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4646 Dakota Street SE
`t,NNgSO,VP Prior Lake,MN 55372
CITY COUNCIL AGENDA REPORT
MEETING DATE: MARCH 9, 2015
AGENDA#: 6B
PREPARED BY: LARRY POPPLER, CITY ENGINEER/INSPECTIONS DIRECTOR
PRESENTER: LARRY POPPLER
AGENDA ITEM: CONSIDER APPROVAL OF A RESOLUTION AUTHORIZING FULL AND
FINAL PAYMENT TO SCOTT COUNTY FOR THE CSAH 21 EXTENSION
PROJECT (SAP 70-621-024, CITY PROJECT 08-002, TRN09-000002)
DISCUSSION: Introduction
The work associated with the CSAH 21 Extension Project is fully complete.
Scott County has reconciled the project with their Contractor and has
invoiced the City for its portion.
History
The CSAH 21 Extension Project was a 3 mile project constructing CSAH
21 from CSAH 42 in Prior Lake to TH 169 in Shakopee. The roadway was
completed utilizing concrete pavement. In the City of Prior Lake, utilities
were extended to the future intersection of CSAH 21 and North Berens
Road. A pedestrian underpass was also constructed at the intersection of
CSAH 21 and North Berens Road and is currently buried and un-utilized.
On April 6, 2009, the City Council approved resolution 09-053 approving a
Cooperative Agreement for the CSAH 21 extension north of CSAH 42. The
Cooperative Agreement allocates costs between the City and County,
including the cost of City utilities and the underpass. At the time of the
Cooperative Agreement, the City's share was estimated to be $1,130,000.
Ultimately, Scott County received Federal Stimulus dollars for the project
which significantly reduced City and County expenditures and on March 1,
2010 the City Council approved resolution 10-015 approving payment to
Scott County for the CSAH 21 Extension Project. The payment amount
was $548,095.90.
The construction work for the project started in 2010 and was completed
and opened in September of 2011.
Current Circumstances
The CSAH 21 Extension Project included collaborations between Scott
County, SMSC, City of Shakopee and the City of Prior Lake. The project
was unique for several reasons including: the use of concrete paving,
construction of a 545 stall park and ride transit station, included two
pedestrian underpasses, a wildlife crossing, bus shoulder, bus only access
ramp at TH 169, and the use of Federal Stimulus Funds.
The project was recognized by many organizations because of the unique
Phone 952.447.9800 / Fax 952.447.4245/www.cityofpriorlak-e.com
aspects. As a result, this project received many awards including the
following:
• 2011 Minnesota County Engineers Association Project of the Year
• 2011 American Concrete Pipe Association Project Achievement
• 2012 ACEC/MN Engineering Excellence Honor Award
• 2012 Minnesota Society of Professional Engineers Seven Wonders
of Engineering Merit Award
The final payment amount to Scott County is $33,397.97. With this
payment, the total payment to Scott County will be $581,493.87.
Conclusion
Scott County and their Contractor Enebek delivered a quality project, under
budget, and has addressed all outstanding work items. It is appropriate to
provide full and final payment at this time.
ISSUES: The quantities for the project were very close to the estimates, however as
the County was reviewing the final cost allocation they discovered an error
in the Prior Lake storm sewer allocation. A letter of explanation from the
County is attached. The City portion of the storm sewer was 17% of the
total project, however the County error in the complex spreadsheet did not
allocate the full amount to the City of Prior Lake.
Separate from the Scott County Cooperative Agreement, the City budgeted
$100,000 for installation of street lighting along this corridor. This work has
not yet been completed. The City received an updated quote in January of
2015 from Minnesota Valley Electric Cooperative for installation of 12
rectilinear lights and associated wiring from CSAH 42 to the City limits.
The quote was for$49,285. Since this area is mostly rural, the City of
Shakopee has no plans to install street lighting north of Prior Lake City
limits other than at intersections. Because of the rural nature of this area
and because Shakopee and Scott County have no plans for additional
street lighting to the north, completing the street lights at this time does not
seem prudent. As additional development occurs along this route, it may
then be more appropriate to team with the City of Shakopee and Scott
County for installation of lighting.
As a part of the tree preservation ordinance, Scott County planted a
number of trees within the CSAH 21 corridor. Due to plant spacing
requirements, corridor plantings could not be accommodated on site to
handle the number of trees per the ordinance. In lieu of physical planting of
trees within the corridor, Scott County provided $36,750 to be utilized for
tree plantings in other areas of the City. The City has utilized $17,593.62 of
these funds. The remaining funds should be transferred to the general
fund to be used to fund the purchase and planting of trees.
FINANCIAL The total cost of the entire project was in excess of$20 Million. The City
IMPACT: portion of the project amounts to $607,496.31. The original cost estimate
for the City of Prior Lake contribution was $674,295.90 which included the
street lighting. Because of the Federal stimulus dollars, the City utility costs
and funding tables are separated from the roadway and storm sewer costs.
The City costs for the project Funding for the final payment is available in
the Construction Fund for this project. The final project costs are as
follows:
2
City Project Roadway and Storm Sewer Costs
Construction* $492,354.42
Count En /Adm/Const* $103,394.42
City Admin/Bonding $10,704.04
Federal Aid* -$393,883.53
City Roadway & Storm Cost $212,569.35
City Roadway and Storm Sewer Funding
Municipal State Aid $6,059.37
Tax Levy
Street Reconstruction Bonds) $56,509.98
Water Quality Fund $50,000.00
Street Oversize Fund $100,000.00
Total $212,569.35
City Utility Costs
Construction* $335,954.48
Count En /Adm/Const* $43,674.08
City Admin/Bonding $15,298.40
City Utility Cost Total $394,926.96
_q!V Utility Fundin
Trunk Reserve
Sewer and Water $394,926.96
Total $394,926.96
*Costs associated with the Cooperative Agreement totaling $581,493.87.
ALTERNATIVES: 1) Approve a resolution authorizing full and final payment to Scott County
for the CSAH 21 Extension Project.
2) Deny this item for a specific reason and provide Staff with direction.
3) Table this item until some date in the future.
RECOMMENDED Alternative#1
MOTION:
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4646 Dakota Street SE
,jr sol' Prior Lake,MN 55372
RESOLUTION 15-xxx
A RESOLUTION AUTHORIZING FULL AND FINAL PAYMENT TO SCOTT COUNTY FOR THE CSAH 21
EXTENTION PROJECT (SAP 70-621-024, CITY PROJECT 08-002,TRN09.000002)
Motion By: Second By:
WHEREAS, On April 6, 2009, the City Council approved resolution 09-053 approving a cooperative
agreement for the CSAH 21 Extension Project in the amount of$1,130,000; and
WHEREAS, On March 1, 2010, the City Council approved resolution 10-015 approving payment to Scott
County in the amount of$548,095.90; and
WHEREAS, The final total cost for the City in accordance with the Cooperative Agreement for the CSAH 21
Extension Project is $581,493.87 which is $33,397.97 more than the original authorization;
and
WHEREAS, The additional costs were due to storm sewer cost allocation corrections in accordance with
the Scott County cost participation policy; and
WHEREAS, The project has been completed in accordance with the Cooperative Agreement, and
WHEREAS, City Staff has verified the final costs and quantities and recommends final payment to Scott
County in the amount of$33,397.97.
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. Full and final payment is hereby authorized to be made to Scott County in the amount of$33,397.97 for
the total contract amount of$581,493.87 for the CSAH 21 Extension Project, SAP 70-621-024.
3. Funding for the final payment shall come from the Construction Fund Account#501-43500.00-
55010.00-T R N 09-000002.
4. Authorize staff to transfer$19,156.38 (net tree preservation amount) to the general fund as of 12/31/14.
PASSED AND ADOPTED THIS 9th DAY OF MARCH 2015.
VOTE Hedberg Keeney McGuire Morton Thompson
Aye ❑ ❑ ❑ ❑ ❑
Nay ❑ ❑ ❑ ❑ ❑
Abstain ❑ ❑ ❑ ❑ ❑
Absent ❑ ❑ ❑ ❑ ❑
Frank Boyles, City Manager
Page 1 of 1
Invoice Number:IN14377
Due Date: 10/27/2014
Invoice Date:09/30/2014
INVOICE Customer Number: 1094
AMOUNT ENCLOSED $
Bill To: MAIL PAYMENT TO:
Scott County Treasurer
PRIOR LAKE,CITY OF Attn:AR Accounting
ATTN CITY ADMINISTRATION 200 Fourth Avenue West
4646 DAKOTA STREET SOUTHEAST Shakopee MN 55379
PRIOR LAKE MN 55372 United States of America
PLEASE DETACH AND RETURN THIS PORTION WITH REMITTANCE
Line Item Description Quantity Unit Price Credit Net Amount
QUESTIONS:Greg Felt 952-496-8047 OR
Eunie Quade 952-496-8059
Final after federal funds are applied.
Greg Felt and Larry Poppler agreed on
revised price.
1 CO-OP CASH 21 EXTENSION PROJECT 1.00 EA 33,397.97 EA 0.00 33,397.97
FINAL
TERMS: Net 30 Days
MAIL PAYMENT TO: Customer Po:VAT Nbr: Tax Amount: $0.00
Scott County Treasurer Gross Amount: $33 397.97
Attn:AR Accounting Invoice Credit: $0.00
200 Fourth Avenue West Net Amount: $33,397.97
Shakopee MN 56379
United States of America Invoice Number:IN14377
Invoice Date:09/30/2014
Payment Due Date: 10/27/2014
Net Amount Due: $33,397.97
a
SCOTT COUNTY COMMUNITY SERVICES DIVISION
PHYSICAL DEVELOPMENT • 600 COUNTRY TRAIL EAST -JORDAN,MN 55352-9339
1AF AV_ (952) 496-8346 • Fax: (952) 496-8365 • www,co.scott.mn.us
TONY WINIECKI
INTERIM COUNTY ENGINEER
Larry Poppler
City Engineer
4646 Dakota St SE
Prior Lake, MN
January 6, 2015
RE: CP 2115/16 Extension of CH 21 from CH 42 to CH 18, Local cost share
i
Dear Mr. Poppler,
You requested a reason why you were recently billed for an additional $33,000 for your I
share of the CH 21 extension project. When I was asked to review the final billing with you, I
.discovered that we had an error in the formulas within our construction spreadsheet with
regard to the storm sewer costs. This error apparently developed in the translation between
the design spreadsheets and the construction spreadsheets. We had no storm sewer cost
attributed to the City of Prior Lake in the formulas that tallied the billings. The State Aid
Hydraulic Splits showed 17%for Prior Lake, 33%for Shakopee and 50% to Scott County for
the entire project. Shakopee was billed for its 33%from the spreadsheets, but for some
reason the spreadsheets did not tally the Prior Lake share on storm sewer items. This was
recomputed and resulted in the final billing.
I apologize for this error and for the delay in sending you the final billings. We all must
keep in mind that, due to ARRA funding, we all saved at least 50% of the original programmed
costs for this project. Thank you for paying so much attention to the details of this project.
E
Sincerely,
fl
G ory M. Felt P
Project Manager
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