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5.5. SR 06-07-2010^~/ Elk River REQUEST FOR ACTION To Item Number Ma or and Ci Council 5.5. Agenda Section Meeting Date Prepared by Administration une 7, 2010 ohn Anderson P.E. Item Description Reviewed by Main Street Pavement Rehabilitation Project Lori ohnson, Ci Administrator Reviewed by Action Requested Consider adoption of the attached two resolutions ordering the assessment hearing and establishing the amount to be assessed. Bacl~ground/Discussion The City Council authorized advertising for bids for this project on May 3, 2010. Bids were opened on June 1, 2010. The low bid in the amount of $443,874.70 was submitted by Rum River Contracting. The resolutions the council is asked to consider set the date of the Assessment Hearing to June 28, 2010 and set the maximum amount that can be assessed to properties to be $354,212. This amount represents 70% of the total cost being assessed to the properties. The assessment rate to an individual property would be $4,167.20, The City Council has discussed establishing a policy that discounts the assessment rate due to the fact that the roadway in question handles more than local traffic. The Council may at their discretion provide staff with direction as to what, if any, adjustment factor to apply to this assessment. The Feasibility Study for this project included a draft policy that provides adjustments to the assessment rate to account fox traffic volumes. This draft policy has been updated with the project costs as bid. The draft policy is attached for the council to consider adjustments to the assessment amount. MnDOT has conducted their regularly scheduled traffic counts on Main Street and the data shows the ADT to range from 4,950 to 6,200 along this portion of Main Street. A reduction to 40%, of the origina170% assessed, would equal an assessment rate of $1,666.88. A reduction to 25%, of the origina170% assessed, would equal an assessment rate of $1,041.80. Financial Impact The total project cost is $506,017 which includes the construction cost of $443,875, and overhead cost of $62,142. The overhead cost includes preliminary engineering of $29,000 and construction related engineering of $19,000. The City has budgeted $400,000 from the street improvement fund for this project and $100,000 from special assessments. Attachments ^ Resolution Determining the Assessment Cost ^ Resolution Establishing the Date for the Assessment Hearing ^ Bid Tabulation ^ Draft policy on High Volume Roads (revised 6-2-10) ActlOn Motion by Second by Vote FOllow Up RESOLUTION 10- A RESOLUTION FOR THE CITY OF ELK RIVER A RESOLUTION DETERMINING ASSESSED COST OF IMPROVEMENT AND ORDERING PREPARATION OF PROPOSED ASSESSMENT ROLL IN THE MATTER OF 2010 MAIN STREET PAVEMENT REHABILITATION WHEREAS, costs have been determined for the 2010 Main Street Pavement Rehabilitation improvement consisting of a contract price of $443,874.70, and expenses incurred or to be incurred by the City in the making of the improvement in the amount of $62,142.30, for a total of the improvement of $506,017. NOW, THEREFORE, BE IT RESOLVED by the City Council of the Ciry of Elk River, Minnesota: 1. Based upon the Ciry Assessment Policies, it is determined that the portion of this improvement to be paid by the City and not assessed to benefited properties is $151,805. 2. The portion of the cost to be assessed against benefited properties pursuant to the Elk River Ciry Assessment Policies shall be 70% of the project which amounts to $354,212. 3. The assessments shall be payable in equal annual installments and shall extend over a period of five years, the first of the installments to be payable on or before the first Monday in January, 2011, with interest at the rate of 3.5% per annum from the date of the adoption of the assessment resolution. 4. The Ciry Administrator with the assistance of the Project Engineer shall forthwith calculate the proper amount to be specially assessed for such improvement against every assessable lot, piece, or parcel of land, without regard to cash valuation, as provided by law, and shall have available at the City Administrator's office a copy of the proposed assessment roll for public inspection. 5. Upon completion of the proposed assessment roll, the City Administrator shall notify the Council and schedule a public hearing upon the proposed assessment, causing notice of the hearing by publication and mail to be made at least two weeks prior to the hearing. Passed and adopted this 7~ day of June 2010. Stephanie A. Klinzing, Mayor ATTEST: Tina Allard, City Clerk RESOLUTION 10 - A RESOLUTION FOR THE CITY OF ELK RIVER A RESOLUTION ESTABLISHING THE DATE FOR THE ASSESSMENT HEARING IN THE MATTER OF THE 2010 MAIN STREET PAVEMENT REHABILITATION PROJECT WHEREAS, by a resolution passed by the Council on May 3, 2010, the City Clerk was directed to prepare a proposed assessment roll of the cost of the 2010 Main Street Pavement Rehabilitation Project; and WHEREAS, the Clerk has notified the Council that such proposed assessment roll will be completed and filed in the Clerk's office for public inspection by the appropriate time. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Elk River, Minnesota: 1. A hearing shall be held on the 28th day of June, 2010, in the City Hall at 6:30 p.m. to pass upon such proposed assessment and at such time and place all persons owning property affected by such improvement will be given an opportunity to be heard with reference to such assessment. 2. The City Clerk is hereby directed to cause a notice of the hearing on the proposed assessment to be published once in the official newspaper at least two weeks prior to the hearing, and shall state in the notice the total cost of the improvement. The City Clerk shall also cause mailed notice to be given to the owner of each parcel described in the assessment roll not less than two weeks prior to the hearings. 3. The owner of any property so assessed may, at any time prior to certification of the assessment to the County Auditor, pay the whole of the assessment on such property, with interest accrued to the date of payment, to the City of Elk River, except that no interest shall be charged in the entire assessment is paid within 30 days from the adoption of the assessment. The owner of any property may at any time thereafter pay to the City of Elk River the entire amount of the assessment remaining unpaid, with interest accrued to December 31st of the year in which such payment is made. Such payment must be made before November 15th or interest will be charged through December 31st of the succeeding year. Passed and adopted this 7th day of June, 2010. Stephanie A. Klinzing, Mayor ATTEST: Tina Allard, City Clerk 2010 MAIN STREET PAVEMENT REHABILITATION CITY OF ELK RIVER BIT TABULATION rrst r; n. (.o~'l RACi IlY.31S cFL'C':Cr ITFM PC1CIi CYTI~J,ti tiIT 1 e. TIITA[. Run Ri~.r Cuntrvcl~vK 31`1 tl L241h S~rai Prix<wR NY 4<J"1 CIiIT FR fCh'. TI)T.11. NRI~¢ •~~EuI~ Curl".. le~6ir~W31i~ i'll Wax IU:s SL (4~u J, i1ti SG]B'. t'~'IT PPII.C 1~li~AL PRICB 1~irN \'elk~ ln~ 2FIe151Gnxnu Si fi\5', SuiA IUO iun ~li.n. M\ ScJ3~ 1.'VIF CkICF IOI ~L PRICF 3:n ff. lii.cr ('u rp. J's? Sh.iloM N~.~J D~. iE ti~iil Reid", ~1ti ~G3-J 1,'}1'f PRI(P. TOTAL YR1CF H+riiri~cr, Inc. 14475 Luinm DAB. Fny;~n. ~1ti SS]'/J IIIr IT PRICE 7~1T,l !.PRICE 1 IZATION 2021 501 MOBB LS t.00 000.00 56 56 000.00 56 000.00 36.000.00 37 500.00 37 500.00 $4 500.00 34 500.00 55,500.00 55,500.00 2 . . 501 REMOVE CONCRETE CDRH 2104 I.F 440 , 53.00 31320.00 33.15 $1.38600 $4.12 31,812.80 32.50 SI 100.00 Si.IO 52,244.00 3 . 503 REMOVECONCRETE WALK 2104 SF 2 551 51.50 $3826.50 30.79 32,015.29 31.24 33,163.24 32.50 36377.50 50.89 32270.39 4 . 505 REMOVE CONCRETE DRIVEWAY PAVEMENT 2104 SY , 7.7 51000 377.00 SI0.50 380.85 311.25 t<~"~~ 545.00 5346.50 321.10 3162.47 5 . 511 SAWING BITUMINOUS PAVEMENT LDEPTH) 2104 LF 86 53.99 - 32.10 5180.60 32.25 5193.50 31.99 3430.00 54.30 3369.80 6 . 523 SALVAGE SIGN 2104 EACH 4 SiU.W 320000 552.10 5210.00 348.00 3192.00 550.00 3200.00 548.5(1 3194.00 7 . 501 SIJBGRADE PREPARATION 2112 AD ST 64.1 32W.99 512.820.00 $125.40 $8038.14 $245.00 515704.50 5200.00 512820.00 3110.00 $7,05100 8 . 604 FALL DEPTH PAVEMENT RECLAMATION (P 2331 SY 29 572 50.95 528,09340 50.55 316 64.60 30.86 325431.92 50.76 52247472 Sl.ii 345,83660 9 . 0") 501 MBL BFFUMR10U3 SURFACE 2 2232 SY , 470 35.50 52 585 00 33.15 S1 480.50 310.00 34 700 00 58.25 33 877.50 54.70 32 209.00 10 . . 501 TYPE MV3 WEAR COURSE MIXTURE VWE35035H 2350 TON 3 800 344.34 $168492.00 345.39 $172,48200 34560 5173280.00 348.00 318240000 $50.00 3190,00000 11 . 502 TYPE LV3 NON-WEARINGCOURSE MIXTTBU3 VNW35030H 2350 TON , 3 600 543.00 5163400.00 544.85 $170430.00 544.95 517081000 347.00 $178600.00 350.00 3190,000.00 12 . 502 BFFUMB40U5 MATERIAL FOR TACK COAT 2357 GAL , 1 553 $2.50 53,682.50 52.20 53 416.60 52.20 $3 416 60 52.25 53 494.25 52.10 33261.30 13 . 602 ADJUST VALVE BOX 2504 EACH , 21 S 185.00 33 885.00 3315.00 56 615,00 5225.00 S4 725.00 5220 00 $4 620.00 5222.00 34,662 00 14 . 522 ADNST FRAME AND RMG CASTING 2506 EACH 21 $373.00 5783300 5450.00 59450.00 5315.00 $6615.00 5350.00 37350.00 5307.00 56447.00 li . 521 B43TALL CASTNG = i01C) 2506 EACH 1 $495.00 5495.00 3550.00 5550.00 5649.00 3649.00 5650.00 365000 $634.00 3634.00 IG . 501 4" CONCRETE SIDEWALK 2521 SF 2 884 33.10 38 940.40 34.17 312 026.29 $3.30 39 517.20 33.00 38 652 00 $3.85 511,103.40 17 . 501 CONCRETE CURB AND GUTTER 8618 2531 LF , 440 514.20 56,248.00 321.64 $9 609.60 514.45 36 358,00 SI5.00 SG 600.00 520.90 39, I9G.00 IB . 2531604 8"CONCRETE VALLEY GUTFER SY 5.0 554.00 3270.00 $87.55 3437.75 5155.00 5775.00 345.00 3225.00 348.50 3242.50 I9 2531604 8"CONCRETE VALLEY GUTTER TRIANGULAR SECTION EACH 4 5500.00 32000.00 31,31840 3527360 361800 32472.00 5550.00 32,200.00 $592.00 52,368.00 20 602 TRUNCATED DOMES PEDESTRIAN CURB RAMP) 2531 EACH 17 5256.00 34,352.00 5296.64 55 042.88 390.00 51 530.00 $100.00 51 700.00 3108.00 51,836.00 21 . 601 TRAFFIC CONTROL 2563 LS 1.00 33 000.00 33 000.00 33,502.00 33 502.00 33 500.00 33,500.00 37 000.00 37,000.00 53 770.00 53,770.00 22 . 602 INSTALL SIGN M CONCRETE 2564 EACH 3 3200.00 5600.00 32 W 00 5618.00 $200.00 5600.00 5200 00 3600.00 $323.00 5969.00 23 . 603 4" SOLID LINE WHITE -EPOXY 2564 LF 5284 30.28 $1 479.52 $0 29 51 532.36 50.29 31,532.36 30.28 31,479.52 30.32 31 690.88 24 . 603 4" DOUBLE SOLID LINE YELLOW -EPOXY 2364 LF 3 341 50.58 31 937.78 S0.G0 32,004.60 50.60 32,004.60 30.58 31 937.78 30.67 $2,238.47 25 . 603 4"BROKEN LME YELLOW-EPOXY 2564 LF , 810 2 S00G 3168.60 3006 5168.60 50.07 5196.70 $0.06 5168.60 SO.OG 3166.60 . 603 24"SOLID WHITE STOP BAR)-EPOXY 2564 LF , 170 56 00 020.00 51 $G.IB 51,010.60 56.20 51054.00 36.00 51020.00 36.45 51,096.50 2G . EPOXY 6 3'X6'ZEBRA CROSSING WHITE 3F 972 . 53 00 , 52916.00 53.09 33,003.48 53.09 33003.48 53.00 52,916.00 33.25 33,159.00 27 - 2564.61 602 B4LE'1' PROTECTION 573 EACH 40 . 3150 00 SG 000.00 $113.30 34 532.00 $85.00 53 400.00 3150.00 $6 000.00 5101.00 54,040 00 28 . 2 SPEC STANDARD PROCTOR SUBGRADE EACH 2 395 00 3190.00 597.85 3191.70 598.00 5196.00 595.00 5190.00 3129.00 5258.00 29 BJPLACE DENSITYffi MOISTURE SIE3GRADE E EACH IS . 545 00 3675.00 346.35 3695.25 348.00 3720.00 345.00 5675.00 545.20 5678.00 30 SP C PEC CONCRETE TESTING EACH 4 . 00 3185 3740.00 3190.55 1762.20 5195.00 5780.00 3181.00 5740.00 3178.00 5712.00 31 S SPEC INPIACE DENSTTYffiAIR VOIDS BHTIMINOUS) EACH 17 . SI0 00 3170.00 536.05 SG 12.85 338.00 $646.00 336.W 3595.00 3291.00 54,947.00 32 T BID TOTAL . 5443 874.70 3449,667.33 3416 565.53 4471,939.37 5109,314.91 I HEREBY CERTIFY THAT THLS IS AN ACCURATE TABULATION OF THE BIDS RECEIVED FOR THE ABOVE MENTIONED PROJECT. ~_~ INDICATES MATH ERROR CORRECTED IN THE TABULATION ~-~o.~ JOHN M. ANDERSON, P.E. June 2, 2010 MN REG. NO. 25889 226212 -BID TAHULATION.xIs 622010 I of 1 Draft Policy on Adjustments to Street Improvement Assessments to account for Traffic Volumes (April 2010) (Revised June 2, 2010 with bid information) The City of Elk River has identified a need to modify the existing assessment policy to account for traffic volumes. Primarily, past assessable projects have been on local streets and not on through streets with higher traffic volumes. The proposed project on Main Street from Orono Road to Lowell Avenue has brought the issue to the forefront. The following is a draft policy dealing with the issue and suggests factors to apply to assessments to provide an adjustment to the assessment rate to account for through traffic. The Draft Policy presented provides a range for the adjustment factors. We suggest the City Council identify specific numbers they wish to apply for each range. The method described in this policy does not represent the only way to approach this issue. In discussing the matter with other City's there are a number of ways this topic is addressed. The City of Woodbury limits the assessment to not exceed the cost of an assessment on a comparable residential street. The City of Hasting cuts the assessment to 25% of the cost on all Municipal State Aid Streets. The City of Hopkins has a set cap dollar amount that can not be exceeded. Background The following is a summary of how the current City's assessment policy has been applied to projects in the past. This summary is presented to provide a historical perspective on what assessments have been in the past. Types of projects Assessable projects can involve street improvements in many different forms. These forms are considered categorized into the following three divisions Reconstruction, Reclamation and Overlay as it relates to assessable street projects. Reconstruction involves removal and replacement of the roadway surface, and aggregate base. It also generally includes the removal and replacement or addition of concrete curb. Reclamation involves grinding the existing bituminous surface and blending it with the existing aggregate base. The mixture of ground up asphalt and gravel is shaped and compacted and the bituminous surface is placed on top of this surface. Overlay involves adding bituminous on top of an existing surface. This process can include removal (mill) of a portion of the existing bituminous surface either along the edge or across the entire width. Types of Land Use Assessments have been scaled based on land use in previous assessments. The following is a listing of types of land use and the number of residential equivalents per land use Single family Residential - 1 unit Multi family -Townhouse - 0.75 unit Multi family - Twinhomes - 0.75 unit Multi family -Apartment - 0.25 unit Multi family -Condominium - 0.25 unit Commercial within or adjacent to residential - 2.0 units Commercial Property -varies based on area Church - 1 unit per potential developable residential unit School - 1 unit per potential developable residential unit Agriculture - 1 unit per parcel Project Type Historically the following break down has generally been followed related to percent assessed for various project types and we suggest continuing to use these factors Reconstruction - 33% Full Depth Reclamation - 70% Overlay - 100% Previous Assessments Amounts Reconstruction Assessments for reconstruction projects have been targeted to cover approximately 1/3 of the project cost. The assessment rates applied historically were based on the projected cost of the reconstruction and not an exact total final project cost. Previous assessments for reconstruction projects area shown below Project 1988 -Main Street (6500 -5200 ADT) 2003 - 4~' Street Area 2003 -Boston Concord Area and sewer 2006 -Dodge Avenue (4400 ADT) 2006- Waco (2900 ADT) 2005 - 5`~ Street Area 2006 -Highland Road (3000 ADT) Assessment per foot, average assessment $1,000 per parcel $5,000 $ 17,500 includes street and water commercial property amount varied 50% of cost assessed to commercial property $6,000 $6,500 Reclamation There is only one project of this type so far and this project took place in 2009. The project involved pavement reclamation, spot curb replacement, and sidewalk replacement. 2009 -Lowell, Morton, Norfolk $3,750 represents +/- 72% of total project Overlay Assessments for overlay projects in the past have been targeted to cover 100% of the projected project costs. As with any assessment the density of parcels play a large role in arriving at the actual dollar amount assessed. Project Assessment 2004 Overlay $1,975 2006 Overlay $2,150 2008 Overlay $1,400 Multiple properties In previous assessments residential properties have been assessed one unit per parcel for a typical lot within the neighborhood. If property owners own more than one parcel the owner has been assessed for each parcel. If the property owner wishes to combine parcels to one parcel with one property identification number and the resulting parcel cannot be split into multiple buildable parcels in the future then the single parcel has been assessed one unit. Large parcels Larger parcels that can conceivably be split into multiple parcels in the future are assessed based on the number of potential buildable single family lots that can be divided. Modifications to the Existing Assessment Policy. The following describes the factors proposed to modify the assessment rate to account for traffic volumes. Traffic Volume Traffic volumes are often considered when assessing. Currently the City only counts traffic on the roadways that are designated as a part of the MnDOT state aid system. Traffic volume and the amount of heavy vehicle traffic plays a part in how a street is designed, built and maintained. The traffic volumes affect the overall useful life of the pavement. Streets that carry through traffic as well as local traffic provide benefits to a larger group of residents than local residents. Proposed Factors to Apply to Assessments by Project Type The same factors would continue to be applied for certain project types as have been historically used on previous assessments. The factors for the project types are as follows: Reconstruction - 33% Full Depth Reclamation - 70% Overlay -100% Types of Land Use Land use factors as previously applied on other assessments would continue to be applied in the same manor on local streets and higher volume streets. Single family Residential - 1 unit Multi family -Townhouse - 0.75 unit Multi family - Twinhomes - 0.75 unit Multi family -Apartment - 0.25 unit Multi family -Condominium - 0.25 unit Commercial within or adjacent to residential - 2.0 units Commercial Property -varies based on area Church - 1 unit per potential developable residential unit School - 1 unit per potential developable residential unit Agriculture - 1 unit per parcel Traffic Factor The following adjustments to the assessment rate based on traffic counts on the road to be improved are recommended. ADT Factor 0-3500 100% 3500-6600 40% - 25% 6600 and up 25% - 0% Proposed methodology to be implemented 1. Determine total project cost (estimated /actual). 2. Multiply residential equivalent factor and total to determine total number of assessable units. 3. Divide total cost by total number of assessable units to get 100% assessed rate. 4. Multiple 100% assessed rate by project type factor to get project adjusted rate. 5. Multiply project adjusted rate by ADT adjustment factor to get final assessment rate. Proposed Main Street Example 4950-6200 ADT - 2010 ADT per MnDOT traffic counts Total Project Cost = $506,017 (based on low bid) Total assessable units (estimated) = 85 100% assessed rate =$671,500 / 85 = $5,953.14 Project adjusted rate = $5,953.14 x 70% (FDR) _ $4,167.20 Final assessment Rate (high) _ $4,167.20 x 40% _ $1,666.88 Final assessment Rate (low) _ $4,167.20 x 25% _ $1,041.80 The resulting range in proposed assessment is based on applying a range of ADT adjustment factors of 25% to 40% as suggested in the policy above. The City council should determine a specific percentage to apply to this factor if this method is intended to be applied.