CR 93-181 FR Reconstruction Oakridge S Area
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. October 28, 1993 0 P K I ~ Council Report No. 93-181
ORDER FEASIBILITY REPORT
RECONSTRUCTION OF STREETS IN OAKRIDGE SOUTH AREA
Pro~osed Action:
Staff recommends adoption of the following motion: "Motion at>t>roving
Resolution No. 93-126 ordering preparation of a Feasibility Report for
the reconstruction of the streets in the. Oakridqe South area and
authorizing the Mayor and City Manager to enter into an agreement with
Bolten and Menk. Inc. to prepare the feasibility study."
Overview.
Over the last 3-4 months Council and staff have discussed the
possibility of reconstructing the streets in the Oakridge South area,
or what is more commonly known as the Hopkins House or Elmo Park area.
During these discussions staff recommended to Council that if this
\ project is scheduled for consideration in 1994, that staff would like
to begin the feasibility process this fall. This schedule was
recommended to Council in order that the field work could be completed
before the snow comes, and the remaining work including the
neighborhood meetings could be completed this winter allowing ample
time for the reconstruction next summer.
.... The City Council recently approyed. the 1994-98 Capital Improvement
Program for the ci ty of Hopkins. The street reconstruction in the
Oakridge South area.was included in that CIPasa project that would
be considered in 1994. Staff would therefore like to begin the
feasibility process for this project as earlier outlined and
recommended to the City Council. The project as proposed is being
initiated by staff and not petitioned for, and as such, it will
require a 4/5 vote by Council to order the improvements made.
Primary IssueS to Consider
o Why order a feasibility report?
o What project components would the feasibility report include?
o Is the cost of this feasibility study comparable to other
feasibility studies previously performed for HOpkins?
o How could the feasibility study be funded?
o What would the proposed schedule be if the city proceeded wi th
the feasibility report?
o Why use Bolten and Menk, Inc. as the consultant on this project?
supportinq Information
o Analysis of ISSUes
o Site Map
o Proposal from Bolten and Menk, Inc.
. 0 ReSOlution 93-126 .~.
Lee GU~iC Works Director
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? Council Report No. 93-181
Page 2
~. Analysis of Issues
o Why order a feasibility report?
As Council is aware, preparing a feasibility report is a
mandatory procedure that a city must comply with in the
assessment process. In this case, the feasibility report would
serve to meet this requirement, and it would also provide Council
wi th detailed information that they would be able to use in
determining whether this project should proceed past the
feasibility report stage. The information contained in the
report will give Council the total proj ect cost, a per parcel
project cost, and the city's share of the project cost.
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o What project components would the feasibility report include?
The first components of the project include staff and
neighborhood meetings followed by a topographical survey of the
entire reconstruction area. The next component would be mostly
done by the consultant and that would be reviewing conditions,
identifying needs, and preparing estimates. The final component
would be for the consultant to review their findings with staff,
the neighborhood, and finally the City Council.
o Is the cost of this feasibility study comparable to other
4It feasibility studies previously performed for Hopkins?
The proposal submitted by Bolten and Menk, Inc., includes study
features sometimes not found in other feasibility proposals. The
main feature included in this proposal and not in others is to
survey the entire project area. staff requested Bolten and Menk
to include this in their proposal in order to allow for this task
to be completed prior to the snow season. Other things included
in their proposal and not in others include a more thorough
analysis of the water and storm sewer systems, and also two large
neighborhood meetings.
Bolten and Menk have established a cost of $18,000-29,000 to
complete the feasibility study as they have it outlined in their
proposal. Of this cost $7,000-8,000 is for the survey and $1,500
for the neighborhood meetings. Subtracting these two items from
their overall cost brings the total below $10,000 which is
reasonable in comparison to other studies previously performed
for the city.
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C Council Report No. 93-181
Page 3
~ 0 How could the feasibility study be funded?
The study would initially be funded from the city PIR fund with
the intent it should be included as a project cost if the project
proceeds forward. If it was included as a project cost, the
feasibility study would be approximately funded 70% from
assessments and 30% from the city'sPIR fund. If the project
does not proceed forward, the entire cost would be paid form the
city's PIR fund which receives money for the city's share on
projects from general obligation bonds.
o What would the proposed schedule be if the city proceeded with
the feasibility report?
November 2, 1993 Authorization to proceed
Week of November 2 Staff meeting to review scope
Week of November 15 Neighborhood meeting
November 22-29 Collectfie~d data
.
November 3-December 3 Review existing conditions
.
December 6 - 10 Identify needed improvements
4It December 13 - 17 Review proposals with staff;
.. prepare cost estimates
December 20 - 30 Draft preliminary engineering
report and review with staff
January 3 - 7, 1994 Neighborhood meeting
January 10 - 14 Draft final preliminary
engineering report and submit
for council review
o Why use Bolten and Menk, Inc. as the consultant on this project?
ci ty staff is qui te familiar wi th the past work of Bolten and
Menk, and is also familiar with the personnel they are proposing
to use on this project. The references checked all responded
with good comments about the firm, and about the personnel. The
city has. not used Bolten and Menk on a 'previous project.
However, they have been interviewed on a number of occasions for
work completed over the last five years, and also for possible
future work. Staff is therefore very comfortable recommending
that the city use Bolten and Menk in this application. Their
. past work history, present personnel, and reasonable fees make
them well suited for t~is study.
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Consulting Engineers & Surveyors
201 W. Travelers Trail · Burnsville, MN 55337
October 19, 1993 Phone (612) 890-0509 . FAX (612) 890-8065
Mr. Lee. Gustafson
Public Works Director
City of Hopkins
1010 - 1st Street
Hopkins, MN 55343-7573
RE: Street Reconstruction. Project
Elmo Park Area
Dear Mr. Gustafson:
I have reviewed the situation in the Elmo Park area and understand the improvements that
are being considered by the City. I have received copies of city utility and plat maps for
the area and am reasonably familiar with the existing conditions.
The scope' of work is basically to improve the streets in the area, to. include: Robinwood
Lane from Highway 7 to Hopkins Crossroad; Fifth Street North from Hopkins Crossroad to
Robinwood Lane; the Service Road around the west,north and east sides of Elmo Park and
Elmo Road in Elmo Park. The degree of street. improvements is to be determined through
the development of the Preliminary Engineering Report.
. Limited. utility work is proposed with the exception of an extension of the wastewater
collection system north to serve the City's water treatment plant which exists north of the
Elmo Park development. The City intends to televise the sanitary sewers in.. the area in
order to verify the integrity of the system. It's also advisable to televise the storm sewer .
system for the same reasons. If no replacements are warranted, it is expected that a few
catch basins may be added and structure castings adjusted to conform with the planned
improvements.
Only hydrant relocations are planned as modifications to the water distribution system.
The work plan that I would follow would be initiated by a staff meeting for the purpose of
confirming the scope of the work. We also talked about having a neighborhood meeting
with property owners in the area. The purpose of the neighborhood meeting would be to
let them know about the upcoming study of the area and receive their comments on the
improvements to be considered. Sometimes things are brought up that no one ever
considered.
Once the neighborhood meeting has been conducted,' we would begin collecting field data.
This should take from three to five days.
Field data will be processed and ~n existing conditions plan will be prepared. Hopefully,
by this time, the sewers will have been televised. I would also propose that a storm sewer
design and capacity analysis be run on the existing system for the purpose of confirming
. adequacy.
If the City has its water, system modeled on a computer program, the system within the
project area should be checked to determine if any. size deficiencies exist. It may also be
advisable to perform a couple hydrant flow tests in the project area in order to review the
quantity of flow that can be delivered to the area.
MANKATO, MN FAIRMONT, MN SLEEPY EYE, MN BURNSVILLE, MN. AMES, IA
An Equal Opportunity Employer
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. October 19, 1993
Mr. Lee. Gustafson
City of Hopkins
Page 2
As a part of the review of existing conditions, I would discuss the respective systems with
the appropriate utility superintendent.
After existing systems have been reviewed and preliminary street improvements considered,
the preliminary engineering report will be drafted and reviewed with you and your staff.
Improvement recommendations will be discussed with staff but open for comment and review.
Once the draft preliminary report has been reviewed and considered by staff, another
meeting with property owners is proposed. This meeting. would be held in order that the
property owners would be able to review existing condition drawings and see how proposed
improvements would impact them and their property. A preliminary cost estimate would be
available so proposed. assessments could be discussed.
Following the second neighborhood meeting, the final report will be prepared your
comments, and submitted for consideration by the Council.
As you requested, I will present the report to the City Council at their regular meeting.
Appropriate visual aids will be prepared so that others in attendance can . follow the
presentation.
. Upon approval of the preliminary engineering report by the Council, I will be available to
present the technical proposal at the improvement hearing.
. The work is tentatively scheduled as follows:
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November 2, 1993 authorization to proceed
Week of November 2 staff meeting to review scope
Week of November 15 neighborhood meeting
November 22 - 29 collect field data
November 3 - December 3 review existing conditions
December 6 - 10 identify needed improvements
.
December 13 - 17 review proposals with staff; prepare cost estimates
December 20 - 30 draft preliminary engineering report and review with
staff
January 3 - 7, 1994 neighborhood meeting
January 10 - 14 draft final preliminary engineering report and submit for
. Council review
February 15 Improvement hearing - authorization to proceed with
plans and specifications
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. October 19, 1993
Mr. Lee Gustafson
City of Hopkins
Page 3
For optimum responsiveness, I'm proposing to use a team of two engineers and a senior
technician on this project. I will be the Project Manager and lead the effort for Bolton and
Menk. I will be the primary contact with you and the City staff. I will be closely involved
throughout all phases of the project and will make the formal presentations to the staff and .
Council. I will also be the technical presenter at the improvement and assessment hearings.
Jim Johnson will assist me on this project as project engineer. Jim will be responsible for
assisting me in evaluating the existing conditions and developing practical improvement
proposals. Jim will lead our design staff in preparing an estimate of costs for the proposed
improvements. He will also direct, our staff efforts in preparing the final plans and
specification documents. Jim is a registered engineer with over twenty years of experience.
He has been involved in the planning and design of many urban street and utility projects
in the ~win Cities metropolitan area.
John Danielson is a Senior Engineering Technician who will be involved in the evaluation
and design efforts. John will.work with Jim to complete the work in a timely and efficient.
manner. John will also lead the technical support staff in producing the construction plans.
During the construction phase, he will be actively involved in construction observation. John
has over fifteen years experience with the design and construction of street and utility
. improvement projects.' \.
Resumes and listings of project experience are attached in Appendices A & B, respectively.
The fees for engineering services through the presentation of the preliminary report are
estimated to range from $18,000 to $20,000 depending upon the degree of detail required
for neighborhood meetings and the amount of unknowns that crop up during. the course of
the investigation phase.
Once the final scope of work is identified, a fee estimate for design and construction
engineering will be included in the Preliminary Engineering Report.
I welcome an opportunity to meet with you to discuss this project, our concerns and our
approach. I will call you after. you have had a day or two to review this letter.
Sincerely,
Bolton & Menk, Inc.
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Vice President
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D:\GenerallJonR\Gustafson.Ltr
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CITY OF HOPKINS
. Hennepin County, Minnesota
RESOLUTION NO. 93-126
ORDER FEASIBILITY REPORT
STREET RECONSTRUCTION OAKRIDGE SOUTH AREA
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WHEREAS, the streets in the Oakridge South area, specifically;
Robinwood Lane from Highway 7 to Hopkins Crossroad; Fifth Street
North from Hopkins Crossroad to Robinwood Lane; the Elmo Park
Service Road and Elmo Road have been continual maintenance
problems in the past and are in need of reconstruction; and,
WHEREAS, city staff is requesting that these streets be reconstructed
under the current assessment policy even though no petition for
the reconstruction has been submitted; and,
WHEREAS, the first step in the assessment procedure is the ordering
of a feasibility report; and,
WHEREAS~ the City of Hopkins has received a proposal from Bolton and
Menk, Inc. to prepare such a feasibility study; and,
WHEREAS, city staff has reviewed the proposal from Bolton and Menk,
. . Inc. and find that it meets the needs of the project and fulfills,
~ the necessary requirements.
NOW THEREFORE. BE IT RESOLVED, by the City Council of the city of
Hopkins, Minnesota, that the proposed improvements be referred to
the city Engineer for study and that he is instructed to report
to the council with all convenient speed advising the Council in
a preliminary way as to whether the proposed improvement is
feasible and as to whether it should best be made as proposed or
'in connection with some other improvement, and the estimated cost
of the improvement as recommended.
BE IT FURTHER RESOLVED, by the City Council of the city of Hopkins,
Minnesota, that the Mayor and the City Manager are hereby
authorized to enter into a contract with Bolton and Menk, Inc. to
prepare a feasibility report for this project under direction of
the City Engineer at a cost not to exceed $20,000.00.
ADOPTED BY THE CITY COUNCIL OF THE CITY OF HOPKINS, MINNESOTA, this
2nd day of November, 1993.
BY
Charles Redepenning, Mayor
ATTEST:
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Jim Genellie, City Clerk