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Home My WebLink About8C TH13 - Duluth Approve Plans Order Bids ReportPhone 952.447.9800 / Fax 952.447.4245 / www.cityofpriorlake.com 4646 Dakota Street SE Prior Lake, MN 55372 CITY COUNCIL AGENDA REPORT MEETING DATE: JULY 16, 2018 AGENDA #: PREPARED BY: 8C JASON WEDEL, PUBLIC WORKS DIRECTOR/CITY ENGINEER PRESENTED BY: JASON WEDEL AGENDA ITEM: CONSIDER APPROVAL OF THREE RESOLUTIONS RELATING TO THE DULUTH AVENUE/TH13 IMPROVEMENT PROJECT: 1) ACCEPTING PLANS AND SPECIFICATIONS AND AUTHORIZING ADVERTISEMENT FOR BIDS; 2) AUTHORIZING CITY OFFICIALS TO EXECUTE AN AGREEMENT WITH MNDOT TO PROVIDE PAYMENT FROM THE STATE TO THE CITY FOR PROJECT COSTS; AND 3) AUTHORIZING THE ACQUISITION OFTHE TRAFFIC SIGNAL FOR THE DULUTH AVENUE INTERSECTION IMPROVEMENT PROJECT (CITY PROJECT #TRN15-000003) DISCUSSION: Introduction The purpose of this agenda item is to adopt three resolutions necessary to proceeding with the Duluth/TH13 improvement project as explained in greater detail below. History A feasibility report was originally prepared for the Duluth Avenue Intersection Improvement project in January 2015. The feasibility report was accepted and the project was ordered by the City Council on January 26, 2015. However, due to projected tax levy impacts, the project construction was delayed. The feasibility report was updated in 2018 to included assessments to adjacent properties that will benefit from the proposed improvements as part of the overall financing of the project. The revised feasibility report was approved by the City Council on February 5, 2018 and the public hearing was held on March 5, 2018. At the conclusion of the public hearing the City Council approved a resolution ordering the updated project. The Duluth Avenue Intersection Improvement Project includes widening the intersection to include dedicated left, thru, and right turn lanes on Duluth Avenue in both directions at the intersection with TH13. It also includes the addition of a right turn lane into the Holiday Station Store’s northerly entrance, the construction of a median on Duluth Avenue to restrict the access to the entrance for the Village Lake Mall to right -in/right- out near the intersection, the construction of a mini roundabout at the intersection of Duluth and Village Lake Drive, as well as modifications to 2 several of the southerly entrances to the Village Lake Mall property and the realignment of the Toronto/Village Lake Drive intersection. Current Circumstances Accepting Project Plans and Specifications-The project plans and specifications are complete. The City will be scheduling an open house in late July to share the final plans with the adjacent businesses. Notices for this open house will be mailed to businesses prior to the open house. Anyone that is not able to attend the open house but would like to view the plans, can visit the Engineering Department in City Hall to view the plans. Individual meetings and/or phone calls have also been made to all of the impacted property owners. This includes the Village Lake Mall, Holiday Station Store, Subway, Wells Fargo, Ace Hardware, Prior Lake Transmission, and Brooksville Apartments. Authorizing city officials to execute an agreement with MNDOT-As part of the approval process with MnDOT it is necessary for the City and MnDOT to enter into an agreement for the payment of funds from MnDOT to the City. The resolution being considered this evening authorizes City officials to approve and execute the agreement with MnDOT. The agreement itself is not yet complete and available for council review. However, the City is not at risk by approving the attached resolution because it is still under control of the City officials authorized to sign it. Having the resolution passed now will help speed up the process. Acquisition of the traffic signal-The traffic signal parts typically have a 14-16 week lead time for delivery. It is therefore necessary to order the traffic signal separately from the construction bid for the project to ensure completion this year. The City Council is being asked to authorize the purchase of the traffic signal components now to help facilitate the construction timing necessary to complete the project in 2018. If approved, the traffic signal components will be ordered and ultimately provided to the contractor that is awarded the project for installation. Conclusion The project plans are ready for bidding. Staff recommends that the City Council accept the plans and authorize advertisement for bids. Staff also recommends that the City Council authorize city officials to enter into an agreement with MnDOT to facilitate receiving funding for the project. Finally, staff recommends that the City Council authorize ordering the traffic signal. ISSUES: The schedule for completion of this project is very tight. The project timeline was accelerated as a result of MnDOT contributing $710,000 toward this project to help it get completed in 2018 prior to the TH13 reconstruction project occurring in 2019. As such, extra effort has been made to facilitate the majority of the construction occurring this year. The advertisement for bid has therefore already been sent to the Prior Lake American for advertisement on July 14th, 21st, and 28th. If the City 3 FINANCIAL IMPACT: Council decides to table or not move forward with the project this evening, staff will contact the newspaper and pull the advertisement for bid. The bid opening date is currently scheduled for August 6th. This was the soonest the bid opening could be held and still meet the notice requirements required for public improvement projects. The next scheduled City Council meeting would be August 20th to approve the bids and award the project. However, to gain an additional week, staff is requesting that the City Council hold a special meeting on August 13th at 5:00 p.m. to award the bid. The Duluth Avenue Intersection Improvement Project has been proposed to be financed by a combination of funding source as shown below: Special Assessments $163,025 Tax Levy $906,975 MSAS (State Aid) $400,000 MnDOT $710,000 Total $2,180,000 Based on the actual easement costs and current construction cost estimates, the total project cost might exceed the $2,180,000 previously presented and might be closer to $2,300,000. Once bids are received, the total project cost will be updated and presented to the City Council prior to awarding the project. ALTERNATIVES: 1.Approve a Resolution Accepting Plans and Specifications and Authorizing Advertisement for Bids for the Duluth Intersection Improvement Project, City Project #TRN15-000003. 2.Approve a Resolution Authorizing City Officials to execute an agreement with MnDOT for the Duluth Intersection Improvement Project, City Project #TRN15-000003). 3.Approve a resolution authorizing the purchase of a traffic signal for the Duluth Intersection Improvement Project, City Project #TRN15- 000003. 4.Deny this item for a specific reason and provide staff with direction. 5.Table the item until some date in the future. RECOMMENDED MOTION: A motion and second for approval of Alternative #1, #2 and #3. 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 DULUTH AVENUE INTERSECTION IMPROVEMENT PROJECT (CITY PROJECT TRN15-000003) Motion By: Second By: WHEREAS, Pursuant to Resolution 18-055, adopted on March 5, 2018, the Public Works Director has prepared plans and specifications for the Duluth Avenue Intersection Improvement Project (TRN15-000003). 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 16th day of July, 2018 VOTE Briggs McGuire Thompson Braid Burkart Aye ☐ ☐ ☐ ☐ ☐ Nay ☐ ☐ ☐ ☐ ☐ Abstain ☐ ☐ ☐ ☐ ☐ Absent ☐ ☐ ☐ ☐ ☐ ______________________________ Frank Boyles, City Manager 4646 Dakota Street SE Prior Lake, MN 55372 RESOLUTION 18-___ A RESOLUTION AUTHORIZING CITY OFFICIALS TO EXECUTE AN AGREEMENT WITH MNDOT FOR THE DULUTH AVENUE INTERSECTION IMPROVEMENT PROJECT (CITY PROJECT TRN15-000003) AND (STATE PROJECT 7001-98) Motion By: Second By: WHEREAS, WHEREAS, WHEREAS, MnDOT is preparing an agreement to be executed with the City to facilitate payment by the State to the City for costs associated with the Duluth/TH13 construction project; and Said agreement must be fully executed by both the City of Prior Lake and MnDOT prior to the project bid being awarded; and Timing is critical for completion of this project in 2018 prior to the TH13 project in 2019 and it necessary to expedite the execution this agreement. 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 City of Prior Lake enter into MnDOT Agreement No. 1031270 with the State of Minnesota, Department of Transportation. 3. The purpose of the agreement is to provide for payment by the State to the City of the State’s share of the costs of the road and signal construction and other associated construction to be performed upon, along and adjacent to Trunk Highway No. 13 at Duluth Avenue with the corporate City limits under State Project No. 7001-98. 4. The Mayor and the City Manager are authorized to execute the Agreement and any amendments to the Agreement. Passed and adopted by the Prior Lake City Council this 16th day of July 2018 VOTE Briggs McGuire Thompson Braid Burkart Aye ☐ ☐ ☐ ☐ ☐ Nay ☐ ☐ ☐ ☐ ☐ Abstain ☐ ☐ ☐ ☐ ☐ Absent ☐ ☐ ☐ ☐ ☐ ______________________________ Frank Boyles, City Manager 2 CERTIFICATION I certify that the above Resolution is an accurate copy of the Resolution adopted by the Council of the City of Prior Lake at an authorized meeting held on the __________ day of ____________________, 20__, as shown by the minutes of the meeting in my possession. Subscribed and sworn to before me this ________ day of _________________, 20__ Notary Public ________________________ My Commission Expires _______________ 4646 Dakota Street SE Prior Lake, MN 55372 RESOLUTION 18-___ A RESOLUTION AUTHORIZING THE PURCHASE OF A TRAFFIC SIGNAL FOR THE DULUTH AVENUE INTERSECTION IMPROVEMENT PROJECT (CITY PROJECT TRN15- 000003) Motion By: Second By: WHEREAS, WHEREAS, WHEREAS, The Duluth Avenue intersection improvement project includes the replacement of the existing signal at the intersection of Duluth Avenue and TH13; and It is important to complete the Duluth Avenue intersection improvements in 2018 prior to the reconstruction of TH13 in 2019; and The lead time for ordering traffic signal components is 14-16 weeks and therefore cannot wait to be included with the bid for the overall 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 Council authorize the purchase of the traffic signal components from Milerbernd. 3. The 2018 budget included funding for this project and the costs for the traffic signal components will be recorded against the project. Passed and adopted by the Prior Lake City Council this 16th day of July 2018. VOTE Briggs McGuire Thompson Braid Burkart Aye ☐ ☐ ☐ ☐ ☐ Nay ☐ ☐ ☐ ☐ ☐ Abstain ☐ ☐ ☐ ☐ ☐ Absent ☐ ☐ ☐ ☐ ☐ ______________________________ Frank Boyles, City Manager