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Home My WebLink About9A - Highland, Marsh, Grainwood Project (TRN15-000004) O� PItI() ti U ny 4646 Dakota Street SE �9 vs _00 Prior Lake,MN 55372 CITY COUNCIL AGENDA REPORT MEETING DATE: MARCH 9, 2015 AGENDA#: 9A PREPARED BY: KATY GEHLER, PUBLIC WORKS DIRECTOR PRESENTER: KATY GEHLER AGENDA ITEM: CONSIDER APPROVAL OF A RESOLUTIONS ACCEPTING BIDS AND AWARDING THE CITY'S STANDARDIZED CONSTRUCTION CONTRACT FOR THE HIGHLAND, MARSH, SKYLINE, GRAINWOOD AND EAU CLAIRE IMPROVEMENT PROJECT (CITY PROJECT#TRN15-000004) DISCUSSION: Introduction The purpose of this agenda item is to accept bids and award a construction contract for the Highland, Marsh, Skyline, Grainwood, and Eau Claire Avenue Improvement Project. History At its August 25, 2014 meeting the City Council adopted Resolution 14-125 and 14-126 authorizing staff to prepare a Feasibility Report for the Improvement of Highland, Marsh, Skyline, Grainwood, and Eau Claire which is the first step in the 429 process. On November 10th, 2014 the City Council accepted the feasibility report and scheduled the public hearing. Further direction was given to consider narrowing the roads from the standard 32 foot width. The hearing was held on November 24, 2014 and the Council adopted a resolution ordering the project and preparation of plans and specifications with 28 foot width streets except for those that were already narrower. On January 26, 2015 the City Council approved the project plans and specifications and authorized the advertisement for bids for the Project. A Neighborhood meeting was held on January 15, 2015 to present the final plans and discuss the impacts of the project on individual properties. General topics discussed included utility services, driveway impacts, ROW encroachments, street lighting, preliminary assessments and project schedule. The most prominent question related to the addition of street lights along the corridor. Comments were received on this issue from 19 property owners in this 120 property project area. This topic is discussed below under the Issues section. Current Circumstances The City received a total of six bids on February 23, 2015. The bids have been tabulated and checked for accuracy. Bidders were given two options for bidding work on the sanitary sewer services along Grainwood to obtain the lowest price for this work. Alternate 1 anticipated lining and Alternate 2 anticipated pipe replacement. The Base Bid and Alternate 1 produced the lower priced option. Chard Tiling from Belle Plaine, Minnesota submitted the low bid in the amount of $3,685,957.03. The lowest bid was $209,130 or 5.67% below the engineer's Phone 952.447.9800 / Fax 952.447.4245/www.cityofpriorlake.com estimate of$3,895,087.60. The bid summary is provided as follows: COMPANY BASE BIDA r � 2- ASE BID& " ALTERNATE 1 ALTERNATE 2 CHARD TILING & EXCAVATING $3,685,957.03 $3,737,296.03 RYAN CONTRACTING $4,176,810.00 $4,208,135.00 GEISLINGER AND SONS INC $0 $4,302,153.70 NORTHDALE CONSTRUCTION $4,365,949.64 $4,398,521.23 NORTHWEST ASPHALT, INC $4,448,431.78 $4,465,382.53 The following schedule is anticipated for the remainder of the project: Award the project March 9, 2015 Individual Property Owner Meetings April 2015 Construction Begins May 2015 City Council Set Amount to be Assessed Fall 2015 Assessment Hearing Fall 2015 Conclusion The bidding environment was favorable this spring. It is recommended that the construction contract be awarded to Chard Tiling and Excavating. ISSUES: Biddinq Environment We believe that the bids were particularly good for the following reasons: 1.) The size of the project makes it attractive. 2.) The lowest responsible bidder has other contract work in the City. 3.) The project was bid early in the construction season. 4.) The present cost of petroleum. Assessments Assessments are anticipated as part of the financing for this project and thus the 429 process has been utilized. However, tonight's action does not address assessments. Assessments will be based on the final contract amount and considered at the close of the construction season this fall. The Assessment Hearing will be held at that time to provide an opportunity for residents to express input on the assessment amounts. The most current estimate of the unit assessment based on the bids has been included in the attached Funding Summary. Pursuant to the Assessment Policy, the street and storm sewer portion of the reconstruction should be assessed at up to 40% of the total project cost against the benefiting properties. As has been past practice in residential neighborhoods, the Assessment Review Committee has recommended the unit method of assessment due to the fact that the lots in the project area are of similar size and/or value. The remaining amounts should be recovered through the general ad valorem property tax. There will be three distinct areas of improvements for this project; the west side that includes Highland, Marsh and Skyline, the east side that includes Grainwood and portions of Eau Claire, and finally the upper portion of Eau Claire where a reclamation is proposed. 2 As noted above, adding lighting to the corridor has been the topic with the most discussion and concern. Generally the comments have been split with some wanting the lighting for additional security in the neighborhood with others concerned about the introduction of light pollution. Written feedback from the residents is summarized in Attachment 1. The City's current policy, attached for reference, states that lighting will be installed at each intersection and with a maximum spacing of 300 feet. This policy has been strictly applied to all new developments and followed where possible when retrofitting lighting in existing areas. What this means for street projects is that generally lights have been installed at intersections. The city's policy also states that the capital cost of the lights are included as part of the assessable project costs. The ongoing energy and maintenance costs are included in the general operating budget. In line with past practice and to consider the residential feedback, a lighting plan was considered with lights only at the intersections. Xcel and MVEC prepared costs with this direction and they have been incorporated into the project costs shown in Attachment 3. The Council should provide direction as to whether the City should break with our present policy. Otherwise the lights will be included in the project costs as proposed. FINANCIAL The 2015 Road Reconstruction Project is proposed to be financed by Special IMPACT: Assessments, tax levy, Sewer Fund, Water Fund, and Water Quality Fend. The assessment amount is based on 40% of the cost of the street, lighting, and storm sewer improvements. Note that the amount of the assessment will be calculated based on the final construction cost once the project is complete. Attachment 3 shows the project costs based on the low bid and estimated overhead costs. The table also shows funding sources and amounts summarized by project area. ALTERNATIVES: 1. Approve a resolution accepting bids and awarding the City's Standardized Construction Contract to Chard Tiling & Excavating for the Highland, Marsh, Skyline, Grainwood and Eau Claire 2015 Improvement Project #TRN15- 000004. 2. Deny this item for a specific reason and provide Staff with direction. 3. Defer this item until a future date. RECOMMENDED Motion and second for alternative No. 1. MOTION: 3 O� PROP ti U 4646 Dakota Street SE : nv soli' Prior Lake, MN 55372 RESOLUTION 15-xxx A RESOLUTION ACCEPTING BIDS AND AWARDING THE CITY'S STANDARDIZED CONSTRUCTION CONTRACT FOR THE HIGHLAND, MARSH, SKYLINE, GRAINWOOD AND EAU CLAIRE IMPROVEMENT PROJECT(CITY PROJECT#TRN15.000004) Motion By: Second By: WHEREAS, Pursuant to an advertisement for bids for the Highland, Marsh, Skyline, Grainwood and Eau Claire Improvement Project(City Project#TRN14-000004)which includes sanitary sewer, water main, storm sewer, aggregate base, concrete curb and gutter, bituminous pavement, turf restoration and appurtenant work; and WHEREAS, Bids were received, opened, and tabulated according to law; and WHEREAS, The following bids were received complying with the advertisement: BRA BA-SE-BID-&-- km TE ASE-BID&ALTETE 1 ;ALTERNATE 2 CHARD TILING & EXCAVATING $3,685,957.03 $3,737,296.03 RYAN CONTRACTING $4,176,810.00 $4,208,135.00 GEISLINGER AND SONS INC $0 $4,302,153.70 NORTHDALE CONSTRUCTION $4,365,949.64 $4,398,521.23 NORTHWEST ASPHALT, INC $4,448,431.78 $4,465,382.53 and; WHEREAS, Chard Tiling & Excavating is the lowest responsible bidder with the base bid and Alternate 1; and WHEREAS, The City has received estimated cost to install street lighting along the project at the intersections from Xcel Energy and Minnesota Valley Electrical Coop for a total of $16,000. 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. Chard Tiling & Excavating is the lowest responsible bidder. 3. The Mayor and City Manager are hereby authorized to enter into the City's standard contract with Chard Tiling &Excavating in the name of the City of Prior Lake for the Highland, Marsh, Skyline, Grainwood, and Marsh (Project#TRN 15-000004) in the amount of$3,685,957.03. 4. The City Manager is hereby authorized and directed to return to all bidders the deposits that accompanied their respective bids. 5. The City Council Directs staff to include street lighting as part of this project. 6. The City Council authorizes funding for this project as shown in the following table and the corresponding transfers to the Construction Fund: WEST SIDE AREA EAST SIDE AREA EAST SIDE AREA TOTAL Funding Source Reconstruction Reconstruction Rehabilitation PROJECT Assessments $574,539.13 $354,066.80 - $928,605.93 Bonding $724,864.73 $487,160.52 $239,556.95 $ 1,451,582.20 Sanitary Sewer $437,386.67 $400,074.16 - $837,460.83 Watermain $462,595.64 $340,828.77 - $803,424.41 Storm Sewer/Water Quality $ 136,943.96 $43,939.69 - $ 180,883.65 TOTAL PROJECT FUNDING $2,33�,3 $ 1,626,069.95 $239,556.95 $4,201,957.03 7. Construction costs will be recorded in the Construction Fund (#501-43500.00-55010.00 TRN15- 000004)for the Highland, Marsh, Skyline, Grainwood, and Eau Claire Improvement Project. 8. The City Council authorizes the intent to issue General Obligation Bonds for this project. 9. The City Council authorizes an inter-fund loan from the Water Fund if necessary to provide interim funding until additional bonds are issued in 2015. 10. Proceeds from the bond sale will be deposited in the Construction Fund. PASSED AND ADOPTED THIS 9th DAY OF MARCH 2015. VOTE Hedberg Keeney McGuire Morton Thompson Aye ❑ ❑ ❑ ❑ ❑ Nay ❑ ❑ ❑ ❑ ❑ Absent ❑ ❑ ❑ ❑ ❑ Abstain ❑ ❑ ❑ ❑ ❑ Frank Boyles, City Manager 2015 STREET RECONSTRUCTION PROJECT ATTACHMENT 1 MARSH ST,HIGHLAND AVE,SKYLINE AVE,EAU CLAIRE TR&GRAINWOOD CIR Prior Lake,MN Date:March 2,2015 STREET LIGHTING STREET LIGHTING PROPERTY ADDRESS MEDIA SOURCE PER POLICY INTERSECTION ONLY COMMENTS YES NO YES NO 1 15541 HIGHLAND AVE COMMENT CARD-2ND NEIGHBORHOOD MTG X SAFER NEIGHBORHOOD 2 15557 HIGHLAND AVE COMMENT CARD-2ND NEIGHBORHOOD MTG X 15557 HIGHLAND AVE COMMENT CARD-2ND NEIGHBORHOOD MTG X 15557 HIGHLAND AVE EMAIL X X I will not be able to attend tonight meeting related to the street improvements for Skyline,Marsh and Highland. However,I have reviewed the material that was sent to me and it is my understanding that I can share my comments,concerns and preferences via email to you. I am opposed to street lights,in the last update I received this was included as an option. The development behind us as a street light and it shines in our bedroom and is very offensive. 3 15590 HIGHLAND AVE COMMENT CARD-2ND NEIGHBORHOOD MTG X AGAINST ADDITIONAL LIGHT POLLUTION 4 15596 SKYLINE AVE EMAIL X X Ido have input that I would like considered for your meeting tonight. The latest notice speaks to the option of adding street lights to our Island View 1st Addition Neighborhood. I am not in favor of any street lights. It is my understanding that we as homeowners would be responsible for their added cost. You stated that placement may be concentrated or mor positioned at the intersections of our neighborhoo. I am also opposed to that. 15596 SKYLINE AVE COMMENT CARD-2ND NEIGHBORHOOD MTG X X 5 15606 SKYLINE AVE COMMENT CARD-2ND NEIGHBORHOOD MTG X X 15606 SKYLINE AVE QUESTIONAIRE X X 6 15626 HIGHLAND AVE COMMENT CARD-2ND NEIGHBORHOOD MTG X X 7 15631 SKYLINE AVE EMAIL X In regards to putting streetlights in the middle of our streets I am strongly opposed for many reasons.It's rather stupid looking to put a single light in the middle of the street,especially in an area where there is almost no crime(and the crime that I am aware of happened midday because he left his garage door wide open) and it's not a high or even medium traffic area for pedestrians.It seems like putting one in would just be a waste of money.I personally don't want a light in my yard or near my yard.Our bedroom is in the front of the house and I know my house is not the only one built this way.More light coming in(we do have darkening shades)is just disruptive at night.Also I feel like the street is short enough to not merit a light post.How much light do we really need on a quiet side street at night?How much electricity do we need to waste? STREET LIGHTING STREET LIGHTING PROPERTY ADDRESS MEDIA SOURCE PER POLICY INTERSECTION ONLY COMMENTS YES NO YES NO 8 15663 HIGHLAND AVE NE EMAIL X We are excited about finally gettting our street reworked and brought up to respectable standards. However,we do have an issue with the street light proposal. We would prefer that there be no street lights along Highland Ave,especially in the area of 15663 Highland Ave NE. The areas of the intersections would be acceptable but that would be the extent of our wishes for street lighting in our neighborhood. 15663 HIGHLAND AVE NE EMAIL x I would like to state my opposition to having street lights placed along Highland Ave NW. Lights on the corners or intersections would be nice for safety reasons but I do not feel necessary at or near 15663 Highland 9 15668 HIGHLAND AVE COMMENT CARD-2ND NEIGHBORHOOD MTG X X 10 15675 HIGHLAND AVE COMMENT CARD-2ND NEIGHBORHOOD MTG X X ALREADY HAVE TO CONTEND WITH CASINO LIGHTS 15675 HIGHLAND AVE COMMENT CARD-2ND NEIGHBORHOOD MTG X X 11 15680 HIGHLAND AVE COMMENT CARD-2ND NEIGHBORHOOD MTG X X 15680 HIGHLAND AVE COMMENT CARD-2ND NEIGHBORHOOD MTG X X NO MID BLOCK STREET LIGHTS PLEASE 12 15690 HIGHLAND AVE EMAIL X We are not in favor of the additional cost being added to an already expensive assessment.These are not through streets and we do not see a need for them.If the city insists upon them,then it should pay for them-not the homeowners. 15690 HIGHLAND AVE QUESTIONAIRE-1ST NEIGHBORHOOD MTG X AGAINST ADDITIONAL COST 13 3782 MARSH ST NW EMAIL X X I was told to send comments to you regarding the road improvements in the Island View 1st Addition Neighborhood.I saw in the most recent mailer that there was talk about putting lights into our association. I am against having street lights installed as I understand that would increase the cost to the homeowners and I do not believe that we need them as this is a relatively quiet neighborhood. I also believe that having street lights will decrease my quality of life as I enjoy star gazing during the spring,summer and fall. 14 3795 MARSH ST NW EMAIL X X I would be a no vote for street lights. 15 3816 MARSH ST COMMENT CARD-2ND NEIGHBORHOOD MTG X 16 3834 MARSH ST QUESTIONAIRE-1ST NEIGHBORHOOD MTG X FOR SAFETY AND CRIME PREVENTION 3834 MARSH ST QUESTIONAIRE-1ST NEIGHBORHOOD MTG X FOR SAFETY AND CRIME PREVENTION 17 3880 MARSH ST EMAIL X FEAR LIGHT WILL SHINE IN WINDOWS 18 4257 GRAINWOOD CIR COMMENT CARD-2ND NEIGHBORHOOD MTG X X AGAINST REMOVING THE EXISTING COBRA LIGHT AND INSTALLING ANOTHER POLE FOR THE TRADITIONAL LIGHT 19 HIGHLAND AVE EMAIL X X I do have input that I would like considered for your meeting tonight. The latest notice speaks to the option of adding street lights to our Island View 1st Addition Neighborhood. I am not in favor of any street lights. It is my understanding that we as homeowners would be responsible for their added cost. You stated that placement may be concentrated or more positioned at the intersections of our neighborhood. I am also opposed to that. ATTACHMENT 2 RESIDENTIAL STREET LIGHTING POLICY Implemented 2007 Revised January 2014 PURPOSE Residential and Commercial street lighting promotes pedestrian and traffic safety by illuminating intersections,travelled roadways, parks,trails,and sidewalks. Studies have confirmed that street lighting lends a feeling of safety for children and adults alike. Areas with street lights are perceived to be more attractive,desirable,and therefore of higher value than those without lighting. For these reasons,the City of Prior Lake has adopted a policy to encourage street lighting in existing neighborhoods, new subdivisions,and areas improved as part of the City's Capital Improvement Program. OBJECTIVES To promote the installation of lighting styles consistent with this policy meeting the design standards set forth herein,the City will pay the ongoing energy and maintenance costs. Failure to abide by the lighting styles and design standards set forth in this policy will eliminate City payment. DESIGN REQUIREMENTS The design layout and details of new street lighting must meet the following standards: • Street lights shall be placed at all intersections • Street lights shall be installed every 300 feet between intersections • Street lights shall be installed at the end of cul-de-sacs • A minimum of four street lights will be required for roundabouts or traffic signals • "Traditional"style lights shall be installed on all local residential streets • "Rectilinear" style lights shall be installed at each local street segment intersecting with collector streets,County roadways,and MnDOT highways • "Rectilinear"style lights shall be installed on collector streets, commercial roadways, County Roadways,and MnDOT highways • "Decorative" style lights shall be installed on all roadways within the downtown area including County roadways and MnDOT highways. • Street light type must match the styles outlined in Plate#106 • As available from power distributor, LED lighting is required o As an alternative if LED is not available, 100 or 150 watt high pressure sodium lights are required for "traditional" or"decorative" style street lights. As an alternative if LED is not available, 150 or 250 watt high pressure sodium lights are required for "shoebox"style street lights. NEW SUBDIVISIONS All new subdivisions must provide street lighting that meets the design requirements and lighting styles outlined as a part of this policy. All lighting plans require approval by the City Engineer and the utility company responsible for street light operation and maintenance. City of Prior Lake Residential Street Lighting Policy 1 ATTACHMENT 2 The developer shall pay the full capital cost of every light to be installed regardless of style required for the roadway type;this includes poles,fixtures, underground wiring,and all appurtenant work. The developer shall pay operation and maintenance for the light system until the City accepts the project,at which time the billing shall be transferred to the City. Where a developer wishes to install more lights than warranted by City policy,the monthly operation and maintenance costs of the additional lights shall be borne by the residents of the development through their homeowner's association,similar organization,or the individual residents through covenants filed against the property. Where a developer wishes to install non-standard lights or deviate from design standards,the residents of the development through their homeowners' association,similar organization,or the individual residents through covenants filed against the property are responsible for the cost of the light and installation if not paid for by the developer,all maintenance and monthly operation costs,and if applicable, removal costs EXISTING SUBDIVISIONS Where traffic safety clearly warrants,a street light may be placed upon the recommendation of the City Engineer's office or the Traffic Safety Committee. The basis of such warrants shall be a minimum Average Daily Traffic of 2000 vehicles or a layout such that, in the City Engineer's estimation,significant improvement in vehicular or pedestrian safety will be attained by the placement of a street light. Since the benefit of such installations extends to the City as a whole, these will be done at city expense. Residents concerned with safety at a particular intersection may call the City Engineering Department at 952-447-9800. When residents request additional lighting for their neighborhoods,they must do so by petition signed by 60%of the properties affected and expected to pay for a portion of the capital cost of the proposed light. The affected area shall be 100 linear feet on either side of the proposed light or lighting area,on both sides of the street. The placement of the proposed light shall be graphically specified in the petition. Petitioners shall approach the City prior to circulating their petition to obtain direction as to where street lights are warranted for their neighborhood. New streetlights must meet current design requirements. If approved,the City shall pay 50%of the capital cost for the light up to$500 for lights approved for installation by the City Engineer in existing subdivisions. The remaining capital cost shall be paid by the affected residents. Payment shall be made prior to the installation of the light and shall include the cost of poles,fixtures, underground wiring,and all appurtenant work. The method of payment shall be as directed by the City Finance Department. The City shall assume operation and maintenance costs for a light from the time it is energized by the utility company. Where a resident or neighborhood wishes to install non-standard lights or deviate from design standards,the residents of the neighborhood through their homeowners association,similar organization,or the individual residents through covenants filed against the property are responsible for the cost of the light, installation, maintenance, monthly operation costs,and if applicable, removal costs. Location of this light must still be approved by the City Engineer. City of Prior Lake Residential Street Lighting Policy 2 ATTACHMENT 2 RECONSTRUCTION OF EXISTING SUBDIVISIONS When a street is reconstructed,the street lighting shall be upgraded to the current design requirements outlined in this policy. The cost for upgrading the street lighting is a component of the street costs and shall follow the assessment policy. AMENDMENT The City Council may modify,amend,or discontinue this policy at any time as it determines to be in the community's best interest. City of Prior Lake Residential Street Lighting Policy 3 ATTACHMENT 3 FINAL FUNDING SUMMARY 2015 STREET RECONSTRUCTION PROJECT CITY OF PRIOR LAKE, MINNESOTA CITY PROJECT NO.TRN15-000004 BMI PROJECT NO. T18.109027 WEST SIDE AREA EAST SIDE AREA EAST SIDE AREA TOTAL ENGINEER'S FEASIBILITY STUDY' PROJECT COSTS Reconstruction Reconstruction Rehabilitation PROJECT ESTIMATE PROJECTION Streets $ 1,056,813.78 $ 707,799.35 $ 211,051.55 $ 1,975,664.68 $ 1,974,041.10 $ 2,181,041.88 Sanitary Sewer $ 385,162.25 $ 255,983.10 $ - $ 641,145.35 $ 789,616.00 $ 767,902.15 Watermain $ 407,361.25 $ 300,072.30 $ $ 707,433.55 $ 784,946.00 $ 892,650.88 Storm SewerM/ater Quality $ 200,987.85 $ 64,475.60 $ $ 265,463.45 $ 271,534.50 $ 327,557.45 Alternate No.1(Sewer) $ - $ 96,250.00 $ $ 96,250.00 $ 74,900.00 CONSTRUCTION CONTRACT $ 2,050,325.13 $ 1,424,580.35 $ 211,051.55 $ 3,685,957.03 $ 3,895;037.60 Street Lighting $ 8,000.00 $ 8,000.00 $ - $ 16,000.00 $ 16,000.00 TOTAL CONSTRUCTION COSTS $ 2,058,325.13 $ 1,432,580.35 $ 211,051.55 $ 3,701,957.03 $ 3,911,037.60 $ 4,169,152.36 TOTAL PROJECT OVERHEAD-Estimated $ 278,005.00 $ 193,489.60 $ 28,505.40 $ 500,000.00 $ 833,830.47 TOTAL PROJECT COSTS $ 2,336,330.13 $ 1,626,069.95 $ 239,556.95 $ 4,201,957.03 $ 5,002,982.83 WEST SIDE AREA EAST SIDE AREA EAST SIDE AREA TOTAL FEASIBILITY STUDY PROJECT FINANCING Reconstruction Reconstruction Rehabilitation PROJECT PROJECTION Assessments $ 574,539.13 $ 354,066.80 $ - $ 928,605.93 $ 1;129,895.69 Bonding $ 724,864.73 $ 487,160.52 $ 239,556.95 $ 1,451,582.20 $ 1,644,582.13 Sanitary Sewer $ 437,386.67 $ 400,074.16 $ - $ 837,460.83 $ 921,482.58 Watermain $ 462,595.64 $ 340,828.77 $ $ 803,424.41 $ 1;071,181.06 Storm SewerMater Quality $ 136,943.96 $ 43,939.69 $ $ 180,883.65 $ 235,841.37 TOTAL PROJECT FUNDING $ 2,336,330.13 $ 1,626,069.95 $ 239,556.95 $ 4,201,957.03 $ 5,002,982.83 WEST SIDE AREA EAST SIDE AREA EAST SIDE AREA Assessments Reconstruction Reconstruction Rehabilitation Projected Unit Assessment $8,092.10 $6,808.98 NA Number of Assessable Units 71 52 NA