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Home My WebLink About9A - Ida Circle Street Sewer & Water Project ~~~) ~;~~:~';~t~~ii{121'1__m ._________ __ _____ \~/ "",IltI!\;NESO~/' ~--_.- CITY COUNCIL AGENDA REPORT MEETING DATE: August 20, 2007 AGENDA #: 9A PREPARED BY: LARRY POPPLER, ASSISTANT CITY ENGINEER AGENDA ITEM: CONSIDER APPROVAL OF A RESOLUTION APPROVING PLANS AND SPECIFICATIONS AND AUTHORIZING ADVERTISEMENT FOR BIDS FOR IMPROVEMENTS ON IDA CIRCLE AND TRUNK HIGHWAY 13 (CITY PROJECT #06-11) DISCUSSION: Introduction The purpose of this agenda item is to approve the plans and specifications and authorize advertisement for bids for the Ida Circle and Trunk Highway 13 Improvement Project. History Ida Circle was annexed into the City of Prior Lake in 2004 as part of the Orderly Annexation Agreement. On September 30, 2005, a petition containing seven of nine households was received by the City. The petition specifically requests the City extend and install sanitary sewer and watermain improvements to serve properties on Ida Circle. Properties on TH 13 were not part of the petition. Resolution 07-089 ordering preparation of plans and specifications for the project was approved by the City Council on May 7, 2007. A public informational meeting was held on March 14, 2007, to provide affected property owners an opportunity to discuss the project. A public hearing was conducted on May 7,2007. A second open house meeting was held on July 12, 2007. City staff was in attendance to answer questions from the public. Current Circumstances The project includes storm sewer, sanitary sewer, water main, concrete curb and gutter, aggregate base, bituminous surfacing, and appurtenant work. The construction of this project is proposed to be funded through assessments, tax levy, and Trunk Sewer and Water Fund. With three County road projects under construction and various private developments in different phases of construction, the City's Engineering Department continues to see a substantial workload. The Engineering Department has also been coordinating design and construction of various projects with other City of Prior Lake departments along with the coordination and startup of the 2008 Reconstruction Project. Ida Circle and TH 13 improvements were designed in-house, providing substantial savings to the affected properties. The 2008 Reconstruction Project is also scheduled to be designed in-house and inspected by City staff. --"-.,...._"~--------'_..._,-_._---."--_.._...,~_...~-.----~,~._~, .._.~_._-.,-_. www.cityofpriorlake.com Phone 952.447.9800 / Fax 952.447.4245 ISSUES: The Assessment Review Committee met on August 9, 2007, at which time the following issues were discussed and recommendations made: SifeetReconsifucuon The Assessment Review Committee recommends that the costs relating to the reconstruction of street and storm sewer be assessed to properties on Ida Circle. Reconstruction of the street does not provide benefit to properties located on Trunk Highway 13. The Assessment Review Committee recommends assessing 40% for all costs associated with the street and storm sewer improvements. The remaining 60% will be paid from the general tax levy. Septic system credits, which were part of the orderly annexation agreement, will also be paid through the tax levy. The amount of the credit is dependent on the age and compliance with existing standards as outlined in the agreement. The assessment for the street and storm sewer improvements will be repaid over a 10-year period. The Committee also recommends 100% assessment for sanitary sewer and waterman improvements. The assessment for the sanitary and watermain improvements will be repaid over a 20-year period. In summary, Ida Circle residences will be assessed 40% of the street and storm sewer improvements and 100% for sanitary sewer and watermain improvements per unit. TH 13 residences will be assessed 100% for sanitary sewer and watermain improvements per unit. Assessment Method The Assessment Review Committee recommends the unit method of assessment for Ida Circle and TH 13 due to the fact that the lots in the project area are of similar size and/or value. Street and storm sewer improvements are proposed to be assessed to the nine units on Ida Circle. Sanitary sewer and watermain improvement costs will be assessed based on 13 units. The assessment rate does not include connection charges of approximately $4,605/unit. This charge will be due when each property connects onto the City's system. Proiect Timeline The Assessment Review Committee recommends the following timeline for the Ida Circle and Trunk Highway 13 Improvement Project. · October 11, 2007 - Bid Opening · October 24, 2007 - Neighborhood Informational Meeting · November 5, 2007 - Assessment Hearing · December 17, 2007 - Adopt Assessment Roll and Award Bid · Spring 2008 - Start Construction Conclusion The staff recommends the City Council approve the project plans and specifications and authorize advertisement for bids for the Ida Circle and Trunk Highway 13 Improvement Project #06-11. The actual amount of the special assessments will be based upon actual project costs. As the City advertises for bids, there is a provision in the bid documents specifying the City Council reserves the right to reject any and all bids. The City Council has in the past, rejected bids on projects where the bids exceeded the Engineer's Estimate or were otherwise unfavorable for the City. FINANCIAL IMPACT: The property owners are proposed to be assessed 100% for all costs associated with the proposed sanitary sewer and watermain improvements. The City will use the Sewer and Water Fund to fund oversizing of the watermain on TH 13. Ida Circle properties will be assessed 40% of the street and storm sewer improvements on Ida Circle. The remaining 60% will be paid through the tax levy. Also included in the tax levy will be any septic system credits per the orderly annexation agreement. ALTERNATIVES: The alternatives are as follows: 1. Approve Resolution 07 -XX approving plans and specifications and authorizing advertisement for bids for the Ida Circle and Trunk Highway 13 Improvement Project #06-11. 2. Deny this item for a specific reason and provide staff with direction. 3. Defer this item until a future date. RECOMMENDED A motion and a second to adopt a Resolution approving plans and specifications MOTION: and authorizing advertisement for bids for the Ida Circle and Trunk Highway 13 Improvement Project #06-11. Reviewed by: ,.....-.--....- PR/' O/t, ("\ ,;?, ~i 1'"17) I 4646 Dakota Street S.L Prior Lake. MN 55372-1714 RESOLUTION 07 -xx A RESOLUTION APPROVING THE PLANS AND SPECIFICATIONS AND AUTHORIZING THE ADVERTISEMENT FOR BIDS FOR IDA CIRCLE AND TRUNK HIGHWAY 13 IMPROVEMENT PROJECT #06-011 FOR THE CITY OF PRIOR LAKE, MINNESOTA Motion By: Second By: WHEREAS, Pursuant to Resolution 07-089, adopted on May 7, 2007, the City Engineer has prepared plans and specifications for the improvements on Ida Circle and Trunk Highway 13 (Project #06-11), 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. Such 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 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 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 until 11 :00 a.m. on Thursday, October 11, 2007, 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 THIS 20TH DAY OF AUGUST, 2007. Haugen Haugen Erickson Erickson Hedbera Hedbera LeMair LeMair Millar Millar YES NO Frank Boyles, City Manager - .......,.---.,'., i ~._.'>,__; \...' www.cityofpriorlake.com Phone 952.447.9800 / Fax 952.447.4245