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HomeMy WebLinkAbout5L Rolling Oaks Plans Report 4646 Dakota Street SE Prior Lake, MN 55372 CITY COUNCIL AGENDA REPORT MEETING DATE: JUNE 12, 2017 AGENDA #: 5L PREPARED BY: LARRY POPPLER, CITY ENGINEER/INSPECTIONS DIRECTOR PRESENTED BY: LARRY POPPLER AGENDA ITEM: CONSIDER APPROVAL OF A RESOLUTION AUTHORIZING THE PREPARA- TION OF PLANS AND SPECIFICATIONS AND AUTHORIZING THE MAYOR AND CITY MANAGER TO EXECUTE A PROFESSIONAL SERVICES CON- TRACT FOR THE ROLLING OAKS IMPROVEMENT PROJECT DISCUSSION: Introduction In order to construct improvements to Rolling Oaks Circle in 2017, authorization to proceed on preparation of plans and specifications is necessary as well as con- sultant assistance for the creation of plans and specifications. History The City uses the Five Year Capital Improvement Program to plan its infrastruc- ture improvements and the financing for capital improvements. The Rolling Oaks Improvement project proposes to extend utility connections and improve the road- way for properties within the project area. In 2014, a feasibility report for this project was prepared. On April 28, 2014, the City Council approved a resolution accepting a feasibility report for the project. On May 27th, 2014, the City Council held a Public Hearing and on June 23rd author- ized the preparation of plans and specifications. Soon after these authorizations were approved, the developer for the neighboring property retracted their develop- ment application. Since the developer contribution was an important funding source for the Rolling Oaks project, work on the city project for Rolling Oaks stopped. A grant application was submitted to the Minnesota Public Facilities Au- thority but was not selected for funding. On May 9th, the City met with property owners from Rolling Oaks. After much dis- cussion, there was consensus that a feasibility report update was needed to fully evaluate options for a project. At its May 22, 2017 meeting the City Council adopted Resolution 17-074 authoriz- ing staff to prepare a Feasibility Report for the Rolling Oaks Improvement Project as outlined in the CIP. In this case a feasibility report was originally prepared in 2014 and a memo amendment was prepared to update the feasibility report. The M.S. Chapter 429 process applies to all projects that will be financed in whole or part through special assessments or bond proceeds. Rolling Oaks Circle is considered in the report and includes first time improve- ments to Rolling Oaks located within the Northeast quarter of section 26, Town- ship 115 North, Range 22 West, Scott County Minnesota. Structures in this area 2 were built in the 1960s and 1970s. A map of the project area (Exhibit 1) is in- cluded in the original Feasibility Report. The proposed improvements include street reconstruction or reclamation, storm sewer, storm water quality, sanitary sewer, watermain, concrete curb and gutter, and appurtenant work. Current Circumstances The Feasibility Report and memo amendments provided for in agenda item 5K pro-vide details on the Rolling Oaks Circle project. Within the June 6, 2017 feasibility report memorandum is a schedule for the project. Schedule #1 was preferred by the Assessment Review Work Group, but it provides for the authorization to pro-ceed with preparation of plans and specifications this evening. Due to work de-mands, city staff is unavailable to prepare plans and specifications for the project within the schedule. In order to provide the best value to the taxpayers, the City of Prior Lake has sought proposals for professional engineering services from two firms that have firsthand knowledge of our city standards and could respond quickly to meet the schedule. These firms recently submitted for 2017 improvement project engineer- ing. The cost breakdown for the projects identified in the proposals is shown below: Consultant: Price WSB and Associates $44,500 Bolton & Menk $55,000 This engineering contract is set up on an hourly, not to exceed basis. Conclusion City Staff recommends selecting WSB and Associates for the Rolling Oaks Im- provement project. State Statute does not require the City Council to award Professional Services Contracts to the lowest cost provider. The City Council can determine the best value and award the contract accordingly. ISSUES: There is still time in 2017 to complete improvements to Rolling Oaks Circle in con- junction with development, but authorization for preparation of design plans and award of a consultant contract are necessary this evening to meet that schedule. Approvals this evening do not give approval for the project. As the process contin- ues, there are three additional City Council actions needed to move forward with the project. However, as expenses accrue on the Rolling Oaks Circle project, a funding source will be needed to fund expenditures if a project does not move for- ward. Most likely the funding would come from general fund reserves if the project does not move forward. FINANCIAL IM- PACT: The funding table below for the Rolling Oaks Circle Improvement Project shows contribution from the following sources: Assessments, Trunk Fund, Street oversize 3 Fund, developer contribution, developer-paid deferred assessment, and the Water Quality Fund. There is no question that if financed in this manner this project will set a funding precedent for future projects. Funding source amounts are shown for the original feasibility report and current option: Funding Source Original Amount Revised Amount Assessments (Current) $819,431 $269,000 Street Oversize Fund $60,000 $67,200 Water Quality Fund $25,000 $112,000 Trunk Fund $8,000 $200,000 Developer Voluntary Contri- bution $123,200 Developer Paid Deferred As- sessments $191,601 Project Total Cost* $912,431 $963,001 *The funding amounts shown on the above table are estimates. The final costs would be determined based on final design and bidding. The Revised Amount re- flects the alternative roadway section, city standard cul-de-sac, and seed instead of sod which reduces the overall cost of the project. ALTERNATIVES: 1. A motion and a second as a part of the consent agenda to approve a Resolu- tion Authorizing the Preparation of Plans and Specifications and Authorizing the Mayor and City Manager to Execute a Professional Services Contract for the Rolling Oaks Improvement Project. 2. Remove this item from the consent agenda for discussion. RECOMMENDED MOTION: Staff recommends a motion and approval of alternative #1. 4646 Dakota Street SE Prior Lake, MN 55372 RESOLUTION 17-___ RESOLUTION AUTHORIZING THE PREPARATION OF PLANS AND SPECIFICATIONS AND AUTHORIZING THE MAYOR AND CITY MANAGER TO EXECUTE THE CITY’S STANDARDIZED PROFESSIONAL SERVICES CONTRACTS FOR THE ROLLING OAKS IMPROVEMENT PROJECT Motion By: Second By: WHEREAS, The 2017-2021 Capital Improvement Program identifies Rolling Oaks for improvement; and WHEREAS, In order to allow for construction in 2017, it is necessary to begin the design at this time; and, WHEREAS, The City does not have in-house resources to provide these professional services considering other workload obligations and volume of work to deliver the Rolling Oaks improvements; and, WHEREAS, The City solicited proposals for completion of the preparation of plans and specifications: Consultant: Price WSB and Associates $44,500 Bolton & Menk $55,000 ; and, WHEREAS, Staff recommends WSB and Associates for preparation of plans and specifications for the Rolling Oaks Improvement Project. 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. WSB and Associates is hereby authorized to provide engineering services for the Rolling Oaks Improvement Project. These services will include preparation of plans and specifications. 3. The City Engineer is authorized to proceed with the preparation of plans and specifications for the Rolling Oaks Circle Improvement project. 4. The Mayor and City Manager are authorized to execute the City’s Standardized Professional Services Contract with WSB and Associates on behalf of the City for Rolling Oaks Circle Improvement Project. 5. Funding for these engineering services will be drawn from the Construction Fund. 2 PASSED AND ADOPTED THIS 12th DAY OF JUNE 2017 VOTE Briggs McGuire Thompson Braid Burkart Aye ☐ ☐ ☐ ☐ ☐ Nay ☐ ☐ ☐ ☐ ☐ Abstain ☐ ☐ ☐ ☐ ☐ Absent ☐ ☐ ☐ ☐ ☐ ______________________________ Frank Boyles, City Manager