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Home My WebLink About5D Authorizing Mayor and City Manager to Execute City's Standardized Professional Services Contract for Arcadia and CR 21 IntersectionFRI U ey 4646 Dakota Street SE Prior Lake, NIN 55372 CITY COUNCIL AGENDA REPORT MEETING DATE: APRIL 4, 2011 AGENDA M 5D PREPARED BY: STEVE ALBRECHT, DIRECTOR OF PUBLIC WORKS PRESENTER: STEVE ALBRECHT AGENDA ITEM: CONSIDER APPROVAL OF A RESOLUTION AUTHORIZING THE MAYOR AND CITY MANAGER TO EXECUTE THE CITY'S STANDARDIZED PROFESSIONAL SERVICES CONTRACT FOR THE ARCADIA AVENUE AND CR 21 INTERSECTION PROJECT APPRAISAL SERVICES DISCUSSION: Introduction The purpose of this agenda is to seek approval from the City Council to execute the City's Standardized Professional Services Contract for required property acquisition appraisals. History In 2005 Scott County and the City of Prior Lake adopted the CR 21 Corridor Study completed by Scott County. This study identified several improvements necessary to maintain adequate access to the Prior Lake downtown as traffic volumes are expected to increase from about 10,300 to more than 27,000 by 2030. The study identified that at some point in the future Main Avenue would become a right -in, right -out access only. A full signalized access would be provided at Arcadia Avenue. Additionally a % access would be provided at Pleasant Street from TH 13. In 2008 the City of Prior Lake completed a feasibility study for improvement of the Arcadia Intersection. The study identified a total estimated construction cost of $2.1 million plus right of way and project costs. The total project cost is estimated to be $2.675 million. In 2009 Scott County began construction of the CR 21 extension between CR 42 and TH 169. It is anticipated that the project will be completed by the end of 2011. The City of Prior Lake prioritized the Arcadia Avenue Intersection improvements for design in 2010 and construction in 2011 as part of the 2010 -2014 Capital Improvement Program. The City also made a funding request to Scott County for the project. The County identified $750k of funding in 2011 for project construction. Based on tax levy bonding concerns the City deferred the design and right -of -way acquisition costs to 2011. In the Summer of 2010 the City Council authorized completion of an alternative alignment analysis for CR 21 through downtown Prior Lake. C:1Documents and SettingslcgreenWy Documents\SharePoint Drafts\CR 21 and Arcadia Intersection Appraisals,doc On December 6, 2010 the City Council authorized the Mayor and City Manager to execute a contract with WSB & Associates for the project design services. On February 7, 2011 the City Council authorized staff to direct WSB to proceed with preliminary design work required to determine needed right of way (ROW) and easements for the project. Current Circumstances The preliminary design is expected to be completed in the next month. In order to proceed with ROW and easement acquisition the City needs to have appraisals completed for the project. The project team selected for the project included Patchin Messner & Dodd (PSD) for appraisal services. The City has not executed the Standardized Professional Services Contract with PSD, because the extent of the required services could not be determined until the preliminary design was competed. The preliminary design has identified temporary easements, permanent easements and ROW needed from 15 parcels in order to construct the project. This project will be partially funded by State Aid funds and may require condemnation of easements or ROW if standard negotiations are not successful. In order to meet the standards required to preserve the City's full range of options for completing the project it is necessary to complete appraisals and acquisition analysis. The required services include appraisals, appraisal reviews and the final ROW map. The quotes to provide these services are as follows: Service Not to Exceed Cost Easement & ROW Acquisition Appraisals PSD $ 34,500 Appraisal Reviews ( WSB sub:Medicine Lake Appraisal/Lakes Appraisals $5,500 Right of Way Plan* (WSB & Associates $4,534 Total $44 "required for use of State Aid Funds to reimburse ROW acquisition costs Conclusion Staff recommends award of the City's Standardized Professional Services Contract to Patchin, Messner and Dodd in the amount of $34,500 for project appraisal services. Staff recommends that the Standardized Professional Services Contract with WSB & Associates be amended to include $10,034 for Appraisal Review and ROW Plan services. ISSUES: If the City wishes to have the option to construct or partially construct the Arcadia and CR 21 Intersection improvements in 2011, the City Council should authorize these services. The acquisition can take six months or more if condemnation is required. The easements and ROW required for this project will also be required for the realignment option. FINANCIAL The City has previously executed a contract with WSB & Associates in the IMPACT: amount of $263,411. The above services are not included in that cost. These services were budgeted as part of the project easement and ROW acquisition. The services will be funded from account #501 - 48372 -502. 2 ALTERNATIVES: 1) Approve a resolution authorizing the Mayor and City Manager to execute the City's Standardized Professional Services Contract for the Arcadia Avenue and CR 21 Intersection Project Appraisal Services. 2) Table this item and provide additional direction to City Staff. 3) Deny this item and provide additional direction to City Staff. RECOMMENDED No.1 MOTION: Frank Boyles, ritkiManager 3 PRto U 4646 Dakota Street SE ' JVM5011' Prior Lake, MN 55372 RESOLUTION 11 -xxx RESOLUTION AUTHORIZING THE MAYOR AND CITY MANAGER TO EXECUTE THE CITY'S STANDARDIZED PROFESSIONAL SERVICES CONTRACT FOR THE ARCADIA AVENUE AND COUNTY ROAD 21 INTERSECTION APPRAISALS Motion By: Second By: WHEREAS, The 2011 -2015 Capital Improvement Program identifies improvement of the County Road 21 and Arcadia Avenue Intersection Improvement Project for Construction in 2011; and WHEREAS, In order to allow for construction in 2011 it is necessary to begin certain phases of design at this time; and WHEREAS, The County Road 21 extension to TH 169 is expected to open late in 2011 and traffic volumes on County Road 21 in downtown Prior Lake are expected nearly triple over the next 20 -30 years impacting downtown accessibility; and WHEREAS, The City does not have the in -house expertise or resources to design and oversee construction of the improvements in 2011; and, WHEREAS, On December 6, 2010 the City Council approved Resolution 10 -118 approving a contract with WSB & Associates for design and construction services: and WHEREAS, The City needs professional appraisal services to complete the project easement and right of way acquisition; and WHEREAS, The City solicited quotes from Patchin, Messner and Dodd (PSD) and WSB & Associates to complete these services. 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 Mayor and City Manager are authorized to execute the City's Standardized Professional Services Agreement with Patchin, Messner and Dodd in an amount not to exceed $34,500 on behalf of the City. 3. The original Professional Services Contract (Res. 10 -118) with WSB is amended to include $10,034 in appraisal and right of way mapping services. 4. Funding for these engineering services will be drawn from the Account #501 - 48372 -502. C:1Documents and Settingslcgreen\My Documents\SharePoint Drafts\CR 21 and Arcadia Intersection Appraisals Resolution.doc PASSED AND ADOPTED THIS 4TH DAY OF APRIL 2011. YES NO Mys er Myser Erickson Erickson Hedberg Hedber Keeney Keene Soukup Souku Frank Boyles, City Manager