCIATES, INC. TO PROVIDE
CONSTRUCTION SURVEYING FOR PROJECT #01-11.
DISCUSSION:
HISTORY
City Project #01-11 includes the proposed total street and utility
reconstruction improvements to Evanston Avenue, St. Paul
Avenue, Jordan Avenue, Minnesota Street, Dakota Street, Oak
Street, and Memorial Trail. This project was approved in the 2001
Capital Improvements Program and on April 16, 2001 the Council
approved plans and specifications and authorized the
Advertisement for Bids for the project. The purpose of this agenda
item is to accept the bids and award a contract to the lowest
responsible bidder.
In addition, staff is requesting that the council authorize the Mayor
and City Manager to enter into a contract with McCombs Frank
Roos Associates, Inc. (MFRA) to complete construction surveying
for the project.
CURRENT CIRCUMSTANCES
(1) Construction
Bids were received and opened on May 18, 2001. Three bidders
submitted bids and they were very competitive. The bids have
been checked and tabulated. The low bid was submitted by
Barbarossa & Sons, Inc. of Osseo, MN in the amount of
$1,644,448.55. The bid was below the Engineer's Estimate of
$1,694,125.90. The summary is as follows:
CONTRACTORS
Barbarossa & Sons, Inc.
Heselton Construction, LLC
Northdale Construction, Inc.
BID AMOUNT
$1,644,448.55
$1,656,301.25
$1,900,014.95
162lro\E.gghia<I:l-'&IU\\MU$IID,CPrior Lake, Minnesota 553'Y2-1714 / Ph. (612) 447-4230 / Fax (612) 447-4245
AN EQUAL OPPORTUNITY EMPLOYER
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Barbarossa & Sons, Inc. is a reputable contractor. The staff has
contacted other cities who have used Barbarossa and received
positive references. The staff recommends that the City Council
award the contract to Barbarossa & Sons, Inc. as the lowest
responsible bidder.
The project is to be paid for from a number of funding sources
including assessments, tax levy, Trunk Reserve Fund, and
Construction Fund. The street construction and storm sewer are
to be paid from assessments (40%) and tax levy (60%), the Trunk
Reserve fund is to pay for all of the trunk storm sewer, watermain
and sanitary sewer main replacement and the Construction Fund
is to pay for the sidewalk. Water and sewer services on private
property will be assessed to the property owner. The tables
below show the funding sources for the project:
CITY PROJECT #01-11 RECONSTRUCTION
I~tal B;d Amount $1,644,448
ms Paid from Trunk Reserve
Trunk Storm Sewer $(173,360)
Water Main Improvements $(260,905)
Sanitary Sewer Improvements $(275,933)
Items Paid from Construction Fund $(30,686)
Services on Private Property to be 100% assessed $( 1 08,835)
Total Construction Cost $794,730
Plus 28% Administration, Finance, Engineering, & Contingency $222,524
Total Project Cost $1,017,254
Total Assessment Amount (40%) $406,902
Total Levy Amount (60%) $610,352
Proposed Front Footage Rate ($406,902/FF= 7383) $55.11
Feasibility Report Estimated Assessment $53.13
FUNDING SOURCES
ITEM
TOTAL
$610,352
$515,737
$30,686
$710,198
Tax Levy
Assessments
Staff has recommended that the project be assessed on a front
footage basis. Using the above breakdown in funding sources, the
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Staff has recommended that the project be assessed on a front
footage basis. Using the above breakdown in funding sources, the
assessments for the project amount to $55.11 per front foot, or
$4,408.80 on an 80-foot lot (average frontage). This is a 3.7%
increase from the feasibility report assessment estimate of
approximately $53.13 per front foot ($4,250.40 for an 80-foot lot).
(2) Surveying
Although City staff will be providing construction observation, it will
be necessary to hire a consulting firm to complete the
construction surveying as has been done in the past. These costs
have been incorporated into the total project amount.
Staff requested proposals for construction surveying from four
consulting firms. The firms are MFRA, WSB & Associates, SEH,
and RLK-Kuusisto, Ltd.
Staff recommends hiring MFRA to perform construction surveying.
All four firms proposed to bill the City at an hourly rate and
specified a not-to-exceed amount. The quotes below are based
on each firm's interpretation of the project scope of work (total
hours required).
MFRA
S.E.H.
RLK-Kuusisto
WSB
230
348
375
372
$150
$106
$100
$106
$34,500
$36,955
$37,500
$39,500
Based on the not-to-exceed amount, staff recommends that
MFRA provide construction surveying services. The amount of
$34,500 equates to approximately 2.1 % of the construction cost
which is very reasonable for a project of this size. Despite the
significant disparity in proposed project hours, we believe the
M FRA proposal to be realistic.
ISSUES
On March 19, 2001 the City Council held a neighborhood
informational meeting to discuss five outstanding issues:
assessment method, sidewalks, tree replacement, alleys and one-
way versus two-way traffic on Memorial Trail. A copy of the
memo that was distributed at the meeting is attached to this
report. Staff was directed to bring the Memorial Trail issue back to
the Council in order for this issue to be resolved at the June 4,
2001 meeting.
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ALTERNATIVES:
RECOMMENDED
MOTION:
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The east-west portion of Memorial Trail is currently 12 feet wide
and is posted as a one-way westbound street. The proposed
Memorial Trail will be constructed to a 20-foot width considering
the State Uniform Fire Code. There are two private driveways on
the north side of Memorial Trail and parkland along the south
side. Although creating a two-way street would provide a second
access to Memorial Park, Memorial Trail has been posted as one-
way since it was constructed in 1963 therefore it appears
appropriate for it to remain a one-way street as contemplated in
the project.
The special assessment hearing will be held in September. The
September Assessment Hearing is the appropriate time for the
City Council to address the assessment method.
CONCLUSIONS
Staff recommends that the Council award the contract for the (1)
2001 Improvement Project to Barbarossa & Sons, Inc. and (2) the
contract for construction surveying to MFRA.
There are three alternatives for the City Council to consider:
1. Approve two resolutions (1) accepting bids and awarding the
contract for Project 01-11 2001 Improvements to the lowest
responsible bidder, Barbarossa & Sons, Inc. for the bid
amount of $1,644,448.55 and authorizing the Mayor and City
Manager to execute a contract for the construction project and
(2) authorizing the Mayor and City Manager to execute a
contract for construction surveying with MFRA, Inc. in the
amount not to exceed $34,500.
2. Deny this item for a specific reason and provide staff with
direction.
3. Table this item until some date in the future.
A motion and second to adopt resolutions (1) accepting bids and
awarding the contracts for 2001 Improvement Project 01-11 to
Barbarossa & Sons, Inc. and (2) executing a contract for
construction surveyi with MFRA, Inc.
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RESOLUTION 01 ~ ~ ~J
ACCEPTING BIDS AND AWARDING CONTRACT
FOR 2001 IMPROVEMENT PROJECT #01-11
MOTION BY:
~?
SECOND BY:
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WHEREAS, pursuant to an advertisement for bids for the improvement project at LineJeA "i[de
(Project 01-11) which includes sanitary sewer, water main, storm sewer, aggregate
base, concrete curb and gutter, bituminous pavement, sidewalk improvements and
appurtenant work; and
WHEREAS, The following bids were received, opened, and tabulated according to law and the
following bids were received complying with the advertisement:
CONTRACTORS
Barbarossa & Sons, Inc.
Northwest Asphalt, Inc.
Hardrives, Inc.
BID
$1,644,448.55
$1,656,370.25
$1,900,014.95
WHEREAS, it appears that Barbarossa & Sons, Inc. of Osseo, Minnesota is the lowest responsible
bidder.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE, MINNESOTA,
THAT:
1. The Mayor and City Manager are hereby authorized to enter into a contract with Barbarossa &
Sons, Inc. of Osseo, Minnesota in the name of the City of Prior Lake for the 2001 Improvement
Project (Project 01-11) in the amount of $1 ,644,448.55.
2. The City Manager is hereby authorized and directed to return to all bidders the deposits made
with their respective bids.
Passed and adopted this 4th day of June 2001.
YES
NO
- -
Mader Mader
Ericson Ericson
Gundlach Gundlach
Petersen Petersen
Zieska Zieska
{Seal}
Frank Boyles
City Manager
16~ahH~I~OS:.E., Prior Lake, Minnesota 55372-1714 / Ph. (612) 447-4230 / Fax (612) 447-4245
AN EQUAL OPPORTUNITY EMPLOYER
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RESOLUTION 01- ~1
RESOLUTION AUTHORIZING MFRA, INC. TO PROVIDE
CONSTRUCTION STAKING SERVICES FOR
2001 STREET IMPROVEMENT PROJECT (CITY PROJECT 01-11)
MOTION BY:
SECOND BY:
WHEREAS, the Council conducted a Public Hearing and approved Resolution 01-39,
ordering the 2001 Improvement Projects, and
WHEREAS, construction staking services are required on both projects, and
WHEREAS, the City can not cost effectively provide these services at its current staffing
level.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE,
MINNESOTA, MFRA, Inc. is hereby authorized to provide Construction Staking Services for
the twe City initi::lted improvement projects for a fee not to exceed the amount of $34,500.
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BE IT FURTHER RESOLVED, that funding for these engineering services will be drawn from
the Construction Fund and the Mayor and City Manager are authorized to execute said
agreement on behalf of the City.
Passed and adopted this 4th day of June, 2001.
YES NO
Mader Mader
Ericson Ericson
Gundlach Gundlach
Petersen Petersen
Zieska Zieska
{Seal}
Frank Boyles
City Manager
City of Prior Lake
16200 Eagle Creek Ave. S.E., Prior Lake, Minnesota 55372-1714 / Ph. (612) 447-4230 / Fax (612) 447-4245
G:\resolution01\CONSTK.DOC AN EQUAL OPPORTUNITY EMPLOYER
2001 Public Improvement Project - Resident Concerns
March 19, 2001
1. Method of Assessment: Residents who attended the Public Hearing expressed concern
about of the front footage methodology. On the other side, persons with smaller lots believe
they overpay with the unit method. The recommendation of the special assessment committee
is to retain the front footage method for the following reasons:
· 45 of the 78 single-family residential units (nearly 60%) have front footages of 80 feet or
less, with 31 of these lots having frontages of 60 feet or less.
. The front footage method is the application that is most familiar to the residents as a
result of the informational meetings and the public hearing.
. The front footage application is the most equitable because the cost is directly
proportional for the most part to the size of the lot.
2. Sidewalks: There are no special assessments for sidewalks. All sidewalks are paid for from
other sources. Sidewalks are to be constructed beginning at CSAM 44 down Jordan Avenue to
Minnesota Street to Evanston Avenue to CSAH 21. The sidewalk will connect the County
Road, the Park and the School. A sidewalk cannot be constructed economically on the east
side of St. Paul Avenue because of lot grades and setbacks. A sidewalk is also proposed along
Memorial Trail in the park and will be located so as not to disturb existing trees.
3. Tree Replacement: As with any City reconstruction project, tree removal will be kept to a
minimum. By decreasing the width of Memorial Trail to 20 feet, only two pines on park
property will have to be relocated with a tree spade and the oaks will remain undisturbed. As
many as five trees on private property may be removed depending on storm sewer and
watermain final design. Several trees will be removed within the right of way including an area
along the north side of Oak Street. Three of the trees are approximately 20" in diameter. Staff
will continue to work with property owners to locate sewer and water services so that tree
removal is minimized. Trees on private property (not right-of-way or public property) that die
within twelve months of project completion, will be replaced with 2-3 caliper-inch trees from the
City's nursery stock if the City determines that the tree loss was related to the project.
4. Alley: The City will discuss installation of curb cuts or vacation of the alley with affected
residents.
5. Memorial Trail (east/west only): Memorial Trail will be built to a 20-foot width in accordance
with the City's past practice considering the State Uniform Fire Code. As previously mentioned,
narrowing the width of the street results in saving trees. The street can be striped and signed
for two-way or one-way traffic.
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