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HomeMy WebLinkAbout9B CSAH 21 and TH 13 Select Consultant Report 4646 Dakota Street SE Prior Lake, MN 55372 CITY COUNCIL AGENDA REPORT MEETING DATE: MARCH 27, 2017 AGENDA #: 9B PREPARED BY: LARRY POPPLER, CITY ENGINEER/INSPECTIONS DIRECTOR PRESENTED BY: LARRY POPPLER AGENDA ITEM: CONSIDER APPROVAL OF A RESOLUTION ACCEPTING PROPOSALS AND AUTHORIZING A PROFESSIONAL SERVICES CONTRACT FOR THE CSAH 21/TH 13 IMPROVEMENT AND THE ARCADIA IMPROVEMENT DISCUSSION: Introduction Considering the upcoming improvement of the CSAH 21 and TH 13 intersection and corresponding Arcadia extension, hiring a consultant representing the City for these improvements is prudent. The staff is aware that the city council desires to make this appointment as early as possible in the project process. We have pre- pared and sent proposals to consulting firms. We were unable to receive the com- pleted proposals and conduct interviews prior to distribution of this city council agenda. We will be conducting interviews prior to March 27 and making a recom- mendation to the city council at the meeting. History In 2005, a corridor study for County Highway 21 was concluded. This study pro- vided the framework for several projects which were completed after the study. Other improvements within the corridor were delayed until funding was secured. Other studies were completed within the downtown area including a study of rea- lignment of County Highway 21 as well as a study of our south downtown roadway system. In 2016, Scott County applied for funding for improvements to State Highway 13 and County Highway 21. The application was approved and federal funding is now programmed for this project for the year 2019. With federal funding pro- grammed, detailed design work must begin soon. The City Council and County Board met on February 27, 2016 to learn about the history of studies and projects within the Prior Lake downtown area. The agenda for the discussion included: • Regional Context of County Highway 21 and State Highway 13 • County Highway 21 Corridor Study • County Highway 21 Realignment Study • Downtown South Study • Regional Application for Funding • Goals / Process / Milestones & Timeline • County Board and City Council discussion 2 The County Board and City Council discussion helped frame the guiding principles, process, and timeline for the project including the public involvement element of this improvement. The Capital Improvement Plan includes improvements which would extend Arca- dia Avenue from Colorado Street to Pleasant Street. This project is planned for construction in 2019 corresponding with the work at the County Highway 21 and Trunk Highway 13 intersection. Considering right of way purchase for this project, the process will take time to complete. Since the City of Prior Lake does not em- ploy a “traffic engineer”, the consultant would also be used to review traffic data which is prepared for the County Highway 21 and Trunk Highway 13 project for in- corporation into the Arcadia Improvements. On March 13th, 2017, the City Council approved a resolution authorizing solicita- tion of proposals for the County Highway 21/Trunk Highway 13 and the Arcadia Avenue project. Current Circumstances Staff has prepared the attached request for proposals. In order to allow for the hir- ing of a consultant to be present for the discussions with the County on April 3rd, 2017, a portion of the request for proposals was modified to remove engineering design for the Arcadia extension. A separate proposal for this work would be re- viewed by the City Council later after decisions are finalized for the County High- way 21 and Trunk Highway 13 project. Conclusion Interviews will be conducted prior to the City Council meeting on March 27th, 2017, so at the time of the printing of this agenda report no recommendation is prepared. Staff recommendations will be presented at the City Council meeting. ISSUES: The County Highway 21 and Trunk Highway 13 project is an important project for the community and the downtown Prior Lake area. This project brings change to the downtown area to address current and future needs. It is important for the City to be prepared for the upcoming dialogue with the County and State regarding traffic flow and local street impacts. The City does not have a traffic engineer on staff and these projects raise questions that require analysis and communication of important concepts to other experts, policy makers and the public. FINANCIAL IMPACT: The amount of hours for the consultant contract is unknown as it will depend on how the dialogue progresses. Staff attempted to estimate high on the amount of hours as a part of the request for proposals so that it would not have to bring back amendments to the consultant contract. The expectation is that the costs could be in the vicinity of $80,000. If the project moves forward, then the actual costs would be charged to the construction fund. If the project does not move forward then the costs would be charged to the general fund reserve unless another source is identified by the city council. The Capital Improvement Plan includes the County Highway 21 and Trunk High- way 13 improvements at a cost of nearly $10,000,000. The Arcadia Improvements 3 are also shown in the Capital Improvement Plan at a cost of $1,350,000. Both projects are planned for 2019. ALTERNATIVES: 1. Approve a Resolution Accepting Proposals and Authorizing a Professional Ser- vices Contract for the County Highway 21/Trunk Highway 13 Improvement and the Arcadia Improvements. 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 17-___ ACCEPTING PROPOSALS AND AUTHORIZING A PROFESSIONAL SERVICES CONTRACT FOR THE COUNTY HIGHWAY 21 AND TRUNK HIGHWAY 13 IMPROVEMENT PROJECT Motion By: Second By: WHEREAS, The County Highway 21 and Trunk Highway 13 project planning is underway; and, WHEREAS, Prior Lake has a corresponding local road improvement project planned for the extension of Arcadia Avenue to Pleasant Street; and, WHEREAS, Consultant assistance is necessary to begin the dialogue with the County and State regarding the CSAH 21 / TH 13 project and to deliver the Arcadia Avenue Improvements. 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 Manageer are hereby authorized to enter into a professiona services agreement for the County Higway 21 and Trunk Highway 13 improvement project and the Arcadia Avenue project. 3. Expenditures for these professional services are hereby authorized to be expended through 501-43500.00-55050.00-TRN19-000001. If this project does not proceed expenditures are hereby authorized to be expended through General Fund Reserves. Passed and adopted by the Prior Lake City Council this 27th day of March, 2017 VOTE Briggs McGuire Thompson Braid Burkart Aye ☐ ☐ ☐ ☐ ☐ Nay ☐ ☐ ☐ ☐ ☐ Abstain ☐ ☐ ☐ ☐ ☐ Absent ☐ ☐ ☐ ☐ ☐ ______________________________ Frank Boyles, City Manager