CR 03-173 2004 Street Improvements
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December 2,2003 Council Report 2003-173
HOPKINS
e: PUBLIC HEARING
2004 STREET AND UTILITY IMPROVEMENTS
CITY PROJECT 03-10
Proposed Action.
Staff recommends the following motion: "Move that Council adopt Resolution 2003-103, Resolution
Ordering Improvement and Preparation of Plans, 2004 Street and Utility Improvements, City Proiect
03-10, and companion Resolution 2003-104, stating City's intent to sell revenue bonds to fund this
proiect, and authorize the Mayor and City Manager to enter into an agreement with Bolton and Menk,
Inc., for engineering services related to the 2004 Street and Utility Improvement Proiect."
This action continues an assessable project for street upgrading.
Overview.
At the September 16, 2003, meeting, the Hopkins City Council authorized city staff to prepare a
feasibility study concerning street improvements on 1st Street North from 17th Avenue North to 21st
Avenue North. The report was presented to Council at its November 5, 2003, meeting and a public
hearing was ordered for December 2, 2003. Hearing notices have been mailed to all affected
property owners of record. In accordance with state statutes, Council needs to conduct the public
hearing and determine authorization of the project. Following the public hearing and potential
authorization of the project, Council is then asked to authorize the engineering services for the
project and to state the City's intent to sell revenue bonds to fund the project through resolution
.doption.
Primary Issues to Consider
. Scope of Improvements . Project Schedule
. Public Input . Engineering Services.
. Project Costs and Assessments . Recommendations
. Project Budget
Supportina Information
. Public Hearing Notice, Affidavit of Mailing, and Proposed Pending Assessment Roll .
. Excerpts from Preliminary Engineering Report - Project Costs, Assessment Calculations, and
Drawings
. Engineering Services Agreement - Bolton and Menk
. Resolutions 2003-103 and 2003-104
~~cJL--
John . Anderson
Assistant City Engineer
. Financial Impact: $648.115.53 Budgeted: Y/N Yes Source: Special Assessments, PIR. and
Utility funds , Related Documents (CIP, ERP, etc.):CIP and Feasibility Report
Notes:
Council Report 2003~173
Page .2
.nalVSiS of Issues
. Scope of Improvements
In preparing the feasibility report the staff relied on soil borings to augment the City's pavement
management analysis. Based on the deterioration in the pavement structure that has been recorded since
1994 staffs recommendation is to reconstruct this portion of roadway. Concrete curb and gutter and
concrete driveway aprons for the most part are recommended to be replaced with some exceptions where
possible.
Water main upgrades include adding gate valves for system improvement. Some lowering and insulating
of the water main will also be necessary.
Sanitary sewer improvements include minor reconstruction of manhole tops to match street grades.
Storm sewer upgrades recommended are quite extensive as we anticipated. The existing storm sewer
- from the intersection of 18th Avenue N. and 1st Street N. to Shady Oak Pond will be replaced with a larger
36-inch pipe. New inlets will be constructed inplace of the existing inlets due to their poor condition and
additional inlets will be added at the intersection of 18th Avenue N. and 1st Street N.
. Public Input
A public information meeting was held for all of the proposed improvement areas on October 29, 2003,
. and a resident survey questionnaire was sent in the mail. Responses and feedback gathered at both the
pUblic information meeting and through the returned questionnaires have generally been positive. The
input received from the meeting and the questionnaires will continue to be iJsed and addressed throughout
. the final design process should the projects be approved.
. Project Costs and Assessments
The total estimated project cost is $648,115.53. This includes a 10% contingency and engineering!
administration costs at 35%. Of this amount, $216,542.90 is subject to the special assessment process
based on the staff recommendation to implement a cap assessment rate of 24.85 per foot. A detail of
costs is included in Appendix F the feasibility report.
The City's standard assessment policy provides for abutting property owners to be assessed 70% of actual
street reconstruction costs. However, based on the project costs this rate, $26.91 per foot, would exceed
120% times the average of the previous three similar assessments. Staff calculated an average rate of
the previous three similar projects to be $20.71 per foot. Multiplying this rate by 1.20 gives a cap rate of
$24.85 per foot. Staff is recommending the cap rate of $24.85 per foot to be used.
. Project BUdget
The CIP estimated budget for the proposed project is $371,000. While the CIP budgeted cost is
considerably lower than the estimated project cost, the CIP budget was based on the costs estimated in
the Feasibility Study prepared bySEH. The estimate .by SEH did not include the same project scope
related to street reconstruction. The impact to the individual funds has been reviewed by the finance
. department and shows the funds involved will not be significantly affected. The anticipated rate increase
to the storm sewer fund, currently project to take place in 2007, may need to take place in 2006. Project
funding sources are shown in the attached excerpt from the preliminary engineering report. Staff is
confident that the estimated project costs are conservative and that the actual cost will likely be lower once
competitive bids are received early in 2004.
Council Report 2003-173
Page 3
.- Project Schedule
If the Council elects to proceed with this project a proposed project schedule is shown below:
09/16/2003 Order Feasibility Study
10/29/2003 Neighborhood Meeting
11/05/2003 Approve Feasibility Study, Order Public Hearing
12/0212003 Public hearing, order project, award Design contract to consultant
02/17/2004 Approve plans & Specifications, Authorize Bidding
03/16/2004 Accept bids, Order Assessment Hearing
04/20/2004 Assessment Hearing
05/18/2004 Award construction Contract
05/30/2004 Begin construction
09/30/2004 Complete construction
. Engineering Services
As reported to Council when it authorized Bolton and Menk to undertake the preliminary topography for
this project, staff had recommended this firm based on the results on an extensive RFP process. City staff
conducted an extensive consultant selection process for this project. Request for proposal (RFP) letters
were mailed to three top municipal roadway design consultants. We were very pleased when all three
. consultants expressed a high level of interest in this project. Proposals.. were submitted by all three
consultants and were evaluated by a team of four pUblic works employees who have and will continue to
work extensively with the selected consultant. Staff reviewed. past performances of the City's various
consultants and chose Bolton and Menk as the engineer of choice. This was based on past good working
relations and the feeling that the nature of the 2004 street improvements played to the consultant's
strengths. Staff still stands by that selection as we embark on the design phase of the project.
Bolton and Menk proposes to offer plan/specification preparation, construction staking and inspection,
project administration, and record drawings for the project at a cost of $87,220.00. When combined with
the project costs incurred to date topographic survey ($5,429.50), geotechnical ($2,675.00), in house
preliminary engineering report ($10,000) the total engineering overhead cost is $105,324.5. The total
engineering overhead cost is 21.9% of $480,085.57 (projected construction cost, with 10% contingency).
Based on the size and scope of this project 21.9% is a reasonable cost for engineering services.
. Recommendations
Staff recommends ordering this improvement 'project with adoption of Resolution 2003-103 and adopting
companion Resolution 2003-104. Staff further recommends authorizing the Mayor and City Manager to
enter into an agreement with Bolton and Menk, Inc., for engineering services related to the 2004 Street
and Utility Improvement Project.
.
--..
City oj%pkins
1010 ;First Street South · :JWp(ins, %!J{ 55343-7573 · plUme: 95.2-935-8474 !.Xr'Wf.,2.ff-935-1834
. 'Well adtfrC$s: www.fiopf\insmn.com PRV\,it.~1 hO.ps - I '?
November 14, 2003 fOlDER NO. 3
-
Dear First Street North Area Resident: ttrnALJ~ ,~
-
The City of Hopkins is considering reconstructing First Street N from 1 ih Avenue
N to 21st Avenue N. (see map below).
Recently, the City held a public meeting informing residents of the 2004
reconstruction project. The next step in the process is to hold a Public Hearing. A
Public Hearing has been scheduled for December 2, at 7:30 pm in the Council
.. Chambers at City Hall. You and your neighbors are invited to attend.
On the back side of this letter are answers to some .of the most frequently asked
project questions and enclosed is formal notice for the December 2, Public
Hearing. Also, please note that at the bottom of the notice is the proposed
assessment for your property.
If you have any questions about the project or the assessment, please call me at
952-939-1356.
. - _.. .-- -." ..
~~cJL
John M. Anderson P.E.
Assistant City Engineer
i
. Proposed Project location and Area to be assessed
Parme.ring Witli tk Community to 'Enhance tk QJtafity of Lift .
+ Inspire + 'Lfucate + Invo(ve + Communitate+
. FIRST STREET NORTH - FREQUENTLY ASKED QUESTIONS
. Q. I don't live on First Street. Why am I being assessed for a project that doesn't
impact me?
A. All of the benefiting areas are being assessed. The assessment policy defines the
benefiting areas to include the blocks north and south of the east - west street of
the project.
, Q. Don't my taxes pay for street mairitenance and repairs? If so, why am I being
assessed?
A. Yes, Portions of your tax dollars do pay for street maintenance and repairs. Your
tax dollars contribute to the General Fund. The General Fund is used to pay for
only 30 percent of street reconstruction costs. The remaining 70 percent of the
reconstruction costs are funded by assessments. Additionally, the City is also
being assessed for the property they own. The City owns the northwest comer of
the project area.
Q. Nothing appears to be wrong with the road. Why is it being reconstructed and can
it be repaired rather than reconstructed?
A. The pavement management program shows the road condition is rapidly
deteriorating, The soil borings show very little to no gravel base in the existing
. section. A mill and overlay will only repair the surface and will not improve the
total section strength.
Q. Am I being assessed for the utility work that is associated with the project?
A. No. Work to the storm sewer is funded by the storm sewer fund. Work associated
with other utilities such as sanitary sewer and watermain are funde~ by the
respective funds.
Q. I have been assessed for alley work and now I am going to pay for street
reconstruction. Is there a limit to the number of times I can be assessed?
A. Currently, there is not a policy that limits the number of assessments on a
property. However, the City Council has discussed an assessment limit policy.
Unfortunately, to date a formal assessment limit policy has not been enacted.
Q. Is sidewalk installation included in this project?
A. No. The City Comprehensive Trail Plan does not include sidewalk installation. .
Residents who attended the public information meeting expressed a desire to not
build sidewalks on this segment of roadway.
.
. NOTICE OF PUBLIC HEARING ON IMPROVEMENT
2004 STREET AND UTILITY IMPROVEMENT PROJECT
1 ST STREET NORTH _17TH AVENUE N TO 21 ST AVENUE N
CITY PROJECT NO. 03-10
TO WHOM IT :MAY CONCERN:
Notice is hereby given that the City Council ofthe City of Hopkins will meet in the
Council Chambers of the Hopkins City Hall at 7:30 p.rn on Tuesday, December 2,2003,
to conSider the making of an improvement on 1 st Street North between the west line of
17fu Avenue North and the east line of21 st Avenue North by reconstruction of bituminous
streets including replacement of curb and gutter, pursuant to Minnesota Statutes, Section
429.011 to 429.111. The area proposed to be assessed for such improvement is bounded
by 17fu AvenueNorth, the alley north ofMainstreet, 21 st Avenue North and 2nd Street
North and contains the following parcels:
Plat Name See Twp RD.!! 0/0 Suffix
RLS No. 0413 23 117 22 41 0001 through 0009
West Minneapolis Third Division 23 117 22 41 0011 through 0034
. West Minneapolis Third Division 23 117 22 41 0037 through 0043
West Minneapolis Third Division 23 117 22 41 0045 through 0062
. West Minneapolis Third Division 23 117 22 41 0065 through 0080
West Minneapolis Third Division 23 117 22 41 0083 through 0084
West Minneapolis Third Division 23 117 22 41 0087 through 0097
West Minneapolis Third Division 23 117 22 41 0103 through 0104
West Minneapolis Third Division 23 117 22 41 0107 through 0110
West Minneapolis Third Division 23 117 22 41 0117 through 0131
West Minneapolis Third Division 23 117 22 41 0136 through 0152
West Minneapolis Third Division 23 117 22 41 0158 through 0165
West Minneapolis Third Division 23 117 22 41 0167 through 0168
West Minneapolis Third Division 23 117 22 41 0171 through 0173
West Minneapolis Third Division 23 117 22 41 0175 through 0176
The estimated cost of the improvement is $648,115. A reasonable estimate of the impact
of the assessment will be available at the hearing. Such persons as desire to be heard
with reference to the proposed improvement will be heard at this meeting.
. Terry Obennaier, City Clerk
Dated: November 6, 2003
Published in Hopkins Sun Sailor on November 13 and 20, 2003
-,.~
. NOTICE OF PUBLIC HEARING ON IMPROVE.MENT
2004 STREET AND UTILITY IMPROVEMENT PROJECT
1 ST. STREET NORTH _17TH AVENUE N TO 21ST AVENUE N
CITY PROJECT NO. 03-10
23-117-22-41-0001
DARLEY G MARCH
GERMAINE MARCH
51 21ST AVE N
HOPKINS, MN 55343
RE: PID #23-117-22-41-0001,51 21ST AVE N
To Whom It May Concern:
Notice is hereby given that the City Council of the City of Hopkins will meet in the Council
Charribers ofthe Hopkins City Hall at 7:30 p.rn on Tuesday, December 2,2003, to consider the
making of an improvement on l8t Street North between the west line of 17th A venue North and
the east line of2l st Avenue North by reconstruction of bituminous streets including replacement
. of curb and gutter, pursuant to Minnesota Statutes, Section 429.011 'to 429.111. The area
proposed to be assessed for such improvement is bounded by 17th AvenueNorth, the alley north
of Mainstreet, 21 st Avenue North and 2nd Street North. The area proposed to be assessed for
such improvement is shown on the back side of this notice.
The estimated cost of the improvement is $648,115. A reasonable estimate ofthe impact ofthe
assessment will be available at the hearing. Such persons as desire to be heard with reference to
the proposed improvement will be heard at this meeting.
Terry Obermaier, City Clerk
DATED: November 14,2003
Publish: Hopkins Sun Sailor November 13 and 20, 2003
YOUR ESTIMATED PENDING ASSESSMENT IS: $1,988.00
. (Please Note: This estimated pending assessment is not payable at this time. If you have
questions regarding this assessment, please call the Special Assessment Clerk at 952-939-1346.)
--,.
.
The area proposed to be assessed for such improvement is shown below:
Plat Name See TWD Rnl! 0/0 Suffix
RLS No. 0413 23 117 22 41 0001 through 0009
West Minneapolis Third Division 23 117 22 41 0011 through 0034
West Minneapolis Third Division 23 117 22 41 0037 through 0043
West Minneapolis Third Division 23 117 22 41. 0045 through 0062
West Minneapolis Third Division 23 117 22 41 0065 through 0080
West Minneapolis Third Division 23 117 22 41 0083 through 0084
West Minneapolis Third Division 23 117 22 41 0087 through 0097
West Minneapolis Third Division 23 117 22 41 0103 through 0104
West Minneapolis Third Division 23 117 22 41 0107 through 0110
West Minneapolis Third Division 23 117 22 41 0117 through 0131
West Minneapolis Third Division 23 117 22 41 0136 through 0152
. West Minneapolis Third Division 23 117 22 41 0158 through 0165
West Minneapolis Third Division 23 117 22 41 0167 through 0168
West Minneapolis Third Division 23 117 22 41 0171 through 0173
.- West Minneapolis Third Division 23 117 22 . 41 0175 through 0176
.
---. .----. - --
. AFFIDAVIT OF MAILING PUBLIC HEARING NOTICE
STATE OF MINNESOTA )
) 5S.
COUNCIL OF HOPKINS )
Terry Obermaier, being first duly sworn, deposed and says:
I am a United States citizen, over 21 years of age, and the City
Clerk of the City of ,Hopkins, Minnesota.
On November 14, 2003 acting on behalf of the said city, I caused
to be deposited in the United States Post Office at the City of
Hopkins, Minnesota, copies of the attached notice of public
hearing for 2004 Street and Utility Improvement Project, 1st
Street North - 17th Avenue North to 21st Avenue N, City Project
No. 03-10, enclosed in sealed envelopes, with postage thereon
fully prepaid, addressed to the following persons at the
. addresses appearing on the attached copy of the mailing list.
There is delivery service by United States mail between the place
of mailing and the places so addressed.'
Subscribed and sworn to before me this 14th day of November,
2003.
/ /' / .
~ :0~~dd- YL/'
/ t, 7 " 1f.4.;d./
i Notary Public
--------.'
~
!
KATHERINE K. SWENSON
NOTARY PUBLIC-MINNESOTA
My Commission Expires Jan. 31, 2005
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. 6. ESTIMATED COSTS
Estimated construction costs presented below include a 10 percent contingency factor. Overhead costs,
estimated at 35 percent, include legal, engineering, administrative and fiscal costs. Final costs and
assessments will be determined by using actual bid costs of the proposed work.
Proposed construction costs for the 2004 Street and Utility Improvements (including bituminous street,
storm sewer, watermain, and turf restoration) are itemized in the tables located in Appendix F and are
summarized below in table 3. These cost estimates are based upon public construction cost information.
It is recommended that costs for project financing should be based upon actual, competitive bid prices
with reasonable contingencies.
Table 3
Estimated Project Costs
SANITARY
. STREET STORM SEWER SEWER / TOTAL
WATERMAIN
Construction Cost $ 225,563.25 $ 189,378.18 $ 21,500 $ 436,441.43
. Contingency (10%) $ 22,556.33 $ 18,937.82 $ 2,150.00 $ 43,644.14
Overhead (35%) $ 86,841.85 $ 72,910.60 $ 8,277.50 $ 168,029.95
Total Project Cost $ 334,961.43 $ 281,226.60 $ 31,927.50 $ 648,115.53
.e 2004 Street and Utility Improvements, City of Hopkins
City Project No. 03-10 Page 10
. 7. FINANCING
The project funding is proposed to be provided by a number of sources including Special Assessments,
Water Utility Fund, Storm Sewer Utility Fund, Sanitary Sewer Utility Fund, and PIR Funds. The street
improvements proposed for 1st Street North are eligible for special assessment in accordance with
Minnesota Chapter 429 and the City of Hopkins assessment policy.
According to the City's assessment policy, 1st Street North is considered a local roadway, and its
improvements shall be assessed at a rate of 70% to the benefitting properties. Benefitting properties
include those lots adjacent to this block of 1 st Street North. This area includes those lots between 2nd
Street No, 17th Avenue, 21st Avenue and the alley North of Mainstreet. Figure 9 shows the benefiting
properties to be assessed. Additionally Figure 9 shows those areas in the neighborhood, which have
been assessed previously for other projects. The period for which these assessments are collected as well
as the assessment rates are indicated on figure 9. The City of Hopkins own parcels at the northwest
comer of the proposed area to be assessed and would be assessed along with the other property owners in
the neighborhood. This property is part of Shady Oak Pond.
The assessable portion of the project cost is determined by multiplying the Street costs by 70%
$334,961.43 x 70% = $234,473.00
. The assessment rate is determin~dby dividing the assessable cost by the total assessable frontage
$234,473.00 I 8714 = $26.91 per foot
Based on this rate an average 50 foot lot would have an assessment in the amount of $1 ,345.38.
The City's Assessment policy includes a cap on the assessment rate that can be charged on a project.
The assessment rate may not exceed 120% times the average of the previous 3 similar proj ects. The cap
ratewas calculated two ways one including inflation and one without inflation. The following are the
cap rates that were calculated:
Without inflation* $20.71 x 1.20 = $24.85 per foot
With inflation $21.99 x 1.20 = $26.39 per foot
* The inflation factors used were based on data obtained from Engineering News Reports, Heavy Construction
Since the Assessment policy does not specifically state that an inflation factor should be applied we
are recommending the $24.85 per foot rate be used for this project. The balance of the funding
analysis asswnes the 24.85 rate is applied.
. 2003 Street and Utility Improvements, City of Hopkins
BMI Project No. Tl5.20896 Page 11
The total amount to be assessed based on the cap rate without inflation is determined by multiplying
. the rate times the assessable frontage.
Total Assessable amount $24.85 x 8714 = $216,542.90
The project would be funded by a number of sources, Table 3 shows the project funding from each
source.
Table 3
Project Funding Sources
Special Assessment $216,542.90
Storm Sewer Fund $281,226.60
Sanitary Sewer 1 Water Fund $3 I ,927.50
PIR Fund $118,418.53
Total $648,115.53
7. RIGHT-OF.WAYIEASEMENTSIPERMITS
The proposed improvements will be limited to the existing street rights-of- way along 1 st Street North and .
City owned property at the stonn sewer outlet to Shady Oak Pond. Permits will be required from the
. Minnesota Department of Health for watennainconstruction, Minnesota Department of Natural
Resources, MilUlesota Pollution Control Agency, and the Nine Mile Creek Watershed District.
. 2003 Street and Utility Improvements, City of Hopkins
BMI Project No. T15.20896 Page 12
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g '".,,'. 2004 STREET 8< UTILITY IMPROVEMENTS FIGURE I
N APPROV. BY: '_
~ . .. HOPKINS, MN 1 I
~ JMA CITY OF HOPKINS I
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I - PROJECT LIMITS
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I ~~ .- AREA ASSESSED POO-02 <2001-2010) $42 PER FT
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I - AREA ASSESSED P97 -02 <1998-2007) $9.41 PER FT
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I DRAWN BY: DATE;
. RVH BENEFITING PROPERTIES 10-12-03
'" 2004 STREET & UTILlTY IMPROVEMENTS
0
c APPROV. BY: FIGURE
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~ JMA HOPKINS, MN 9
I s CITY OF HOPKINS
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" SOL.. -rON :& "" E: ~ 'K~' I ~C-
~ . "'C()ns~ltingE~gineers&. Surveyor~
. ... . 1515 EasfHighway13.. Burnsville, MN55337~857
Phone (952) 890-0509 · .. FAX (952) 890~8065
November i9,2003
. .
.:Mr. JohD. An4erso~ P.E., Assistant City Engineei
. City of Hopkins . .
st .. . .
1010 1 Street South' . . .
. Hopkins, MN 55343
." , .... .
.. ." - "';
Re: . Proposal forPiofessional EngirteeriIigaIldSui-veyingServices
, 2004 Street and Utility hnP~bvements ..
City of Hopkins, MiriTIesota '.
B!vfi ProjectNo. t16.2l260' . .
. ..,
Dear Mr. Anderson:
. .
.,. ..:
We are pleased to offer youth6 following proposal forf1i1al design and constiuction
services,forthe City of HopkinS' 2004 Street and Utility Irllprovemellts project. This '.
propos"al is based 011 the City'sRFP dated September?, 200?, BMfsBtatement of
Understanding dated September 23~ 2003, and the City's "Prelirillnary Engiileering Report
dated October 2003.' As a part of this proposal, we have detailed Clurptopo~ed scope of
work and have offered an estimate of fees for our professiona1engineeringa:nd sUrVeying .
. .. senrices. ..,... .
Scope of Work ....... . .'. . .', '. ...' .'. :'. .......
In accor?ance with th~City of Hopkins' prelirUinary EllbrineeringRepoit, Bolton &. .
Menk,Iric.has been reqliested to completeooal design, l>idding assistance, construCtion
staking~ construction observation and construction administration services for the (:ity's , - . . .
2004 Street arid Utility Imp:rovements. The projecttorridor is along lstStfeetNorth; the
easterlytenninus being 17th Avemie North and the westerly terminus being apoint mid- . '.. .' .
blockbetweeI120thimd 21st Avenues North. betailedtaskSassociated with the work .
inchide the following:
Task 1: FinalDesiKn. . .. ,... ..... ......... '"
. Final design for the 2 004 Street and UtilitY IriJ.provements will be conipletedbasedon the
PieIiIninaryEngineering Report col1lpletedby the City in OctClber 2003. Detailed".
construction plans will be prepared in Microstation, illustrating plan and profile views of
the .street recon.structionand utility imprbvements;Cross sections will beshowri fo!'
reconstrUcted streets at aimiximiIIn of 50' sp.acing. Required.constriictiondetailsand . .......
tabulations will be completed. Special Provisions and construction cost estimates wi11
also be prepared. . Final plans and speCifications will be completed incolTIPliante 'Yith the ."
City of Hopkins'. Engineering Guidelines. It is not anticipated that construction phasing,
traffic control, or detour plans will be necessary as a part of the final plan set. Final plans
will be submitted for review and comment by private utility owners. Permit applications'
. will be completed as noted in the Preliminary Engineering Report. The project will be
advertised, bids will be taken,-and recommendation will be inade to accept or reject bids.
MANKATO - FAIRMONT -SLEEPYEYE- BURNSVILLE- WILLMAR- CHASKA
AMES, IA - UBERTY, MQ
An Equal Oppbrtunity Employer '. ..
.lv.ree~gs ~c1ilded d~g~al <l~signfuclude ~ project I?ckoff.~e,eting, two (2) City ... .
staff ;meetings for ~~Slgn reVIew and two (2) CIty Counc~l meetIngs fodina! plan
pr~sentatioJl~dan assessment hearing., ," "
, . .
'Upon our revi~w of the Preliminary Engineering Report arid the included geotechnical
tepof4 we tookllote ofSTS Consultant'sconmient that apetroleumodeiwas detected in '
'several ()fthe soil boi-ings.B~cause no associated mitigationrecoD1n1eu(hitions\yere
,made,our proposal dbesnbt include any work associated with addIessing or cleaning up
contaminated soils., ' ' ' , '
... . .-; ,.'-.: ."
Task 2: : UiilitjJLocation Coordination and Survey Work" ',',' . . '. , '
.., ,:J'ofa.cilitate final design, the City is regnesting that the depthofthe existingwatermain
'" ne~the stann sewer outlet into Shady Oak' pond beveri~ed. AdditicimHIy; north-south
" watermam and gas main crossings at each of the, intersections are requested located for ,
, depth., Bo1ton & Menk, Inc. wiIlariange and administer acontradbetweerithe City and
a cOntractor to excavate ahd expose the wate:rmamsand gas mainS at these locations.
,,' Contractor costs will be invoiced directly to the City. Bolton & Menk,tnc~wiI1 sUrvey'
'.thedepths of these utilities for consideration during final design.
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" Task 3.' ConstrUction Stct!dng, ' ',' ',"',' '" ". " '
Construction staking indicating cuts to the line arid grade of the proposed utilitjes will be
. performed atintervaIs.oIrio wore than 100 feet Curb stilkes will be set along the "
. ,reconstiucted roadways at intervals of:tiomore than 50 feet.
... .
Task4: ConstrUction Observation and Administration
, Fulltin1econstructionobseryation is proposed for this project; Ad!ninistration duties
, i:n6Iude 'Ii pre~cbIistructiontneeting, required project meetings, review of shop draWings
',aDd preparation ofpayestin1ates. 'Observation andadniinistratio~serviceswillbe '
completed on an hourly basis. The projected fee estimate is based uponan ~-week
construction schedule. Estimatedweekly time spent for observation and admiriistration is
55hrs/wkand lObrslwk, respectively.
, .
TaskS;' R.ecordDrawinz, ii",' " ',., ','." " , "',,', ::'
. ~ecord drawings detailing the completed in1provementS,asfe~orded by the construction
,observerandthe.Cit}r of Hopkins 'contractor will be completed and furnished to the City,' '
iti hard copy and electronic Microstation format. '
-. -- -.- ..~...
.
2
.
. , ,Estimate of Fees
'.
." ' "
'" , The,estiniate offees for thedescrfbed scope of work is itemized as follows:
,.
Task 1 ~'Final Design' , ' ' ' ,'" ," ' " $37,08Q~OO "
Task2i, Utility Location Coordination and Survey Work ' -- " $. 1,490.00
Task 3: COnStruction,Staking " ' $6,600~OO
Task 4:.Corisfructio~ Observation andAdminisiraiion $~8,400.00
Tcisk5.~J!.ecotdDrawings '''' ' $ 3,650.00'
, Total Estllnated Fees $87,220.00
The indiviclllal' fees for each taskar~ ~ktiniates.The total sum of Tasks 1,2, 3 and 5
($48,820) is a not-to-excee(icost for the completion of these tasks., The fee for Task 4 is
anestinlate based on the schedule and hours detailed in the scope of work Fees' for Task
4 will be charged based on actual observation and administration time spent and at rates,
of$75/hourand$95Jhour, respectively. Additional meetingsorwbrk beyond the scope,
--6fthis propositi as requested by the City of Hbpkins will be charged at an hourlyrate for ,,'
the individuals perfonning the reqrtest~d services.
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. . : . . ,.,~ .. , . - . . . . "
Attached, please find burTermsof.l?roposaL If you findihis'ptoposal acceptable, please
,"let ,us know so that w.emaydraft a formal Agre~h1ent. ,We lookforward to providing
Jheseprofessionalengmeering and surveying serVicestothe ~ity of Hopkins onthis'
. ..projei::t and apprecia:te yorircontirn.ied considerations of Bolton & Menk, Inc. .Please
- '
, , contact us if you :have any questions, need additional inforination, or wish to discuss this
.. ., .
. proposal.
.SincereIy yours,. ... ........
BOLTON & 1v1ENK, INC.'
.. .
'4#~W4!-.,A . -m.uM~ ..
.. .., ,.,..
. .. ..
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MarcUs A.Thomas,pJl
. Associate Engineer .....
Ce: ...Mark p. Kasma, P.E., BMI Offi6e Manager
, BIllce Firms, P .E., BMIDivisibll Manager
.
3
Version 11-30-98
. Terms of Proposal
Bolton & Menk, Inc.
The accompanying Proposal (bereinafter referred to as "Proposal") is subject to the following terms and
conditions. These Terms of Proposal (hereinafter referred to as "Terms") are an integral part of the Proposal as
if stated directly therein. No change or deviation from these Terms will be binding without the written
approval of Bolton & Menk,Inc.(BMI). Such changes may require an adjustment in the proposed fee, schedule
or scope of the Proposal.
k Services: BMI proposes to perform the services outlined in the Proposal for the stated fee arrangement. Changes
required by the Client or other controlling entities (regulatory agencies, contractors, courts, etc.) from the scope or
schedule of services described in the Proposal shall be considered" Additional Services" and will be invoiced on an
hourly basis in addition to the stated fee arrangement.
B. Information from Client: Unless otherwise stated, Client agrees to provide BMI with all site information
necessary to complete the proposed services. This information should include current site property descriptions (from
abstract, title opinion or title commitment); other legal documents affecting the site; copies of previous surveys, maps,
engineering studies and plans; existing or required soils and geotechnical reports; governmental, regulatory and utility
reviews and detenninations~ and all other pertinent information. Client shall promptly inform BMI of any alleged
defects in services provided or the project.
C. Access to Site: Unless otherwise stated, Client agrees to provide BMI with access to the site, including adjoining
. properties, for actiVities necessary for the performance of services. It is understood that in the normal course of work,
property damage may occur due to excavations, tree and brush trimming, marking lines, etc. The cost to correct
resulting damages has not been included in the fee. BMI Will take precautions to minimize damage due to these
activities and the Client agrees to reimburse BMI for any costs associated With required restoration work.
D. Standard of Care: Professional services provided under this Agreement will be conducted in a manner consistent
with that level of care and skill ordinarily exercised by members ofBMI's profession currently practicing under similar
conditions. BMI makes no expressed or implied warranty with respect to its undertakings described herein.
E. Certifications: Any certification provided by BM! is a professional opinion based upon knowledge, information
and beliefs available to BMI at the time of certification. Such certifications are not intended as and shall not be
construed as a guarantee or warranty. BMI shall not be required to certify the existence of conditions whose existence
BMI cannot reasonably ascertain.
F Project Approvals: Due to site limitations, code interpretations, regulatory reviews, political considerations and
Client directed design and improvements, BM! makes no representations as to acceptability or approvability of the
project; or, zoning requests, pennit applications, site and development plans, plats and similar documents. Payment of
fees to BMI is not contingent upon project approval.
G. Opinions or Estimates of Project CostS: Where included as part of project scope or otherwise, opinions or
estimates of project cost will generally be based upon public construction cost information. Since BMI has no control
over the cost of labor, materials, competitive bidding process, weather conditions and other factors affecting the cost of
construction, all cost estimates are opinions for general information of the Client and BM! does not warrant or
guarantee the accuracy of construction cost opinions or estimates. Project fmancing should be based upon actual,
contracted construction costs with appropriate contingencies
.
Page 1 of2 - Terms of Proposal
Version 11-30-98
. Terms of Proposal
Bolton & Menk, Inc.
(Continued)
H. Construction Pbase Services: If construction phase engineering or staking services are included in this Proposal or
subsequntIy authorized, Client is notified that BMI is not be responsible for means, methods, techniques or procedures
of construction selected by any contractor employed on the project nor for the safety precautions or pro~s incident
to the work of any contractor.
I. Ownership and Alteration of Documents: All documents, including reports, specifications, drawings, field data,
notes and documents or electronic media prepared or furnished by BMI under this agreement shall remain the property
ofBMI. The Client may make and retain copies for its use in connection with this project. However, such documents
are not intended for reuse by the Client on any other project or alteration of the project by others without the written
consent ofBMI. Electronk media may be furnished for convenience afCHent; however, only signed and certified hard
copies of submittals may be relied upon as documentation of professional services provided.
J. Billings and Payments: Invoices for BMI's services shall be submitted, at BMI's option, either monthly or upon
completion of services. Invoices are due and payable within 30 days after the invoice date. If the invoice is not paid
within 30 days, BMI may, without waiving any claim or right against the Client, and without liability whatsoever to the
Client, terminate the performance of its services.
K. Late Payments: Accounts unpaid 30 days after the invoice date will be subject to a monthly service charge of
1.5% on the unpaid balance. If any portion or all of an account remains unpaid 90 days after billing, the Client shall
. pay all costs of collection, including reasonabie attorney's fees.
L. Termination of Services: This agreement may be terminated, upon written notice, by the Client or BMI should the
other fail to penorm its obligations hereunder. In the eventoftermination, the Client shall pay BMI for services
rendered to the date of termination, all reimbursable expenses, and reimbursable termination expenses.
M. l.imitlltion efl.illhilityr h. f'@@ognition oCthe relaw:@ "isbs, f'e"",'a,,ds and hen@Mt!! efthe prej@d 18 hoth thl!
Client and :21\11, the R!llm hays beeR IlIloeated BH@h that the Clif!nt a;:;f't!llB that., to the fall@st extent permitted lIy
la",i', Bl\R's fatslfiahility 18 tlte Client far aHY and aU injUrillS, @]aimsll!lsses, efip@RBf!S, damages ey tdaimf!d
ul'llRses ar-i.siug: IUlt !lIthe perfef'IlUlnee eftllis agl"f!llmf!Rt frem allY cause or eaases, shan RBi llJref!ed
~ . Suit e1aima iftdudf!, hut are Bot limited le, BM:I'a RllgligeRetll e1"l'01'8, emissions, stl'iet liahility,
hreaeh of@eDtrad, 81' hnaeh ef";:arraBt:l', if an.y.
N. Dispute Resolution: Any claims or disputes made during or after the performance of services between BMI and
the Client, with the exception of claims by BMI for non-payment of services rendered, shall be submitted to mediation
andlor arbitration. This Proposal anticipates that BMI and the Client will include a similar requirement in all
agreements with contractors, sub-contractors, suppliers, consultants and fabricators concerned with this project.
O. Withdrawal of Proposal: This Proposal constitutes a non-binding offer to perform services and BMI reserves the
right to withdraw or modify this Proposal, without liability to the Client, at any time prior to receipt of written
acceptance from the Client and execution of a signed agreement in accordance with Paragraph P.
P. Agreement: If the Proposal is accepted, the Client and BMI may enter into and execute an Agreement
incorporating the Proposal, these Terms and such additional terms and conditions as may be mutually acceptable to
BMI and Client. Upon request by the Client, BMI may, at its sole discretion and for the benefit of the Client, proceed
. with any proposed services prior to execution of a written agreement. In the absence of a executed written agreement,
the accompanying Proposal and these Tenns of Proposal shall constitute the whole and complete agreement between
BMI and the Client.
Page 2 of2 - Terms of Proposal
'. CITY OF HOPKINS
HENNEPIN COUNTY, MINNESOTA
RESOLUTION NO. 2003-103
RESOLUTION ORDERING IMPROVEMENT AND PREPARATION OF PLANS
2004 STREET AND UTILITY IMPROVEMENTS
CITY PROJECT 03-10
WHEREAS, a resolution of the City Council adopted the 5th day of November
2003 fixed a date for a Council Hearing on the ~roposed improvement of street
reconstruction on 1st Street North from west line of 17 h Avenue North to the east line of
21st Avenue North, including concrete curb and gutter installation and storm sewer
replacement and all necessary appurtenances, and
WHEREAS, the Council deems it appropriate and expedient to make such
improvements, and
WHEREAS, ten days mailed notice and two weeks published notice of the
hearing was given, and the hearing was held thereon on the 2nd day of December 2003
at which all persons desiring to be heard were given an opportunity to be heard thereon.
. NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of
Hopkins, Minnesota:
1. Such Improvement is necessary, cost-effective, and feasible as detailed in the
. feasibility report.
2. Such improvement is hereby ordered as proposed in the council resolution
adopted the 5th day of November 2003. The total estimated project cost is
$648,115.53.
3. Bolton and Menk, Inc., is hereby designated as the engineer for this
improvement. The engineer shall prepare plans and specifications for the
making of such improvement.
Adopted by the City Council of the City of Hopkins this 2nd day of December 2003.
By
Eugene J. Maxwell, Mayor
ATTEST:
. Terry Obermaier, City Clerk
. CITY OF HOPKINS
HENNEPIN COUNTY, MINNESOTA
RESOLUTION NO. 2003-104
DECLARING THE OFFICIAL INTENT OF THE CITY OF HOPKINS
TO REIMBURSE CERTAIN EXPENDITURES FROM
GENERAL OBLIGATION IMPROVEMENT BOND PROCEEDS
TO BE ISSUED BY THE CITY OF HOPKINS
WHEREAS, the Internal Revenue Service has issued Treas. Reg. #1.150-2
providing that proceeds of tax-exempt bonds used to reimburse prior expenditures shall
not be deemed spent unless certain requirements are met; and
WHEREAS, the City expects to incur certain expenditures, which may be
financed temporarily from sources other than bonds, and reimbursed from the bond
proceeds;..
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF HOPKINS, MINNESOTA (THE CITY) AS FOLLOWS:
. 1. The City intends to incur expenditures for the project described in Council Report
2003-173, for City Project 03-10 (the "Project"), and intends to reimburse itself for
such expenditures from the bond proceeds to be issued by the City in the maximum
principal amount described in the "project".
2. The City Manager is authorized to designate additions to Project 03-10 in
circumstances where time is of the essence, and any such designation shall be
reported to the Council at the earliest practicable date and shall be filed with the
official books and records of the City.
3. This resolution is intended to constitute a declaration of official intent for the
purpose of Treas. Reg. #1.150-2 and any successor law, regulation, ruling or
amendment pertaining thereto.
Adopted by the City Council of the City of Hopkins, Minnesota, this 2nd day of
December 2003.
By
Eugene J. Maxwell, Mayor
ATTEST:
. Terry Obermaier, City Clerk
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