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Home My WebLink About9A - North Shore Oaks First Addition MEETING DATE: AGENDA #: PREP ARED BY: REVIEWED BY: AGENDA ITEM: DISCUSSION: MARCH 1, 1999 9A SUE MCDERMOTT, ASSISTANT CITY ENGINEER GREG ILKKA, CITY ENGINEER/PUBLIC WORKS DIRECTOR CONSIDER APPROVAL OF RESOLUTION 99-XX APPROVING PLANS AND SPECIFICATIONS AND ORDERING THE ADVERTISEMENT FOR BIDS FOR UTILITY IMPROVEMENT PROJECT FOR THE FIRST ADDITION TO NORTH SHORE OAKS (CITY PROJECT #99-13) Historv Proposed improvements to the First Addition to North Shore Oaks are included in the approved 1999 Capital Improvement Program. Resolution 98-131 authorizing preparation of plans and specifications for the project was approved by the City Council on November 2,1998. Public informational open houses were held in October of 1998 and January of 1999 to provide affected property owners the opportunity to discuss the projects. Of the eight properties affected by this project, four were represented at the informational meetings. Plans were available for review and City staff was in attendance to answer questions from the public. The detailed plans for the projects are available in the Engineering Department office for city council review. Current Circumstances The First Addition to North Shore Oaks consists of eight (8) lots. At the request of the residents, construction of sanitary sewer main and water services is proposed to replace failing septic systems and existing wells. At least two of the existing septic systems are failing and surface discharge has been observed. This is an immediate health threat. In accordance with MPCA guidelines, these property owners must correct the failing system within ten months. 162QDr-ISagd:e Creek Ave. S.E., Prior Lake. Minnesota 55372-1714 / Ph. (612) 447-4230 / Fax (612) 447-4245 AN EQL:AL OPPORTUNITY EMPLOYER There is currently a 12" watermain located along the south side of County Road 42. Water services are proposed to be constructed from the main to the property line. In accordance with the- city ordinance, residents are required to connect to the water service within a year of its installation. Sanitary sewer is proposed through the back yards through a 20- foot wide easement. This alternative was pursued in order to eliminate disturbing trees along the property line which would also affect the residents of the Second Addition. All eight (8) of the affected property owners have either signed the easement or have committed to sign. The engineer's estimate included in the Feasibility Report dated September 29, 1998, was $53,370.00. Indirect costs are estimated at 30%, and include engineering (17%), administration (5%), and financing (8%) for a total estimated project cost of $69,380.00. The estimated cost in the C.I.P. was $60,000.00. The current engineer's estimate is $79,333.80 (including the 30% indirect costs). The current estimate is higher because it includes the work required to abandon the existing septic tanks and connect each residence to the sewer main. The feasibility estimate included only a sewer stub to the property. The property owners were made aware of the revised cost estimate either at the informational meeting or by mail. The construction of this is proposed to be funded exclusively through special assessments. The estimated assessment to each property is $9,916.73. Issues 1.) The engineer's estimate which was provided for the feasibility report was done at a greater level of detail than the estimate provided in the C.I.P, just as the plans and specifications are done in more detail than the feasibility report. The primary difference in estimates is the inclusion of connecting the homes to the sanitary sewer main at the time of the construction. This is necessary as the sewer alignment will, in all probability, go through the drain fields. The proposed alignment also eliminates the removal of twenty-four 4" and greater in diameter trees. The Engineering staff has worked with the eight residents to provide an acceptable alignment. 2.) Staff proposes that the Assessment Hearing for the projects be scheduled to take place after the bid is accepted and the contract substantially completed as opposed to before the contract is awarded. By doing this, the residents will be assessed for the APPNSO.DOC FINANCIAL IMP ACT: ALTERNATIVES: RECOMMENDED MOTION: APPNSO.DOC actual construction costs. Staff proposes that the assessment committee meet prior to the bid opening. 3. ) We have no way of predicting if any assessment appeals will occur. A majority of the property owners are in favor of the project with the remaining realizing it is an inevitable. Two of the existing septic systems appear to be immediate health threats. Conclusion The staff believes it is appropriate for the City Council to approve project plans and specifications and authorize solicitation of bids. The total cost of this project is estimated to be $79,333.80 and will be recovered through special assessments. The alternatives are as follows: 1. Approval of Resolution 99-XX approving plans and specifications for First Addition to North Shore Oaks Sanitary Sewer and Water Construction and authorizing advertisement for bids with the understanding that the assessment hearing will occur after award of the contract and with the understanding that the assessment committee will meet prior to the hearing to discuss assessment issues. 2. Deny this item for a specific reason and provide staff with direction. 3. Table this item until some date in the future. Motion and second to approve Resolution 99-XX approving plans and specifications for First Addition to North Shore Oaks Sanitary Sewer and Water Construction and authorizing advertisement for bids. RESOLUTION 99-XX A RESOLUTION APPROVING THE PLANS AND SPECIFICATIONS AND ORDERING THE ADVERTISEMENT FOR BIDS FOR FIRST ADDITION TO NORTH SHORE OAKS SANITARY SEWER AND WATER CONSTRUCTION IN 1999 FOR THE CITY OF PRIOR LAKE, MINNESOTA MOTION BY: SECOND BY: WHEREAS, pursuant to Resolution 98-131, adopted on November 2, 1998, the City Engineer has prepared plans and specifications for the utility improvement. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE, MINNESOTA that 1. Such plans and specifications, a copy of which is attached hereto and incorporated herein by this reference, are hereby approved. 2. The City Manager shall prepare and cause to be inserted in the official paper and in the Construction Bulletin 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 10 days prior to bid opening, shall specify the work to be done, and shall state that the bids will be received by the City Manager until 10:00 a.m. on Tuesday, March 23, 1999, at which time the bids will be publicly opened at City Hall at 16200 Eagle Creek Avenue 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. 3. The City reserves the right to reject any and all bids for any reason as determined solely by the City. 162(,lli~cCreek Ave. S.E.. Prior Lake. Minnesota 55372-1714 / Ph. (612) 447-4230 / Fax (612) 447-4245 AN EQL'AL OPPORTUNITY Ef\!PLOYER Passed and adopted this 1st day of March, 1999. YES NO Mader Mader Kedrowski Kedrowski Petersen Petersen Schenck Schenck Wuellner Wuellner {Seal} City Manager City of Prior Lake APPRNSO.DOC ADVERTISEMENT FOR BIDS 1999 Utility Improvements (City Project No. 99-13) in the City of Prior Lake First Addition to North Shore Oaks Sanitary Sewer and Water Improvements NOTICE IS HEREBY GIVEN that sealed proposals will be received by the City Manager of the City of Prior Lake, Minnesota at the Prior Lake City Hall, located at 16200 Eagle Creek Avenue S.E., Prior Lake, MN 55372 until 10:00 a.m. local time, on the 23rd day of March, 1999, and will be publicly opened at said time and place by two or more designated officers or agents of the City of Prior Lake, said proposals for the furnishing of all labor and materials for the construction, complete in place of the following: APPROXIMATE MAJOR QUANTITIES Sanitary Sewer (8" PVC) Sanitary Manholes Sewer Service Pipe (4" PVC) Water Service Pipe (1" Copper) Topsoil Borrow Sodding Lawn Type 730 5 530 400 270 3267 LF Each LF LF CY SY Proposals arriving after the designated time will be returned unopened. The Bids must be submitted on the proposal forms provided in accordance with contract documents, plans, and specifications as prepared by the City of Prior Lake Engineering Department, 16200 Eagle Creek Avenue S.E., Prior Lake, MN 55372. Contract documents, plans, and specifications may be obtained from Prior Lake Engineering Department by calling (612) 447-9830. Copies may be obtained upon deposit of Twenty-five dollars ($25.00) non- refundable deposit per set. No bids will be considered unless sealed and filed with the City Manager of Prior Lake and accompanied by a cash deposit, cashier's check, bid bond, or certified check payable to the City of Prior Lake, for five (5%) percent of the amount bid to be forfeited as liquidated damages in the event that the bid be accepted and bidder shall fail to enter promptly into a written contract and furnish the required bond. 16200 Eagle Creek Ave. S.E., Prior Lake, Minnesota 55372-1714 / Ph. (612) 447-4230 / Fax (612) 447-4245 GIPROJECTS\1999I1JnsoIBIDADV.DOC AN EQUAL OPPORTUNITY EMPLOYER No bids may be withdrawn for a period of sixty (60) days from the date of opening of bids. The City of Prior Lake reserves the right to reject any or all bids. Further, the City reserves the right to accept a bid higher than the lowest bid if, in the opinion of the Council, the public interest will be better served. DATED: Frank Boyles City Manager City of Prior Lake, Minnesota To be published in the Prior Lake American on March 6, 1999 and March 13, 1999. To be published in the Construction Bulletin on March 5,1999, March 12,1999 and March 19, 1999. G:IPROJECTS\ 1999\ 1 J nsolBlDADV.DOC RESOLUTION 99-13 A RESOLUTION APPROVING THE PLANS AND SPECIFICATIONS AND ORDERING THE ADVERTISEMENT FOR BIDS FOR FIRST ADDITION TO NORTH SHORE OAKS SANITARY SEWER AND WATER CONSTRUCTION IN 1999 FOR THE CITY OF PRIOR LAKE, MINNESOTA MOTION BY: Kedrowski SECOND BY: Schenck WHEREAS, pursuant to Resolution 98-131, adopted on November 2, 1998, the City Engineer has prepared plans and specifications for the utility improvement. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE, MINNESOTA that 1. Such plans and specifications, a copy of which is attached hereto and incorporated herein by this reference, are hereby approved. 2. The City Manager shall prepare and cause to be inserted in the official paper and in the Construction Bulletin 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 10 days prior to bid opening, shall specify the work to be done, and shall state that the bids will be received by the City Manager until 10:00 a.m. on Tuesday, March 23, 1999, at which time the bids will be publicly opened at City Hall at 16200 Eagle Creek Avenue 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. 3. The City reserves the right to reject any and all bids for any reason as determined solely by the City. Passed and adopted this 1 st day of March, 1999. YES X X X X X NO Mader Kedrowski Petersen Schenck Wuellner Mader Kedrowski Petersen Schenck Wuellner {Seal} 162G{hlDogle Creek Ave. S.E.. Prior Lake. Minnesota 55372-1714 / Ph (612) 447-4230 / Fax (612) 447-4245 !\N EQl !!\L OPPOP.Tli'iITY ErvIl'LmEIZ I RESOLUTION 99-13 A RESOLUTION APPROVING THE PLANS AND SPECIFICATIONS AND ORDERING THE ADVERTISEMENT FOR BIDS FOR FIRST ADDITION TO NORTH SHORE OAKS SANITARY SEWER AND WATER CONSTRUCTION IN 1999 FOR THE CITY OF PRIOR LAKE, MINNESOTA MOTION BY: Kedrowski SECOND BY: Schenck WHEREAS, pursuant to Resolution 98-131, adopted on November 2, 1998, the City Engineer has prepared plans and specifications for the utility improvement. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE, MINNESOTA that I. Such plans and specifications, a copy of which is attached hereto and incorporated herein by this reference, arc hereby approved. 2. The City Manager shall prepare and cause to be inserted in the official paper and in the Construction Bulletin 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 10 days prior to bid opening, shall specify the work to be done, and shall state that the bids will be received by the City Manager until 10:00 a.m. on Tuesday, March 23, 1999, at which time the bids will be publicly opened at City Hall at 16200 Eagle Creek A venue 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. 3. The City reserves the right to reject any and all bids for any reason as determined solely by the City. Passed and adopted this 1 st day of March, 1999. YES X X X X X NO Mader Kedrowski Petersen Schenck Wuellner Mader Kedrowski Petersen Schenck Wuellner {Seal} 1 ()20i.l,lDogle Creek Ave. S.L Prior Lake, Minnesota 55372-1714 / Ph. (()12) 4474230 / Fax (612) 4474245 N\ FOIAI. 01'1'( llnllNITY I~ll'IOYFf\