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HomeMy WebLinkAbout8A Manitou Road Approve Plan and Bid4646 Dakota Street SE Prior Lake, MN 55372 CITY COUNCIL AGENDA REPORT MEETING DATE: MARCH 14, 2016 AGENDA #: PREPARED BY: 8A SENG THONGVANH, PROJECT ENGINEER PRESENTED BY: SENG THONGVANH AGENDA ITEM: CONSIDER APPROVAL OF A RESOLUTION APPROVING PLANS AND SPEC- IFICIATIONS AND AUTHORIZING ADVERTISEMENT FOR BIDS FOR THE MANITOU ROAD IMPROVEMENT PROJECT (TRN16-000001) DISCUSSION: Introduction The purpose of this agenda item is to ask the City Council to consider approval of the plans and specifications and authorize advertisements for bids for the Manitou Road Improvement Project. History The City uses the Five Year Capital Improvement Program and its Pavement Man- agement program to plan its infrastructure improvements and the financing for capital improvements. The 2016 Improvement Project proposes to reconstruct the street and upgrade utilities on Manitou Road, Black Oak Road, Hidden Pond Trail, Raspberry Ridge Road, and Timberglade Circle. The proposed project also in- cludes bituminous overlay of Appaloosa Trail and Highland Court. At its August 24, 2015 meeting the City Council adopted Resolution 15-137 authorizing staff to prepare a Feasibility Report for the 2016 Improvement Project as outlined in the CIP. The M.S. Chapter 429 process applies to all projects that will be financed in whole or part through special assessments or bond proceeds. The Manitou Road and Raspberry Ridge neighborhoods are considered in the re- port and includes improvements to Kopps Bay Addition, Kopps Bay Second Addi- tion, Mary Margaret 1st Addition, Raspberry Ridge Addition, Raspberry Ridge 1st Addition, Raspberry Ridge 2nd Addition, and Raspberry Ridge 3rd Addition located in Sections 26 & 25, Township 115, Range 22. These properties were platted and developed from 1950’s to 1990’s. A map of the project area (Exhibit 1) is included in the Feasibility Report. The proposed improvements include street reconstruc- tion or reclamation, storm sewer, storm water quality, sanitary sewer, watermain, concrete curb and gutter, and appurtenant work. On November 23, 2015, the City Council accepted the Feasbility Report, sched- uled the public hearing, and directed staff to evaluate two additional options for cost savings. The two additional options were evaluated by Staff and presented to City Council at the December 14, 2015 Council Workshop. Both options included improve- ments to Manitou Road, lining of the 15” RCP sanitary sewer, and different options addressing the larger watermain pipes within the Raspberry Ridge Neighborhood. 2 Option “C” proposes to use open cut replacement for the 16” watermain and re- construction of the street sections that contains the 16” watermain pipes. This op- tion would assess for street reconstruction per the assessment policy. Option “D” proposes to use trenchless technology (lining) to rehabilitate the existing 16” wa- termain and no reconstruction of the existing streets within the Raspberry Ridge Neighborhood. After discussion of all the options, the Council directed staff to pro- ceed with Option D. On January 11, 2016, the City Council held the Public Hearing and adopted Reso- lution 16-006 ordering the improvement project. In addition to the Public Hearing, the City has held three informational meetings to discuss the project. The last informational meeting was an open house held on February 17, 2016 and offered residents the opportunity to comment on the pro- posed plans. At the open house, persons from 13 properties were in attendance. City staff explained the proposed design and passed out information regarding the private driveway program. During the design process, a number of property own- ers voiced concerns regarding the alignment of the street and how it would impact their properties. After evaluation of the alignment and existing conditions, the alignment of Manitou Road did not change much except for three areas where the alignment may have shifted 2-3’. The shifts were not significant and were neces- sary to provide safer curves and tangents. Positive feedback was received for the proposed alignment at the open house. Current Circumstances Option D includes use of lining to rehabilitate the 16” watermain and 15” sanitary sewer within the Raspberry Ridge neighborhood. At the City Council Workshop on February 22, 2016 lining of the 15” sanitary sewer line was postponed to a later date to minimize impact to the sewer rate. City Staff has been evaluating the use of watermain lining further with both in house staff and consultant engineers. Since watermain lining is a fairly new tech- nology for the US market it comes with a higher cost. The total cost to line the 16” watermain within the Raspberry Ridge Neighborhood is estimated to be $645,000 for construction and engineering consultant assistance. Public Work staff has also shared their concern with future maintenance of the watermain liner. With the higher cost and maintenance concerns, additional evaluation of an alternative was completed that would minimize risk and impacts of services to the neighborhood if and when the 16” watermain would break or leak. The alternative currently being explored is to install new 16” watermain along County Road 21 from Lords Street to north of Raspberry Ridge Road to connect to where the existing 16” watermain is located on County Road 21. With this alternative, additional valves would be in- stalled to allow isolation of the watermain serving the neighborhood should a break occur. Since this watermain line is also a major feeder line that provides water to the areas north of the Raspberry Ridge Neighborhood, the new alignment would allow services to the areas north even if the watermain within the neighborhood needs repair. This alternative would not rehabilitate the existing 16” watermain within the neighborhood. Existing gate valves within the neighborhood would be replaced with this project to ensure the watermain can be operated when needed. The existing 16” watermain would be replace with 8” watermain when the neigh- borhood is up for reconstruction in the future. The installation of the watermain 3 along County Road 21 is estimated to cost $430,000; $215,000 less than lining of the existing line. The final plans and specifications for the improvements on Manitou Road have been completed. Plans would need to be completed for the watermain proposed on County Road 21 if the Council chooses to move forward with this alternative. Pending approval of the resolution presented, staff has tentatively set the bid date for April 19, 2016. Once bids are received the Council will be asked to award the construction contract. Conclusion At this point the project design is complete and it is appropriate to seek City Coun- cil authorization to advertise for bids. A copy of the plans and specifications is available in the Engineering Department for review. ISSUES: Pursuant to the Assessment Policy, the street and storm sewer reconstruction should be assessed at up to 40% of the total project cost against the benefiting properties. As been in past practice in residential neighborhoods, the Assessment Review Workgroup recommends the unit method of assessment due to the fact that lots in the project area are of similar size. The remaining amounts should be recov- ered through the general ad valorem property tax. The estimated assessment rate per the Feasibility Report is proposed at $11,207/unit. The actual assessment will be calculated based on the bids re- ceived and final construction costs. A number of residents have shared their con- erns that the assessment rate was high and they are hoping for lower assess- ments once the bids have been received. FINANCIAL IMPACT: The Manitou Road Improvement Project is proposed to be financed by Special As- sessments, tax levy, Sewer Fund, Water Fund, and Water Quality Fund. The amount shown in the table below is an estimate based on the estimated construc- tion cost calculated in the Feasibility Report and as amended per the additional options explored. Funding sources and amounts are shown below: Funding Source Option D Ad Valorem $773,238 Assessment (40%) $515,492 Utility Fund – Sewer $477,933 Utility Fund – Water $1,187,651 Water Quality Fund $12,378 Assessment (Per Unit) – Reconstruction $11,207 Total $2,966,692 4 The funding table and estimated total project cost is based on elimination of the 15” sanitary sewer lining work from the proposed project and lining of the 16” wa- termain. If the Council chooses to move forward with the County Road 21 water- main alternative alignment, the table would need to be updated to reflect the change. ALTERNATIVES: 1. Approve a Resolution approving the plans and specifications and authorizing advertisement for bids for the Manitou Road Improvement 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 MOTION: A motion and a second for approval of Alternative #1. 4646 Dakota Street SE Prior Lake, MN 55372 RESOLUTION 16-xxx A RESOLUTION APPROVING THE PLANS AND SPECIFICATIONS AND AUTHORIZING THE ADVERTISEMENT FOR BIDS FOR THE MANITOU ROAD IMPROVEMENT PROJECT (TRN16-000001) Motion By: Second By: WHEREAS, Pursuant to Resolution 15-191, adopted on November 23, 2015, the City Engineer has prepared plans and specifications for the Manitou Road Improvement Project (TRN16- 000001). 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 plans and specifications, a copy of which is attached hereto and incorporated by reference herein, are hereby approved. 3. The City Manager shall prepare and cause to be inserted in the official newspaper of the City and on QuestCDN 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 the bid opening, shall specify the work to be done, and shall state that the bids will be received by the City Manager at which time the bids will be publicly opened at City Hall at 4646 Dakota Street 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. 4. The City reserves the right to reject any and all bids for any reason as determined solely by the City Council. PASSED AND ADOPTED THIS 14TH DAY OF MARCH 2016. VOTE Hedberg Keeney McGuire Morton Thompson Aye ☐ ☐ ☐ ☐ ☐ Nay ☐ ☐ ☐ ☐ ☐ Abstain ☐ ☐ ☐ ☐ ☐ Absent ☐ ☐ ☐ ☐ ☐ ______________________________ Frank Boyles, City Manager