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HomeMy WebLinkAbout1A, Engineering 2009 Year End Review i AAZ EN HILLS MEMORANDUM DATE: February 8, 2010 Item LA TO: Honorable Mayor and City Council Members Sue Iverson, Acting City Administrator FROM: Debra Bloom, City Engineer Kristine Giga, Civil Engineer SUBJECT: Engineering 2009 Year End Review and 2010 Work Plan BackLyround/Discussion Roseville Engineering staff Debra Bloom and Kristine Giga will summary a resent of P y work completed in 2009 by the Roseville Engineering Department as part of the Joint Powers Agreement, as well as initiate discussion on the 2010 work plan. Attached is a letter dated February 4, 2010, from City Engineer Debra Bloom to Public Works Director Greg Hoag. Council Action Receive information presented by Roseville Engineering staff and provide feedback. City Council Worksession \\Metro-inet.us\ardenhills\PR&PW\Engineering\Council_Actions\2010\Worksessions\2-8- 1 OMemo_2009Review_2010Workplan.doc Page 1 of 1 February 4, 2010 Greg Hoag City of Arden Hills 1245 `)Vest Highway 96 Arden Hills, MN 55112 RE: Engineering Joint Powers Agreement 2009 Year End Report Dear Mr. Hoag: The Joint Powers Agreement(JPA)for Engineering Services between our two Cities has been in place since January 2006. The agreement detailed the expectations for providing engineering services; a copy is attached. The minimum shared employee hours included in the agreement is 1670. In crafting the JPA,we anticipated that .a majority of the hours would be provided by the Civil Engineer position, currently held by Kristine Giga. 2009 Engineering Hours-Summary In 2009, the City of Roseville provided a total of 2,029.50 hours of engineering services. Roseville staff has worked with Arden Hills staff on many different projects. The majority of our hours were directly related to an on-going project. Because of their on-going nature,we have assigned project numbers for tracking. These tracked hours and their associated costs are paid for out of the appropriate budgets. On-going projects worked on i n 2009: 06-10 Infiltration&Inflow 06-13 2006 PMP,Ridgewood Neighborhood 07-01 Comprehensive Plan Update 07-02 2008 Rain Garden Project 07-09 TCAAP 07-15 Hazelnut Park Third Addition 07-19 Arden Plaza 08-07 2009 PMP,Glenarden Neighboorhood 08-11 Northwestern College Public Improvements 08-17 2009 Arden Hills Sealcoat 08-19 Ramsey Co 10/96 Improvements 08-20 CP Rail/Trail Improvements 08-21 Valentine Lake Subwatershed Drainage Study/Improvements 09-06 County Road E-2 Pathway(SRTS) 09-07 Perry Park Pathway 09-09 Mn/DOT Snelling Avenue Mill and Overlay(Hwy 36 to 1-694) 09-12 2009 Sewer Lining Project 09-14 County Road E/TH 51 Pathway/Bridge Improvements 10-07 2010 PMP,Valentine Avenue Neighborhood 10-10 Arden Village Development 10-11 MnDOT 694/51/Hamline improvements Other tasks were of a general nature assisting the City Council, Arden Hills Staff, and residents with day to day City operations. These core engineering services tasks included: 2660 Civic Center Drive❖Roseville,Minnesota 55113 651-792-ROSE❖TDD 651-792-7399❖www ci.rosevffle.mn.us Recycled paper-30%o post-consumer content Engineering Joint Powers Agreement 2009 Summary February 4,2010 Page 2 of 3 • CIP Development: As requested by the City Council,we annually work on updating Arden Hills' 5-year and long range Capital Improvement Plan. To accomplish this,we have been utilizing the City's ICON pavement management database to establish funding scenarios for the management of 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. This task also includes report preparation and attendance at internal staff meetings,City Council meetings and work sessions. • Attendance at non-project related meetings,which include weekly staff meetings,monthly JPA meetings, and all-staff meetings. • Arden Hills related training and seminars: American Recovery and Reinvestment Act(ARRA), ICON- Pavement management software,National Pollutant Discharge Elimination System Municipal Separate Storm Sewer System(NPDES-MS4) stakeholder meetings • General information requests,phone calls,and front-counter visits from residents, • Addressing issues regarding old projects,pre-2006, including outstanding permit requirements,drainage problems,utility concerns,pavement concerns, and workmanship concerns. • Proj ect File Management: Working with administrative staff on reviewing and organizing pre-2006 files. These files are vital to our ability to provide sound recommendations to the Council regarding proposed infrastructure improvements. • As-built Management: Arden Hills has two sets of as-builts one located at the Public Works Maintenance Facility and one set at City Hall. Over the years changes have been made to individual as-builts,and not carried over to both sets,as a result neither set is complete. Roseville has started work on consolidating these documents and creating a master set of as-builts and associated indexes for better record keeping. Once this is completed it will save both Roseville and Arden Hills staff time,and improve our accuracy at managing Arden Hills infrastructure. • GIS Mapping: we utilized Roseville's GIS technician to update and maintain the City's maps, including roadway maps,utility maps and park/pathway maps. • Municipal State Aid System management including required annual reporting and review,updating construction needs for the designated street segments, and revising state aid road segments when needed. • Erosion and Sediment Control Inspection: Arden Hills entered into an agreement with Ramsey Conservation District to complete the site inspections,however,the Civil Engineer reviews and issues each permit prior to projects commencing. Failed inspections also involve the Civil Engineer's time,to ensure corrections are made by the permittee or completed using the permittee's escrow funds. • NPDES Phase II Permit: Part of the City's NPDES permit and Storm Water Pollution Prevention Plan (SWPPP)is to complete an annual report form that is submitted to the MPCA.We provide the Public Works Director assistance in filling out the annual permit, completing permit requirements and annual reporting. • Drainage issues: Answer questions and provide assistance to Arden Hills staff and residents regarding drainage,wetland, and environmental items. • General assistance in the review of Planning related items. What follows is a summary of the hours that Roseville has provided to Arden Hills under the Engineering Services JPA. Engineering Joint Powers Agreement 2009 Summary February 4,2010 Page 3 of 3 2006 JPA 2007 JPA 2008 JPA 2009 JPA Engineering Engineering Engineering Engineering Total other employee hours 413.83 29347.25 673.50 732.50 Total hours Civil Engineer 19526.50 19491.75 19241.00 1,297.00 Total Engineering hours 19940.33 39839.00 1,914.50 29029.50 Amount over JPA hours 270.33 25169.00 244.50 359.50 Over the course of our partnership,Roseville has consistently provided more than the minimum hours in our JPA. In 2009,Roseville staff worked an additional 359.5 hours above the contract employee hour share. 2007 was unique because Roseville's work plan that year had available time, so our staff was able to assist Arden Hills with project engineering services for the 2007 Pavement Management Project and the Glenarden Neighborhood field survey and preliminary design. Roseville provided an additional 1,980.25 hours of time for the design, contract administration,and construction observation of those projects in 2007. However,we are concerned that Roseville's 2010 work plan may not have the capacity to provide additional services over and above the contract hours committed to in our JPA. With this in mind,we reviewed the tasks included in the Arden Hills 2010 work plan to determine our ability to complete all of the projects. Our analysis shows that the tasks will likely require more hours to complete than are available from Roseville staff. As a result,we would like to work with you on prioritizing the 2010 Arden Hills work plan, so that we can ensure that the City Council's priority projects are completed. We look forward to discussing this with the City Council at the February 8th Worksession. We enjoy working with the City of Arden Hills and believe we have achieved added value for both of our cities with this JPA. Please contact me at deb.bloomkci.roseville.mn.us or 651-792-7042 with any questions or concerns. Sincerely, C� Debra M. Bloom,P.E. City Engineer Attachments: 2010 Arden Hills Work Plan Engineering Services Joint Powers Agreement CC: Duane Schwartz, Public Works Director; Kristine Giga, Civil Engineer; Sue Iverson,Acting City Administrator 2010 Work Plan PROJECTS Project Project Name Priority(H/M/L) Project Technical Number Manager Assistance 06-10 Infiltration and Inflow GH RV 06-13 2006 PMP, Ridgewood Neighborhood KG RV 07-02 2008 Rain Garden Project KG RV 07-07 2007 PMP Mill&Overlay KG RV 07-09 TCAAP KG WSB/SRF/Barr 07-15 Hazelnut Park Third Addition KG RV 07-19 Arden Plaza KG NA 08-07 2009 PMP,Glenarden Neighborhood KG BMI 08-19 Ramsey Count 10/96Improvements KG BMI I-694/Hwy 10 Noise Issues KG Consultant 08-20 CP Rail/Trail Improvements KG BMI 08-21 Valentine Lake Subwatershed Drainage Study/Improvements KG WSB 09-14 CR E/TH 51 Pathway/Bridge Improvements KG KH 10-07 2010 PMP KG WSB 10-09 2010 Sewer Lining project KG RV 10-11 Mn/DOT I-694/TH51/Hamline project KG Consultant 10-14 Elmer L Andersen Memorial Trail Connections(ARRA project) KG RV 09-06/09-07) CR E-2, Perry Park 10-19 Lexington Avenue Trail Construction and Resurfacing KG Consultant Railroad tracks to Grey Fox-new construction Cummings Park Dr to Co Rd F-resurfacing AHATS Site Plan Review KG 2010 Crack Seat and Sealcoat KG RV 2011 PMP Wyncrest/Nursery Hill KG Consultant Snelling Avenue-preliminary engineering KG Consultant Storm Pond Maintenance KG Consultant Surface Water Management Plan Update 2010-2011 KG Consultant Mn/DOT I-35W Mill and Overlay 1-694 to Lake Drive KG RV CORE ENGINEERING SERVICES Project Name Priority(H/M/L) Project Technical Mana er Assistance Capital Improvement Plan CIP Development KG RV General Engineering/Information/Support KG RV State Aid Reporting KG RV Staff meetings KG NA GIS Mapping KG RV Planning Case Reviews KG NA 2004 PMP KG RV 2005 PMP KG RV SWPPP GH RV Erosion Control Permits KG RCD As-built Management KG AH/RV Project File Management KG AH Infrastructure inventory-watermain KG AH/RV Infrastructure inventory-sanitary KG AH/RV Infrastructure inventory-storm sewer KG AH/RV AH Arden Hills Staff Support KH Kimley-Horn and Associates, Inc. Barr Barr Engineering NA No additional assistance BMI Bolton&Menk, Inc. RCD Ramsey Conservation District Consultant requires an RFP for consulting services RV Roseville Engineering Staff Support GH Greg Hoag SRF SRF Consulting, Inc. KG Kristine Giga WSB WSB&Associates, Inc. JOINT POWERS AGREEMENT FOR THE CITE" of ARDEN HILLS PART-TIME UTILIZATION of CITY of ROSEVILLE ENGINEERING EMPLOYEES THIS AGREEMENT, entered into by and between the CITY of RO EVILLE CIROSEVILLE11), a Minnesota municipal corporation, and the CITY of ARISEN HILLS ("ARDEN HILLS"), a Minnesota municipal corporation, is effective upon the execution of this Agreement by the named officers of both Cities. RECITALS WHEREAS,ARDEN HILLS is in need of additional engineering and technical support services; and WHEREAS,R OSEVILLE has a full service Engineering Department and other technical employees that are able to provide the services required by ARDEN HELLS; and WHEREAS,Minnesota Statute 471.59 authorizes political subdivisions of the State to enter ffito Joint Powers Agreements for the joint exercise of powers common to each, and also authorizes one of the parties to an agreement to exercise powers on behalf of another party. NOW, THEREFORE, it is mutually stipulated and agreed to as follows: 1. SERVICES. A. ROSEVIEEE shall provide qualified engineering services employrees ("Employees")to perform civil engineering and related technical services required by ARISEN HILLS. These services include the following.. 81872 1 Coordination and necessary updating of State Aid system requirements, projects, reports, f coding, etc. © {oversight of infrastructure record drawings and.mapping. ❑ Coordination of infrastructure replacement and construction, capital improvements planning, development review, project coordination with contractors and consultants, and coordination with residents ofARDE MILLS. L3 Provision of customer service to the residents of ARDEN HILLS. Provision of assistance to other ARDEN TILLS staff regarding building projects, traffic control and. management, infrastructure issues, and maintenance management assistance. L3 Attendance at City Council, Planning Commission, and other City-related meetings as necessary. El Staffing of an office at ARDEN HILLS City Hall by a Civil Engineer a minimum number of hours as agreed upon by the parties for service to ARDEN FULLS residents. E. ROSEVILLE shall be solely responsible for compensating the assigned Employee(s) engaged in providing teclmical services under this Agreement, including any overtime wages incurred, as well as any insurance or employee benefits provided under the policies or agreements of RO EV:ILLE. In addition, R SEVILLE shall be solely responsible for training, workers' compensation, reemployment insurance benefits, and other employee related laws, including OSHA, ERISA., ' Lr A., and FNILA. 81872 2 Rt�SEVILLE shall retain the sole authority to control. the employees, including the right to hire, fire and discipline them. C. ARDEN MILLS will provide the necessary office, equipment, and supplies for the assigned Employee(s) when holding office hours in ARDEN HILLS City Hall, and will bear all costs attendant thereto. D. ARDEN HILLS and ROSEVILLE shall coordinate scheduling of work to be performed by the assigned Employee(s) and .shall receive prior approval of all scheduled hours to be performed under this Agreement fi om the ROSEVILLE City Manager or the Manager's designee. E. The assigned.Employee will be under the direct supervision of the ROSEVILLE City Engineer for the purpose of performance review and any discipline related issues. It is understood that while the assigned employee is providing services for ARDEN HILLS, the employee will be under the work direction of the ARDEN HILLS City Administrator. ARDEN HILLS shall notify ROSEVILLE of any and all complaints about the services rendered by the assigned Employee and cooperate in the documentation, investigation, and resolution of the safe in any manner. F. ARDEN HILLS and ROSEVILLE will participate,jointly in the interviewing of applicants and hiring of the pnmary assigned staff(Civil Engineer), including replacement for this position if necessary. However, the final decision on selection shall be made by ROSEVILLE. G. All costs related to training, licensing, equipment, and other matters concerning the professional development of the primary assigned.Employee necessary to 81872 provide these services contemplated by this Agreement shall be borne by ROSEVILLE. Reimbursement for these costs shall be included in the reimbursement formula under the payment section for engineering services. 2. PAYMENT. ARDEN HILLS will compensate ROSEVIL.LE for services rendered in the amount of 1.9 times the base salary of all staff, including the assigned Employee, providing services to ARDEN Z-TILLS. ARDEN HILLS agrees to a minimum annual billing of 1670 hours of engineering staff thine. ,A.RDEN HILLS shall make monthly p � p a payments, upon presentation by ROSEVILLE of a.monthly billing equal to costs incurred for that month. The last monthly bill in a years' cycle shall, if necessary, include an amount required to meet the minimum annual billing set forth. above. 39 INDE NI[FICATION* ROSEVILLE agrees to assume sole liability for any negligent or intentional acts of the assigned Employee(s) while performing the assigned duties within the jurisdiction of either City. Each City agrees to indemnify, defend, and hold harmless the other from any claims, causes of action, damages, loss, cost or expenses including reasonable attorneys fees resulting from or related to the actions of each City, its officers, agents or employees in the execution of the duties outlined in this Agreement, except as qualified by the previous sentence. 4* TERMINATION., SEPARABILITY. A. This Agreement may be terminated by either party upon three-hundred- sixty-five 3 6 days" written notice provided to the respective City Manager of ROSEVILLE orClerk/Administrator ofARDEN IflL.LS. 81872 4 B. Upon termination, any and all records or property of the respective Cities will be returned to the appropriate City within 30 days. C. This Agreement is governed by the laws of the State of Minnesota. D. In.the event that any provision of this Agreement is held invalid, the other provisions remain in full force and effect. E. In the event.AIDED HILLS elects to terminate this agreement, and RO SEVILLE incurs reemployment insurance or other costs attributable to the termination, .ARDEN HILLS shall compensate RO EVILLE for these costs based on the percentage of the assigned Employee's time spent on ARDEN ILLS work compared to the total amount work performed by the assigned Employee. For example, if 80% of the assigned Employee's time is spent on ARDEN HILLS work, .ARDEN HILLS would be responsible for 80% of the costs. a. REVISIONS TO AGREEMENT. Both parties acknowledge that modifications to this:Agreement may be necessary to ensure an effective, on-going working relationship. To that end, ARDEN MLLS and ROSEVILLE shall use their best efforts to ensure the viability of this Agreement into the future. However, any alterations, variations, modification, or waivers of provisions to this Agreement will only be valid when they have been reduced to writing and duly signed, and attached hereto. 81872 5 IN WITNESS W REOF,the Cities of ROSEVILLE and ARDE HILLS have caused this Agreement to be duly executed effective on the day and year last entered below. Dated; CITY of ROS vILLL By: Cr " Klausing Its Mayor a By: (V .....� Weal Beets Its City Manager Dated., CITY OF ARDEN HILLS 1 t 7 y Its Mayor 7 •f j• j ��.�f ,�t • r / •° r r N Its City Administrator 81872 JOINT POWERS AGREEMENT FOR THE CITY OF .ARDEN MILLS PART-TIME UTILIZATION OF CITY OF ROSEVILLE ENGINEERING EMPLOYEES THIS AGREEMENT, entered into by and between the CITY OF ROSEVILLE ("ROSEVILLE"), a Minnesota municipal corporation, and the CITY OF.ARDEN MILLS ("ARDEN HILLS"), a Minnesota municipal corporation, is effective upon the execution of this Agreement by the named officers of both cities. RECITALS WHEREAS,ARD_N :DILLS is in need of additional engineering and technical support services? and WHEREAS,ROSEVILLE has a full service Engineering Department and other technical employees that are able to provide the services required by ARDEN MILLS; and WHEREAS,Minnesota Statute 471.59 authorizes political subdivisions of the State to enter into Joint Powers Agreements for the joint exercise of powers coma on to each., and also authorizes one of the parties to an agreement to exercise powers on behalf of another p arty. NOW, THEREFORE, it is mutually stipulated and agreed to as follows: F I. SERVICES, A. ROSEVILLE shall provide qualified engineering services employees ("Employees") to perforna civil engineering and related teclmical services required b � Y A.R.DEN HILLS. '"these services include the following: 81872 1 ❑ Coordination and necessary updating of State Aid system requirements, projects, reports, funding, etc. ❑ oversight of infrastructure record drawings and mapping. ❑ Coordination of infrastructure replacement and construction, capital improvements planning, development review, project coordination with contractors and consultants, and coordination with residents ofDEN HILLS. ❑ Provision of custoiner service to the residents of ARDENT HILLS. ❑ Provision of assistance to other ARDEN HILLS staff regarding building projects, traffic control and management, infrastructure issues, and maintenance management assistance. ❑ Attendance at City Council, Planning Commission, and. other City-related meetings as necessary. ❑ Staffing of an office at ARDEN HILLS City Hall by a Civil Engineer a minimum number of hours as agreed upon by the parties for service to ARDENT HILLS residents. B. ROSEVILLE shall be solely responsible for compensating the assigned. Employee(s) engaged in providing tecl-mical services under this Agreement, including any overtime wages incurred, as well as any insurance or employee bene-fits provided under the policies or agreements of ROSEVILLE. In. addition, ROSEVILLE shall be solely responsible for training, workers' compensation, reemployment insurance benefits, and other employee related laws, including OSHA, ERISA., 'RLSA, and FNILA. 81872 ROSEVILLE shall retain the sole authority to control. the employees, including the right to Dire, fire and discipline them. C. ARDEN MILLS will provide the necessary office, equipment, and supplies for the assigned Employee(s) when holding office lours in ARDEN MILLS City Fall, and will bear all costs attendant thereto. D. ARDEN HILLS and R.OSEVILLE shall coordinate scheduling of work to be crforrned b the assigned Employee(s) and shall receive prior approval of all p� y gp pp scheduled hours to be performed under this Agreement from the ROSEVILLE City Manager or the Manager's designee. E. The assigned Employee will be under the direct supervision of the ROSEVILLE City Engineer for the purpose of performance review and any discipline related issues. It is understood that while the assigned employee is providing services for ARDEN HILLS, the employee will be under the work direction of the ARDEN HILLS City Administrator. ARDEN MILLS shall notify ROSEVILLE of any and all complaints about the services rendered by the assigned Employee and cooperate in the documentation, investigation, and resolution of the same in any manner. F. ARDEN HILLS and ROSEVILLE will participate jointly in the interviewing of applicants and hiring of the primary assigned staff(Civil Engineer), including replacement for this position if necessary. However, the final decision on selection shall be made by ROSEVILLE. G. All costs related to training, licensing, equipment, and other matters concerning the professional development of the primary assigned Employee necessary to 81872 provide these services contemplated by this Agreement shall be borne by ROSEVILLE. Reimbursement for these costs shall be included in the reimbursement formula under the payment section for engineering services. 2. PAYMENT. ARDEN HILLS will compensate ROSEVILLE for services rendered in the amount of 1..9 times the base salary of all staff, including the assigned Employee, providing services to ARDEN DILLS. ARDEN HILLS agrees to a Ininimum annual billing of 1670 hours of engineering staff time. ARDEN�IILLS shall make monthly payments, u on presentation by ROSEVILLE of a monthly billing equal to costs l? incurred for that month. The last monthly bill in a years' cycle shall, if necessary, include an amount required to meet the minimum annual billing set forth above. 3. INDEMNIFICATION. ROSEVILLE agrees to assume sole liability for any negligent or intentional acts of the assigned Employee(s) while perfonning the assigned duties within the jurisdiction of either City. Each City agrees to indemnify, defend, and hold harmless the other from any claims, causes of action, damages, loss, cost or expenses including reasonable attorney's fees resulting frolr or related to the actions of each City, its officers, agents or employees in the execution of the duties outlined in this Agreement, except as qualified by the previous sentence. 4. TERMINATION SEPARABILITY. i• A. This may Agreement be terminated by either party upon three-hundred- sixty-five (365) days' written notice provided to the respective City Manager of ROSEVILLE or C lerk/Adni.in istrator of ARDEN HILLS. 81872 4 B. Upon termination, any and all records or property of the respective Cities will be returned to the appropriate City within 90 days. C. This Agreement is governed by the laws of the State of Minnesota. D. In the event that any provision of this Agreement is held invalid, the other provisions remain in full force and effect. E. In the event ARDEN DILLS elects to terminate this agreement, and ROSEVILLE incurs reemployment insurance or other costs attributable to the termination, ARDEN MILLS shall compensate ROSEVILLE for these costs based on the percentage of the assigned Employee's tinie spent on ARDEN HILLS work compared to the total amount work performed by the assigned Employee. For example, if 80% of the assigned Employee's time is spent on ARDEN HILLS work, ARDEN MILLS would be responsible for 80% of the costs. 5. REVISIONS TO AGREEMENT. Both parties acknowledge that modifications to this Agreement may be necessary to ensure an effective, on-going working relationship. To that end, ARDEN HILLS and ROSEVILLE shall use their best efforts to ensure the viability of this Agreement into the future. However, any alterations, variations, modification, or waivers of provisions to this Agreement will only be valid when they have been reduced to writing and duly signed, and attached hereto. 81872 IN WITNESS WHEREOF, the Cities of OSI.aVILLE and ARDE DILLS have caused this Agreement to be dulyexecuted effective on the day and year last � y entered below. Dated: ' . CITY OF ROSEVILLE r By. Cr 4KIausing Its Mayor _ By: Deal Beets Its City Manager Dated: �/ f:r �'`f CITY of ARDEN HILLS r , y: Its Mayor By. ... . Its City Administrator 81872