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Home My WebLink About8A 2018 Projects Approve Plans Report 4646 Dakota Street SE Prior Lake, MN 55372 CITY COUNCIL AGENDA REPORT MEETING DATE: MARCH 19, 2018 AGENDA #: 8A PREPARED BY: NICK MONSERUD, ASSISTANT CITY ENGINEER PRESENTED BY: NICK MONSERUD AGENDA ITEM: CONSIDER APPROVAL OF A RESOLUTION ACCEPTING PLANS AND SPECI- FICATIONS AND AUTHORIZING ADVERTISEMENT FOR BIDS FOR 2018 RE- CONSTRUCTION PROJECTS (CITY PROJECT TRN18-000001) DISCUSSION: Introduction The purpose of this agenda item is to accept the final plans and specifications and authorize advertisement of bids for our 2018 reconstruction projects. Once bids are received the funding picture becomes clear for the 2018 construction season. 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. Two locations are programmed for improvement in 2018: Woodside/Huron Area and Franklin Trail from Summer St to CSAH 44. In the spring of 2017, the City Council authorized staff to prepare Feasibility Reports for the 2018 project locations. 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 December the City Council held Public Hearings for each of the project loca- tions. Current Circumstances The project plans and specifications are complete. The City has an open house scheduled for April 4 to share the plans with the Public. Notices for this open house will be mailed to residents 2 weeks prior. Anyone that is not able to attend the open house but would like to view the plans, can visit the Engineering Depart- ment 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 two project areas as one project for construction. Individual assess- ments for each project area will be computed based on the quantities used for that project area. 2 Woodside/Huron Area The design of the Woodside/Huron area incorporates stormwater improvements in the City owned property south of Woodside Rd. This area is being used to meet the Prior Lake Spring Lake Watershed District (PLSLWD) rules for stormwater management. After discussions with the PLSLWD it was recommended to remove the wetland in this area and expand a stormwater basin into this area. The plans also include narrowing the roads to reduce the amount of pavement to maintain and to reduce the overall impervious area within the City. With the narrowing of the streets, No Parking signage will be added to one side of each of the streets. No public testimony was taken at the public hearing. The design in this project area is fairly straight forward with no added direction from the City Council at previ- ous meetings. Franklin Trail The design of Franklin Trail incorporates narrowing the road to have 11’ drive lanes and 8.33’ parking lanes. This is consistent with the portion of Franklin Trail that was reconstructed in 2017 between TH13 and CR21. The reduction in road width will provide traffic calming in this area and will allow for the addition of side- walk to the west side for Franklin Trail. Also, incorporated in the design is re-rout- ing the lift station #3 forcemain north of CSAH 44. The design in this project area is fairly straight forward with no added direction from the City Council at previous meetings. Conclusion The project plans are ready for bidding. Staff recommends that the City Council accept the plans and authorize advertisement for bids. ISSUES: After meeting with WSB to discuss coordination of plans and specifications, it was decided to have two separate plan sets rather than trying to incorporate two plan sets into one. This project will still be bid as one project in order to attract a larger contractor and to provide economies of scale. FINANCIAL IMPACT: Funding tables will be updated based on final bid amounts for presentation to the City Council at the second meeting in April. The Woodside/Huron 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: WOODSIDE/HURON NEIGHBORHOOD STREET IMPROVEMENT PROJECT - FUNDING Tax Levy $945,660 Assessment (40%) $500,940 Utility Fund - Sewer $639,900 Utility Fund - Water $611,600 Water Quality Fund $54,200 Assessment (Per Unit) – $8,280 3 Total $2,752,300 The Capital Improvement Plan estimate for this project was $3,151,691. 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 Tax Levy $822,117 Assessment (40%) $357,483 Utility Fund - Sewer $437,700 Utility Fund - Water $294,300 Assessable Acreage 13.95 Acres Assessment (Per Acre) – Reconstruction $25,626.00 Total $1,911,600 The Capital Improvement Plan estimate for this project was $2,319,317. The staff will provide an estimated tax levy impact as part of the April 2, 2018 work session. ALTERNATIVES: 1. Motion and second to Approve a Resolution Accepting Plans and Specifica- tions and Authorizing Advertisement for Bids for the 2018 Project, City Project #TRN18-000001. 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 18-___ A RESOLUTION APPROVING THE PLANS AND SPECIFICATIONS AND AUTHORIZING THE ADVERTISEMENT FOR BIDS FOR THE 2018 IMPROVEMENT PROJECT (CITY PROJECT TRN18-000001) Motion By: Second By: WHEREAS, Pursuant to Resolutions 17-208 and 17-211, adopted on December 11, 2017, the Assistant City Engineer has prepared plans and specifications for the 2018 Improvement Project (TRN18-000001). 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 by the Prior Lake City Council this 19th day of March 2018. VOTE Briggs McGuire Thompson Braid Burkart Aye ☐ ☐ ☐ ☐ ☐ Nay ☐ ☐ ☐ ☐ ☐ Abstain ☐ ☐ ☐ ☐ ☐ Absent ☐ ☐ ☐ ☐ ☐ ______________________________ Frank Boyles, City Manager