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5.3. SR 07-07-2008~ ~~ cty or Elk .~.-~ River REQUEST FOR ACTION To Item Number Ci Council 5.3. Agenda Section Meeting Date Prepared by Administration ul 7, 2008 Ter Maurer, Public Works Director Item Description Reviewed by 2008 Bituminous Overlay -Public Hearing/Assessment Tim Simon, Finance Director Hearing Reviewed by Action Requested The City Council is asked to conduct a public hearing/assessment hearing for the 2008 Bituminous Overlay Improvement. After the hearings are closed, the Council is requested to consider adoption of three resolutions: The first, ordering the improvement; the second, adopting the assessment roll; and the third, accepting the bid and authorizing execution of the contract. Background/Discussion As directed by the City Council, bids were opened for the 2008 Bituminous Overlay on Thursday, June 19, 2008. There were a total of six bids received. Following is a list of the bidders and their total bids. The complete bid tabulation is attached. Contractor Bid Amount Rum River Contractin Com an $422,664.11 Astech Co oration $457,551.30 Northwest As halt, Inc. $476,300.51 North Valle ,Inc. $478,797.40 Knife River Cox oration $526,973.24 Hardrives, Inc. $571,128.87 The low bid received from Rum River Contracting also includes $34,751.00 for paving the lift station gravel road at the River Park development. That work has been funded by the developers of River Park. Subtracting that from the total low bid, the bid is approximately 25% under the feasibility estimate. At the close of the public hearirxg/assessment hearing and passage of the resolution adopting the assessment roll, we will be prepared to recommend award of the contract to Rum River Contracting as the lowest responsible bidder. At Monday evening's meeting, the public hearing/assessment hearing for the project is scheduled. I will be prepared with a presentation that will discuss why the City does these types of projects, show some photographs from the various areas proposed to be overlaid, and go through the assessment analysis. Allowing a small percentage for contingency above the bid of Rum River Contracting Company, since it is a per unit contract, I will be prepared to recommend that the City Council reduce the assessment rate per unit from $1,963 to $1,500. Staff has had numerous phone conservations and a few personal visits with affected property owners. As you may expect, there have been several comments regarding undertaking an assessment project during a down economic time and a few comments about streets not needing an overlay. At the time of this memo, two written objections have been received, copies of which are attached. Also, Mr. Roger Hebeisen who is proposed to receive two assessments on Troy Street in the Camp Cozy addition has combined his parcels; a copy of the paperwork is attached. Therefore, we would recommend eliminating one of his assessments. At the close of the public hearing/assessment, it would be appropriate for the City Council to consider adoption of the attached resolutions. The first resolution orders the improvement; the second resolution adopts the assessment roll. This can be adopted with any changes the City Council deems appropriate based on input at the public hearing. The final resolution awards the contract to Rum River Contracting in the amount of $422,664.11. Financial Impact As has been the City's practice on previous bituminous overlay projects, the City's contribution to this project is the cost of preparing the roads to accept the overlay and minor restoration work after the overlay is complete. The City contribution is accomplished through the efforts of the Street Division. Attachments • Bid Tabulation • Resolution Ordering the Improvement • Resolution Adopting the Assessment Roll • Resolution Accepting Bid and Authorizing Execution of the Contract • Resident letters of objection/parcel combination ACtlon Motion by Second by Vote Follow Up S:\EngineerImprovProj\2008 Improvement Projects\2008 Bituminous Overlay\07 07 08 cc memo.doc Page 2 W A N+ ~{ V N N A W N+ --1 W V O W A 4_ -1 V tp W W W A W N+ -i W V N tit A W N+ wtwn~N to O N ... 0 0 0 0 W Nn L''i£.aNO ~ q '~'1 to O N .N O o` ~ o W a UNNN ~ w~ q b w 0 o ~ o o NUP UtNi,NO ~ T a N M O n$ O~ o NNNwNN S tQi~ T o J O N n"~ TT .~ .. ... 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W O Omi W OW .7_.7 m °o ~`Oi, °o o °o ° n~c m ., H E9 bi di fA di fA "1 q O m ONi 0) N ~ r n T O N A O N N W a fAl1 O f0ii O O O O C) m ® "C~a OWd fD ~ =~ c om~°: r ~ ~ Z ~ ~ a m ai ?~ O ~m 2 ~ N< O~ a~ Q m 3 m z 1 RESOLUTION 08- A RESOLUTION FOR THE CITY OF ELK RIVER A RESOLUTION ORDERING THE IMPROVEMENT IN THE MATTER OF THE BITUMINOUS OVERLAY IMPROVEMENT OF 2008 WHEREAS a public hearing relating to the 2008 Bituminous Overlay improvement was held before the F1k River City Council after ten days mailed notice and two weeks published notice of the hearing was given; and WHEREAS the City Council has duly considered the Feasibility Report and those matter presented at the public hearing by those person desiring to be heard on the matter; NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Elk River, Minnesota: The 2008 Bituminous Overlay improvement is hereby ordered as recommended in the Feasibility Report dated May 14, 2008. Passed and adopted this 7~ day of July, 2008. Stephanie A. HIinzing, Mayor ATTEST: Tina Allard, City Clerk S:\EngineerImprovProj\2008 Improvement Projects\2008 Bituminous Overlay\Resolutions\Res order improvementdoc RESOLUTION 08- A RESOLUTION FOR THE CITY OF ELK RIVER A RESOLUTION ADOPTING FINAL ASSESSMENT ROLL IN THE MATTER OF THE BITUMINOUS OVERLAY IMPROVEMENT OF 2008 WHEREAS upon due notice properly made as required by law, the Elk River City Council has met and heard and passed upon all objections to the proposed assessment for the 2008 Bituminous Overlay improvement and has determined the amount to be assessed against each individual property as the Council deems just; NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Elk River, Minnesota: 1. The final assessment roll as amended, a copy of which is attached hereto and incorporated herein by this reference, is hereby accepted and adopted and shall constitute the special assessment against the lands therein named. Each such tract of land in the assessment roll is hereby found to be benefited by the improvement in an amount not less than the amount of the assessment levied against it. 2. Such assessment shall be payable in equal annual installments, including both principal and interest, amortized in such amount annually as is required to pay the principal with interest at 4.00% over a period of five years. 3. The owner of any property so assessed may at any time prior to certification to the County Auditor of the assessment or the first installment thereof, pay to the City Treasurer the whole of the assessment on such property, with interest accrued to the date of payment; except that no interest shall be charged if the entire assessment is paid within. 30 days after the adoption of this Resolution. Prepayment may also be made after the certification of the assessment or first installment thereof by paying to the City Treasurer the entire amount of the assessment remaining unpaid with interest. In the case of a payment made before November 15, interest will be calculated through December 31 of the year in which payment is made. If payment is made after November 15, interest will be calculated through December 31 of the next succeeding year. 4. The City Administrator shall transmit to the County Auditor a certified duplicate of the attached assessment roll to be extended on the property tax lists of the County. Such assessment shall be collected and paid over in the-same manner as other municipal taxes. Passed and adopted this 7~ day of July, 2008. ATTEST: Stephanie A. Klinzing, Mayor Tina Allard, City Clerk S:\EngineerImprovProj\2008 Improvement Projects\2008 Bituminous Overlay\Resolutions\Res adopt final assess roll.doc RESOLUTION 08 -_ A RESOLUTION FOR THE CITY OF ELK RIVER A RESOLUTION ACCEPTING BID AND AUTHORIZING EXECUTION OF CONTRACT IN THE MATTER OF THE BITUMINOUS OVERLAY IMPROVEMENT OF 2008 WHEREAS pursuant to a City Council direction, competitive bids were solicited and received for the 2008 Bituminous Overlay Improvement; and WHEREAS the City Council has considered the amount of the bids and the responsibility of the bidders and determined that Rum River Contracting, Co. is the lowest responsible bidder; NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of F1k River, Minnesota: 1. The Mayor and City Administrator are authorized and directed to execute, on behalf of the City, such contract with Rum River Contracting, Co. as is approved by the City Attorney, for the completion of the 2008 Bituminous Overlay Improvement according to the approved plans and specifications designed by City Council Resolution. 2. The. City Administrator is authorized and directed to forthwith return to all bidders the deposits made with their bids upon execution of the contract specified above. Passed and adopted this 7~ day of July, 2008. Stephanie A. Klinzing, Mayor ATTEST: Tina Allard, Ciry Clerk S:\EngineerImprovProj\2008 Improvement Projects\2008 Bituminous Overlay\Resolutions\Res accept bids-authorize contract.doc Marlin and Vicky Stimpson 606 Jefferson Lane Elk River, MN 55330 City Clerk City of Elk River 13065 Orono Parkway Elk River, MN 55330 RE: Parcel #: 75-446-0105 June 22, 2008 To whom it concerns: JUN ,~ 4 ~~,~ We have received the notice of assessments for the 2008 Bituminous Overlay Improvement and very strongly wish to offer our objection. Not only do we believe that the amount of the assessment is ridiculous, we don't believe that the street needs any improvement at all. Even if we could afford it, there are other improvements that could be made to our property that would by far improve the value of the property more. Right naw our focus is on trying to pay for our son to go to college. The road can wait. Sincerely, ~~~ ~~ Marlin and Vicky Stirnpson 24, June, 2008 - `l Tina Allard Clerk of City of Elk River _ ___ ,UN `~ ~28~ 13065 Orono Parkway Elk River, MN. 55330 Re: Islandview Drive ._ To Whom It May Concern, I recently received notification of the impending street overlay on Islandview Drive, and the assessments that would be charged to each resident. I am of the opinion that our street ,Islandview, is not in need of an overlay at this time. The street is not in such bad shape. With the rising costs of gas, groceries, health insurance and school bond issues, putting an added burden, unnecessarily, on these tax payers in not a good plan, therefore, I am against this project. If the City really thinks it is necessary, payment should come from the City's General Fund or from whatever money is available to them. ~ ~ ~ } Robert C. Schwappach 13002 Islandview Drive Elk River, MN. 55330 ' PROPERTY OWNER REQUEST FOR COMBII~'ED T.4X PARCELS Name Address Roger J & Cecilia'~M. Hebeisen 19044 Trov St NW Clty EIk River, ~ Daytime Phone Date: 6-23-08 763-241-3610 I, _Roger & Cecilia Hebeisen ,would like to request to have my land Parcel # 75 _.462-0330 and parcel number(s) 75-130-4302 combined so I receive one tax statement. I understand that the parcels must be contiguous (adjoining) and matching ownership, school district, special district, plat, section, township, etc. I also understand that if I wish to sell one parcel later, it will then be considered a split and subject to county or city subdivision requirements. I also understand that Sherburne CouiZty will not be liable for property that is combined Torrens and Abstract titles. If property is Ton-ens: When conveying any part thereof which is not a full government subdivision or simple fractional or quantity part of a full govenument subdivision it is required that a Registered Land Survey be filed. (MS 508.47) It is my responsibility to notify the mortgage company if taxes are escrowed. I (We) have read and understand the information contained herein. ,~ 1 ~~/. e_J/ Owners Signature s) Please return this signed form to: Sherbume County Auditor/Treasurer's Office 13880 Hwy 10 Elk River MN 55330 ~~` .ver MEMORANDUM TO: City Council FROM: Tina Allard, City Clerk DATE: July 7, 2008 SUBJECT: 2008 Bituminous Overlay Project Attached are more letters appealing the assessments for the bituminous overlay project that were received after Mr. Maurer submitted his memo. S:\Council\TerryM\Overlay Appeals.doc .nine 2b. 2008 To Whom it may concern. ~~ anpeating the assessment for my property at ~ ~~ `~~' .for the bituminous project . i ~ ~N Name Signature ~~~f ~~ ,iune 26.2008 To Whom it may concern, I am appealing the assessment for my property at ! ~'~ ~ ~ ~~ ~~-~ ~`f ~ ~2- for the bituminous project J ~i ~+- Ar(~ Sc~.. '~=:~me .vim ~- ... Signature ~,: dune 26.20Q8 To Whom it may concern. s aFn. anpeaiing the assessment for my property at ~~ b ~ ~ ~ ~ v) ~'' , for the t~uininous project ~ ~ f v ~~~ ~ ~ signature ~~ne 26.2008 To Whom it may concert. am appealing the assessment for my property for the bituminous Droiect a ~i/R. ~ d u ~ / G.G f /~ Name R ~2gnatUre ,tune ~~. 2008 To Whom it may concerr±. f a.m appealing the assessment for mY 1~P~Y at ~ g ~' ~ g S~ ~ ©N g ~ ~P. r /~ ~t~r the bituminous project ~A :u ES ~ C ~ ~`,~~ ~ s'N e ~sTti CEO. Name ~~ ~. signature Anne 26.200$ To Whom it may concern. am ax~peating the assessment for my property at for the bituminous project f Name Signature ~~~~~ rr~-c~w~l ~~~ rune 2d. 20Q$ To Whom it may concern. d ` am appealing the assessment for my property at / ~®~ • ,~ ~, for the bituminous project ~~ Itiame. ~~ Signature ~tuxe 26.20Q8 To Whom it may concern. appealing the assessment for my property at ~ ~ ~~~ ~ S~~y~+/~~% ~~'r~~' fir the bituminous project dame signature #une 26.2008 To Whom it may concern, I am appealing the assessment for my property at ~~ ~~ ~~ ~ j IYL~-- for the bituminous nroect '~~ Mme ~~ afore i ~( ~ ~, ~ ~ r ~~ .lone 26.20Q$ To Whom it may concern, I am appealing the assessment for my property at ~~r~~ ;~~ ~~~~~ ~ ~/~"' ; for the bituminous ~aroiect ~~~~ '~ S gnature. / ~~ ~tme 2b. 20Q$ To Whom it may concern. a€n appealing the assessment for my property at for the bituminous nroiect r / V' ~ ~G'Y-~ ltiame Si a e ~~~~3 S~J~ ~~ wane ~6.2aoa To Whom it may concern. `~~~ c.~ am appealing the assessment for my property at ~ C~"~ ~ ~~ ~~ for the brtummous project r \C~[/~ Name une 26.2408 To Whom it may concern. appealing the assessment for my property at ' ~'~~ 7 for the bituminous project R Name ., ~ ~ ~~ £ ~ Signature ;pine 26.2008 To Whom it may concem~ am appeaimg the assessment for my property at 1 ^~.O ~ ~ for the bituminous nroiect ,rune 26.200$ To Whom it may concerr-. ~ am appealing the assessment for my property at ~ ~ ~~ Q ``~~ ~~`~-~' {car the bituminous nrvject ~c~ i~ Sm,~-~. game C~,~c.l-eke S~~ l~ ' (~ ~-- Simatur .tune 2b. 2008 To Whom it may conc.~m. I am appealing the assessment for my property at ~ ~ ~~ ~ ~T ~~ y~ .~ T ~) ~ f€~r the bituminous xtroject ~~~ w ~ ~-~L~1 j~9c' 'Jame 1 S gnature u une 26.2008 To Whom it may concert:. r' i l am appealing the assessment for my property at ~ -~~ y > ~%~1 C l~ ~~j l U for the bituminous nroiect Name .._ ~~~~-,r-- ignature .rune 26.2008 To Whom it may concern. l am appealing the assessment for my property at ~ ~ ~ ~2 ~ `~` ~ ~~ '~'` ' '''' `'J for the bituminous uroiect r ~a f ~ f ~. it Si~na~xrre rune ~6.2oag To Whom it may concern. am appealing the assessment for my property at ~~~ /~ ~//~??r1J1 ~ /~~, nor the bituminous project ~~~ ~~ Si~naturc G,