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HomeMy WebLinkAbout02-12-07 Item 7A, Resolution 07-30 & 07-31 PMP Ad for Bids Prepared By: Dep!.: Council Mtg. Date: Final Action Needed By: Kristine Giga Engineering 2/12/07 2/12/07 ~ ~HILLS Request for Council Action 1Y Agenda Item: 7A , '1 . Budgeted Amount: Actual Amount Funding Source: $962,015 $814,406 Various i"9:i~~^~~,1\_~q~:8_~~iu~t: Adoption of Resolution 07~30: Ordering Improvement and Preparation of Plans and Specifications for the 2007 Pavement Management Program Adoption of Resolution 07-31: Approving Plans and Specifications and Ordering Advertisement for Bids for the 2007 Pavement Management Program lVI?ti()~ to Appn::we: Amendment t~ the Constructi()I)_A_9r:~_e:_I!t_e:~~ "Yith the (:j~y _or~()s_ecynl_ec -$taffRecqmm~ri{Jation; Adoption 'of'Res"olution 07-30: Ordering Improvement and Preparation of Plans and Specifications for the 2007 Pavement Management Program Adoption of Resolution 07-31: Approving Plans and Specifications and Ordering Advertisement for Bids for the 2007 Pavement Management Program 1\i10ti,()11 ~_? Appr:()\f_~_Arne_ndment to the Constructi()I1,,I\9re:~I!I_~_I1_t"Yitf:l_the City of Roseville Planning: SuppprtinR!)()(;lIrnE!f1ts: (attached) Memo/Letter: x Resolution No.: 07-30,07-31 Ordinance No.: x Engineering Recommendation: Attorney Recommendation: x Other: Construction Agreement (amended Exhibit A) ~!~~f'J~i~(!m-pliC:#!i:OJ1~: Administrator/Staff Comments: ~ ~ EN HILLS MEMORANDUM DATE: February 8, 2007 AGENDA ITEM 7A TO: Mayor and City Council Michelle Wolfe, City Administrator Kristine Giga, Civil Engineer ~ FROM: SUBJECT: 2007 Pavement Management Program- Ordering Plans and Specifications Approving Plans and Specifications and Advertising for Bids BACKGROUND On January 29, 2007, a public improvement hearing was opened for the 2007 PMP project and continued to the February 12,2007 Council Meeting. Once the hearing is closed, the next step in the process is for the City Council to order the improvements and preparation of plans and specifications. DISCUSSION The feasibility report discusses the proposed improvements in detaiL The following is a brief summary of proposed improvements. Recommended changes to the improvements will be described in more detaiL Street Improvements 2" Mill and Overlay is proposed on the following streets: Lametti Lane, Lametti Circle, Karth Lake Circle, and Connelly Avenue. Full depth pavement replacement is proposed on the following streets: Brighton Way, Royal Lane, Dawn Circle Ease, Briarknoll Circle and Briarknoll Drive. \\Metro-inet.us\ardenhills\PR&PW\Engineeling\2007\Council_ Actions\2-12-07Memo2007PMP _Plans.doc ~ 2007 PMP 2/8/2007 Page 2 Katie Lane and Katie Court Several residents raised concerns at the public hearing about the need for improvements to these streets at this time, as well as the uncertainty of the potential development at the end of Katie Lane. Staff met with the owner/developer of the property, and he has indicated that he is interested in moving forward with the third phase of the development at this time. No official preliminary plat submittal has been made to date, however the developer indicated a submittal would be made this year, and construction is anticipated to begin once all approvals have been received. In light of the more definitive information provided by the developer at this time, staff recommends deleting Katie Lane and Katie Court from the 2007 PMP. Staff will continue to work with the developer to determine the timing of maintenance for the streets. This may include a seal coat, or delaying the mill and overlay project until it can be completed in conjunction with or following the construction of the development. Utilitv Improvements Sanitarv Sewer Repair of approximately 30' of sanitary sewer main line is proposed for Briarknoll Drive. Storm Sewer In an effort to improve water quality to Karth Lake, staff recommends the reconstruction of the catch basins on Karth Lake Circle to be open-bottomed structures that will allow storm runoff to infiltrate and receive some pre-treatment prior to discharging into the lake. Watermain The replacement of a gate valve is proposed on Brighton Way. At the public hearing, staff recommended the replacement of the watermain under Connelly Avenue. This is due to a recent watermain break on Connelly Avenue. The Public Works crew expressed concern about the condition of the existing pipe, and feel that it is appropriate to replace the main prior to rehabilitating the pavement. FINANCIAL IMPLICATIONS The revised estimated total project cost for the improvements is $814,406, including 15% for engineering fees. Consistent with the Assessment policy, we have included an additional 32% overhead for the street improvements, which was used to calculate preliminary assessment rates. The City's portion of the project costs are currently budgeted from the General Capital Fund and Utility Enterprise Funds (sanitary sewer, surface water and watermain funds). The following shows a breakdown and comparison of budgeted amounts and a revised engineer's estimate based on the proposed final plans. .". , 2007 PMP 2/8/2007 Page 3 Improvements 2007 Budget Engineer's Estimate Roadway $ 787,015 $ 619,445 Storm Sewer $ 20,000 $ 12,630 Sanitary Sewer $ 20,000 $ 8,204 Watermain $ 135,000 $ 174,127 TOTAL $ 962,015 $ 814,406 With the exception of the watermain, the estimated project costs are below what was included in the 2007 Budget. In developing the plans, staff contacted several contractors to discuss the proposed watermain work on Connelly Avenue to better determine the estimated costs. Connelly Avenue was proposed to be a 2" mill and overlay; however, with proposed utility work, a portion ofthe street will need to be a full pavement replacement. We were hoping to minimize this area by replacing the watermain in the same trench as the existing pipe. After further review, the new watermain will need to be placed in a new trench, and the old pipe will be abandoned, which results in an increase in the amount of pavement that will be disturbed. The additional costs above and beyond the 2" mill and overlay are proposed to be charged to the watermain fund. Staff feels that these costs should not be included in the assessed costs, since they are the result of utility improvements, which are not assessed. We have also included patching on County Road E in this construction contract. This is due to a watermain break in December. A temporary patch was put in place to hold the road until spring, when the weather will allow for a proper patch. Since the location ofthis break is close to Connelly Avenue, staff felt that it would be more cost effective to include this as part ofthe project than to complete the work with City crews. ASSESSMENTS Based on the revised engineer's estimate and revisions to the scope of the project, the preliminary assessment rates have also been updated. The following shows the estimated rates that were presented to Council and the public at the public hearing, as well as revised assessment estimates. Commercial Public Hearing $7,230/unit $1,790/unit $2,942/unit Revised Residential- 2" mill and overlay Residential- full pavement replacement $7,390/unit $1,890/unit $2,945/unit An update project cost summary is listed in the table below. ;, 2007 PMP 2/8/2007 Page 4 Project Cost Summary Roadway Imorovements* $ 619,445,00 Watermain Improvements** $ 174,127.00 Sanitary Sewer Improvements** $ 8,204.00 Storm Sewer Improvements** $ 12,630.00 Total Proiect Costs $ 814,406.00 * includes 32% overhead ** includes 15% engineering Amount received from assessments $ 311,891.00 Amount funded by the City (including assessment of City parcels) $ 502,515.00 RECOMMENDED COUNCIL ACTION At this time, staff recommends the following actions: . Adoption of Resolution 07-30: Ordering Improvement and Preparation of Plans and Specifications for the 2007 Pavement Management Program . Adoption of Resolution 07-31: Approving Plans and Specifications and Ordering Advertisement for Bids for the 2007 Pavement Management Program . Motion to Approve Amendment to the Construction Agreement with the City of Rose vi lie (exhibit A, which describes the scope ofthe project, has been amended) . ~ ~HILLS CITY OF ARDEN HILLS COUNTY OF RAMSEY STATE OF MINNESOTA RESOLUTION NO. 07-30 A RESOLUTION ORDERING IMPROVEMENT AND PREPARATION OF PLANS AND SPECIFICATIONS FOR THE 2007 PAVEMENT MANAGEMENT PROGRAM WHEREAS, a resolution of the Council adopted January 8, 2007, fixed a date for a Council hearing on the proposed improvement ofthe following streets: Katie Lane, Katie Court, Brighton Way, Chatham Avenue from County Road E2 to Chatham Court, Lametti Lane, Lametti Circle, Connelly Avenue, Pine Tree Drive, Harriet Avenue, Briarknoll Circle, Briarknoll Drive, Dawn Circle East, Royal Lane, and Karth Lake Circle, and WHEREAS, ten days' mailed notice and two weeks' published notice of the hearing was given, and the hearing was opened on January 29, 2007 and continued thereon to February 12, 2007, at which all persons desiring to be heard were given an opportunity to be heard thereon, NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF ARDEN HILLS, MINNESOTA: 1. The feasibility report has been amended to delete improvements to Katie Lane and Katie Court from the project, and add watermain improvements on Connelly Avenue. 2. Such improvement is necessary, cost-effective, and feasible as detailed in the feasibility report. 3. Such improvement is hereby ordered as proposed in the Council resolution adopted February 12, 2007. 4. The City of Rose vi lie is hereby designated as the engineer for this improvement. The engineer shall prepare plans and specifications for the making of such improvement. ADOPTED BY THE CITY COUNCIL OF THE CITY OF ARDEN HILLS THIS 12th DAY OF FEBRUARY, 2007. Stanley D. Harpstead, Mayor ATTEST: Michelle A. Wolfe, Administrator ~ ~HlLLS CITY OF ARDEN HILLS COUNTY OF RAMSEY STATE OF MINNESOTA RESOLUTION NO. 07-31 A RESOLUTION APPROVING PLANS AND SPECIFICATIONS AND ORDERING ADVERTISEMENT FOR BIDS FOR THE 2007 PAVEMENT MANAGEMENT PROGRAM WHEREAS, pursuant to a resolution passed by the Council on February 12, 2007, the City Engineer has prepared plans and specifications for the improvement of the following streets: Brighton Way, Lametti Lane, Lametti Circle, Connelly A venue, Briarknoll Circle, Briarknoll Drive, Dawn Circle East, Royal Lane, and Karth Lake Circle, and has presented such plans and specifications to the Council for approval; NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF ARDEN HILLS, MINNESOTA: I. Such plans and specifications, a copy of which is attached hereto and made a part hereof, are hereby approved. 2. The City Administrator shall prepare and cause to be inserted in the official paper and in the Construction Bulletin an advertisement for bids upon the making of such improvement under such approved plans and specifications. The advertisement shall be published for as required by law, shall specify the work to be done, shall call the bids on the basis of cash payment for such work, shall state the date and time that the bids will be received by the City Administrator and City Engineer at which time they will be publicly opened in the Roseville City Hall by the City Engineer and subsequently be considered by the Council; and that no bids will be considered unless sealed and filed with the Administrator and accompanied by a cash deposit, certified check or bid bond payable to the City of Roseville for ten percent of the amount of such bid. ADOPTED BY THE CITY COUNCIL OF THE CITY OF ARDEN HILLS THIS 12th DAY OF FEBRUARY, 2007. Stanley D. Harpstead, Mayor ATTEST: Michelle A. Wolfe, Administrator CONSTRUCTION AGREEMENT 2007 Mill and Overlay Project This Agreement is made on , between the City ofRoseville, a Minnesota municipal corporation ("Roseville"), and the City of Arden Hills, a Minnesota municipal corporation ("Arden Hills"). 1. PURPOSE Roseville and Arden Hills (Collectively the "Cities") have determined that it is in the best interests of the residents of each city to undertake in a cooperative fashion their 2007 Mill and Overlay Project (the "Project"), The goal of the Cities is to provide for a coordinated cost effective completion of the Project and the associated benefits of economy of scale. The purpose of this agreement is to set forth the terms governing the design and construction of the Project. 2. PROJECT 2.1 The Project shall consist of the facilities identified in Exhibit A hereto, subject to modification as provided herein. 2.2 hereof. The costs of the Project will be paid by the Cities as provided in Section 5.1 3. DESIGN 3.1 Roseville, will prepare, or have prepared, engineering drawings, specifications and construction plans for the Project. The construction plans will include a cost estimate. The final cost estimate will include all costs associated with the Project as well as a contingency budget for unforeseeable circumstances associated with the construction. Roseville will comply with any requirements of Minnesota law with respect to approvals of such plans and specifications. 3.2 Construction plans, engineering drawings, specifications and cost estimates will be submitted to each city for the approval of each city council. 4.1 CONSTRUCTION 4.1 If final construction plans and specifications are approved by each city council, Roseville shall proceed with construction of the Project. Roseville will advertise for bids in accordance with the requirements of the municipal contracting law. 4.2 Prior to awarding construction contracts Roseville will review the bids received with Arden Hills, If the contracts exceed the cost estimates contained in the construction plans (including a contingency budget) previously approved by the Cities, the bids must be approved by each city councilor the project may not proceed. 4.3 Roseville will be the contracting party and will use ordinary and prudent efforts to require that the Project is constructed in compliance with approved plans and specifications and completed with reasonable promptness. 4.4 Roseville will notifY Arden Hills of any change order which increases the cost of any individual construction contract for the Project by more than $5,000 of the original amount thereof or which materially changes the scope of the Project. Roseville shall obtain the written authorization of Arden Hills prior to approving such a change order. However, prior written authorization is not necessary if the change order presents imminent health/safety issues making prior authorization impractical. In such cases, the change order shall be reasonably presented to Arden Hills for ratification. Arden Hills must not unreasonably withhold its consent to change orders resulting from unforeseen circumstances arising from the construction. 5. PAYMENT OF COSTS OF PROJECT 5,1 All costs of the Project will be paid for by the City where that portion ofthe project is located in. 5.2 All invoices or requests for payment will be approved and paid by Roseville. Within 10 days of the end of each calendar month, Roseville shall provide a statement to Arden Hills showing the prior month's activity, the invoices received and the amount Arden Hills owes to Roseville for the Project. Within 30 days of the receipt of that statement, Arden Hills shall pay that amount to Roseville or provide in writing a list and explanation of any amounts it disputes and pay the undisputed amount. Any disputes regarding payment shall be resolved through the dispute resolution process contained in Article 7 hereof. 5.3 If this Agreement is terminated under Section 8 hereof, both cities shall nevertheless be liable for the payment of their cost share which is incurred up to the date of termination of this Agreement, or as a result of termination of this Agreement. 6. SERVICES TO BE PROVIDED BY ROSEVILLE 6.1 Roseville will provide qualified engineering employees to for the work described as the project as discussed in the joint powers agreement for the City of Arden Hills part-time utilization of City of Roseville engineering employees 7. DISPUTE RESOLUTION 7.1 If a dispute arises between the Cities regarding this agreement or the construction of the Project, the City Manager and City Administrator of each city, or their designees, must promptly meet and attempt in good faith to negotiate a resolution of the dispute. 7,2 If the Cites have not negotiated a resolution of the dispute within 30 days after this meeting, the Cities may jointly select a mediator to facilitate further discussion, 7.3 If a mediator is not used or if the Cities are unable to resolve the dispute within 30 days after the first meeting with the selected mediator, the dispute shall be adjudicated in civil court. -2- 8. GENERAL PROVISIONS 8,1 All notices under this agreement must be delivered personally or sent by first class mail addressed to: Ifto Roseville: City Manager City of Roseville 2660 Civic Center Drive Roseville, MN 55113 Ifto Arden Hills City Administrator City of Arden Hills ]245 West Highway 96 Arden Hills, MN 551] 2 or addressed to such party at such other address as such party shall hereafter furnish by notice to the other party. 8.2 This Agreement shall terminate if either City fails to approve the construction plans for the Project. 8.3 This Agreement may be amended only in writing, executed by the proper representatives of each city. 8.4 This Agreement must be interpreted under the laws of the State of Minnesota. Date: CITY OF ROSEVILLE By: Its Mayor And: Its City Manager Date: CITY OF ARDEN HILLS By: Its Mayor And: Its City Administrator -3-