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HomeMy WebLinkAbout8B Transportation Plan Amendment Report 4646 Dakota Street SE Prior Lake, MN 55372 CITY COUNCIL AGENDA REPORT MEETING DATE: JANUARY 22, 2019 AGENDA #: 8B PREPARED BY: JASON WEDEL, PUBLIC WORKS DIRECTOR/CITY ENGINEER PRESENTED BY: JASON WEDEL AGENDA ITEM: CONSIDER APPROVAL OF A RESOLUTION AUTHORIZING THE MAYOR AND CITY MANAGER TO AMEND THE CITY’S STANDARDIZED PROFES- SIONAL SERVICES CONTRACT WITH SRF FOR 2040 TRANSPORTATION PLAN UPDATE GOAL AREA AND OBJECTIVE: DISCUSSION: Transportation & Mobility 1. Maintain quality local street system based on a financially stable plan that meets Overall Condition targets. Introduction The purpose of this resolution is to authorize the Mayor and City Manager to exe- cute an amendment to the City’s Standardized Professional Services Contract with SRF for the 2040 Transportation Plan update. History The City entered into a Professional Services Contract with SRF on October 19, 2018 for assistance with updating the Transportation chapter of the City’s Com- prehensive Plan. This update is required by the Met Council as part of the City’s 2040 Comprehensive Plan update. The original scope of services included transportation forecasting, reviewing and updating the existing and future transportation system plan and identifying any potential issues, review and update of multimodal connectivity within the City, analysis of the City’s transit, aviation and freight systems, and creating a priority list of needs and future investments. The total estimated fee to complete this work was $17,278, which is below the $20,000 threshold for requiring City Coun- cil approval, so the contract was executed at the staff level. During the SRF’s work on the Transportation Plan, the City has also been dis- cussing how to finance future major roadway improvements in light of the Harstad vs. Woodbury case. As a result of that case, the City is no longer able to require developers to pay a collector street fee as part of their development charges associated with new development. The City’s 2019 Fee Schedule has removed this fee entirely. The collector street fee was previously used by the City to pay for such transpor- tation improvements as installing signalized intersection controls at major inter- sections and for the oversizing and widening of major roadway corridors above and beyond a typical residential street to accommodate larger traffic volumes. Without the collector street fee, the City needs to identify other funding sources for those improvements. 2 Current Circumstances The first step in identifying alternative funding sources for collector street im- provements is determining where those improvements will occur and how much they will cost. The City approached SRF to provide a proposal for this work since it was a logical extension of the work they were already doing for the Com- prehensive Transportation Plan. The additional tasks SRF is proposing to perform include identifying future trans- portation infrastructure needs based on existing and future land use guidance and determining the corresponding costs associated with those needs. They will then apportion the costs to the adjacent land areas. The area of the City they will focus most heavily on will be the Orderly Annexation Area (OAA) within Spring Lake Township. Having this information will aid the City in reviewing future an- nexation requests and working with developers to determine how collector road- way improvements will be completed. The original schedule had a completion date of December 31, 2018. The addi- tional study will extend the completion date until April 30, 2019. Conclusion City Staff recommends amending the contract with SRF for the 2040 Transporta- tion Plan to include a Transportation Infrastructure Benefits study. ISSUES: A comprehensive solution for identifying how future collector roadway improve- ments will be funded has not yet been finalized. The information provided by SRF as part of the Transportation Infrastructure Benefit study will aid the City in making decisions on how to proceed with future improvements. The proposal from SRF includes up to three meetings with City staff which could include at- tendance at a City Council work shop if appropriate to assist in identifying solu- tions. FINANCIAL IMPACT: The original contract with SRF was for a not to exceed amount of $17,278. The proposed amendment to include the Transportation Infrastructure Benefit study will increase the contract by $30,059 for a total contract amount of $47,337. Funding for this project will come from the City’s Street Oversize/ Collector Fund (Fund 503). ALTERNATIVES: 1. Motion and second to approve a resolution Authorizing the Mayor and City Manager to execute an amendment to the Professional Services Contract with SRF to add a Transportation Infrastructure Benefit study to the 2040 Transportation Plan update. 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 Second for Alternative Number #1. 4646 Dakota Street SE Prior Lake, MN 55372 RESOLUTION 19-___ RESOLUTION AUTHORIZING THE MAYOR AND CITY MANAGER TO AMEND THE CITY’S STANDARDIZED PROFESSIONAL SERVICES CONTRACT WITH SRF FOR 2040 TRANSPORTATION PLAN UPDATE Motion By: Second By: WHEREAS, The City entered into a contract with SRF for services associated with the 2040 Transportation Plan on October 19, 2018 in the amount of $17,278; and WHEREAS, The City solicted a proposal from SRF to provide additional services associated with providing a Transportation Infrastructure Benefit study; and, WHEREAS, The proposal from SRF for the additional services is a not to exceed amount of $30,059 bringing the contract total to $47,337 which requires City Council approval per the City’s Purchasing Policy; and, WHEREAS, The proposal review determined that SRF provides the best value for the City to perform these additional services. 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. SRF is hereby authorized to provide engineering services for the additional Transportation Infrastructure Benefit study. 3. The Mayor and City Manager are authorized to amend the City’s Standardized Professional Services Contract with SRF on behalf of the City for the 2040 Transportation Plan Update. 4. Funding for these engineering services will be drawn from the Street Oversize Fund (F503). PASSED AND ADOPTED THIS 22nd DAY OF JANUARY 2019 VOTE Briggs Thompson Burkart Braid Erickson Aye ☐ ☐ ☐ ☐ ☐ Nay ☐ ☐ ☐ ☐ ☐ Abstain ☐ ☐ ☐ ☐ ☐ Absent ☐ ☐ ☐ ☐ ☐ ______________________________ Frank Boyles, City Manager SRF 12469.PP SRF 11114.00 January 10, 2019 Jason Wedel, P.E. Public Works Director/City Engineer 17073 Adelmann Street SE Prior Lake, MN 55372 Subject: Proposal for Amendment to Contract Services for 2040 Transportation Plan Update to include Southwest Area Transportation Infrastructure Benefit Study Mr. Wedel: SRF Consulting Group, Inc. (SRF) is pleased to submit this amendment to complete additional services to determine the southwest area transportation infrastructure benefits to surrounding parcels/land. It is understood the southwest area mostly constitutes the orderly annexation area to the City of Prior Lake. The original services contract for the 2040 Transportation Plan Update, dated October 19, 2018, included a contract price of $17,278. This supplemental request has been prepared to identify the additional tasks that will be completed. Scope of Services We propose to carry out the work (“Scope of Services”), set forth in Attachment A, attached hereto and incorporated into this Agreement. The amendment scope of services includes the tasks required to complete the new Southwest Area Transportation Infrastructure Benefit Study. Assumptions are also included in Attachment A. Basis of Payment/Budget We propose to be reimbursed for our services on an hourly basis for the actual time expended. Other direct project expenses, such as printing, supplies, reproduction, etc., will be billed at cost, and mileage will be billed at the current allowable IRS rate for business miles. Invoices are submitted on a monthly basis for work performed during the previous month. Payment is due within 30 days. Based on our understanding of the study and our scope of services, our services will not exceed an additional budget of $30,059, which includes both time and expenses. See Attachment A – Scope of Services and Person-Hour Estimates for a breakdown of our services. The total contract price, including this amendment amount will be $47,337. Jason Wedel, PE January 10, 2019 City of Prior Lake Page 2 Sincerely, SRF CONSULTING GROUP, INC. Craig Vaughn, PE, PTOE Project Principal cv Attachments: Attachment A – Scope of Services and Person-Hour Estimate Approved (signature) Name Title Date This cost proposal is valid for a period of 90 days. SRF reserves the right to adjust its cost estimate after 90 days from the date of this proposal. C:\Users\cvaughn\Desktop\Proposals\2017_Metro Tran Plans\Prior Lake\190110_Prior Lake Tran Plan Amendment_BenefitStudy.docx 1/14/2019 Attachment A Page 1 of 3 SRF Consulting Group, Inc. Client:City of Prior Lake Project:Amendment to 2040 Transportation Plan Update to include Southwest Area Transportation Infrastructure Benefit Study 12469.PP 11114 TASK NO.TASK DESCRIPTION PRINCIPAL SR. ASSOC.ASSOCIATE SR. PROF PROF.CLERICAL TOTALS EST. FEE 1.0 Project Management 18 0 0 0 14 0 32 Assumptions: -This task accounts for minor coordination with City staff to review/discuss study outcomes and/or components throughout the process. -Included face-to-face meetings at City request;, no public involvement or stakeholder meetings are included in this scope of work. 1.1 Manage daily work activities, coordinate tasks and meetings, review budgets and billings, provide regular status reports and schedule updates, communication with the necessary personnel, quality assurance and quality control reviews of work products, and all other work to ensure all project tasks are completed on time and within budget. 1.2 Prepare for and attend up to three (3) coordination meetings with city staff at Prior Lake City Hall 1.3 Inpromptu meetings with city staff to coordinate through the study process - web based interaction. SUBTOTAL - TASK 1 18 0 0 0 14 0 32 $4,840 2.0 Transportation Infrastructure Needs 24 0 8 24 74 0 130 Assumptions: -Prior Lake will provide all information regarding land area to be considered. Includes floor area ratio's if SRF needs to calculate developable area. -The City will provide all necessary parcel information (i.e. developable acreage, existing and future land use zoning information, etc.). -Prior Lake will provide previous determination/assumptions of roadway needs for the southwest annexation area. -All traffic generation will focus on daily trips; peak hours will not be reviewed at this time unless determined necessary in coordination with City staff. -City staff will be responsible for confirmation and provision of any prior agreements with area developments. -City staff will be responsible for providing refined detail to the TAZs in the southwest area; this will include refined allocation of socio-economic data for this area. -City staff will provide previous infrastructure needs information and cost estimates, if available. SRF CONSULTING GROUP, INC.ENGINEERS AND PLANNERS Prior Lake_Amendment Cost Proposal_190110.xlsx MINNEAPOLIS. MN 1/14/2019 Attachment A Page 2 of 3 SRF Consulting Group, Inc. Client:City of Prior Lake Project:Amendment to 2040 Transportation Plan Update to include Southwest Area Transportation Infrastructure Benefit Study 12469.PP 11114 2.1 Coordinate with the City of Dayton staff to confirm the study limits, as well as the specific transportation improvements and parcels to include within the study. 2.2 Review existing and future land use guidance provided within the City’s Comprehensive Plan accepted by the Metropolitan Council, as well as physical constraints with respect to potential development (i.e. wetlands, etc.). 2.3 Update the Scott County / Prior Lake Regional Travel Demand model with subdivided TAZs based on discussion with City staff. Update subdivided TAZs with additional centroid connector detail to mimic roadway connections anticipated. 2.4 Distribute the trips to the adjacent roadway network based on the Metropolitan Council’s Regional Travel Demand Model and calculate the proportional trip share based on the amount of traffic that utilized the transportation improvements identified. 2.5 Based on the transportation improvements selected, review the most recent cost estimates and update as necessary to reflect current conditions. SUBTOTAL - TASK 2 24 0 8 24 74 0 130 $15,790 3.0 Allocation of Benefits 8 0 16 0 32 0 56 Assumptions: -The City staff will work with the SRF team to allocate the infrastructure costs to benefiting properties. -Coordination with a certified land appraisor is NOT included in this set of tasks. This can be added at the City's expense if desired. 3.1 Apply the proportional share for each land area/TAZ-subzone/parcel to the agreed upon transportation improvement cost estimate to determine a cost per square foot of developable land (if agreed format). 3.2 Develop a summary matrix that outlines each land area/TAZ-subzone/parcels proportional share. This task will be portable into a Geographic Information System (GIS) database. 3.3 Provide a memo documenting the Roadway System Analysis Results SUBTOTAL - TASK 4 8 0 16 0 32 0 56 $6,760 SRF CONSULTING GROUP, INC.ENGINEERS AND PLANNERS Prior Lake_Amendment Cost Proposal_190110.xlsx MINNEAPOLIS. MN 1/14/2019 Attachment A Page 3 of 3 SRF Consulting Group, Inc. Client:City of Prior Lake Project:Amendment to 2040 Transportation Plan Update to include Southwest Area Transportation Infrastructure Benefit Study 12469.PP 11114 4.0 Documentation 4 0 2 0 16 0 22 Assumptions: -City staff will be active participant in reviewing documentation and providing comments. 4.1 Summarize the assumptions, methodology, and results in a draft technical memorandum. Make revisions based on City review and provide a final technical memorandum. SUBTOTAL - TASK 9 4 0 2 0 16 0 22 $2,570 TOTAL ESTIMATED PERSON-HOURS 54 0 26 24 136 0 240 AVERAGE HOURLY BILLING RATES $195 $155 $135 $125 $95 $85 ESTIMATED LABOR AND OVERHEAD $10,530 $0 $3,510 $3,000 $12,920 $0 $29,960 ESTIMATED DIRECT NON-SALARY EXPENSES $99 TOTAL ESTIMATED FEE $30,059 ESTIMATE OF DIRECT NON-SALARY EXPENSES: MILEAGE:Personal Vehicles 140 Miles @ $0.545 $76 IN-HOUSE REPRODUCTION:B & W Copies 100 Copies @ $0.10 $10 Color Copies 50 Copies @ $0.25 $13 ESTIMATED DIRECT NON-SALARY EXPENSES $99 SRF CONSULTING GROUP, INC.ENGINEERS AND PLANNERS Prior Lake_Amendment Cost Proposal_190110.xlsx MINNEAPOLIS. MN