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~ILLS
Request for Council Action
Prepared By: Kristine Giga, Civil Engineer
Council Meeting Date: April 27, 2009
Motion to adopt resolution 2009-007: Awarding bid for the 2009 Pavement Management
Program
Motion to adopt resolution 2009-008: Declaring cost to be assessed, and ordering
preparation of proposed assessment roll for the 2009 Pavement Management Program
Budgeted Amount:
$2,065,000
Estimated Actual Amount:
$1,583,141.01
Funding Source:
PIR, Enterprise Funds,
Special Assessments
Recommendation:
1. Adopt resolution 2009-007: Awarding bid for the 2009 Pavement Management Program.
2, Adopt resolution 2009-008: Declaring cost to be assessed, and ordering preparation of proposed
assessment roll for the 2009 Pavement Management Program
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Supporting Documents:
1, Memorandum from Civil Engineer Kristine Giga dated April 23, 2009 regarding bid award.
2. Resolution 2009-007
3, Memorandum from Civil Engineer Kristine Giga dated April 23, 2009 regarding declaration of
amount to be assessed.
4, Resolution 2009-008
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MEMORANDUM
DATE:
April 23, 2009
TO:
Mayor and City Council
Ron Moorse, City Administrator
FROM:
Kristine Giga, Civil Engineer
SUBJECT:
2009 Pavement Management Program- Glenarden Neighborhood
. Declare costs to be assessed and order preparation of
assessment roll
BACKGROUND
A portion of the costs for the 2009 PMP project are proposed to be assessed to the benefiting
properties. In order to assess these costs, the City must follow the Public Hearing steps outlined
in State Statute 429. The first step in the assessment process is to adopt a resolution declaring
costs to be assessed and ordering the preparation of assessment rolls. The next step is for the
City Council to adopt a resolution receiving the proposed assessment roll and setting a hearing
date for the assessments. Public hearings are required in order to assess the cost of public
improvements.
DISCUSSION
The project is proposed to be assessed consistent with the City's assessment policy, which states
that 50% of the costs for roadway improvements will be assessed to residential properties, and
the remaining portion financed using various City funds.
The assessment policy states that the assessment shall be based on the total estimated
construction cost, plus associated overhead costs. The policy also states that the City Council
shall retain the right to review each project on its own merit and to deviate from any portion of
the Assessment Policy Manual as it deems proper. As part of the feasibility report, staff
recommended that the contractor's bid prices are used to calculate assessment rates, as opposed
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to the engineer's estimate, as stated in the assessment policy. The following table shows a
summary of the project costs and proposed funding source, using the contractor's bid prices.
Improvements Funding Source Cost
Roadway PIR $ 1,188,304.44
Storm Sewer Surface Water Enterprise Fund $ 297,845.24
Sanitary Sewer Sanitary Sewer Enterprise Fund $ 65,943.08
Watermain Watermain Enterprise Fund $ 31,048.25
TOTAL PROJECT COST $ 1,583,141.01
Total amount to be assessed (50% of roadway costs) $ 594,152.22
Total amount to be paid by $ 988,988.79
the City
Staffwould like to review the following items prior to preparing the assessment roll:
Five properties in the area were listed as sub-dividable in the feasibility report and counted as
two residential equivalent units (REU):
3544 North Snelling Frontage Road
1445 Forest Lane
1433 Forest Lane
1400 Forest Lane
3438 Glenarden Court
Upon further review, the property at 1445 Forest Lane is not large enough to be divided into two
lots that would meet the current City code. As a result, staff recommends that it be assessed as
one unit.
Two of the property owners listed above have submitted written requests to re-evaluate the
consideration of their properties as 2 REUs, because the existing homes would have to be
removed in order to subdivide the property. Three of the four properties currently identified as 2
REUs would not be able to subdivide their parcels without removing their homes. There have
been no similar instances on recent projects.
The City owned parcel (Freeway Park), which is identified as a tax-exempt equivalent unit
(TEU), has been converted to one REU based on the same subdividing criteria used to determine
the residential lot units. Past practice has been to not include City Parcels in the Assessment
Roll.
Staff is requesting direction from the City Council on how to proceed with assessments for the
above mentioned parcels.
2009 PMP
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Page 3
SCHEDULE
Assessment rolls must be adopted no later than September 28, 2009, to allow for a 30-day
pre-payment period. Following the pre-payment period, assessment rolls are certified to Ramsey
County for collection. The County requires that this certification be done by November 15 in
order to allow them enough time to add the assessments to property taxes. The City plans to
complete the certification by the end of October. As a result, we recommend the following
schedule for the 2009 assessment process:
April 27
Resolution declaring costs to be assessed, ordering preparation of
assessment rolls
May 11
Resolution receiving assessment rolls, setting hearing dates
May 13
Notice of hearing published in the Shoreview-Arden Hills Bulletin
May 13
Mail notices to affected property owners
June 8
Assessment hearing
June 8
Hearing date for final adoption of assessment roll
June 9 to July 8
Prepayment of assessments (30 days)
RECOMMENDED COUNCIL ACTION
Approval of Resolution 2009-008: Declaring cost to be assessed and ordering preparation of
proposed assessment roll for the 2009 Pavement Management Program.
.~
I..IIIS
MEMORANDUM
DATE:
April 23, 2009
TO:
Mayor and City Council
Ron Moorse, City Administrator
FROM:
Kristine Giga, Civil Engineer
SUBJECT:
2009 Pavement Management Program- Glenarden Neighborhood
. Award Bid
BACKGROUND
On March 9, 2009, the City Council approved the plans and specifications for the 2009
Pavement Management Program- Glenarden Neighborhood and ordered advertisement for bids.
Bids were solicited during March and early April. The bids were opened on Thursday, April 9,
2009. Based on the bids received, staffrecommends awarding the project.
DISCUSSION
Based on past practice, the City Council has awarded the contract to the lowest responsible
bidder. In the case of 2009 PMP, the lowest bidder is Frattalone Companies, Inc., of Little
Canada, Minnesota.
FINANCIAL IMPLICATIONS
We received thirteen bids for the project. The low bid submitted by Prattalone Companie, Inc.,
$1,196,405.98, is 16% lower than the Engineer's construction estimate of $1,424,239. The
following is a list of the bids received:
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BIDDER AMOUNT
I Frattalone Companies, Inc. I $ 1,196,405.98 II
Asphalt Surface Technologies Corp. $ 1,289,093.98
Rum River Contracting Company $ 1,328,901.10
North Valley Inc. $ 1,346,649.67
T. A. Schifsky & Sons, Inc. $ 1,362,879.31
Palda and Sons, Inc. $ 1,377,358.30
Kuechle Underground Inc. $ 1,388,894.33
Amt Construction Company, Inc. $ 1,414,952.46
Forest Lake Contracting, Inc. $ 1,456,624.85
North Pine Aggregate, Inc. $ 1,498,622.50
Park Construction Company, Inc. $ 1,508,640.67
Hardrives, Inc. $ 1,525,816.57
Midwest Asphalt Corporation $ 1,572,635.70
To establish a total project cost for the improvements, engineering and overhead costs need to be
included. The non-assessable items include 20% for engineering fees. The assessable portion, the
street improvements, includes a 37% overhead, which includes engineering and other
administrative overhead costs as defined in the Assessment Policy. The City's portion of the
project costs are currently budgeted in 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, engineer's estimate, and contract prices.
Improvements Budget Engineer's Estimate Contract Prices
Road~ay $ 1,625,000
Storm Sewer $ 370,000
Sanitary Sewer $ 45,000
Watermain $ 25,000
TOTAL
$ 2,065,000
$ 1,551,202.37 $ 1,188,304.44
$ 290,903.40 $ 297,845.24
$ 40,062.00 $ 65,943.08
$ 19,404.00 $ 31,048.25
$ 1,901,571.77 $ 1,583,141.01
RECOMMENDED COUNCIL ACTION
Approval of Resolution 2009-007 : Awarding the 2009 Pavement Management Program to
Frattalone Companies, Inc., of Little Canada, Minnesota in the amount of$I,196,405.98.
EN HILLS
CITY OF ARDEN HILLS
COUNTY OF RAMSEY
STATE OF MINNESOTA
RESOLUTION NO. 2009-007
A RESOLUTION AWARDING THE 2009 PAVEMENT MANAGEMENT PROGRAM
WHEREAS, pursuant to advertisement for bids for the improvement of the City of
Arden Hills 2009 Pavement Management Program, the improvement of the following streets:
Arden Place, from Old Snelling to Glenarden Road,
Glenarden Court, from Skiles Lane to Glenarden Road,
Glenarden Road, from Old Snelling to cul-de-sac,
Forest Lane, from Old Snelling to Glenarden Road,
Skiles Lane, from Old Snelling to Glenarden Road,
Snelling Avenue N, from Arden Place to cul-de-sac,
bids were received on Thursday, April 9, 2009, at 10:00 a.m., opened, and tabulated according to
the law, and the following bids were received complying with the advertisement:
BIDDER AMOUNT
Frattalone Companies, Inc. $ 1,196,405.98
Asphalt Surface Technologies Corp. $ 1,289,093.98
Rum River Contracting Company $ 1,328,901.10
North Valley Inc. $ 1,346,649.67
T. A. Schifsky& Sons, Inc. $ 1,362,879.31
Palda and Sons, Inc. $ 1,377,358.30
Kuechle Underground Inc. $ 1,388,894.33
Arnt Construction Company, Inc. $ 1,414,952.46
Forest Lake Contracting, Inc. $ 1,456,624.85
North Pine Aggregate, Inc. $ 1,498,622.50
Park Construction Company, Inc. $ 1,508,640.67
Hardrives, Inc. $ 1,525,816.57
Midwest Asphalt Corporation $ 1,572,635.70
AND WHEREAS, it appears that Frattalone Companies, Inc. of Little Canada,
Minnesota, is the lowest responsible bidder at the tabulated price of$1,196,405.98;
NOW THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL OF ARDEN
HILLS,MINNESOTA:
1. The Mayor and City Administrator are hereby authorized and directed to enter into a
contract with Frattalone Companies, Inc. of Little Canada, Minnesota, for $1,196,405.98
in the name of the City of Arden Hills for the above improvements according to the plans
and specifications thereof heretofore approved by the City Council and on file in the
office of the City Administrator.
2. The City Administrator is hereby authorized and directed to return forthwith to all
bidders the deposits made with their bids, except that the deposits of the successful bidder
and the next lowest bidder shall be retained until contracts have been signed.
ADOPTED BY THE CITY COUNCIL OF THE CITY OF ARDEN HILLS THIS 27th
DAY OF APRIL,2009.
Stanley D. Harpstead,Mayor
ATTEST:
Ronald J. Moorse, Administrator
�S EN HILLS
CITY OF ARDEN HILLS
COUNTY OF RAMSEY
STATE OF MINNESOTA
RESOLUTION NO. 2009-008
A RESOLUTION DECLARING COST TO BE ASSESSED,AND ORDERING
PREPARATION OF PROPOSED ASSESSMENT ROLL FOR THE 2009
PAVEMENT MANAGEMENT PROGRAM
WHEREAS, a contract has been let for the City of Arden Hills 2009 Pavement Management
Program,the improvement of the following streets:
Arden Place, from Old Snelling to Glenarden Road,
Glenarden Court, from Skiles Lane to Glenarden Road,
Glenarden Road, from Old Snelling to cul-de-sac,
Forest Lane, from Old Snelling to Glenarden Road,
Skiles Lane, from Old Snelling to Glenarden Road,
Snelling Avenue N, from Arden Place to cul-de-sac,
And the contract price for such improvement is $1,196,405.98, and the expenses incurred or
to be incurred in the making of such improvement amount to $386,735.03 so that the total
cost of the improvement will be $1,583,141.01.
NOW,THEREFORE,BE IT RESOLVED by the Mayor and the City Council as follows:
1. The portion of the cost of such improvement to be paid by the city is hereby declared to be
$988,988.79 and the portion of the cost to be assessed against benefited property owners is
declared to be $594,152.22.
2. The City Administrator,with the assistance of the City Engineer, shall forthwith calculate
the proper amount to be specially assessed for such improvement against every assessable
lot,piece or parcel of land within the district affected,without regard to cash valuation, as
provided by law, and he shall file a copy of such proposed assessment in his office for public
inspection.
3. The City Administrator shall, upon the completion of such proposed assessment,notify the
council thereof.
ADOPTED BY THE CITY COUNCIL OF THE CITY OF ARDEN HILLS
THIS 27th DAY OF APRIL,2009.
Stanley D. Harpstead, Mayor
ATTEST:
Ronald J. Moorse,Administrator
Metro-inet\ardenhills\Admin\Council\Resolutions\20090009-008,Declaring Cost to be Assessed for 2009 PMP and Ordering Prep of Assessment Roll.doc