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Home My WebLink About8D 2017 Projects Approve Plans Report 4646 Dakota Street SE Prior Lake, MN 55372 CITY COUNCIL AGENDA REPORT MEETING DATE: APRIL 10, 2017 AGENDA #: 8D PREPARED BY: LARRY POPPLER, CITY ENGINEER/INSPECTIONS DIRECTOR PRESENTED BY: LARRY POPPLER AGENDA ITEM: CONSIDER APPROVAL OF A RESOLUTION APPROVING PLANS AND SPEC- IFICATIONS AND AUTHORIZING ADVERTISEMENT FOR BIDS FOR 2017 RE- CONSTRUCTION PROJECTS (CITY PROJECTS TRN17-000002, TRN17- 000003, TRN17-000004, AND TRN17-000005) DISCUSSION: Introduction The purpose of this agenda item is to approve the final plans and specifications and authorize advertisement of bids for our 2017 reconstruction projects. 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. Several areas are programmed for improvement in 2017 in- cluding: Cates Street Area, Balsam Street Area, Franklin Trail area including Franklin Trail South of CSAH 21 and Bluff Heights Trail, and Sycamore Trail. In the fall of 2016, the City Council authorized staff to prepare Feasibility Reports for the 2017 project areas. The primary purpose for proceeding with these pro- jects is to upgrade the street condition and utilities. The pavement condition is poor in these areas and requires reconstruction in accordance with the City’s de- sire to maintain a high overall condition index (OCI) rating on its roadways. The proposed improvements include street reconstruction or reclamation, storm sewer, storm water quality, sanitary sewer, watermain, concrete curb and gutter, and ap- purtenant work. The M.S. Chapter 429 process applies to all projects that will be financed in whole or part through special assessments or bond proceeds. In January and February, the City Council held Public Hearings for each of the project areas. Current Circumstances The project plans and specifications are complete. The City staff held an open house on March 29th to showcase the plans with the Public. The open house was well attended. The plans were modified in several areas based on individual pub- lic comment on the design. For those that may have missed the March 29th meet- ing but would like to view the plans, they can visit the Engineering Department in City Hall to view the plans. In an effort to optimize the bidding and for coordination purposes, staff is propos- ing to bid the four project areas as one project for construction. However, each 2 project area may be removed from the scope at the time of award. It is our hope that consolidating for bidding purposes will reduce anticipated project costs. Indi- vidual assessments for each project area will be computed based on the quantities used for that project area. Cates Street Area As directed by the City Council, the design of the Cates Street area incorporates storm water improvements for the outlet structure south of Cates Street. The grade of Cates Street was raised to provide elevation relief from the wetland to the south. Additional storm water improvements are anticipated with the 2018 project near Green Heights. The plans also include the turnaround proposed at the end of Five Hawks. Many residents were present at the open house on March 29th. They had individual property questions and some minor suggestions on the design. Franklin Trail The plans address City Council direction including, 11-foot travel lanes, wider width at Park Nicollet Avenue for possible future lane conversions, driver feedback signage, and electronic pedestrian crossing signs. The City Council also directed that the design provides roadway improvement for property at the corner of CSAH 21 and Franklin Trail. Considering the traffic calming elements incorporated in the design, some improvement can be expected. However, physical improvements to lower the grade at this location could not be made due to the topography. Based on comments received from the Public and further reflection on the nature of this collector route, sidewalk was added on the south side of Franklin Trail from Park Nicollet Boulevard to Lyons Avenue. Sidewalk could not be extended to CSAH 21 due to the topography. Staff has also reviewed the use of State Aid funding for the Franklin Trail project. As a part of the Capital Improvement Plan, State Aid was not planned for this pro- ject as other sources of funding were identified. The State Aid account is currently depleted because of its use on other previous projects. Furthermore, if State Aid were available for Franklin Trail it would be recommended by staff to utilize it on only the tax levy portion of the project and not assessments. Balsam Area The plans for the Balsam area include segments of reconstruction and reclamation as discussed previously. The design in this project area is straight forward with no added direction from the City Council at previous meetings. Sycamore Trail The project design includes surmountable curbing. This style curb worked better in this area due to the topography. The design includes a 24-foot-wide street with a 4% cross slope. This roadway design worked with the lay of the land to work with existing driveways. Staff has met with Xcel Energy regarding burial of the power lines. Because the design does not require relocation of the power and because Xcel feels their facili- ties are in good condition, Xcel will only bury the power if they are compensated approximately $90,000 for the burial. Staff recommends that the neighborhood work with Xcel Energy directly if they wish to pursue this further. The design also incorporates a turnaround for Sycamore Trail. Staff has had indi- vidual meetings with property owners to narrow down the turnaround options. At 3 the open house, a healthy discussion of this topic took place. There is differences of opinion on whether the road should connect to Willow Beach, a turnaround should be provided, or no turnaround at all. Staff recommends a turnaround for the travelling public as proposed in the plans at the end of Sycamore Trail. Easements will be needed for this turn around. If easements cannot be secured, a cul-de-sac option which extends into the right of way would be proposed. To ac- commodate drainage, a special treatment structure is provided at the low point of Sycamore Trail and a filtration area installed between the end of Sycamore Trail and Willow Beach. Conclusion The project plans have incorporated direction from the Council and are ready for bidding. Staff recommends that the City Council accept the plans and authorize advertisement for bids. ISSUES: There is not agreement regarding the turnaround on Sycamore Trail. Most residents of Sycamore Trail do not want a turnaround or the road to connect to Willow Beach. One property owner strongly believes the roadway should connect to Willow Beach. Staff continues to strongly encourage the turnaround option and believe the design has attempted to minimize cost and disruption working with the neighborhood. In exchange for the easement, one property owner hopes the right of way can be vacated between Sycamore Trail and Willow Beach. This right of way contains wa- termain, sewer, storm sewer, storm water treatment, and the turn around. In addi- tion, at the public hearing property owners discussed the pedestrian connection be- tween Sycamore and Willow Beach across this right of way. If the City Council agrees to the vacation of right of way, an easement document would need to be prepared. Staff discourages the vacation of the right of way because of the many facilities located within the right of way and hopes other negotiations can secure the easements. If these negotiations fail, a cul-de-sac option will be pursued. As the City Council discusses 2018 tax pressures, staff continues to recommend completion of the 2017 projects as proposed. If the City Council were to discuss delay of projects, staff would rank the importance of projects as follows based on the improvements contemplated, traffic volumes utilizing the roadway, and existing degradation: 1. Franklin Trail 2. Cates Street Area 3. Balsam Street Area 4. Sycamore Trail If the City Council contemplates removal of any project areas, it is recommended that this removal be discussed only after bids are received as the project funding picture will come into focus at that point. Another funding pressure point is the sanitary sewer improvements. While the over- all cost estimate for the projects has decreased, the sanitary sewer estimates for the work have increased by approximately $250,000. The increase was due to a 4 difference in the original assumptions made for replacement in the CIP and the ac- tual replacement of the sanitary sewer system calculated as a part of the feasibility report. When bids are received, the difference will be known based on bid amounts. If the larger cost for sanitary sewer costs is accurate, bonding for sanitary sewer improvements may be necessary in the future to fund sanitary sewer improvements. FINANCIAL IMPACT: Funding estimates have not been updated for the final design, but are not ex- pected to deviate substantially. Funding tables will be updated based on final bid amounts for presentation to the City Council at the second meeting in May. The Cates Street Area Improvement Project is proposed to be financed by Special Assessments, tax levy, Sewer Fund, Water Fund, and Water Quality Fund. The funding estimate amounts are shown below: CATES STREET AREA IMPROVEMENT PROJECT - FUNDING Ad Valorem $597,090 Assessment (40%) $415,244 Utility Fund - Sewer $229,180 Utility Fund - Water $371,180 Water Quality Fund $45,776 Assessment (Per Unit) $6,106 Total $1,658,470 The Capital Improvement Plan estimate for this project was $2,174,932. The Franklin Trail Area Improvement Project is proposed to be financed by Special Assessments, tax levy, Sewer Fund, Water Fund, and Water Quality Fund. The funding of each option and the corresponding estimated amounts are shown be- low: FRANKLIN TRAIL AREA IMPROVEMENT PROJECT - FUNDING Ad Valorem $1,015,624 Assessment (40%) $574,536 Utility Fund - Sewer $434,560 Utility Fund - Water $517,070 Water Quality Fund $124,160 Assessable Acreage 31.9 Acres Assessment (Per Acre) – Reconstruction $18,035.52 Total $2,665,950 The Capital Improvement Plan estimate for this project was $2,866,403. The Balsam Street Area Improvement Project is proposed to be financed by Spe- cial Assessments, tax levy, Sewer Fund, Water Fund, and Water Quality Fund. 5 The funding of each option and the corresponding estimated amounts are shown below: BALSAM STREET AREA IMPROVEMENT PROJECT - FUNDING Ad Valorem $804,282 Assessment (40%) $580,312 Utility Fund - Sewer $320,180 Utility Fund - Water $337,730 Water Quality Fund $86,186 Assessment (Per Unit) – Reclamation $4,337 Assessment (Per Unit) – Reconstruction $10,435 Total $2,128,690 The Capital Improvement Plan estimate for this project was $2,478,346. The Sycamore Trail Improvement Project is proposed to be financed by Special Assessments, tax levy, Sewer Fund, Water Fund, and Water Quality Fund. The funding of each option and the corresponding estimated amounts are shown be- low: SYCAMORE TRAIL IMPROVEMENT PROJECT - FUNDING Funding Source Option 1 As – Is Option 2 Cul-de-Sac Option 3 Hammerhead Option 4 Connection Ad Valorem $209,694 $259,296 $240,378 $319,740 Assessment (40%) $151,348 $184,416 $171,804 $228,792 Utility Fund - Sewer $40,100 $40,100 $40,100 $40,100 Utility Fund - Water $201,830 $201,830 $201,830 $201,830 Water Quality Fund $37,328 $37,328 $37,328 $43,448 Assessment (Per Unit) - Reconstruction $9,459 $11,526 $10,738 $12,711 Total $640,300 $722,970 $691,440 $833,910 Staff is recommending Option 3. The Capital Improvement Plan estimate for this project was $752,182. ALTERNATIVES: 1. Approve a Resolution Approving Plans and Specifications and Authorizing Ad- vertisement for Bids for 2017 Projects, City Projects #TRN17-000002, #TRN17-000003, #TRN17-000004, #TRN17-000005. 2. Deny this item for a specific reason and provide staff with direction. 6 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-___ A RESOLUTION APPROVING THE PLANS AND SPECIFICATIONS AND AUTHORIZING THE ADVERTISEMENT FOR BIDS FOR 2017 IMPROVEMENT PROJECTS (CITY PROJECTS TRN17-000002, TRN17-000003, TRN17-000004, TRN17-000005) Motion By: Second By: WHEREAS, Pursuant to Resolutions 17-004, 17-009, 17-010, and 17-021, adopted on January 9, 2017, January 23, 2017, and February 13, 2017, the City Engineer has prepared plans and specifications for 2017 Improvement Projects (TRN17-000002, TRN17- 000003, TRN17-000004, and TRN17-000005). 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 th e 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 by the Prior Lake City Council this 10th day of April, 2017 VOTE Briggs McGuire Thompson Braid Burkart Aye ☐ ☐ ☐ ☐ ☐ Nay ☐ ☐ ☐ ☐ ☐ Abstain ☐ ☐ ☐ ☐ ☐ Absent ☐ ☐ ☐ ☐ ☐ ______________________________ Frank Boyles, City Manager