HomeMy WebLinkAbout05-29-07 Item 7A, Quote for Transportation Services
~
~HlLLS
Request for Council Action
6~e~~red By: :i~~~~~~;~~~_
Council Mtg. Date: 05/29/07
Final Action Needed By: ... .... ------ .-.....
Agenda Item:
7.A
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Actual Amount: $23,820
.. $9,080 - BeSS Active Living Grant
Funding Source. $14,740- Planning & Zoning: COl"!tractual Services
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iMotion to Approve the April 18, 2007, Quote for Services with SEH, Inc including Options 2 and 3 for Transportationl
Iplanning Services in an Amount Not to Exceed $23,820 for the 2008 Comprehensive Plan Update. .
;Motion to Approve a Budget Increase of $13,000 for the 2008 Comprehensive Plan Update Process.
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iRecommend Approval of the April 18, 2007, Quote for Services with SEH, Inc including Options ia;;cluT'fo~1
ITransportation Planning Services in an Amount Not to Exceed $23,820 for the 2008 Comprehensive Plan Update.
IRecommend Approving a Budget Increase of $13,000 for the 2008 Comprehensive Plan Update Process.
! x ; Memo/Letter:
May 29,2007, Memo to the City Council
jResolution No.:
iOrdinance No.:
,..
'm_ !Engineering Recommendation:
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X iDther:
! iA.=1": SEH, fnc Quote for-Services -----..-............--.---- ---..... .......--.---- ---...... ...-- ----- ___no ......----------..........- ------..........---------
i 7 A-2: Section 4: Transportation Plan Requirements from the Metropolitan Council Local Planning
i Handbook
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~
EN HILLS
MEMORANDUM
DATE:
May 29,2007
Agenda Item 7.A
TO:
Mayor and City Council
Karen Barton, Community De~~ent Direct~
James Lehnhoff, City Plauner 1 f/
SEH, Inc Transportation Plan Proposal for the 2008 Comprehensive Plan Update
FROM:
SUBJECT:
Request
Motion to Approve the April 18, 2007, Quote for Services with SEH, Inc including Options 2
and 3 for Transportation Planning Services in an Amount Not to Exceed $23,820 for the 2008
Comprehensive Plan Update.
Motion to Approve a Budget Increase of$13,OOO for the 2008 Comprehensive Plan Update
Process.
Backl!found
2008 Comprehensive Plan Update Overview
The City of Arden Hills is required by the Metropolitan Council to update the City's
Comprehensive Plan every ten years. The last Plan was completed and approved by the City and
the Metropolitan Council in 1998. The next Plan update is due at the end of2008. State Statutes
and Metropolitan Council regulations require the Comprehensive Plan to address five topics
areas (http://www.metrocouncil.orglplanninglLPHlhandbook.htm):
. Land use and housing;
City of Arden Hills
City Council Meeting
May 29, 2007
\\Metro-inet.uslardenhillslPlanningICommunity DevelopmentlCouncil Agenda Items\052907 SEH Transportation Camp Plan Update. doc
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. Transportation;
. Water resources management;
. Parks and open space;
. Plan hnplementation;
Transportation Plan Proposal
Much of the required transportation portion of the 2008 Comprehensive Plan is highly technical
in nature and requires traffic modeling software and expertise that is not available in Arden Hills
or Roseville. The Metropolitan Council requires certain analyses that must be conducted in
order to have the City's 2008 Comprehensive Plan approved by the Metropolitan Council.
Therefore, Staff is proposing to contract with SEH, Inc to prepare the required technical
transportation portions of the 2008 Comprehensive Plan.
As part ofTCAAP master planning process, SEH is preparing the transportation information for
the TCAAP portion of the 2008 Comprehensive Plan under a separate contract with RRLD, Inc.
TCAAP represents the most significant change to the City's Comprehensive Plan since the 1998
Plan was adopted, which creates some cost efficiencies in utilizing SEH's services for the entire
transportation portion of the 2008 Comprehensive Plan update. The TCAAP transportation
information and the information prepared by SEH for the rest of Arden Hills will be combined
into one City wide transportation chapter for the 2008 Comprehensive Plan update.
At this time, the SEH proposal for the 2008 Comprehensive Plan update does not include a
significant public participation component outside of the ongoing TCAAP discussions. While
public input and participation are critical components of the overall Comprehensive Plan update,
the transportation portion that SEH would prepare is more a matter of mathematical formulas and
standard classification systems as opposed to setting overall transportation policy and identifying
concerns with public participation. The technical portions are required by the Metropolitan
Council. SEH has indicated that they are willing to attend an open house or other public
meetings provided the proposal is so modified, and those optional components have been
included in the proposal.
While the SEH proposal does not fDCUS on public involvement, the public, City Council,
Planning Commission, and other interested stakeholders will have an opportunity to discuss
transportation issues and ideas during the overall Comprehensive Plan update process. The exact
format of the pubic involvement meetings is currently being discussed with HKGi. A
comprehensive plan typically does not include highly detailed drawings, solutions, or
engineering plans for transportation issues. However, the transportation chapter will ultimately
need to identify general transpDrtation goals, policies, and strategies to enhance the City's overall
transportation system over the next twenty years. The data prepared by SEH will be included
City of Arden Hills
City Council Meeting
May 29, 2007
\\Metro-inet.uslardenhillsIPlanningICommunity DevelopmentlCouncil Agenda Items\052907 SEH Transportation Camp Plan Update. doc
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with the transportation goals and policies developed during the 2008 Comprehensive Plan update
process and with the transportation information from TCAAP.
SEH, Inc. Quote for Services
SEH has submitted a quote of $14,240 for their technical services associated with the
Comprehensive Plan update process. The proposal will meet the minimum technical
requirements for the transportation portion of the Comprehensive Plan as set by the Metropolitan
Council. The proposal also includes four optional additions:
1. Specific solutions - cost varies depending on need
2. OverpasslUnderpass Assessment - $9,080
3. Comprehensive Plan Open House meeting - $500
4. Other City CounciVPlanning Meetings - cost varies depending on need
Option 1: Once SEH has prepared the technical portions of the plan, the City can then determine
if there are any specific problem areas that warrant additional research or creating more detailed
solutions or policies. If such services are needed during the update process, the City can explore
extending the contract as proposed in option one. The cost for option one can vary depending on
the level of work and time needed to development specific solution(s). The hourly rate of SEH
personnel is provided in the proposal. Specific solutions and drawings can be developed when a
specific need arises after the Comprehensive Plan is finished.
Option 2: Option two for the overpass/underpass assessment would be helpful in connecting the
City's trail system across two major roadways in the City, Highway 96 and Highway 51/Hamline
Avenue near Bethel University. Since this optiDn could be paid for with money from the Blue
Cross/Blue Shield (BCBS) Active Community Planning grant the City received in 2006, Staff is
recommending including option two with an approved quote for services. The BCBS grant is
helping the City offset the cost of researching, developing, and incorporating appropriate active
living polices and ideas throughout the Comprehensive Plan.
Ootion 3: The City will be holding a community-wide one open house during the Comprehensive
Plan update process to debut the draft 2008 Comprehensive Plan (this will be third of at least
three communitywide meetings during the update process). Since it would be helpful to have at
least one representative from SEH to explain the technical portions of the transportation plan to
attendees, Staff is recommending including option three with an approved quote for services.
Ootion 4: Finally, if additional meetings are needed with the City Council and/or Planning
Commission to address the technical portions ofthe transportation section of the Comprehensive
Plan, additional meetings with SEH can be scheduled. The additional cost would vary depending
City of Arden Hills
City Council Meeting
May 29, 2007
IlMetro-inet.uslardenhillslPlanning\Community Development\Council Agenda Itemsl052907 SEH Transportation Camp Plan Update.doc
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on the number of meetings needed. The contract can be amended in the future to add in this
option if the City deems it necessary.
The City Attorney, Jerry Filla, has reviewed the quote for servIces and did not have any
recommended changes.
2008 Comprehensive Plan Update Budl!et Review
When preparing for the 2008 Comprehensive Plan update, Staff budgeted $40,000 for the update
process. To help keep the project on time and as close to budget as possible, Staff has taken on
responsibility for completing a number of sections of the Comprehensive Plan in-house.
However, the technical requirements from the Metropolitan Council are proving to be more
rigorous than expected resulting in consultant costs being higher than anticipated. Based on the
approved costs and proposed services, the total cost of the 2008 Comprehensive Plan update is
expected to be approximately $63,220:
2008 Comprehensive Plan Update
Consultant Cost
HKGi <approved March 26. 2007\ $ 36,900
RoseviUe <estimated\ $ 2,500
SEH, Inc (proposed quote\ $ 23,820
Estimated Subtotal $ 63,220
BCBS Grant offset (estimated\ $ 11,000
Estimated Total $ 52,220
Current Comp Plan Update Budnet $ 40,000
Requested Budget Increase $ 13,000
The Blue CrossIBlue Shield (BCBS) Active Community Living grant that the City received in
2006 will help offset an estimated $11,000 of that total, which reduces the estimated cost of the
update process to approximately $52,220. If the BCBS grant can legitimately be used elsewhere
in the Plan, the total costs may be further reduced, though any other reductions are not likely to
be significant.
While Staff always strives to stay on or under budget, Staff also feels that it is important to create
a useable and complete document that complies with the requirements of the Metropolitan
Council and will help provide guidance to the City over the next ten to twenty years. Therefore,
Staff is requesting a $13,000 increase to the 2008 Comprehensive Plan Update budget. At this
time, no additional consultants are expected to be needed to complete the 2008 Comprehensive
Plan update.
City of Arden Hills
City Council Meeting
May 29, 2007
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Due to an increase in the number and scale of several building projects anticipated in the city in
2007, we are estimating enough additional revenue to cover the added $13,000 in costs. (Please
see attachment 7A-3, memo from Sue Iverson, Finance Director)
Staff Recommendation
Staff is recommending Council move to approve the April 18, 2007, quote for services with
SEH, Inc including options 2 and 3 for transportation planning services in an amount not to
exceed $23,820 for the 2008 Comprehensive Plan update.
Staff is also recommending that Council move to approve a budget increase of$13,OOO for the
2008 Comprehensive Plan update process.
Attachments
7A-I SEH, Inc Quote for Services
7 A-2 Section 4: Transportation Plan from the Metropolitan Council Local Planning Handbook
- the transportation requirements for the 2008 Comprehensive Plan as set by the
Metropolitan Council.
City of Arden Hills
City Council Meeting
May 29, 2007
IlMetro-inet.uslardenhillslPlanningICommunity DevelopmentlCouncil Agenda Items\052907 SEH Transportation Camp Plan Update.doc
Page 5 of5
Attachment 7 A -1
SEH, Inc Quote for Services
May 29, 2007, City Council Meeting
May 8, 2007
RE: Agreement for Profe1;sional Services
SEH No. pcARDEN0701.00
~
SEH
Mr James Lehnhoff
City Planner
City of Arden Hills
1245 West Highway 96
Arden Hills, MN 55112
Dear James:
This lctter constitutes an Agreement for Profe1;sional Services between the City of Arden Hills, Owner,
and Short Elliott Hendrickson Inc. (SEH"') for providing profellsional services in connection with the
Transportation Plan Update (hereinafter called the "Project").
You agree to furnish us with full information as to you.r requireIIlents includinz any special or
extraordinary considerations for the Project or special services needed, and also to make available all
pertinent existing information and data that we will needtoperfunh out services.
Our services wj]l coll$ist of: preparing aTratlSportauonPlan Update in accordance with Mciropolitan
CuuncilreqUirementsas set forth intheworkprogram uutIinedinExhibit A
You will pay us a feefor our services. related to the Project, currentIy estinlatedto be $14,340, in
accordance with.the cost proposal contained in Exhibit B.
We will also furnish such Additional Services as you may requellt. Payment for additional services slmIl
be based on the time requiredtoperfonn the servicell and the billable ratell for the principals and
employeell engaged directIyon the project,pluschargesfor expenselland equipment, all in accordance
with Exhibit B.
We will bill you m01\thly for services, expensell, a11d equipme1\t. Thee1;timated fee assumes prompt
payme1\t ofou.r bills and the orderly and continuous progress ofthe project through constrnction.lfthere
are delays in the payment ofoud1\voices and if we agree to c01\tinueworldng on the project, it is agreed
we are entitIedto collect, a1\d you will pay interest at therateofl% per month for a1lamounts unpaidfor
thirty (30) days or more. Additionally, if the project is delayed and we encounter additional costs as the
result of the delays, iUs agreed we are entitled to additional fees upon submission of the apprupriate
documentation of extra costs.
You agree, to the fullellt extent permitted by law, to limit SEH's totalliabiiity for any and all dail11S,
expenses, or damazes in any way relatedto the services provided under this Agreement to the total sum
paidtoSEH for providing these services.
If conflicts arise du.ring the performance of these services, we agree they shaIlbe submitted to non-
binding mediation unless we have mutually agreed otherwise.
ShortE]liott. He:ndrid<son .lne.,3535 Vadnais. Center Drive, St..Paul,. MN 5S110~S196
SEH isan equal opportunity employer I www;sehinc.com ]651.490,2000 1 800.32.5.2055 ! 651.490.2150 fax
Page 2
This letter and Exhibits A and Brepresent the entire understandingbetweell you ;mdus in respect of the
Project;md may only be modified in writing signed by both of us. Ifitsatisfactorily sets forth your
underst;mding of our agreement, please sign the ene10sed copy of this letter in the space provided below
and return it to us,
Sincerely,
SHORT ELLIOIT HENDRICKSON INC,
~
Mark D. Benson
Principal
doeumesit2
Accepted by: City of Ardl:ln Hills
By:
Date:
Authorized Client Signature
~
SEH
Exhibit A
April 18,2007
RE: City of Arden Hills
2008 Comprehensive Plan Update -
Transportation Chapter
SEH No. PARDEN0701.00
James Lehnhoff
City Planner
City of Arden Hills
1245 West Highway 96
Arden Hills MN 55112
Dear James:
$EH isplell$ed to present the City a proposal to prepare an update of the City'sTransportation Element of
the Comprehensive Plan. In accordan"" with Metropolitan Council requirements, the Transportation
Element, along with the remainder of the City's Comprehensive Plan, needs to be updated, Through past
experience, we are very familiar with the Metropolitan Council requirements and have supplemented this
kn.owledgetbroughaUendance at the Council's Comprehensive Plan Training Series workshops.
BllSed on discussions with City staff,along with an assessment oflbelatest guidance, wehaveassetl1bled
the following work program that will result in satisfying the procedural requirements included in the
Metropolitan Council's Local Planning Handbooktransportation section, We understand that due to
budget requirements, the city is unable to fund a transportation plan thatprovidesa blueprint and
strategies to guide decisions and.investlnentsneededlo develop the long-tenntransportation vision of the
community. As a further measure to control costs, for the areas north ofCR 96,we will be using as much
data as possible fromthe TCAAP planning effort that is currently underway, Therefore, it is imperative
that the Comprehensive Plan Arnendment for the TCAAP Site be completed in advance or concurrent
with the work necessary 10 complete the Transportation Element for the 2008 Comprehensive Plan
Update.
Work Program
1. Traffic AnalvsisZone ITAZ)- SEH will obtain andgl'llphically illustrate the existing TAZdata from
the Metropolitan Council's 2030 population, household, and employment forecasts. The data will be
summarized and shown in tabular form for inclusion in the Transportation Chapter of the
Comprehell$ivePlan. No data verification or redistribution of the data will ocour based on proposed
land use changes within the City.
2. Mal) Streets and Highwavs -For each of the princIpal and A-minor arterials, the map will show
exiSting and proposed number oflanes, cllrrentdaily trllfficcounts according to the current Mifinesota
Department of Transportation's traffic volume maps, and forecasted 2030 traffic volumes,
3. Develop Year 2030 Traffic Forecasts - The Metropolitan Council guidance provides two options for
developing traffic foreaasts. The first, recommended for developing communities, is using the
Short Elliott Hendrlcksonlnc..3S.35 Vitdriais Center Drive, St. Paul. MN 55110.5196
SEHis an equal opportunity employer [ www,se:hinc.com I 651.490.2000 1 800.325.2055 1651.490.2150 fax
James Lehnhoff
April 18, 2007
Page 2
regional traffic model. The second option, recommended for developed and rural communities, is a
trend analysis (applying a historical growth factor to cnrrent volumes). Based on our understanding as
to the level of analysis the City is seeking we propose utilizing both these forecasting options. The
Met Councils Regional Traffic Model will be utilized to forecast traffic volumes on only arterial
roadways and above. No alterations regarding existing, planned, or future land uSeS in the City of
Arden Hills and/or Ramsey County will be made to the existing model. Traffic forecasts on MSA
routes will be calculated using the trend analysis option where current daily traffic counts and an
agreed upon historic growth factor will be applied to obtain the 2030 forecast volumes.
Forecasts will not be completed for the local (City) system of collector roadways. The Transportation
Element will include a figure illustrating the existing and forecast traffic volumes and a narrative will
be provided explaining how the two options of traffic forecasting were utilized.
4. Capacitv Assessment - SEH will assess and document the existing systems capacity (MSA roadways
and above) using volume/capacity (V/e) ratios produced by the 2030 traffic forecasts. No intersection
analysis or congestion solution recommendations will be provided.
5. Safety Assessment - SEH will provide a summary and graphically illustrate crash information
obtained through the use of the Minnesota Crash Mapping Analysis Tool (MnCMA T) database. The
documentation will summarize the inventory of historical problem areas and discuss general
improvement strategies such as access management, intersection changes and signal timing. This task
will not identify the degree of a safety problem and will not provide recommended solutions at
specific locations.
6. Review and Refine the Functional Classification Svstem - The latest Metropolitan Council functional
classification network will be reviewed against the system established in the City's 1998
Comprehensive Plan to determine if there are inconsistencies and the rationale for the inconsistencies.
It is assumed that a network consistent with the Metropolitan Council's system will be defined and
mapped. The map will include the following:
a. Existing number oflanes and future number oflanes (see Task 4 above for capacity assessment)
b. Current daily traffic counts (from existing Mn/DOT data)
c. Forecast 2030 traffic volumes (see Task 3 above for forecast methodology)
7. Access Management Guidelines - The transportation element will address the spacing between public
street and/or private access points on the roadway system based upon the functional classification of
the roadway.
8. Transit Assessment - SEH will identify, map, and summarize Arden Hills transit service areas and
facilities.
a. The map for inclusion in the Transportation Element will include:
existing and planned transit corridors
existing and programmed park-and-ride facilities
potential future park-and-ride facility sites
existing and planned passenger facilities, such as transit centers and stations
transit support facilities, such as maintenance facilities and garages
James Lehnhoff
April 18, 2007
Page 3
9. Bicvcle and Pedestrian Svstem - The Transportation element will include an assessment of the
current bicycle and pedestrian system/movements in the City of Arden Hills. This section will meet
the following Metropolitan Council guidelines:
a. Includes a description of the City's policies and plans regarding bicycle and pedestrian systems
and programs;
b. Includes a map showing on-road and off-road bikeways, such as signed routes, striped on-street
bicycle lanes, and off-road bicycle or multi-use paths;
c. Includes a description of bicycle and pedestrian accessibility to transit corridors and transit
facilities.
10. Airspace Protection - The Transportation Element will meet the latest Metropolitan Council
requirements related to airspace protection, aviation support facilities, and special purpose facilities
and will graphically illustrate the general location of any such facilities. A policy regarding
notification to the Federal Aviation Agency will be included in the documentation.
II. Freight and Heavy Commercial Vehicle Analysis - SEH will determine the effects on the local roads
that serve existing and planned commercial and industrial land uses. The future use of the rail system
will also be evaluated.
Additional Services
At the City's request, we can provide additional services, which are in addition to our current Work
Program.
· Specific Solutions - based on the safety assessment, SEH will detennine the degree and
result of the safety problem and develop appropriate safety improvements.
. OverpassfUnderpass Assessment - SEH will review the current Arden Hills
pedestrian/trail plan and look for opportunities to advance specific improvements. For
purposes of this work plan, SEH will conduct preliminary design and feasibility analysis
on two potential overpasses/nnderpass sites (near Bethel College and along Highway 96
near the TCAAP site). This task would include feasibility analysis, cost estimating,
funding methods, and attending meetings specifically related to these pedestrian
improvements with both the City Council and PTRC.
· Additional meetings (City Council, Planning Commission, etc.)
Schedule
Our proposed schedule is as follows:
Contract Authorization by City of Arden Hills
Transportation Element Kick-off Meeting
Draft Transportation Element for City Review/Comment
May 2007
May 2007
Two months following the analysis
for the Comp Plan Amendment
2-3 weeks from receiving comments
Fall 2007
Incorporate City CommentslPrepare Final Transportation Element
City Incorporate Final Transportation Element into the 2008
Comprehensive Plan Update for Submittal to Met Council
James Lehnhoff
April 18, 2007
Page4
Compensation
Compensation for the tasksidentified in the WorkProgram will be made on an hOI!r1y basis plus the cost
of reimbursable expenSes. Included in this scope, SEH will.attenda projeetkick-off meeting and two
intema1eoorditlationmeetingswith City staff. Total compensationforthese services (not including
additional services) will not exceed $14,340 without prior authorization frc>m the City Council. Our fee
does not include meetings with. the Planning Commission, . City Council, the Metropolitan Council, or any
other task forces, openhol!ses or visioning meetings that may be part ofthe plan process. lfthe additional
services listed above are authorized by the City, an adjusted workprogramand cost estimate would be
prepared.
Throughouttheprocess, SEH will work closely with City staff to ensure all Met Council requirements are
satisfied.
Sincerely,
SHORT ELLIOTT HENDRICKSON INC.
7rJ. /'1 .
?/'Y/}/ 5. - ~
tt:g,;.cp/~
MarkB~nson, PE
Principal
br
Attaclunent:CityofArden Hills Transportation Element Scc>pe of Services
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Attachment 7 A - 2
Section 4: Transportation Plan
Requirements from the
Metropolitan Council Local Planning Handbook
hlip: / /metrocouncil.org/planning/LPH/handbook.htm
May 29,2007, City Council Meeting
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Attachment 7 A - 3
May 24, 2007, Budget Memo from
Sue Iverson, Finance Director
May 29,2007, City Council Meeting
~
~HILLS
MEMORANDUM
DATE: May 24, 2007
TO: Karen Barton, Community Development Director
FROM: Sue Iverson, Finance Director ~
SUBJECT: Planning & Zoning Budget
In response.(o your inquiry, I have researched the current balances in the Planning & Zoning
Department to determine the impact of a budget adjustment for the Comprehensive Plan Update
costs. In 2006 the actual revenues were over budget by $43,153 and the actual expenditures
were under budget by $25,533, this resulted in an increase to the General Fund balance of
$68,686 from this department (overall increase in fund balance for the General Fund was
$71,658). In 2007 the year-to-date expenditures are $44,790 or 26% of total budget and we are
42% into the budget cycle. Year-to-date revenues are currently at $29,883 or 29% of total
budget. It is estimated that revenues may come in higher than budget again this year with the
projects that have been approved. It seems that there will be sufficient monies available in this
fund (General Fund) and department (Planning & Zoning) to fund this budget amendment in the
amount of $13,000.
If you have any other questions, I would be happy to assist you.
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