Loading...
HomeMy WebLinkAbout9A CH21 and TH 13 Approve Final Plans Report Phone 952.447.9800 / Fax 952.447.4245 / www.cityofpriorlake.com 4646 Dakota Street SE Prior Lake, MN 55372 CITY COUNCIL AGENDA REPORT MEETING DATE: AUGUST 6, 2018 AGENDA #: 9A PREPARED BY: JASON WEDEL, PUBLIC WORKS DIRECTOR/CITY ENGINEER PRESENTED BY: JASON WEDEL AGENDA ITEM: CONSIDER APPROVAL OF A RESOLUTION AUTHORIZING CITY ENGINEER TO APPROVE PLANS FOR THE CR21/TH13 CORRIDOR IMPROVEMENT PROJECT (CITY PROJECT #TRN19-000001) DISCUSSION: Introduction Scott County has requested that the City of Prior Lake approve the construction plans for the CR21/TH13 corridor improvement project. This approval assures that Scott County and the City of Prior Lake are in agreement on the proposed design of the project and facilitates moving forward with MnDOT review and approvals which are the next step in the process. History In 2005, a corridor study for County Highway 21 was conducted. This study provided the framework for several projects which have since been completed. Other improvements within the corridor were delayed until funding was secured. Additional studies have since been completed within the downtown area including a study of the realignment of County Highway 21 as well as a study of the south downtown road network. In 2016, Scott County applied for funding for improvements to State Highway 13 and County Highway 21. The application was approved, and federal funding was programmed for this project for the year 2019. The Preliminary Design process was initiated in early 2017. Scott County contracted with the engineering firm of Bolton & Menk to lead this process. As part of the development of a preliminary design, a Project Management Team (PMT) was created to provide input and facilitate public engagement on design concepts for these improvements. The public engagement process began on June 29, 2017 at an open house where the public was asked to provide direction on the project purpose, goals, objectives, history, opportunities, and impacts on the project area. Based on this information seven project goals were established: 1. Enhance vehicle mobility on major transportation corridors 2. Maintain and enhance local roadway system 2 3. Safely accommodate all users along the major transportation corridors 4. Provide a comprehensive network for nonmotorized transportation that is compatible with the major transportation corridors 5. Provide infrastructure improvements compatible with the natural and human environment 6. Develop a financially responsible infrastructure implementation plan 7. Preserve and enrich the character of Downtown Prior Lake Based on these project goals, multiple project alternatives were developed by the PMT. During the public engagement process, the PMT took the feedback they received and spent more time evaluating the alternatives and further reduced the alternatives down to four. The PMT ultimately recommended Alternative A-2 be selected to move forward with final design. This recommendation was provided to the City Council on November 6, 2017 during the regular scheduled City Council meeting. At that meeting, the City Council approved Resolution 17-180 approving the PMT recommendation of Alternative A-2 for the design of the CH21 and TH13 improvement project. Current Circumstances The final design of the project has been underway since the approval of the preferred alternative. As part of the design process, four new advisory committees were created. They are the Downtown Character Advisory Committee, the Construction Advisory Committee, the Downtown Prior Lake Construction Advisory Committee, and the South Lake Village Construction Advisory Committee. The role of the Downtown Character Advisory Committee was to provide a recommended streetscape layout for the project. The Construction Advisory Committee provided input on the proposed construction staging for the project. The Downtown Prior Lake and South Lake Village Construction Advisory Committees provided specific input on how the construction will impact businesses in those locations. These committees will also be involved with project communications during construction. These four committees met several times this spring and their input was incorporated into the final design. An open house was held on May 16, 2018 to present the status of the final design to the public. The presentation included information pertaining to the construction staging, construction communication strategy, and proposed streetscaping. After the open house, the street scaping was further refined and presented to the City Council at a work session that was held on June 18, 2018. Conclusion The final design is now 90% complete. Scott County is requesting that the City Council authorize the City Engineer to approve the plans so that they can proceed with their submittals to MnDOT. Approval of the plans and specifications by MnDOT is a necessary step due to the types of funding that are involved as well as the impact to TH13. It is our understanding that 3 MnDOT will not accept plans for their review until municipal consent has been confirmed. City Staff recommends approval of the attached resolution authorizing the City Engineer to approve the final plans for the CR21/TH13 Corridor Improvement Project in order that the project may proceed on schedule. ISSUES: FINANCIAL IMPACT: Although not part of the municipal consent process, the County is in the process of updating their cost share policy with cities for joint improvement projects. Scott County cities including Prior Lake have submitted proposed refinements to the policy. No action has yet been taken by the County on the new policy. The proposed changes to the policy to date include revising the percentage of the costs the City is required to contribute towards the roadway improvements, aesthetics, and trails and sidewalks. In some areas the City’s participation increased and in other areas they decrease. The most substantial possible change relates to the cost for right-of-way acquisition. Under the current policy the County contributes 100% of the cost for right-of-way. The proposed policy revision includes having the City contribute varying percentages of the cost for right-of-way depending on the roadway classification. It would by 30% for Principal Arterials, 45% for Minor Arterials, and 50% for Collector & Local roadways. County Road 21 is a Minor Arterial, so the City’s cost participation for right-of-way would be 45%. The City Council is not being asked to approve the cost share agreement with the County as part of this agenda item since it has not been adopted by the County Board. However, it is staff’s understanding that the City Council wanted this information to be available as part of the discussion on the estimated project costs. The total cost of this project outlined in the County’s Capital Improvement Plan is $10,391,689 which includes right of way, design, and construction. The City’s contribution is shown as $800,000, which is for construction only. Program delivery costs are an additional city expense. Based on this, the City budgeted for this project as follows: Roadway Construction $1,200,000 Sewer & Water Construction $ 350,000 Aesthetics $ 800,000 Total $2,350,000 Based on the County’s proposed cost participation policy the City’s portion of the project cost would be $2,473,780 which is $123,780 above what is currently shown in our CIP. If this turns out to be the final number, the variance is minor considering the overall project cost. Most of the cost difference between what was included in the City’s original budget and may now become part of the new County cost participation policy is the right-of-way cost. The draft County policy at this point requires 4 the City to contribute 45% of the right-of-way costs which is currently estimated at $225,000. A portion of this project involves utilizing the City’s property that is currently being leased by Flowers Naturally. This property was purchased by the City in January of 1961 for $69,802.95. Under the County’s proposed cost participation policy, they would have paid 55% of this cost or $38,391.62. There is also the question of how to apportion demolition and relocation costs (if any). Staff is continuing to have discussions with the County on potential credit for the Flowers Naturally property as well as the loss of parking stalls at the Rock Creek property. As stated above, the City Council is not being asked to approve the cost participation on this project as part of this agenda item. Due to the cost sharing methodology between the County and the City not being fully known at this time there are a few different alternatives the City Council can consider for moving forward with this item. The first alternative would be to strictly provide municipal consent on the plans, which is what is currently being proposed, and come back to the City Council at a later date with the final cost sharing methodology. The second alternative would be to table this item for now and direct staff to finalize the cost share methodology with the County as quickly as possible and bring both these matters back for approval. The consequences of the second alternative are that it delays providing municipal consent on the plans. A minor delay in approval, such as a few weeks, will not likely impact the overall project schedule, but extended delays will have an impact on the project schedule and getting the project plans approved and out for bid. The other consequence of the second alternative is that final construction costs will not be known until the project bids are received. The City Council will need to provide approval of the plans prior to bidding the project. Therefore, the City Council will need to be comfortable with the methodology for calculating the cost share with the County prior to knowing the actual costs. Ultimately, once the final costs are known (once the project is bid) the City will still retain the ability to scale back certain aspects of the project if necessary to adjust the financial impacts. The current estimate on the aesthetics is $800,000. The City Council will have the ability to modify the proposed aesthetic improvements even after the project is bid to reduce the City’s costs, so that is an additional option that will be available. 5 ALTERNATIVES: RECOMMENDED MOTION: 1. Motion and second to approve a Resolution Authorizing City Engineer to Approve the Final Construction Plans for the CH21/TH13 Corridor Improvement Project (City Project #TRN19-000001). 2. Motion and second to table any action at this time and direct the staff to finalize the cost share methodology with the county as quickly as possible and bring both of these items back for city council consideration. A motion and a second for approval of alternative #1. 4646 Dakota Street SE Prior Lake, MN 55372 RESOLUTION 18-x___ A RESOLUTION AUTHORIZING THE CITY ENGINEER TO APPROVE THE FINAL CONSTRUCTION PLANS FOR THE CH21/TH13 CORRIDOR IMPROVEMENT PROJECT (CITY PROJECT #TRN19-000001) Motion By: Second By: WHEREAS, Scott County has authorized the final design for the CH21 and TH 13 Improvement project; and, WHEREAS, A preliminary design alternative identified as A-2 was approved by the City Council on November 6, 2017 with the following considerations 1) Roundabout at intersection of CR21 & TH13 2) Roundabout at intersection of CR21 & Arcadia Avenue 3) ¾ access at intersection of CR21 & Duluth Avenue 4) ¾ access for east- bound traffic and right-in/right-out access for west-bound traffic at intersection of CR21 & Main Avenue 5) 3/4 access at intersection of TH13 and Pleasant Street; and, WHEREAS, WHEREAS, Scott County has requested City approval of the recommended CH 21 and TH 13 final construction plans as presented by the Project Management Team; and Scott County and the City of Prior Lake will work cooperatively to identify the funding necessary to complete these 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 City Council hereby approves the CH 21 and TH 13 final construction plans as submitted by Scott County at the City Council meeting of August 6, 2018. PASSED AND ADOPTED THIS 6th DAY OF AUGUST 2018. VOTE Briggs McGuire Thompson Burkart Braid Aye ☐ ☐ ☐ ☐ ☐ Nay ☐ ☐ ☐ ☐ ☐ Abstain ☐ ☐ ☐ ☐ ☐ Absent ☐ ☐ ☐ ☐ ☐ ______________________________ Frank Boyles, City Manager