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Home My WebLink About8B - Street Reconstruction AGENDA ITEM: MAY 1, 2000 8B SUE MCDERMOTT, ASSISTANT CITY ENGINEER BUD OSMUNDSON, CITY ENGINEERlPUBLIC WORKS DIRECTOR CONSIDER APPROVAL OF RESOLUTION OO-XX APPROVING PLANS AND SPECIFICATIONS AND AUTHORIZING ADVERTISEMENT FOR BIDS FOR STREET RECONSTRUCTION FOR 2000 IMPROVEMENT PROJECTS (CITY PROJECTS #12-00 AND #13-00) MEETING DATE: AGENDA #: PREP ARED BY: REVIEWED BY: DISCUSSION: History Proposed street reconstruction improvements to Oak Ridge Circle, Flandrau Circle, Fulbright Circle, Indian Ridge Circle, Euclid Avenue, Maves Trail, Forsythe Road, Shannon Trail, Prior Circle, and Shannon Circle (Project #12-00), overlay improvements to Fairlawn Shores Trail from Fish Point Road to 150th Street and Fish Point Road (Project #13-00), and reconstruction of Linden Hills Circle (Project #14-00) are in the approved 2000 Capital Improvement Program. Resolution 99-95 authorizing preparation of plans and specifications for the projects was approved by the City Council on September 20, 1999. Public informational open houses were held in September of 1999 and February of 2000 to provide affected property owners the opportunity to discuss the projects. Residents from each of the projects were in attendance at the September meeting. Twelve residents of the Oak Ridge Circle/Shannon Trail (Project #12-00) attended the February meeting. Plans were available for review and City staff was in attendance to answer questions from the public. Current Circumstances Pro;ect #12-00: Reconstruction of Oak Ridge Circle, Flandrau Circle. Fulbright Circle. Indian Ridge Circle. Euclid Avenue. Maves Trail, Forsvthe Road, Shannon Trail. Prior Circle, and Shannon Circle 162(),Q,dt~tCreek Ave. S.E., Prior Lake, Minnesota 55372-1714 / Ph. (612) 447-4230 / Fax (612) 447-4245 AN EQUAL OPPORTUNITY EMPLOYER This project includes storm sewer, concrete curb and gutter, sanitary sewer repair, replacement of gate valves and hydrants, aggregate base, bituminous surfacing, retaining walls, and appurtenant work. The engineer's construction cost estimate is $1,047,000. Indirect costs are estimated at 30%, and include engineering (17%), administration (5%), and financing (8%) for a total estimated project cost of $1,361 ,000. The construction of this project is proposed to be funded through assessments, tax levy, and Trunk Reserve fund. Pro;ect #13-00: Fair/awn Shores Trail and Fish Point Road Overlav This project includes milling of bituminous edges, a 2-inch bituminous overlayment, concrete repair and striping. The engineer's construction cost estimate is $108,000. The estimated project cost, which includes the 30% indirect costs, is $140,400. This is slightly higher than the feasibility report estimate of $135,395.00. The construction of this project is proposed to be funded through assessments and tax levy. Pro;ect #14-00: Linden Circle Linden Circle is currently a gravel roadway. Project #14-00 includes construction of a 20-foot wide roadway with aggregate base, concrete curb and gutter, bituminous surfacing, and appurtenant work. The Engineer's Estimate for the construction is $77,000. Adding the 30% indirect costs, the total estimated project cost is $100,100. This is lower than the feasibility report estimate of $109,720.00. The construction of Linden Circle is programmed to be funded through special assessments. Issues 1.) Project #12-00, Oak Ridge Circle, Flandrau Circle, Fulbright Circle, Indian Ridge Circle, Euclid Avenue, Maves Trail, Forsythe Road, Shannon Trail, Prior Circle, and Shannon Circle: There were no real issues related to special assessments based on input from the informational meeting. However, since that time the total estimated project cost has been revised and has increased from the feasibility estimate of $885,885.00 to the current estimate of $1,361,000. The following table is a breakdown of the project costs: APPPLAN.DOC Feasibility Estimate Current Estimate Street Construction $573,550.00 $801,000.00 Storm Sewer $80,300.00 $130,000.00 Sanitary Sewer Repair $11,400.00 $31,000.00 Watermain Repair $16,200.00 $85,000.00 Est. Construction Cost $681,450.00 $1,047,000.00 Indirect Costs * $204,435.00 $314,000.00 TOT AL PROJECT $885,885.00 $1,361,000.00 PROJECT #12-00 * Indirect costs include engineering (17%), administration (5%), and financing (8%). In addition to the increase in bituminous prices due to rising oil costs, a large portion of the estimated street construction cost increase ($186,000) is due to poor subgrade conditions requiring the road base to be subcut one-foot and filled with a layer of granular material. This information was not available until after the feasibility report was completed and soil borings and analysis were done. The increase in estimates for the utility work required are due to information that was obtained during the design phase of the project. The sanitary sewer pipes were televised and showed that the main in Indian Ridge Circle between Fairlawn Shores Trail and Oak Ridge Circle is in need of replacement due to broken and crushed pipe. New gate valves and hydrants are also proposed to be installed on the project. Staff recommends that this work be funded through the Trunk Reserve fund. The proposed storm sewer costs increased due to proposed replacement of existing catch basins and castings that do not meet current standards. A majority of the existing storm sewer pipe will remain in place. Staff recommends that the storm sewer be funded through the trunk fund. The estimated assessment rate for this project based on the Feasibility Report was $4,197.56 per unit or $36.18 per front foot. U sing the current engineer's estimate and the recommendations outlined above, the estimated assessment rate is $5,142.22 per unit or $44.32 per front foot. 2.) Project #13-00, Fair Lawn Shores Trail and Fish Point Road Overlays: There were no real issues related to special assessments based on input from the informational meeting. APPPLAN.DOC FINANCIAL IMPACT: 3.) Project #14-00, Linden Circle: Easements are required from four property owners to construct the proposed improvements. This was a project which the property owners petitioned for. To date, only two of the easements have been received. Attached to this report is a request by one of the property owners for two conditions to be met by the City prior to granting the easement. Condition 1 cannot be granted except through the zoning ordinances prescribed process and criteria. It does not appear that the waiver is necessary. Staff recommends that this project be delayed until the easements are granted by the property owners. An alternative is for Council to begin eminent domain proceedings. Conclusion The staff believes it is appropriate for the City Council to approve project plans and specifications and authorize solicitation of bids for PllOject #12-00, Oak Ridge Circle, Flandrau Circle, Fulbright Circle, Indian Ridge Circle, Euclid Avenue, Maves Trail, Forsythe Road, Shannon Trail, Prior Circle, and Shannon Circle and Project #13-00, Fairlawn Shores Trail and Fish Point Road. The actual bid amounts will verify the estimated assessments. If the Council has concerns at that stage, they could direct appraisals to determine the degree of benefit. The staff recommends that the Special Assessment Committee meet once the bids are received to formulate recommendations on bid award. The total cost of this year's projects are estimated to be $1,502,000 and will be recovered through special assessments and Trunk Reserve funds in addition to tax levy for bond repayment. The table below outlines the project costs based on the engineer's current estimate. Project Assessments Tax Levy Trunk Reserve Total Oak Ridge Circle $416,520.00 $624,680.00 $319,800.00 $1,361,000.00 / Shannon Trail (Project #12-00) FairlawnlFish $56,160.00 $84,240.00 $0 $140,400.00 Point Overlay (Project #13-00) Total $472,520.00 $709,680.00 $319,800.00 $1,502,000.00 APPPLAN.DOC -~~ '7' AL TERNA TIVES: RECOMMENDED MOTION: APPPLAN.DOC The alternatives are as follows: 1. Approval of Resolution OO-XX approving plans and specifications for Project #12-00, Oak Ridge Circle, Flandrau Circle, Fulbright Circle, Indian Ridge Circle, Euclid Avenue, Maves Trail, Forsythe Road, Shannon Trail, Prior Circle, and Shannon Circle and Project #13-00, Fairlawn Shores Trail and Fish Point Road and authorizing advertisement for bids. This specifically excludes Project #14-00, Linden Circle. 2. Deny this item for a specific reason and provide staff with direction. 3. Table this item until some date in the future. Motion and second to approve Resolution OO-XX approving plans and specifications for Project #12-00, Oak Ridge Circle, Flandrau Circle, Fulbright Circle, Indian Ridge Circle, Euclid Avenue, Maves Trail, Forsythe Road, Shannon Trail, Prior Circle, and Shannon Circle and Project #13-00, Fairlawn Shores Trail and Fish Point Road and authorizing advertisement for bids. RESOLUTION OO-XX A RESOLUTION APPROVING THE PLANS AND SPECIFICATIONS AND AUTHORIZING THE ADVERTISEMENT FOR BIDS FOR STREET RECONSTRUCTION FOR 2000 IMPROVEMENT PRO.JECTS CITY PRO.JECTS #12-00 AND #13-00) FOR THE CITY OF PRIOR LAKE, MINNESOTA MOTION BY: SECOND BY: WHEREAS, pursuant to Resolution 99-95, adopted on September 20, 1999, the City Engineer has prepared plans and specifications for the utility improvement. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE, MINNESOTA that 1. Such plans and specifications, a copy of which is attached hereto and incorporated herein by this reference, are hereby approved. 2. The City Manager shall prepare and cause to be inserted in the official paper 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 bid opening, shall specify the work to be done, and shall state that the bids will be received by the City Manager until 10:00 a.m. on Friday, June 2, 2000, at which time the bids will be publicly opened at City Hall at 16200 Eagle Creek Avenue 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. 3. The City reserves the right to reject any and all bids for any reason as determined solely by the City. Passed and adopted this 1st day of May, 2000. Mader Mader Ericson Ericson Gundlach Gundlach Petersen Petersen Schenck Schenck YES NO {Seal} City Manager City of Prior Lake 162QQ>~ecf:reek Ave. S.E., Prior Lake, Minnesota 55372-1714 / Ph. (612) 447-4230 / Fax (612) 447-4245 AN EQUAL OPPORTUNITY EMPLOYER _,.~~.........."m.".~".~..<. April 14, 2000 '- .::~)~::~~ ~ ,,~ -~;~: /7 lY /j7;'V tj~/) ""I",.' -, .f 1 7 '\ ///:~/ 2,,",,/ ;, i L.::, _'. :;i":0 iij --', <. -::.....-:::--,. ~/I -~~ ' -~---- / ~ Sue McDermott Assistant City Engineer City of Prior Lake 16200 Eagle Creek Avenue S.E. Prior Lake, MN 55372-1714 Dear Ms. McDermott: The city of Prior Lake (the "City") has requested that I sign a quitclaim giving the City an easement, triangular in shape, along my front property line in order to construct a new street. I am willing to give the City the easement, provided that the City agrees to: 1. Grant my property a variance from the building code requirement that not more than 30% of the lot be built, to the extent the City's easement causes my property to exceed the 30% maximum; and 2. Indemnify me against any costs and expenses resulting from any damage to or destruction of the tree on my property which is identified with a circle on the attached Exhibit A, including, but not limited to, tree replacement costs. If you find these two preconditions to my execution of the quitclaim easement acceptable, please indicate your acceptance by signing in the signature block below. Very truly yours, Dean Sutliff 3162 Linden Circle N.W. Prior Lake, MN55372 Accepted and agreed to this _ day of April, 2000 CITY OF PRIOR LAKE By Its Doc# 1217896\1 ADVERTISEMENT FOR BIDS 2000 Improvements in the City of Prior Lake City Project No. 12-00: Oak Ridge Circle, Euclid Avenue, Indian Ridge Circle, Fulbright Circle, Flandrau Circle, Shannon Trail, Prior Circle, Shannon Circle, Maves Trail, and Forsythe Road City Project No. 13-00: Fairlawn Shores Trail and Fish Point Road Overlay NOTICE IS HEREBY GIVEN that sealed proposals will be received by the City Council of the City of Prior Lake, Minnesota at the Prior Lake City Hall, located at 16200 Eagle Creek Avenue S.E., Prior Lake, MN 55372 unti110:00 a.m. local time, on the 2nd day of June, 2000, and will be publicly opened at said time and place by two or more designated officers or agents of the City of Prior Lake, said proposals for the furnishing of all labor and materials for the construction, complete in place of the following: APPROXIMATE MAJOR QUANTITIES PROJECT 12-00 & 13-00 Common Excavation Subgrade Excavation Concrete Curb and Gutter Class 5 Aggregate Base Bituminous Paving Storm Sewer Drainage Structures Modular Block Retaining Walls Sodding 6" Gate Valves Hydrants wi Valves 2630 10029 14062 9925 7714 1865 52 1618 16240 20 17 CY CY LF Ton Ton LF Each SF SY Each Each Proposals arriving after the designated time will be returned unopened. The Bids must be submitted on the proposal forms provided in accordance with contract documents, plans, and specifications as prepared by the City of Prior Lake Engineering Department, 16200 Eagle Creek Avenue S.E., Prior Lake, MN 55372. Contract documents, plans, and specifications may be obtained from Prior Lake Engineering Department by calling (612) 447-9830. Copies may be obtained upon deposit of Seventy five dollars ($75.00) non- refundable deposit per set. 16200 Eagle Creek Ave. S.E., Prior Lake, Minnesota 55372-1714 / Ph. (612) 447-4230 / Fax (612) 447-4245 G:\PROJECTS\2000\120AKRDG\BIDADV2.DOGlN EQUAL OPPORTUNITY EMPLOYER - - -------- - ...----.------------,---.. --.._------. ---.... - _. -_..-- No bids will be considered unless sealed and filed with the City Manager of Prior Lake and accompanied by a cash deposit, cashier's check, bid bond, or certified check payable to the City of Prior Lake, for five (5%) percent of the amount bid to be forfeited as liquidated damages in the event that the bid be accepted and bidder shall fail to enter promptly into a written contract and furnish the required bond. No bids may be withdrawn for a period of sixty (60) days from the date of opening of bids. The City of Prior Lake reserves the right to reject any or all bids. Further, the City reserves the right to accept a bid higher than the lowest bid if, in the opinion of the Council, the public interest will be better served. DATED: Frank Boyles City Manager City of Prior Lake, Minnesota To be published in the Prior Lake American on May 13,2000 and May 20, 2000. To be published in the Construction Bulletin on May 12,2000 and May 19,2000. G:\PROJECTS\2000\120AKRDG\BIDADV2.DOC