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4.3. SR 06-28-2010REQUEST FOR ACTION TO ITEM NUMBER Ma or and Council 4.3. AGENDA SECTION MEETING DATE PREPARED BY Administration une 28, 2010 Lori ohnson, Ci Administrator ITEM DESCRIPTION REVIEWED Sy 2010 Street C-verlay Improvement Project, Improvement Public Hearing REVIEWED BY A. Resolution fox Hearing on Proposed Assessment B. Resolution Approving Plans and Specifications and Orderin Advertisement for Bids ACTION REQUESTED 1. Hold Public Hearing on 2010 Overlay Improvements. 2. Consider Resolution approving plans and specifications and ordering advertisement for bids in the matter of the 2010 street overlay improvement project. Consider Resolution for hearing on proposed assessment in the matter of the 2010 street overlay improvement project. BACKGROUND/DISCUSSION On June 22, 2010, an open house was held to provide information to the property owners included in the 2010 overlay improvement project. At Monday's meeting, the public hearing on the improvements will be held after which the Council is asked to consider adopting two resolutions. One resolution approves the plans and specifications and orders advertising for bids. The other calls for an assessment hearing on August 16. See the attached memorandum from Kevin Bittner, Bolton &Menk for more information on the project. ATTACHMENTS • Memorandum dated June 23, 2010, from Kevin Bittner, Bolton &Menk • Resolution approving plans and specifications and ordering advertisement for bids in the matter of the 2010 street overlay improvement project • Resolution for hearing on proposed assessment in the matter of the 2010 street overlay improvement project • Project schedule from Feasibility Study • 2010 Street Overlay Improvements Project Information handout from June 22 open house Action Motion by Second by Vote Follow Up S:\Public Bodies\Council\Lori\2010\2010 Overlay Improvement 6 28 l0.doc •~ ~ BCC i_TON 8R. M ~ N ~. , Cc~nsulfing Engineers ~& Surveyors " 7533 Sunwood Drive NW • Ramsey, MN 55303 Phone (763) 433-2851 • Fax (763) 427-0833 www.boiton-menk.com MEMORANDUM Date: June 23, 2010 To: Mayor Klinzing & City Council Members City Administrator Lori Johnson From: Kevin Bittner, Project Manager, Bolton &Menk, Inc. Subject: 2010 Street Overlay Improvements Project No.: 816.102234 1 NG~ Engineering staff from Bolton &Menk conducted an Information Open House on the 2010 Street Overlay Improvement Project at City Hall on the evening of June 22"d. The purpose of the Open House was to provide residents and property owners in the proposed project areas the opportunity to obtain information and ask questions in an informal setting. The engineers present from Bolton &Menk were Kevin Bittner, Justin Femrite and Adam Nafstad. City Street Superintendant Phil Hals was also in attendance and available to help with questions. Approximately 25 people attended the Open House, representing about 20 properties of the approximately 200 parcels involved in the assessment areas. Only one individual was from the Industrial Park area, the rest were from the residential neighborhoods. The forum went very well. All individuals were extremely reasonable and asked good questions, and I believe were satisfied with the information they obtained. Following is a summary of the more prominent issues and concerns discussed: Project Area 1-most people recognized the need for the project and were not opposed. Most had questions on the amount of the assessment and the terms. One resident expressed a need for greater crack sealing and seal coating throughout the City. Project Area 2 - a number of residents came and spoke in favor of having the improvements completed. They indicated they would like assurances that Elk Hills Drive does not become a through connection to the east in the future. They also asked if there are any plans to serve the area with sewer and water in the next 5-10 years. We informed them we did not know of many reports of falling septic systems in the area and did not know of any plans the city has to do so. Another property owner expressed the need to preserve the bituminous curb in front of his property to protect him from water inundating his front yard. Project Area 3 -one property owner came and discussed the method in which the assessments were calculated. He feels an assessment calculation based on parcel area is the fairest way to distribute costs. He also recognized our reasoning behind striking a balance between number of parcels served and front footage, as defined in the policy. Overall he recognized the need for the project, but wanted costs to be assessed in the fairest way possible. H: \ELKR\It 16102234\Corres\j ohnson_memO l .doc ~''~~` Mayor & City Council j+ ~ i June 23~, 2010 \' . ~ Page 2 \`- ::...:: Project Area 4 - A large group of residents came and expressed that they did not believe their street needs the improvements at this time. Reportedly they have a petition signed by all residents opposing the project and the assessments, which they will present to the City Council on Monday night. We believe the Open House was successful and an effective means of providing information and answering questions. We believe this will eliminate some questions at the public hearing and lead to more thoughtful input on the project. Upon the hearing of public input, the Mayor and Council should consider which projects they wish to obtain bids on for evaluation of final assessment costs. A resolution has been included for approval of final plans and specifications and authorization of advertisement of bids. The Council is not authorizing any project with this resolution. Projects will be authorized at the August 16`s Council meeting after bids are obtained and the assessment hearing is conducted. The Council should also call for the assessment hearing on August 16"'. A resolution for this is also attached. H:\ELKR\R 16102234\Corres\johnson_mem0l .doc RESOLUTION 10- A RESOLUTION FOR THE CITY OF ELK RIVER A RESOLUTION APPROVING PLANS AND SPECFICATIONS AND ORDERING ADVERTISEMENT FOR BIDS IN THE MATTER OF THE 2010 STREET OVERLAY IMPROVEMENT PROJECT WHERAS pursuant to a resolution passed by the council on June 7, 2010, the consulting engineer retained for the purpose has prepared plans and specifications for the overlay and street improvements in the following city subdivisions: Project Location 1: Oak Hills 1st Addition, Knollwood, Knollwood West, Knollwood West 2nd Addition, and Wilderness Acres Project Location 2: Elk Hills Addition, Barrington Place, and Deerfield 3rd Addition Project Location 3: Industrial Park, Industrial Park 2nd Addition Project Location 4: Meadowvale Woods, Meadowvale Woods 2nd Addition, and; WHEREAS said consulting engineer has presented such plans and specifications to the council for approval. NOW THEREFORE, BE IT RESOLVED by the City Council of the City of Elk River, Minnesota: 1. Such plans and specifications, acopy ofwhich is attached hereto and made a part hereof, are hereby approved. 2. The city clerk shall prepare and cause to be inserted in the official paper and in Finance ~ Commerce an advertisement for bids upon the making of such improvement under such approved plans and specifications. The advertisement shall be published at least once a minimum of three weeks prior to the bid opening, shall specify the work to be done, shall state that bids will be received by the clerk until 11:00 A.M. on Tuesday, July 27th, 2010, at which time they will be publicly opened in city hall by the city clerk and the engineer, will then be tabulated, and will be considered by the council at 6:30 P.M. on August 16~, 2010, in the council chambers. Any bidder whose responsibility is questioned during consideration of the bid will be given an opportunity to address the council on the issue of responsibility. No bids will be considered unless sealed and filed with the clerk and accompanied by a cash deposit, cashier's check, bid bond or certified check payable to the clerk for five percent of the amount of such bid. Passed and adopted this 28th 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 FOR HEARING ON PROPOSED ASSESSMENT IN THE MATTER OF THE 2010 STREET OVERLAY IMPROVEMENT PROJECT WHEREAS pursuant to a resolution passed by the council on June 28, 2010, the council approved plans and specifications and authorized advertisement for bids for the 2010 Street Overlay Improvement Project, and; WHEREAS bids for the project will be received on July 27th, 2010 and the results of those bids will be used in preparation of the final assessment roll; and WHEREAS upon completion of said assessment roll, will be available in the clerk's office of city hall for public inspection. NOW THEREFORE, BE IT RESOLVED by the City Council of the City of Elk River, Minnesota: 1. A hearing shall be held on the 16~ day of August, 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 the 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 she shall state in the notice the total cost of the improvement. She 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 if the entire assessment is paid within 30 days from the adoption of the assessment. He may at any time thereafter, pay the entire amount of the assessment remaining unpaid, with interest accrued to the December 31 of the year in which such payment is made. Such payment must be made before November 15 or interest will be charged through December 31 of the succeeding year. Passed and adopted this 28th day of June, 2010. Stephanie, A. Klinzing, Mayor ATTEST: Tina Allard, City Clerk Feasibility Study 2010 Street Overlay Improvements City of Elk River, MN assessments options were also calculated based on buildable lot area and on a per lot basis. The assessment rate based on buildable area would be approximately $4,060 per acre, with total assessments ranging from $4,700 to $53,000. Assessments on a per lot basis would be approximately $15,800. This per lot calculation excludes the EDA lot at the corner of Industrial Boulevard and Triangle Road as being too inundated by wetlands to be buildable. VII. PROJECT SCHEDULE The following project schedule for the 2010 Overlay Improvements Project is based upon guidelines in Minnesota State Statues Chapter 429 for assessment of local improvements: Order Feasibility Study May 17, 2010 Receive Feasibility Study June 7, 2010 Call for Improvement Hearing June 7, 2010 Authorize Preparation of P & S June 7, 2010 Conduct Informational Open House June 22, 2010 Conduct Improvement Hearing June 28, 2010 Authorize Project June 28, 2010 Approve P & S July 6, 2010 Authorize Advertisement for Bids July 6, 2010 Call for Assessment Hearing. July 6, 2010 Open Bids August 4, 2010 __ Conduct Assessment Hearing August 16, 2010 Award Bids August 16, 2010 _ Commence Construction August/September 2010 Complete Construction September 30, 2010 ___ Warranty Inspection September, 2011 VIII. CONCLUSION Based on the information gathered and presented in this study the proposed overlay improvements, from an engineering standpoint, are necessary and feasible and are best accomplished by letting competitive bids for the work. The proposed project would improve the condition and extend the service life of the existing bituminous roads. © Bolton & Menk, Inc. 2010. All Rights Reserved R 16.102234 Page 5 June 3, 2010 Elk River City of Elk River 13065 Orono Parkway (763) 635-1000 Construction Bituminous overlay residential streets Project Locations 1;' &4 • Bituminous street improvements with curb and gutter construction -Project`' Location 3 Estimated Construction schedule: • Start: Late August to early September • Finish: end of September Contractor: • To be determined by open bidding of work Consulting Engineer: Bolton & Menk, Inc. Phone: 763-433-2851 Ke~ln Bittner, P.E. Project Manager u G' ~~. 06 c = _~: olfon.rne ~~, June 22, 2010 PROJECT INTRODUCTION The City of Elk River is considering bituminous overlay improvements to a number of residential and commercial streets. The improvements being considered are in four separate project areas as described below and as shown on the project location map on the back side of this handout: Proiect Location 1: Oak Hills 1st Addition, Knollwood, Knollwood West, Knollwood West 2nd Addition, and Wilderness Acres Proiect Location 2: Elk Hills Addition, Barrington Place, and Deerfield 3rd Addition Proiect Location 3: Industrial Park, Industrial Park 2nd Addition Proiect Location 4: Meadowvale Woods, Meadowvale Woods 2nd Addition PROJECT INFORMATION The proposed improvement in residential Project Locations 1, 2 and 4 is to provide a bituminous overlay on the existing bituminous streets. The City Street Department will patch any severely damaged pavement areas before the overlay project will begin. Bituminous milling may be performed in front of relatively flat driveways to ensure they can be made to match properly with the newly overlaid street. The construction process will consist of the streets being thoroughly swept, after { which a coating of "tack" oil will be sprayed on the existing pavement surface. Thereafter a layer or "lift" of bituminous pavement, averaging about 1 Yz" in thickness, t will be placed and compacted. Construction equipment will likely consist of sweepers, tack oil truck, tandem trucks, bituminous paver and compaction rollers. The construction time frame for all project locations is estimated at three to four weeks. Construction work in front of any individual property will likely not last more than a day or two. Construction in Location 3 (Industrial Park) will consist of bituminous street reclamation, curb and gutter construction, bituminous overlay, and storm sewer catch basin construction. Estimated construction will be approximately two weeks. PROJECT ASSESSMENTS The costs of the residential area projects are proposed to be assessed equally to abutting property owners on a per unit (lot) basis, in accordance with the City's assessment policy. The final assessment amount will be based on actual bid costs. Based on a preliminary cost analysis, the assessment is estimated at $2,600 per unit. Actual assessment rates will be set at a public hearing in August based on final bid prices to complete the work. Assessments in the Industrial Park are still under evaluation. PUBLIC HEARING The Elk River City Council will conduct a public hearing on the proposed improvements on June 28`h beginning at 6:30 P.M. Any person wishing to be heard in regards to this project will be allowed to speak at this hearing. i i 'l . _~ ~ ~~ ... ~ ? 1 , __ Y .~: ...... .... ... r : , ~: •.; •~~ ._ .... ...._... .... . ('; V t; ~ - _ i ..._ ; ...... C R 3S, .. ..._.. . .... 7 l , ~ .\ I i , ,... , s ,., _ . 6 \~ _.. . ~ `~6 r _... p ~r ~M[ ' i i ~1M0 q . ,....... ~ .i,_ f . r ... t_._........__~ 2o1si :IR. r ,. .. ..~ ~ . ^ ~ J ~ )'„ ~ I ~ .QOTH. AVE. f ' y ~: ~~yyyy' _ ~18JiH t.- :... _. a - _ . S ~ ~ - AVE... ':. . _ - ~. ~ , - .. n F - _.. i I _ E . , ~ .CT 110CA TLON 3 (_ „~ ~ _ r .. 193RD AVE. N W _ ~ . ~ ^.~ ~. , =_ ~~. ~. RL ,~ ~._ ~ _ ~ 2 ~ ~ t ~ ~ ~ ~~ ~ j ~~ ~ • ~ ~ ~ .._ ~ . ~ „ELK LN, ` -., ., , ._ N W SCHOOL STREET n ~: . i 4 - ~ .. ,- _. ,.. ,. . c ...... ~ . F, ~. _ ..._ ~ - / ~ - .,; _.~ ~ ,'. ° i : ~ :4 e < - r ." _ .: ''. 0 2000 400o BOLTON 8~ MENK. iNC. CITY OF ELK RIVER, MINNESOTA '' ~ 2010 STREET OVERLAY IMPROVEMENTS Conaultinp Engineers ~ Surveyors t LOCATION MAP SCALE FEET MANKATO, MN FAIRMONT, MN SLEEPY EYE. MN MALLAUR, MN '\ .~_... ®Bolton & Menk, Inc. 2010, All Rights Reserved BURNSIRLLE, MN CHASKA, MN RAMSEY, MN AMES, u JUNE, 2010 FIGURE N0. 1 N~\fl KR\R1B10a2]a\CRD\REPORT lnwtbn Moo.EwG e/3/10 12:20 Rm ___ BOLTON 8.. MINK , lNC. Gonsuftin~ 6n~ineers & Surveyors MANKATQ • FAIRMGfvT • SLEEPY EYE E~~~Zi~1SV111.F • WIL~M~,R RAMSEY ~ CI-IASKA = AMES. I;'~ ~. ~JI~ ~~~~ i~~ ~.,,.~~.~(l~L~ ~a r y L ~.~~e--~I v i' ~ f CiiPnt Pace __ _ Cif -~ , f-'raject Na. bate ~ TM ~~'''~~y ~ ~C~-~-L~ 5 _s /~~ ~ ~~~ A~.~ ~ y ~ 3 s ~~ a~a ~, ~~ -yac~~ a~a'~I ~ v~ C~IZ~ . ,?o_E9// ~~ ~~:~ ~3`~3~ r J~l~w~s ~ QA~,6 ~t-~~.Q..~~'sr J r,~ ~~.~~~ ~- ~~, ,~° ~--~.r q ~~~ ~v ~:,>,~ ~ ~ ~_ ~~ : ~ 4 ~s ~l-e ~ ~~,u -e~-,r'r ~~d~o ~ l~`~~~ ~-~~~ ~ S~ ~ti~~/c•C ~ e~sP~ 1 %~ ~ , ~ di1~S~rJC~" ,~ ji~'Mn rn~lt~_ ~~ S~f_~ ~.v~1'" I ~~~~~~ ~~..~~v Cf~'r~~~ S><- o`~i~b -~-~ ~? ~,,~~ sc~~ Fu,.N -~ ~ ~_ ~~~~~.~ v~ ss~~l ~~- ~~' ~ c~ S - ~a t,'t fI ~J ~f- I ~ 1Y~~7 'z.az l~v Nv ~v~~~' ~~~~~cl~ ~l ~ /~ ~ ~ ~' ~ e2~.,~~' , ~fs,J ~1 l~i~~rtiJ~ N~ 7G ,~~Z~!/~~ ~~~C~ ~ ~ ~ ~- ~:,~ v ~-- ~ ~ ~, ~~' ~ ~~~ ~ J(f~ ~~~ ~~~ /~ ~i ~ ~~..~ ~ ~f-~~~~ -~~~-~ ~ 4g/- ~ ~~~ 7b ~ - ~~ 1 5 3~c~ "f~~~--~ `~-~Cc~~ 1 C ig~. ~e.-,, TAO^~~. /9''S~ ~`~ ~~.;~a-~~~ ~lu~~' ('Q l i_ ~° ~~`~ ~(`~~~ We, the residents of 202nd Ave, would like to ask the Elk River City Council to t f. 2j , remove out street from the list of improvements they are considering. We feel 202nd Ave is not in such shape that it requires a complete overlayment at this ~~~'~` time. Further more taking into account the difficult economic times we are facing, ~,,f'~ this would put undue financial burden on many of its citizens. Name Address Phone ~~~~~ /~.~~o aZo~ ~.~„v~ ~~,~ ~ yai- ~~~ 3 ~tf Z~~e, N ~ ~? (ta - ~~fl- S~~ w~ C~ll~i~i ~~ ~~ v~~w 7.3-~ ~ ~~~ I ~' ~` z ~ ~6 z''~ ~~ ~ 3 -- ~~ -- ~'S2 9 1 ~f~4~ ~d ~ ~ 76 - ~~ ~ l ~ ~ ~~ ~1~ ~ I ~ ~ 20~ ~ ~~- ~~~- I ~~ c. ~ ~r ~ l~ p u ve - C~ ~.~~ ~ X85 ~ Co ~ I ~ b9~1U ~ ~~ ~" ~l ~ ~ 1 ~~'~~ ~ ~~..~ ,/~ X13 -`l~l -~~? t-~ ~.J 't.Qo~~CT7V~ / ~f~~i'~ ~~~~ ~¢v~./~ ~~6 ~~ ~ ~~~ t~ ~5~. G2 ~i ~c~ d / ~ > ~ ~ ~ ~`o~ ~ ~ - ~..-_ l tr ~ S ~^`~~ ~~ c 7 7 ~ ~ S~ We, the residents of 202nd Ave, would like to ask the Elk River City Council to remove out street from the list of improvements they are considering. We feel 202nd Ave is not in such shape that it requires a complete overlayment at this time. Further more taking into account the difficult economic times we are facing, this would put undue financial burden on many of its citizens. Name Address Phone lC-tZ(o~ ~oZ. ,gcJ~/t/c,J ~~'3~-z~-I / - 9Cv1 1 ~~ ~Lt ~~ Z~ Z~ /~" ']Co 3'~~j-- t~~ ~~ I~t a~ Z~Z'~ W~, ~ ~ ._ `~ ~ ~ ~ `~~ ~ ; ~ ~ ~ lU~tl. l_ ' ~~ ~ oa ~ e ~ ~ ~ (~ 3 - y~(- ~~ C~~ IMPROVEMENT HEARING Presentation to the City of Elk River /~ .~,r, Y- 2010 STREET OV~~I ~~,~` IMPROVEMENTS June 28, 2010 PROJECT LOCATIONS ~~~ „~ - -, °~_s~ ~_ z ~ ~_ o :, ~ ,. PROJECT LOCATIONS Project Location 1. Oak Hills ls' Addition (1969), Knollwood (1973), Knollwood West (1973), Knollwood West 2°d Addition (1973 ), and Wilderness Acres (1985 ) Proiect Location 2: Elk Hills Addition (1965), Barrington Place (1980), and Deerfield 3"'Addition (1986) Proiect Location 3: Industrial Park (1972). Industrial Park 2"~ Addition (1987 ) Proiect Location 4: Meadowvale Woods (1986), Meadowvale Woods 2"~ Addition (1986) ,~ ~ 2~3 -~l (~ ~~~a~ ~~~ ~, PROPOSED IMPROVEMENTS ^ Residential Areas -1, 2, 4 - Bituminous Overlay - 1%:" - Milling at Driveways where needed to match -Aggregate Shouldering where needed - Bituminous Curbing Build-Up PROPOSED IMPROVEMENTS ^ Industrial Park-Area 3 -Mix of Improvements - Edge Mill & 2" Bituminous Overlay - Reclaim Existing Bituminous & 4" Overlay -Curb and Gutter Fill-In - Storm Sewer & Catch Basins PROJECT COST ESTIMATES RESIDENTIAL.AREAS 1, 2, 4 $470,000 INDUSTRIAL PARK AREA 3 $268,700 TO"C4L ESTIMATED PROJECT COST: $738,700 2 NEED FOR PROJECT Maintenance Strategies for Life Cycle Extension Sao -- ----.. ~ ~- ec ~ ~ - 6G >~ E ~ .,~ .... ~ _.__- _ __._ ... l -. Pavement Age (Vaare) i,._ .~ L __ __ ., PROJECT ASSESSMENTS ^ Residential Areas 1, 2, 4 - Assessed on Per Unit (Lot) Basis -Approximately 180 Units - Estimated Assessment = $2,600 Per Unit -Actual Assessment will 6e based on Bid Pricing - Based on Residential Overlay Cost Only ~~., T „ PROJECT ASSESSMENTS ^ Industrial Park -Area 3 -Assessments calculated as follows: 50% of project cost Assessed per Lot Frontage 50% of project cost Assessed per Unit -Estimate assessments range from $9,700 to $29,300 ,, - , , 3 PROJECT SCHEDULE • Conducted Informational Open House June 22 • Conduct Improvement Hearing June 28 • Approve Plans June 28 • Authorize Advertisement for Bids June 28 • Open Bids July 27 • Conduct Assessment Hearing August 16 • Award Bid August 16 • Begin Construction September 1 • Complete Construction October 1 _....... COUNCIL ACTIONS ^ Two Resolutions -Approve P&S, Authorize Advertisement for Bids Bid Opening July 27th - Call for Assessment Hearing August 16`^ Council Meeting QUESTIONS? 2010 STREET OVERLAY IMPROVEMENTS '~~- 4