HomeMy WebLinkAboutItem 7C, 2007 Engineering Review
~
~HILLS
Request for Council Action
.
Prepared By: Kristine Giga
Council Meeting Date: May 12, 2008
2007 Engineering Review
Budgeted Amount:
N/A
Actual Amount:
N/A
Funding Source:
N/A
Recommendation:
A presentation will be made by staff. No action required.
Supporting Documents:
1. Letter dated May 7,2008 from City Engineer Deb Bloom to Public Works Director Greg Hoag
summarizing work completed in 2007 as part of the Joint Powers Agreement. Enciosures:
2007 Hours Summary, 2007 Civil Engineer Hours Summary
May 6, 2008
Greg Hoag
City of Arden Hills
1245 West Highway 96
Arden Hills, MN 55112
RE: Engineering Joint Powers Agreement
2007 Summary
Dear Mr. Hoag:
The Joint Powers Agreement (JP A) for Engineering Services has been in place since January 2006. The
agreement, as approved by both City Councils, detailed the expectations for providing engineering services.
Initially, we anticipated the minimum shared employee hours as ] 670. In crafting the IP A, we anticipated
that a majority ofthe hours would be provided by the Civil Engineer position, currently held by Kristine
Giga. We have put together this summary of2007 IPA Engineering Services based on what was anticipated
in the original agreement:
IPA Agreement Actual
Billing for Civil Engineer $95,357.00 $59,127.05
(excluding 07-02, 07-07, 07-13 and 08-07)
Billing for other employees NIA $39,404.80
(excluding 07-02, 07-07, 07-13 and 08-07)
Total 2007 JP A Engineering Services billing $98,531.85
Over the last year, we have worked with Arden Hills staff on many different projects. On the whole, there
was an additional cost of $3, 174.85 above the anticipated employee cost share. The additional employee
hours were linked to the following projects:
. City Engineer Designation: When we entered into the agreement, we had not made a decision to
designate Roseville as the City Engineer for Arden Hills. This designation expanded the agreement to
include Municipal State Aid reporting and oversight of projects. These hours were not documented as
project related, but rather as job codes 300 & 309, General Engineering and State Aid Reports.
. CIP Development: As requested by the Council we have been working to update Arden Hills' 5-year
and long range Capital ImprovemeIlt Plan. To accomplish this, we have been utilizing the City's
ICON pavement management database to establish fi.mding scenarios for the managing the City's
street infrastructure. Along with the development of this database, we utilized Roseville's GlS
technician to provide graphical representations of the proposed ClP. These hours were not
documented as project related, but rather as job code 300, General Engineering.
. Project No. 06-10- Infiltration and Inflow: This project is a high priority; we understand the City
Council's concerns about the surcharge and finding the source ofthe City's III problems. The Civil
2660 Civic Center Drive ..:. Roseyillc, 1-Iinnesota 55113
651-792-ROSE .:.TDD 651-792-7399 .:. "\vww.ciroscvl11e.mn.us
Recycled paper - 30%, posl-consumer content
Engineering Joint Powers Agreement
2007 Summary
May 6,2008
Page 2 of 4
Engineer worked on an RFP to hire Bonestroo engineering to assist the City in analyzing the system
to finding the sources. We now better understand the scope of the problem and have preliminarily
identified potential locations. The additional analysis scheduled for this year will put us on the path in
our ongoing effort to eliminate the excessive 1&1 that has been identified by the Met Council.
. NPDES Phase]] Pernlit Update: The City's NPDES permit and Stormwater Pollution Prevention
Plan (SWPPP) was reviewed by the MPCA and posted for public comment in January, 2008. In
preparation for this public comment period, we provided the Public Works Director with assistance in
updating some of the technical sections of the permit. This additional time also included Roseville
support staff and City Engineer involvement. These hours were not documented as project related,
but rather as job code 319-Drainage and 330-Erosion Control.
. Project No. 06- 13- 2006 PMP project: We spent additional time last year working on asscssment
appeals and punchlist items for the 2006 PMP project. One follow- up item remains, which is the
additional landscaping authorized by the City Council in November, 2006. This work is anticipatcd
to occur this summer.
. Planning Case Reviews: A number of planning cases were reviewed in 2007, including 07-15:
Hazelnut 3rd Addition, 07- 1 5: Christiansen Estates, 07- I 6: Chesapeake Properties, 07- I 9: Arden
Plaza, and 08-11 Northwestern College. The Civil Engineer spent almost 40 hours of her time
assisting with the review of these applications. We also had a Project Coordinator assigned to
observe the public improvement construction on Hazelnut 3rd Addition; he spent 38 hours providing
quality control for this project. This will ensure that the developer's engineer ohserves City
requirements during the building process. All of these costs were reimbursed by the Developer.
. Project No. 07-08- 2007 Seal Coat: the Civil Engineer assisted the Public Works Director with plan
and specification preparation and construction administration. We also had a Project Coordinator
assigned to observe the work.
. Project No. 07-09- TCAAP: the Civil Engineer spent 126.5 hours of her time working on issues
related to TCAAP. The City Engineer also spent 46 hours assisting with coordination of the public
improvements with Mn/DOT and Ramsey County. All of these costs wee reimbursed by the
Developer.
Additional Agreement Engineering:
We have expanded the scope of our original agreement to provide Arden Hills with additional
engineering support. In 2007, Roseville worked on three construction projects for the City of Arden
Hills.
. Proiects 07-07 & 07-13: These projects were designed and developed by the Roseville
Engineering Department. They include the 2007 PMP Mill and Ovcrlay and drainage
improvements for the following streets:
Karth Lake Circle, Briarknoll Circle, Briarknoll Drive, Brighton Way, Connelly Avenue,
Lametti Lane, Lametti Circle, Dawn Circle, and Royal Lane
In our scope letter, we had estimated our proposed costs at $99,800.00. The contractor
completed these projects last November. There are still some outstanding issues on this project
Engineering Joint Pmvers Agreement
2007 Summary
May 6, 2008
Page3 of 4
that will be addressed in 2008, these are; assessment appcals, as-builts and punchlist items.
However, we do not anticipate that there will be significant costs.
A summary of the costs to date:
Total Civil Engineer
Total other employees
Total 2006 costs
Total project costs to date
Total Agreement costs to date
Project No. 07-07
$16,7]6.03 (292.75 hrs)
$42,047.58 (531.0 hrs)
$l5,209.03
$73,972.63
$77,341.53
Project No. 07-]3
$171.30 (3 hrs)
$3,]97.60 (45.5 hrs)
$0
$3,368.90
. Proiects 07-02 & 08-07: On January 29, 2007, the City Council approved an agreement for the
City of Roseville to complete the design on the following street segments:
Proiect No. 07-02: Neighborhood 10 Reconstruction
Asbury A venue and Ridgewood Road, City limits to Glenhill Road
Proiect No. 08-07: Glenarden Neighborhood Reconstruction
North Snelling A venue, Arden Place to Dead End
Arden Place, Snelling A venue to Glenarden Road
Forest Lane, Snelling Avenuc to Glenarden Road
Skiles Lane, Snelling A venue to Glenarden Road
Glenarden Court, Skiles Lane to Glenarden Road
Glenarden Road, Snelling Avenue to Dead End
The City Council requested that the Glenarden neighborhood reconstruction project be delayed
until the 2009 construction season. As a result the street segments were broken into two City
project numbers. Each of these projccts is at a different stage in developmcnt.
For Project No. 07-02: we have completed the following work: feasibility report, preliminary
survey, preliminary construction drawings, a feasibility report, engineer's estimate, and stonn
water design. A public hearing was held at the February I 1 City Council meeting; the City
Council voted to partner in a joint storm sewer project which would include the construction
of rain gardens along the street boulevards up to Glenhill Road, This project was awarded to
Midwest Asphalt at the April 28 City Council mecting. Construction started this week. The
street reconstruction plans are at 60% development, which will be used when the City
delelmines that these streets should be reconstructed.
For Project No. 08-07; we have completed preliminary survey, some neighborhood meetings,
and the plans and specifications are at 50% development. As a result, we anticipate that
design and feasibility studies cost will be less than anticipated in the scoping document.
Our proposed costs for the design and feasibility report were estimated at $126,776.00. The
total billing for these projccts through December 3 I, 2007:
Engineering Joint Powers Agreement
2007 Snmmary
May 6, 2008
Page 4 of 4
Total Civil Engineer
Total other employees
Total individual project costs to date
Total Agreement costs to date
Project No. 07-02
$1,456.05 (25.5 hrs)
$9,821.94 (239.5 hrs)
$1 l,277.99
$54,901.40
Project No. 08-07
$2,855.00 (50 hrs)
$40,768.41 (898 hrs)
I $43,623.4 I
2007 Hours Summary:
Attached is a summary of the 2007 quarterly billing, a list of project descriptions, and job code
descriptions. The Joint Powers Agreement states that Arden Hills agrees to a minimum annual
billing of 1 670 hours of engineering staff time. As shown on the following table, the conditions of
the total staff hours committed to in the JP A were fulfilled in 2007.
JPA Additional Total
Engineering Agreement
Services Engineering
Total other employee hours 367.00 1,980.25 2,347.25
Total hours Civil Engineer 1,l20.50 371.25 1,491.75
Total 2007 Engineering hours 1 ,487.5 2,35l.5 3,839
We believe 2007 was a great success. On the whole, we have achieved added value for both of our cities
with this JP A. We have enjoyed working with the City of Arden Hills, and look forward to additional
partnership o~~nit~
Please confact me at deb.bl . 0111 aJ.ci.roseville.mn.us or 65 I -792-7042 with any questions or concerns.
---'
Enclosures: 2007 Hours Summary; 2007 Civil Engineer Hours Summary
CC: Duane Schwartz, Public Works Director; Kristine Giga, Civil Engineer; Jim Willis, Interim City
Administrator
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