HomeMy WebLinkAbout2B, 2008 Engineering Year-End Review
~
~HILLS
Request for Council Action
Prepared By:
Kristine Giga, Civil Engineer
Council Meeting Date: May 26, 2009
2008 Engineering Year-End Review
Budgeted Amount:
N/A
Actual Amount:
N/A
Recommendation:
1. A presentation will be made by staff. No action required.
SUDDortin!! Documents:
Funding Source:
N/A
1. See the attached letter from City Engineer Deb Bloom to Public Works Director Greg
Hoag summarizing work completed in 2008 as part of the Joint Powers Agreement.
May 20, 2009
Greg Hoag
City of Arden Hills
1245 West Highway 96
Arden Hills, MN 55112
RE: Engineering Joint Powers Agreement
2008 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 1670. In crafting the JPA, we anticipated
that a majority of the hours would be provided by thc Civil Engineer position, currently held by Kristine
Giga. We have put together this summary of2008 JPA Engineering Services based on what was anticipated
in the original agreement.
2.008 Hours Summary:
The Joint Powers Agreement states that Arden Hills agrees to a minimum annual billing of 1670 hours of
engineering staff time. As shown On the following table, the total staff hours cornmitted to in the JPA were
fulfilled in 2008.
--..---
JPA Additional Total
Engineering Agreement
Services Engineering
u_. --
Total other employee hours 548 12550 67350
-~
Total hours Civil Engineer 1,080.50 160.50 '1,241
Total 2008 Engineering hours 1,628.50 286 1,914.50
-
Over the last year, Roseville staff has worked with Arden Hills staff on many different projects. Roseville
staff worked an additional 244.5 hours above the anticipated employee cost share. In 2008, Roseville staff
worked on 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 Anden 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.
. erp Development: As requested by the Council we have been working to update Arden Hills - 5-year
and long range Capitallmproveinent Plan. To accomplish this, we have been utilizing the City's'
2660 Civic Center Drive .> Roseville, Minnesota 55113
651,792-ROSE -:. TDD 651-792-7399 -:+ www.ci.roseville.mn.us
Recycled paper - 300/0 post-consumer content
Engineering Joint Powers Agreement
2008 Summary
May 20, 2009
Page 2 of5
ICON pavement management database to establish funding scenarios for the managing the City's
street infrastructure. Along with the development of this database, we utilized Roseville's GIS
technician to provide graphical representations of the proposed CIP. These hours were not
documented as project related, but rather as job code 300, General Engineering.
. Project No. 06- I 0- Infiltration and Inflow (1&1), 08- I 6- Sanitary Sewer Lining and 08-22- Manhole
Rehabilitation: 1&1 is a high priOlity for the City of Arden Hills, we understand the City Council's
concerns about the surcharge and finding the source of the City's 1&1 problems. The Civil Engineer
worked On the required reporting for Met Council as it relates to the surcharge; this included the
rep0l1 for 1&1 related work completed for credit verification in 2007, as well as submitting the
proposed work plan for 2009. The Civil Engineer assisted the Public Works Director with the plans
and specifications for the sanitary sewer lining project (which was not awarded), and the manhole
rehabilitation project, which was completed in fall 2008. The Civil Engineer also continued to
manage the contract with Bonestroo engineering. Overall the Civil Engineer spent 120 total hours on
sanitary sewer related projects.
. NPDES Phase II Permit Update: The City's NPDES pennit and Stonnwater Pollution Prevention
Plan (SWPPP) was reviewed by the MPCA and posted for public comment in January, 2008. Permit
coverage was extended on February 14, 2008. As a part of the pennit, the City needed to update and
adopt an Erosion and Sediment Control Ordinance. We provided the Public Works Director and
Community Development Department with assistance in updating the ordinance to meet the pennit
requirements. 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 the
landscaping project that was authorized by the City Council in November, 2006. This work was
completed last summer.
. Planning Case Reviews: A number of planning cases were reviewed in 2008, including 07-15:
Hazelnut 3rd Addition, 07-] 5: Christiansen Estates, 07-16: Chesapeake Properties, 07-]7:
Christiansen Estates, and 08-11 Northwestern College. The Civil Engineer spent almost 30 hours of
her time assisting with the review of these applications. We also had a Project Coordinator assigned
to follow up with punchlist items on the public improvement construction on Hazelnut 3rd Addition.
All of these costs were reimbursed by the Developer.
. Comprehensive Plan Update: The Civil Engineer and the City Engineer assisted the Community
Development Department in updating the sections of the Comprehensive Plan that related to utilities,
sUlface water management, and protected water resources. The GIS eoordinator assisted with some
of the map generation for these sections as well. Roseville staff spent almost 100 hours on this
project.
. Project No. 07-09- TCAAP and 08-] 9: Ramsey County 10/96 Improvements: the Civil Engineer
spent 242 hours of her time working On issues related to TCAAP and Ramsey County's 10/96
project. The City Engineer also spent 45 hours assisting with coordination ofthe public
improvements with MnlDOT and Ramsey County. TCAAP related costs were reimbursed by the
Developer.
. Pl'oject No. 08-20- CP Rail/Trail Feasibility Study: The Civil Engineer coordinated a RFQ process to
obtain quotes from the consultant pool to complete a feasibility study for the CP Rail Bridge
Engineering Joint Powers Agreement
2008 Summary
.;-
<
May 20, 2009
Page 3 of5
:4
Improvements and Trail along Old Snelling/Old Highway 10. The Civil Engineer is managing the
contract to ensure the consultant completed the work on schedule and within budget.
. Project No. 08-21- Valentine Lake Subwatershed Drainage Study: The Civil Engineer coordinated a
RFQ process to obtain quotes from the consultant pool to complete a drainage study for the Valentine
Lake Subwatershed Area that includes Valentine Park. The Civil Engineer is managing the contract
to ensure the consultant completed the work on schedule and within budget.
. Project No. 09-06- County Road E-2 Pathway (Safe Routes to School): Roseville staff has been
working on developing final plans for the County Road E-2 Pathway. The City Engineer and Project
Coordinator have been working with the Parks and Recreation Manager on a fmal design that meets
the Rice Creek Watershed requirements.
. Project No. 09-07- Penry Park Pathway: RoseviIle staff has been working On developing final plans
for the Penry Park Pathway Connection to the Elmer L. Andersen Trail. This project is partially
funded through DNR regional trail grant.
Additional Agreement Engineering:
. Projects 07-07 & 07-13: These projects were designed and developed by the Roseville Engineering
Department. They include the 2007 PMP Mill and Overlay 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 in November 2007. In 2008, staff spent time working on final punchlist items,
assessment appeals and as-builts. A summary of the Project Engineering costs:
;,)
\
+-
Total Civil Engineer
Total other employees
Total project costs 2008
Total Agreement costs through 2007
Total Agreement costs to date
Project No. 07-07
$ 988.20 (30.5 hrs)
$ 1,037.02 (9.5 hrs)
$ 2,025.22
$77,341.53
$79,366.75
Project No. 07-13
$329.40 (5.5 hrs)
$0
$329.40
. Projects 07-02 & 08-07: On January 29,2007, the City Council approved an agreement for the City
ofRoseviIle to complete the design on the following street segments:
Proiec/ No. 07-02: Neighborhood 10 Reconstruction
Asbury A venue and Ridgewood Road, City limits to Glenhill Road
Proiec/ No. 08-07: Glenarden Neighborhood Reconstruction
North Snelling A venue, Arden Place to Dead End
Arden Place, Snelling A venue to Glenarden Road
Engineering Joint Powers Agreement
2008 Summary
May 20, 2009
Page 4 of5
Forest Lane, Snelling A venue to Glenarden Road
Skiles Lane, Snelling Avenue to Glenarden Road
Glenarden Court, Skiles Lane to Glenarden Road
Glenal'den Road, Snelling Avenue to Dead End
For Project No. 07-02, Roseville staff completed the following work preliminary survey,
preliminalY construction drawings, a feasibility report, engineer's estimate, and storm water
design. A public hearing was held at the February 11,2008, 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. Construction was completed in fall
2008. The street reconstruction plans are at 60% development, which can be used when Arden
Hills proceeds with a reconstruction project in this neighborhood.
For Project No. 08-07; Roseville Staff completed preliminary survey, two neighborhood meetings,
and the plans and specifications to 60% development. The City Council requested that the
Glenarden neighborhood reconstruction project be delayed until the 2009 construction season. As
a result, this project was handed over to Bolton & Menk, Inc. in 2008, to complete final design.
The Civil Engineer is now acting in an oversight role. This project will be eonstructed in 2009.
The total billing for these projects through December 31, 2008:
Project No. 07-02 Project No. 08-07
Total Civil Engineer
Total other employees
Total individual project costs in 2008
Total Agreement costs through 2007
Total Agreement costs to date
$3,383.79 (56.5 hrs)
$1,413.76 (25 hrs)
$4,797.55
$54,901.40
$69,501.14
$3,952.75 (68 hrs)
$5,849.44 (97 hrs)
$9,802.19
2008 Billing SummalY:
JP A Agreement Actual
Billing for Civil Engineer $ ] 00,016.30 $ 70,909.51
(includim! 07-02, 07-07, 07-13 and 08-07)
Billing for other employees N/A $ 40,414.93
(includinQ 07-02, 07-07,07-13 and 08-07)
Total 2008 JPA EnQineerinQ Services billing $ 111,324.44
Over the last three years, we have seen a dramatic increase in the City Engineer and Civil Engineer's hours.
With night meetings and daily workload expectations, we are seeing an increased challenge to meet the
needs of both of our cities. As a result, in 2009, Roseville Staff will be seeking ways to reduce these hours.
Engineering Joint Powers Agreement
2008 Summary
May 20, 2009
Page 5 of5
We would like to work with you on consolidating the evening meetings and prioritizing workload so that we
can continue to be successful in this endeavor.
We believe 2008 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 would like to work with you on
additional partnership opportunities.
Please contact me at deb.bloom@ci.roseville.mn.us or 65] -792-7042 with any questions or concerns.
Sincerely,
~~
Debra M. Bloom, P.E.
City Engineer
CC: Duane Schwartz, Public Works Director; Kristine Giga, Civil Engineer; Ron Moorse, City
Administrator