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HomeMy WebLinkAbout01-29-07 Item 7E, Resolution 07-27 Feasibility Report Prep Order ~ ~HILLS Request for Council Action Prepared By: Dept.: Council Mtg. Date: Final Action Needed By: _ ~ristine__~i_ga Engineering 1/29/07 1/29/07 4;/ Agenda Item: 7E Budgeted Amount Actual Amount: Funding Source: $0 $144.060 .. - Various 9ounc:ilAction:l3equ_~t:_ /_': ''____, ___ _____ _______m_____"" ,,_.".____m_m__m_______ Adoption of Resolution 07.;J1 Ordering Preparation of a Feasibility Report for Asbury' Avenue and Ridgewood Roac(from'tity limits to Glenhill Road. Approval of Construction Agreement with the City of Roseville. Staff Recommendation: Adopt Resoil.ltion- oi-;(10rderingp'reparationofa Feasibiiity 'Re'port-fornAsbury'"j),venue ancJ' Ridgewood--Roa"d-from City -'imits" to 'Glenhill Road. Approve Construction Agreement with the City of Roseville. Planning: Supporting. DocuiOentS-: '(-eiit?,(;fl€@) Memo/Letter: x Resolution No.: 07~~ Ordinance No.: x Engineering Recommendation: Attorney Recommendation: x Other: Letter from the City of Roseville; Construction Agreement Fi-nancial'.'impliciiij6~: -A,drTl-inistratorjSta'ff~mmehts:- . ~ EN HILLS MEMORANDUM DATE: January 25, 2007 AGENDA ITEM 7.E TO: Mayor and City Council Michelle Wolfe, City Administrator Kristine Giga, Civil Engineer ~ FROM: SUBJECT: Order Feasibility Report for Asbury Avenue and Ridgewood Road from City limits to Glenhill Road BACKGROUND The City of Arden Hills has received a request from the City of Roseville regarding its next area for street reconstruction, the Asbury Avenue! Ridgewood Road neighborhood (Roseville's "Neighborhood 10"). City limits are midblock; some properties are even divided by the border. Roseville would like us to consider the option of extending their project up to Glenhill Road, which would include approximately 300 feet of Asbury A venue and 400 feet of Ridge wood Road located within Arden Hills. A letter with this request is attached. DISCUSSION While the Arden Hills segments of Asbury Avenue and Ridgewood Road are in better condition than the Roseville segments, and there are streets in worse condition in the City, there are advantages to extending this project to include the entire block. · The residents along the block would only be inconvenienced once for the reconstruction of their street, rather than twice, if projects are completed by each City at different times. . Residents from both cities would be able to meet and be involved in decisions that would affect the entire street. . A more comprehensive storm sewer design could be achieved, since part of the street in Roseville drains north into Arden Hills. . Given the close proximity of this neighborhood to the proposed 2008 PMP, this would be another good candidate for combining projects in an effort to reduce construction costs by creating a more lucrative project for contractors. \\Metro-inet.us\ardenhills\PR&PW\Engineering\2007\Council_ Actions\ I -29-07_ Memo _ OrderFR _ RVN I OExtension.doc " 1/25/2007 Page 2 FINANCIAL IMPLICATIONS Estimated costs for these segments are approximately $144,000, which includes some funding for storm sewer improvements that will be needed. While the estimated costs for the 2008 PMP exceed the $1 million guideline, 2007 and 2009 projects are estimated at less than $1 million, creating a balance over three years. Since this is a joint project, the City of Roseville will provide engineering services, estimated at 15% of the project costs. This is included in the estimate stated above. Because this is outside of the scope of the Joint Powers Agreement, a separate construction agreement is necessary. A copy of this agreement is attached. RECOMMENDED COUNCIL ACTION It is recommended that the Council authorize preparation of the feasibility report and approve the construction agreement with the City ofRoseville for the proposed improvements. , ~ ~HILLS CITY OF ARDEN HILLS COUNTY OF RAMSEY STATE OF MINNESOTA RESOLUTION NO. 07~'l A RESOLUTION ORDERING PREPARATION OF FEASIBILITY REPORT FOR ASBURY A VENUE AND RIDGEWOOD ROAD FROM CITY LIMITS TO GLENHILL ROAD WHEREAS, it is proposed to improve the following streets: Asbury A venue and Ridgewood Road from City Limits to Glenhill Road, and to assess the benefited property for all or a portion of the cost of the improvement, pursuant to Minnesota Statutes, Chapter 429, NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF ARDEN HILLS MINNESOTA: That the proposed improvement be referred to the Asbury Avenue-Ridgewood Road Improvements for study and that the City Engineer is instructed to report to the council with all convenient speed advising the council in a preliminary way as to whether the proposed improvement is necessary, cost-effective, and feasible and as to whether it should best be made as proposed or in connection with some other improvement, and the estimated cost of the improvement as recommended. ADOPTED BY THE CITY COUNCIL OF THE CITY OF ARDEN HILLS THIS 29th DAY OF JANUARY, 2007. Stanley D. Harpstead, Mayor ATTEST: Michelle A. Wolfe, Administrator January 18, 2007 Michelle Wolfe City of Arden Hills ] 245 West Highway 96 Arden Hills, MN 55112 RE: Street Reconstruction Project Neighborhood 10: Ashury Street, Snelling Avenne to City Hmits Ridgewood Road, Asbury Street to City Limits Dear Ms, Wolfe: The City of Roseville originally proposed the reconstruction of the streets in Neighborhood 10 in 1998. This project was postponed by the City Council in 1998,200] and 2004. The reconstruction of these streets was put ofT with the idea that we would pursue a joint project with the City of Arden Hills, Most of the streets in the Arden Hills section of this neighborhood are in adequate condition and the Capital Improvement Plan schedules this neighborhood for reconstruction after 20] 2, At this time, the streets in Roseville are in much worse condition than the Arden Hills segments and we are concerned about the continued cost to keep these streets passable for 6+ years. Each spring and tall, Rose"ille staff repairs the streets to ensure that they will hold together for another season, We estimate that since 1998 it has cost the City approximately $40,000 to keep these streets patched. This is a significant portion of the estimated cost to reconstruct the roads, As you know, these spot repairs do nothing to decrease the cost of reconstruction, ]n the interest of a more permanent solution to the deteriorating condition of these streets, the City Council has ordered the preparation ofa feasibility report to consider the reconstruction of these streets in 2007, In December we met with the Roseville property owners regarding this project. There was support for the proposed street reconstnlction; however, some of that support is conditional. Some of the neighbors at the meeting expressed SUPPOll only i I' a more comprehensive project was pursued with Arden Hills, To this end, we would like to work with you on extending this project into Arden Hills and delaying it to 2008 to allow for time to design the portion of the project in your City. The joint project would only extend the project thc Glcnhill Road with Roseville doing the engineering and plan development for the project. I understand that Arden Hills has many street reconstruction needs throughout the city, There arc some advantages in pursuing a joint project these are: . ;\ joint project will reduce inconvenience for both Roseville as well as Arden Hills Residents, the homeowners on Ridgewood and Asbury would only have to deal with the dust and noise of reconstruction for one construction season. . The properties at 3 I 20 Asbury Street & 3121 Ridgewood Road straddle the City boundary, Two separate projects would mean two separate assessments within 10 years of each other. Each of ~~()6(J Cl'.'K C_'ntcf Dnn: ..) Rllscdk, '\1imws,>u. ~~Sl j 3 (;5- 1. ~\)2.RUSE ..;. TDD (~5j_"7:)2-.;f;r:l "':. \\"v"w.cLf();;'c\-Jlk.mll,D_~ Rrc,dn! 1'''1''_'' p<l~t.(";1~'.:m{"r c,nr.nH these properties could havc the curb end in the middle of their from yard. These owners have expressed eoneems about this. . Because of the existing topography. the north portion ofthe neighborhood drains to Arden Hills. We are proposing to construct raill gardens or infiltration trenehes ill the boulevards of the homes in Rosevi!le to collect and intiltrate the storm water. However. a portion of the HmofTwill still drain down the hill into the Arden Hills system. When Arden Hills reeonstructs the portion of the strects in thcir City. the storm sewer system will be constructed to address the runolffrom Rosevillc. By having one project we would be able to have a more comprehensive stonn sewer design. Meeting the water quality goals of both of our Cities. . \Vith a larger project we may see some cost savings on construction costs. The 2007 project consists entirely of 1\'lill and Overlay projects. With Mill and Overlay projects. the quantities of curb and gutter and storm sewer are lower than in a reconstruction project. With lower quantities. the bid prices may not be as compctitive. If we pursue a joint project. we would combine it with Arden Hills 2008 Reconstruction project. . lfwe just end at the middle of the streel. Arden Hills will see additional costs "matehing" a later project in with the RoseviIle streets. This could include removing new curb and milling the new pavcnlent for a smooth transition. . By not involving the Arden Hills residents they are not a part of the decision making process. '!1,ings like street width. parking. curb typc arc all decisions that the Roseville residents have weighcd in on. If we do not include Arden !Jills property owners in the discussion. they will be "stuck" with our decisions. We are holding a Public Hearing for this project on 1/29/07. At the hearing we are prcsenting two options to the City Council. The first option would be to continue with a 2007 reconstruction projeet, this project would only reconstruct the roads in RoseviIle. The second option would be to delay the projeet to 2008. Allowing us time to work through the public process in Arden HiUs and have the potential for an early 2()(l8 bid. StafT is recommending the second option. Moving forward with extending th" project would require the Arden Hills City Council to order a feasibility report. We would appreciate it if you could you discuss this option with the City Council at the January work session. It would be our hope that if they are supportive. they could order a Icasibility report at the 1/29/07 meeting. Iflhat occurs_ we could start a public process this spring inviting residents from both Arden Hills and Roseville to the table. If approved we would pursue a 2008 reconstruction project. We appreciate the consideration of our request. Please contact me at deb.bJoomfw.ci.roseville.mn.us or 651-792-7042 with any questions or concerns. Sincerely. ~~ Debra M. Bloom. P.E. City Engineer CONSTRUCTION AGREEMENT 2008 Reconstruction 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 2008 Reconstruction 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. I 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. I 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 of the 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 ofRoseville 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: If to Roseville: City Manager City of Roseville 2660 Civic Center Drive Roseville, MN 55] 13 If to Arden Hills City Administrator City of Arden Hills ]245 West Highway 96 Arden Hills, MN 55112 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- ,- EXHIBIT A THE PROJECT Reconstruction of the following streets: Asbury A venue and Ridgewood Road, City limits to Glenhill Road. Utility maintenance and/or improvements, as necessary, including, but not limited to, water main, sanitary sewer and storm sewer. \ \metro-inetus\Roseville\PublicW orks\Engineering\Projects\2008 _ Pro.jeclS\C ontractagreemenl -- ArdenHills.doc A-I