CR 2003-043 Street and Utility Improvement Project Project
.~
March 18, 2003
Council Report 2003-43
.
ADOPT ASSESSMENT ROLL AND AWARD OF BID
2003 STREET AND UTILITY IMPROVEMENT PROJECT
PROJECT 02-10
Proposed Action
Staff recommends the following motion: "Move that Council adopt Resolution 2003-024. Resolution
Adoptinq Assessment Roll. 2003 Street and Utility Improvement Proiect, City Proiect 02-10 and
Resolution 2003-025, Resolution for Award of Bid."
This action continues an assessable project for street upgrading.
Overview
.
The bid opening for the 2003 Street and Utility Improvement Project was held on February 14,
2003. Assessment calculations have been prepared based on the low bid submitted by Valley
Paving. At its February 18, 2003, meeting, the Hopkins City Council accepted the bids and
considered the assessment roll for the street improvements on 5th Avenue from 3rd Street South
to State Trunk Highway 7, 2nd Street North from 5th Avenue North to 6th Avenue North. At the
same meeting, the Council ordered an assessment hearing for the project to be held March 18th,
2003. This assessment hearing sets in motion levying of assessments against benefiting
properties. A public hearing notice has been published and mailed, along with an assessment
statement to every affected property owner. As of this writing, no written objection contesting the
proposed assessments has been submitted. Written objections to Council must be submitted no
later than the hearing date. Staff is recommending Adoption of the Assessment roll and award of
the project contract to Valley Paving following the public hearing.
Primary Issues to Consider
. Appeal procedure and assessment policy
· Project costs and assessments
· Bid tabulation and analysis
· Project schedule
SuPPortimllnformation
· Affidavit of mailing
· Notice of assessment hearing
· Assessment roll
· Finalas:~
John . Anderson P. E., Assistant City Engineer
· Newsletter sent to residents, Feb 2003
· Bid Tabulation
· Resolutions 2003-24 and 2003-25
Financial Impact: $ 1,136.044.71Budgeted: Y/N Yes Source: SA, PIR, Utility Funds,MSA
Related Documents (CIP, ERP, etc.): CIP Notes:
Council Report 2003-43
Page 2
_NAL YSIS OF ISSUES
. Appeal procedure an~ assessment policy:
Property owners are given the opportunity to approach Council with their objections to the
proposed assessments during the public hearing. Standard forms for written objections have
been available at City Hall and need to be submitted no later than the hearing date.
Staff has adhered to the City's legislative policy 8-B concerning special assessment policies and
formulas as they pertain to this project. The assessment rate matrix is attached to this report. In
the case of street reconstruction on 5th Avenue South, assessing the benefiting adjacent
properties will cover 50% of street reconstruction costs on a front footage assessment basis. 2nd
Street North will have 70% assessment of street reconstruction costs for the benefiting parcels on
the entire block north and south of the street, in accordance with assessment formula 11.03.1 of
the City assessment policy. No assessments are proposed for the utility improvements.
.
Project costs and assessments:
.
Based on the low bid, engineering costs, admin/legal fee, the total estimated project cost is
$1,136,044.71. Project costs are $63,161 less than the final Engineer's estimate and are very
close to the preliminary costs estimated in the Feasibility Study. Some additional work will be
covered in a separate contract for street lighting. These lighting costs are not assessable and will
not affect the assessment amounts. The assessable amount for this project is $603,502.02. For
most blocks assessments have gone down slightly from the preliminary numbers distributed in the
pending assessments. Final assessment rates and how they compare with the preliminary rates
disclosed to property owners in the pending assessment notice are detailed in the attached table.
One rate was capped by the maximum allowable assessment for residential reconstruction. The
maximum assessment rate, for residential street reconstruction, was set to be 120% of the
average of the previous 3 similar assessments in accordance with City policy. The maximum
residential reconstruction assessment rate was calculated to be $55.61 per foot; this rate is
applied to the block of 5th Avenue from Mainstreet to 1 st Street North. The assessment rate for
two blocks did increase over the preliminary numbers. The assessment rate for the block of 2nd
Street North from 5th Avenue North to 6th Avenue North went up from $12.77 per foot to
$16.01per foot. This increase is largely due to the fact that in order to construct the sidewalk the
street grade had to be modified and the existing curb could not be saved. The assessment rate
for the block of 5th Avenue North from 1st Street to 2nd Street North went up from $49.30 to $46.26
per foot for residential properties. Over half of this increase is due to landscaping trees requested
by the residents on this block. Additionally, preliminary estimates of construction for this block
were low and account for the rest of the increase in assessment rate. Properties on the West
side of 5th Avenue between 1 st Street North and 3rd Street north will be assessed for both the work
on 5th Avenue and 2nd Street.
.
Council Report 2003-43
Page 3
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The project is proposed to be funded through a number of sources beyond special assessments.
The following is a breakdown summary of the funding for the project:
Assessments:
State Aid Fund I PIR
Water Fund:
Sanitary Sewer Fund:
Storm Sewer Fund:
TOTAL PROJECT COST:
$603,502
$471,623
$ 5,242
$ 6,596
$ 49,081
$1,136,044
· Bid tabulation and analysis:
Bidder
Valley Paving
Bituminous Roadways, Inc.
Hardrives, Inc.
Midwest Asphalt
Engineer's Estimate
Total Bid
$ 888,835.77
$ 938,697.03
$ 947,058.09
$1,129,184.28
$ 951,997.40
All bids were submitted with required bid security made by qualified contractors. Valley Paving is
a reputable and responsible contractor and has completed similar projects within the metro area.
.
Sometimes staff will recommend waiting with the award of a contract until the 30 day filing period
for appeals has expired. In this instance, due to the extremely good bids the City received, and
because limited appeals are anticipated, staff is recommending award of the project contract to
Valley Paving at this time unless any significant and unforeseen appeals are submitted at the
Council meeting.
· Project Schedule:
Construction Begins
February 14, 2003
February 18, 2003
March 18, 2003
March 18, 2003
June 2003
Bid Opening
Accept Bids and Order Assessment Hearing
Assessment Hearing
Award Contract
Construction Ends
August 2003
AFFIDAVIT OF MAILING ASSESSMENT HEARING NOTICE
STATE OF MINNESOTA
SS.
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 February 27, 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 hearing on
proposed assessments, 2003 Street and Utility Improvements
Project, City Project No. 02-10, 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 27th day of February,
2003.
~~~
Notary Public
KATHERINE K. SWENSON
NOTARY PUBUC-MINNESOTA
My Commission Expires Jan. 31. 2005
CITY OF HOPKINS
Hennepin County, Minnesota
NOTICE OF HEARING ON PROPOSED ASSESSMENT
2003 STREET AND UTILITY IMPROVEMENTS PROJECT
CITY PROJECT NO. 02-10
<<I'ID>>
<<ADDRESS 1>>
<<ADDRESS2>>
<<ADDRESS3>>
<<ADDRESS4>>
RE: PID #<<PID>>, <<LOCATION>>
TO WHOM IT MAY CONCERN
Notice is hereby given that the City Council of the City of Hopkins, Minnesota will meet in the City
Council Chambers, Hopkins City Hall, 1010 1st Street South, at 7:30 p.m., Tuesday, March 18, 2003 to
pass upon the proposed assessment for the improvement of existing streets. These improvement projects
would include reconstruction of bituminous streets including concrete curb and gutter installation and
repair, storm sewer repair, and all necessary appurtenances pursuant to Minnesota Statutes, Section
429.011 to 429.111 (Laws 1953, Chapter 398, as amended). Following the hearing, the Council will
decide whether any adjustments in the roll are necessary. Adoption by the City Council of the proposed
assessment may occur at the hearing.
The area to be assessed is shown on Exhibit "A" for City Project No. 02-10 (attached):
The proposed assessment is on file for public inspection at the office of the City Clerk. Written or oral
objections will be considered at the hearing. The total project amount of the proposed assessment for City
Project No. 02-10 is $603,502.02.
The first installment will appear on the 2004 tax statement and shall include interest at the rate of 7% per
year from the date of the resolution adopting the assessment roll until December 31, 2004. Assessments
shall be payable in annual installments over a period of 10 years. If a property owner pays the full
assessment on his or her property prior to November 30, 2003, interest due on that payment would be
calculated to the date of payment. If such payment is made after November 30, 2003, interest will be
charged to December 31, 2004. If a property owner pays his or her assessment in full from March 18,
2003 to April 17, 2003, no interest will be charged. Such payment should be made to the Assessment
Clerk at Hopkins City Hall, 1010 1 st Street S, Hopkins, Minnesota 55343.
Partial prepayment of the as~essment in excess of 25 percent of the total assessment has been authorized
by ordinance. A partial prepayment can only be made prior to November 30, 2003 with interest accrued
to the payment date, except that no interest shall be charged on the partial payment if such partial payment
is made by April 17, 2003.
.
Page Two
.
You may appeal any assessment to the District Court pursuant to Minnesota Statutes Section 429.081 by
serving notice of the appeal upon the Mayor or the City Clerk within 30 days after the adoption of the
assessment roll and filing such notice with the Clerk of District Court within ten (10) days after service
upon the Mayor or City Clerk. No such appeal as to the amount of an assessment as to a specific parcel of
land may be made unless the owner has either filed a signed written objection to that assessment with the
City Clerk prior to the hearing or has presented the written objection to the presiding officer at the
hearing.
Under provisions of Minnesota Statutes Section 435.193 to 435.195 the City may, at its discretion, defer
the payment of assessments for any homestead property owned by a person 65 years of age or older for
whom it would be a hardship to make the payments. The procedures to apply for such deferment are
available from the Assessment Clerk. Deferment applications should be submitted to the Assessment
Clerk by March 18,2003.
THIS IS THE ONLY NOTICE YOU WILL RECEIVE FOR THIS ASSESSMENT. YOU WILL
NOT BE BILLED OR NOTIFIED ANY FURTHER. FOR INFORMATION ABOUT THE CITY
COUNCIL'S DECISION ON THIS ASSESSMENT. CALL THE ASSESSMENT CLERK 952-939-
1346.
BY ORDER OF THE CITY COUNCIL
.~am~
Terry Obermaier, City Clerk
City of Hopkins, Minnesota
Publish: Hopkins Sun Sailor February 27,2003
YOUR TOTAL ASSESSMENT IS:
5th Ave - 3rd St S to State Hwy 7:
<<FOOTAGE>> FF @ <<RATE>>/FF =
<<M 5TH AVE ASSMT>>
- - -
2nd St N - 5th Ave N to 6th Ave N:
<<M_2ND_ST_FOOTAGE>>FF@
<<M 2ND ST RATE>>/FF =
- --
<<M 2ND ST ASSMT>>
TOTAL ASSESSMENT:
<<TOTAL ASSMT>>
(NOTE: When requesting information or corresponding about this statement, please refer to PID
#<<PID>>. Questions can be directed to the Special Assessment Clerk at 952-939-1346.)
.
EXHIBIT A
The following is the area to be assessed:
Plat Name See Twp Roe: QfQ Suffix
Unplatted 24 117 22 12 0007 through 0009
Hobby Acres Lohmann-Koehler Div 24 117 22 11 0040 .
Hobby Acres Lohman-AaJ;'us Div 24 117 22 11 0024 through 0027
Fairhope Kloss First Addn 24 117 22 14 0066 through 0073
Unplatted 24 117 22 13 0001 through 0003
RLS No 253 24 117 22 13 0007 through 0008
0151 through 0152
Burneside Addn 24 117 22 14 0007, 0009 through 0013
West Minneapolis Second Division 24 117 22 13 0009 through 0030, 0145
West Minneapolis Second Division 24 117 22 42 0151 through 0163
Aud Subd No 242 24 117 22 42 0002,0004,0009 through 0016
Parkridge Hennepin County, J\1N 24 117 22 41 0071 through 0078, 0089
Unplatted 24 117 22 41 0003
RLS No 823 24 117 22 44 0003,0052
Aud Subd No 242 24 117 22 44 0019,0023,0025,0046,0055
Town Terrace 24 117 22 44 0032 through 0035
Unplatted 24 117 22 43 0154,0139
Sonoma Addn 24 117 22 43 0157,0158
West Minneapolis 24 117 22 43 0009
Supervalu Addn 25 117 22 11 0003
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~ Project
Update
2003 Street Reconstruction Project C.P. No. 02-10 February 2003
5th Avenue and 2nd Street North Improvements
Favorable low bid received
Final Assessment rates close to preliminary rates
On January 21, the City Council
approved final plans and authorized
bidding of the 2003 Street Improvement
project. On February 14 Valley
Paving, Shakopee, MN, submitted a
low bid of $888,133.77 - 7% below
the final engineer's cost estimate.
**Project Schedule**
PROJECT ITEM DATE
Bid Opening
Assessment Hearing
Award Contract
Storm sewer & gravel
Curb and Gutter
Paving
Sod & Cleanup
Complete Construction
February 14
March 18
April
May/June
July
July
August
Mid August
Questions
If you have any questions, pI ase call John Anderson, at 952-939-1356. John is the
City's new Assistant City Engineer and he will be happy help you.
City Council resolves to follow, through on promises
The City Council, as part of their formal completion and report results to the city
Council resolution approving the final council. Also included in the resolution are
design, put into place a number of measures requirements for city staff to educate local
to monitor and control truck traffic on 5th business on the existing truck routes and
Avenue. This largely in response to monitor Metro Transit's pledge to use smaller
concerns over traffic impacts to the quality feeder buses on 5th Avenue. City Council will
of life in the residential neighborhood. The consider additional measures if warranted
resolution requires city staff to measure based upon truck volumes.
traffic and truck levels one year after
.
Final Design changes little since Public Hearing
.,
At the conclusion of the public Improvement
Hearing, City staff was directed to complete
final design on the project. As part of the final
design process, MnDot has to approve the
plans. MnDot's review resulted in a
requirement to widen the street by one foot
on the 5th A venue segment between 1st Street
North and 2nd Street North. This is required
in order to meet state aid standards and
maintain parking 'on both sides of the road.
The change involves replacing the west curb to
meet the width requirement. MnDot state aid
funds will be used to cover this additional cost
- it will not be assessed. No change to
resident's yards or landscaping is expected as
the street widening is contained within the
boulevard area.
Final Design
A number of amenities have been
included in the final plan such as
the addition of new boulevard trees
on the west side of the block
between pt street N.and 2nd Street
N., expanded application of brick
pavers in the blocks between 1 st Street
North and Excelsior Blvd. Street
lighting will be upgraded from
Excelsior Blvd to Mainstreet as a
separate contract with Xcel Energy.
.
Project newsletters
Residents should look for additional project newsletters as
construction nears. These will contain more detailed
information on the construction timetable, traffic impacts,
refuse/recycling collection, construction inspection
contacts, etc.
City of Hopkins
Engineering Department
1010 First Street So
Hopkins, MN 55343
.
'\
.
CITY OF HOPKINS
HENNEPIN COUNTY, MINNESOTA
RESOLUTION NO. 2003-24
RESOLUTION ADOPTING ASSESSMENT ROLL
2003 STREET AND UTILITY IMPROVEMENT PROJECT
CITY PROJECT 02-10
WHEREAS, pursuant to proper notice duly given as required by law, the City
Council has met and heard and passed upon all objections to the proposed assessment
for the street improvements on 5th Avenue from 3rd Street South to State Trunk Highway
7, 2nd Street North from 5th Avenue North to 6th Avenue North, as described in the files
of the City Clerk as Project 02-10.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of
Hopkins, Minnesota:
1. Such proposed assessment, as may be amended and a copy of which is
attached hereto and made a part hereof, is hereby accepted and shall
constitute the special assessment against the lands named therein, and each
tract of land therein included is hereby found to be benefited by the proposed
improvement in the amount of the assessment levied against it.
.
2. Such assessment shall be payable in equal annual installments extending
over a period of ten years, the first of the installments to be payable on or
after the first Monday in January 2004, and shall bear interest at the rate of 7
percent per annum from the date of the adoption of this assessment
resolution. To the first installment shall be added interest on the entire
assessment from March 18, 2003, until December 31, 2004. To each
subsequent installment when due shall be added interest from one year on all
unpaid installments.
3. It is hereby declared to be the intention of the Council to reimburse itself in
the future for the portion of the cost of this improvement paid for from
municipal funds by levying additional assessments, on notice and hearing 9s
provided for the assessments herein made, upon any properties abutting oh
the improvement but not made, upon any properties abutting the
improvement but not herein assessed for the improvement, when changed
conditions relating to such properties make such assessment feasible.
4. To the extent that this improvement benefits non-abutting properties which
may be served by the improvement when one or more later extensions or
improvements are made, but which are not herein assessed, therefore, it is
hereby declared to be the intention of the Council, as authorized by
Minnesota Statutes Section 420.051, to reimburse the city by adding any
portion of the cost so paid to the assessments levied for any of such later
extension or improvements.
.
5. The clerk shall forthwith transmit a certified duplicate of the assessment to
the County Auditor to be extended on the property tax lists of the County, and
such assessments shall be collected and paid over in the same manner as
other municipal taxes.
Adopted by the City Council of the City of Hopkins, Minnesota, this 18th day of March
2003.
By
Eugene J. Maxwell, Mayor
ATTEST:
Terry Obermaier, City Clerk
.
.
.
, ~
CITY OF HOPKINS
HENNEPIN COUNTY, MINNESOTA
RESOLUTION NO. 2003-25
RESOLUTION FOR AWARD OF BID
2003 STREET AND UTILITY IMPROVEMENT PROJECT
CITY PROJECT 02-10
BE IT RESOLVED BY THE CITY COUNCIL OF HOPKINS, MINNESOTA, that the
lowest bid of Valley Paving, Inc., in the amount of $888,835.77, is the lowest responsible
bid for the 2003 Street and Utility Improvement Project, City Project 02-10, and the
Mayor and City Manager are hereby authorized and directed to enter into a contract with
said bidder for and on behalf of the City.
Adopted by the City Council of the City of Hopkins, Minnesota, this 18th day of March
2003.
By
Eugene J. Maxwell, Mayor
ATTEST:
Terry Obermaier, City Clerk