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CR 2013-057 Order Feasibility Report for 2014 Street & Utility ImprovementsAm City of Hopkins June 4, 2013 Order Feasibility Report 2014 Street & Utility Improvements City Project 2013-10 Proposed Action Council Report 2013-057 Staff recommends adoption of the following motion: Move that Council adopt Resolution 2013-029, Resolution Ordering the Preparation of a Feasibility Report for the 2014 Street and Utility Improvements and authorize Mayor and City Manager to enter into an agreement with WSB & Associates, Inc. to prepare the report. This action is the first step in the process of improving selected streets in 2014 and assessing abutting properties per City assessment policy. A petition to improve any of the proposed streets has not been submitted to the City. Overview The 2013 - 2017 CIP identified street and utility improvements for the year 2013 for the West Park Road from 2nd Street North to proposed cul-de-sac created by the Shady Oak Road Project. This was delayed to 2014 to combine with the County's project. Impacts from the Shady Oak Road Project include a significant stretch of 21St Avenue south of I" Street North. This combined with the roads condition warrants it's reconstruction in 2014 as well. The first step in proceeding with the 2014 project is ordering a feasibility report. Staff has selected WSB & Associates, Inc to perform the engineering services necessary for this project. WSB was selected because they are the consultants for Shady Oak Road and the construction of these improvements would be done with the County's project. WSB is qualified to perform the work and have an excellent reputation for customer service during construction. The cost of the engineering services for the entire project is $79,496. Primary Issues to Consider • Project background • Consultant Selection and Fees • Project schedule _,�,4 'l,,ntt4 R. Bradford, P.E., City Engineer Supporting Information • Project location map • WSB & Associates, Inc. Proposal • Resolution 2013-029 Financial Impact: $ 79,496 Budgeted: Y/N Y Source: Utility Funds, PIR Funds, Special Assessments Related Documents (CIP, ERP, etc.): 2013-2017 CIP Notes: Council Report 2012-060 Page 2 Analysis of Issues • Project background West Park Road was selected for the 2013 improvements in light of its current pavement condition. It was later delayed to 2014 to incorporate into the Shady Oak Road project being built by Hennepin County. The PCI of this street is below 30 which makes it a good candidate for reconstruction. 21 St Avenue North from 1St Street North to the alley just north of Mainstreet is impacted by the Shady Oak Road project on both the north and south end. This make reconstruction of the middle section in 2014 the most cost effective time to do this work. The current PCI of this street is less than 40, so it is a good candidate for reconstruction as well. Included in this work are the various City paid utility relocations needed in coordination with the Shady Oak Road Project. Total project budget is $975,000. • Selection of consultant/proposed fees Staff solicited a proposal from WSB & Associates, Inc. This consulting firm is completing the final design for the Shady Oak Road Project. Staff believes the value of a coordinated design necessitated looking at this firm. Staff has worked with WSB in the past and they have provided exemplary customer and resident services both during design and construction phases of projects. We are confident that they will do what is necessary to make this a successful project. The proposed fee of $79,496 includes the feasibility, preliminary design, landscape concepts, final design and entrance monument design, as well as construction services and easement acquisition services. The cost represents approximately 8.25% of the total project cost and is a tremendous value. Extensive right of way acquisition is required for the street reconstruction project because the federal funding for Shady Oak Road. In past projects, we would get a "Right of Entry" from residents when replacing their water services and tying in their driveways. Federal rules require us to acquire temporary easements from each property and document how these were acquired. The proposed fees do not include the title work, appraisals or payment for easements. • Project schedule Because of the inclusion of this project with the Shady Oak Road project, our schedule is a little different than in past years. The biggest change is that we will need to conduct the final assessment hearing prior to bids being taken for the project. Essentially, because of our inclusion with the County project, Council will need to commit to our reconstruction project before they go for bid. The risk of this approach is if bids are high. Staff believes there are two factors that reasonably limit this risk. o First, street assessments are capped, so higher bids will not directly impact property owners. Water service bids can fluctuate, so we can make sure we estimate high and forgive part of the assessment at a later date if bids are low. o Second, our project a small portion of a large project. At $975,000, a 20% overage on our project is only $19,500. The Feasibility Report will be presented to Council at their August 6, 2013 meeting. This puts us on a schedule for an October 15, 2013 final Assessment Hearing. Construction is anticipated to begin in the spring of 2014 and our portion would likley be completed in October of the same year. As in the past, we will conduct multi -step public outreach including: notification to residents of the project, resident questionnaire, two public information meetings, and information regarding assessments and the public process that accompanies them. Assessment Project Project Location —� J� N. ST. z U t c N. Ex 'ELSIOR IL N OEM" 0 700 It 6M It r 2014 Street & Utility Improvements Figure 1 City of Hopkins, Minnesota Project Location Map i * WSB & Associates, engineering -planning - en virwmental - construction April 17, 2013 Mr. John Bradford, PE City Engineer City of Hopkins 11100 Excelsior Blvd Hopkins, MN 55343 701 Xenia Avenue South Suite 300 Minneapolis, MN 55416 Tel: 763-541-4800 Fax: 763-541-1700 Re: Proposal for the CSAH 61 Area Water Main and Sanitary Sewer Improvements Dear Mr. Bradford: WSB & Associates, Inc. (WSB) has had the privilege of working on several projects on behalf of the City of Hopkins in the past, and we are very excited to submit this proposal for the design and preparation of plans and specifications for the CSAH 61 Area Water Main and Sanitary Sewer Improvements. We understand these improvements will be reconstructed as part of Hennepin County's County Road 61 project. The project will involve the following work (see the attached figure for more details): Proposed Improvements • Removal and replacement of the sections of sanitary sewer and water main • Relocation of sewer and water to re-route affected areas and improve flow and services to area properties • Design the sewer and water to avoid impacts to the proposed roadway and storm drainage systems • Coordinate the project with the CSAH 61 improvements Consultant Services • Preparation of a feasibility report for City improvements • Design of sanitary sewer and water main improvements • Preparation of plans and specifications and required permits for the above • Project cost estimates Recommendations on phasing and schedule Secure temporary easements on 15 City parcels The plans and specifications for this project will include detailed information pertaining to street reconstruction of West Park Road, 21St Avenue, sanitary sewer, water main and individual service construction. Our objective will be to incorporate the construction documents into the St. Cloud • Minneapolis • St. Paul Equal Opportunity Employer wsbeng.com Mr. John Bradford, PE April 12, 2013 Page 2 County's plans that are clear, concise, and easy for contractors to price. We will identify sewer and water that is affected by the CSAH 61 project to determine eligibility for Federal project funding. We will provide quantities and cost estimates for the City's use in assessments and City funding based on their policies. Maior Work Tasks Below is a list of the major work tasks and proposed dates for achievement: Award consultant contract.................................................................................. April 2013 Preliminary Project Review................................................................................ April 2013 Preliminary Design and Feasibility Report ............................................ April to May 2013 City Council Approves Feasibility Report ...........................................................June 2013 Plans and Specification Preparation ......................................................May - August 2013 Donated Temporary Easements Secured ........................................ August — October 2013 County Bid Opening........................................................................................... April 2014 County Award Contract...................................................................................... April 2014 Construction Begins........................................................................................... April 2014 Construction Complete................................................................................... October 2014 Proposed Fee This project is more complicated than a traditional sanitary sewer and water main improvement project due to the fully developed, commercial area it is situated in and the coordination work with the CSAH 61 project and other agencies. As such, we have included the tasks and associated costs we believe are needed to complete this project at a level that will meet or exceed the expectations of the City Council and the affected property owners. We propose to complete this project for the below proposed fee: • Feasibility / Preliminary Design / Landscape Concepts ......... $9,890 • Final Design / Entrance Monument ...................................... $18,321 • Temporary Easement............................................................$19,645 • Construction Services........................................................... $31.640 TotalProject Fee: .............................................................. $79,496 The attached detailed scope of work and associated fees are for your review. We understand the City has already surveyed the project area and that property corners were surveyed. The level of effort identified for securing temporary easements can vary depending on the level of cooperation and willingness of property owners. Our temporary easement proposed fee of $19,645 is our best estimate at this time, and our staff will work closely with the City to control the level of effort. If we see additional time or less time is required from what we identified to secure these easements, we will work with you and adjust the fee and level of effort to provide the best value for the City of Hopkins. Our proposed fee assumes we will be receiving all necessary background files and will provide all locations to the best of their knowledge for the existing service locations in the form of field markings, tie card, and record drawings from the City. It is our understanding the City will pay for any appraisal costs, easement acquisition, and title work required. The project bidding will be done the by the County in conjunction with the CSAH 61 project. P: WETTER PR0P0SA1S1Hapkioa\CSAH 6111.TR Propmal jbradford CSAR 61041713.dm Mr. John Bradford, PE April 12, 2013 Page 3 This letter represents our complete understanding of the CSAH 61 Area Water Main and Sanitary Sewer Improvements and the proposed scope of services. If you are in agreement with the scope of services and proposed fee, please sign in the appropriate space below and return one copy to us. If you have any questions about this proposal, please feel free to call me at 763-287-7189. Sincerely, WSB & Associates, Inca Donald W. Sterna, PE Vice President ACCEPTED BY: City of Hopkins Name Title Date PALER PROPOSAISWopkios\CSAR 61V,TR Proposal jbmdford CSAR 61041713.dm . - WSB & Associates, Inc. engineer/ng - planning • environmental • construction 701 Xenia Avenue South Suite 300 Minneapolis, MN 55416 Tel: 763-5414800 Fax: 763-541-1700 SCOPE OF WORK CSAH 61 AREA WATER MAIN AND SANITARY SEWER IMPROVEMENTS The City of Hopkins has requested WSB & Associates, Inc. (WSB) provide professional engineering services to prepare a Feasibility Report, construction documents, specifications, estimates, landscaping, easement services, construction services, and coordinate this work with the ongoing CSAH 61 project being developed by Hennepin County. The City desires to fully reconstruct West Park Road and the remaining section on 21 st Street along with associated City initiated sanitary sewer and water main improvements. WSB will perform the following tasks and optional tasks to develop the proposed improvements, prepare the necessary documents for City and County approval, secure the needed temporary easements per the Federal right-of-way regulations, and provide the required field services for construction. A. Feasibility Report / Preliminary Design Task 1: Feasibility Report/Preliminary Design WSB will complete a feasibility report for the project documenting the preliminary design, associated Engineer's Opinion of Probable Cost, as well as funding sources for the project. Much of the preliminary design has taken place with our work on the CSAH 61 project so we anticipate this work will progress quickly. The work involved with the completion of the preliminary design and report will include the following steps: ■ Preparation of draft feasibility report ■ Prepare preliminary designs for roadways, sanitary sewer, water main and storm sewer improvements. ■ Preparation of report graphics ■ Engineer's Opinion of Probable Cost for each project component ■ Report revisions based on City staff review ■ Preparation of meeting materials for neighborhood meeting Task 2: Entrance Monument and Landscape Concepts This task involves two meetings and concept rendering development of a gateway entrance treatment and associated landscaping concepts at the intersection of Main Street and CSAH 61. This task also involves preparation of preliminary concept drawings to develop a gateway entrance theme with cost estimates for City review. The approved conceptual landscaping plans will be provided to Barr Engineering for the inclusion into the final landscaping plans being developed for the entire project area. St. Cloud • Minneapolis • St. Paul Equal Opportunity Employer wsbeng.com Scope of Work Page 2 B. Final Design Phase Task 1: Final Design WSB will prepare a set of detailed construction plans for the grading, surface drainage, and paving in accordance with MnDOT, County, and City standards. We will coordinate our work closely with the City and all stakeholders during the entire design process to ensure that the City's expectations are satisfied. Design meetings will be held, as appropriate, to discuss design elements and comments during the design process. We will submit a final set of plans to the City for their review and approval. The final City plans will be incorporated within Hennepin County's final construction documents for bidding. The final construction plans will include the following: ■ Earthwork Tabulation ■ Typical Sections ■ Miscellaneous Details ■ Removal Plans ■ Construction Plan and Profile ■ Sanitary Sewer Plans ■ Water main Plans ■ Turf Establishment / Erosion Control Plans ■ Cross -Sections Task 2: Entrance Monument Final construction plans, details, and specifications will be developed for the selected gateway entrance monument for City approval. These documents will be incorporated into the CSAH 61 construction documents for bidding and construction. It is anticipated that two (2) additional meetings will be required during final document preparation. Task 3: Final Assessment Roll A final assessment roll will be prepared once the final design and project costs are established for City use. Task 4: Specifications WSB will provide City specifications for the City project work to the County in electronic format for inclusion in the overall project specifications. We will utilize the City's Standard Specification and Details and follow "MnDOT Standard Specifications for Construction" 2005 Edition. In addition, we will write special provisions for unique items not covered adequately in the MnDOT Standard Specifications. Each provision in the City specifications will contain a description, materials, construction requirements, method of measurement, and basis of payment for each item. Deletions from and additions to standard specifications will be written and included as necessary. PALE7TER PROPOSAMHopkWAMAR 61%Hapkim CSAR 61 Optional ROW.d- Scope of Work Page 3 Task 5• Permits Permits from both the MPCA and Minnesota Department of Health for the sanitary sewer will be prepared and submitted. The permit fees of $150 for the Department of Health and $400 for MPCA are included in our proposal. C. Easement Phase Task 1: Easements We are pleased to offer temporary easement acquisition services in accordance with Federal requirements to assist the City with the acquisition of temporary easements for 15 parcels. We understand the City's intent is that the easements will be donated; however, the donation process is clearly outlined by MnDOT and FHWA. The estimated hours and fees are based on the assumption that we will be working with willing owners to donate the necessary easements. Since Federal Funds are involved, the level of effort is substantially higher and additional documentation and time commitment is more intense. WSB will provide right of way acquisition services including: Temporary Easement Base Work Tasks ■ Early Notification letter ■ Negotiator's log and parcel file per MnDOT and Federal requirements ■ Site visit with owners and appraiser For Donated Temporary Easements (assumes I1 parcels) ■ Represent the City at the MnDOT review of parcel files as related to the R/W Certificate review, as well as, provide assistance and presentation of files for federal audit, if applicable. ■ Appraisal Coordination if the owner reserves their right to an appraisal even if easement is donated Non -Donated Temporary Easements (assumes four parcels) ■ Offer to Purchase ■ Negotiation ■ Settlement, if appropriate ■ Finalized original parcel file ■ Payment request ■ This task also includes coordination with the City Attorney, who will provide the easement documents and other required legal documents and lender consents. WSB can draft these if the City attorney provides a template and reviews the final version. P:WEITER PR0P0SAIS\RopkiR5XCSAR MRopkioe CSA9 61 Opdooai ROW.dm Scope of Work Page 4 Task 2: Survey Services WSB will provide delivery of the survey services required for the easement acquisition, including: o Base Map o Legal descriptions o Parcel sketch o Staking of easements Task 3: Coordinate Appraisal and Appraisal Review Services, as needed (paid directly by City to appraiser) If landowners require appraisals, WSB will coordinate appraisal and appraiser coordination. Appraisals will be completed following guidelines set by USPAP, MnDOT and FHWA. The appraisal fee determined would not include appraisal updates, preparation for hearing, or testimony; but these can be provided for an additional fee. This fee assumes that no improvements will be affected or included in the valuations. Assumptions: ■ The City will provide field title investigation and reports. ■ The City Attorney will provide legal documents such as easements, consents, disclaimers, certificates, etc., as required. ■ The City will provide review of permit requests and issue permits, as appropriate. ■ The City will determine the type of title research that meets their needs and obtain title research, title commitments and insurance as the City determines it is needed. City will provide the title research to WSB. ■ The City or City Attorney will record the documents, or this can be provided. ■ The City Attorney will provide all eminent domain tasks, if needed. WSB's assistance would be limited to providing all data, summaries, correspondence, and input related to why agreement could not be reached with the landowner(s). ■ The City will provide tax forms (1099s), as required. ■ The City will provide legal services for title review, oversight, document format and review, eminent domain services, other legal review and actions necessary to complete project. ■ WSB is not a law firm and does not perform legal services. D. Construction Phase Construction Administration This task includes construction administration and coordination of all WSB work tasks, establishment and monitoring of budgets, and correspondence with the City and County on a periodic basis. The construction manager will provide technical direction on aspects of the project design and attend construction meetings as necessary. WSB will provide monthly work completed to date and summary of quantities for monthly payment vouchers. PALETTER PROPOSAMHopkinsTSAR 6AHopkina CSAR 61 Opdonai ROWAK Scope of Work Page 4 Task 2: Survev Services WSB will provide delivery of the survey services required for the easement acquisition, including: o Base Map o Legal descriptions o Parcel sketch o Staking of easements Task 3: Coordinate Appraisal and Appraisal Review Services, as needed (paid directly by City to appraiser) If landowners require appraisals, WSB will coordinate appraisal and appraiser coordination. Appraisals will be completed following guidelines set by USPAP, MnDOT and FHWA. The appraisal fee determined would not include appraisal updates, preparation for hearing, or testimony; but these can be provided for an additional fee. This fee assumes that no improvements will be affected or included in the valuations. Assumptions: ■ The City will provide field title investigation and reports. ■ The City Attorney will provide legal documents such as easements, consents, disclaimers, certificates, etc., as required. ■ The City will provide review of permit requests and issue permits, as appropriate. ■ The City will determine the type of title research that meets their needs and obtain title research, title commitments and insurance as the City determines it is needed. City will provide the title research to WSB. ■ The City or City Attorney will record the documents, or this can be provided. ■ The City Attorney will provide all eminent domain tasks, if needed. WSB's assistance would be limited to providing all data, summaries, correspondence, and input related to why agreement could not be reached with the landowner(s). ■ The City will provide tax forms (1099s), as required. ■ The City will provide legal services for title review, oversight, document format and review, eminent domain services, other legal review and actions necessary to complete project. ■ WSB is not a law firm and does not perform legal services. D. Construction Phase Construction Administration This task includes construction administration and coordination of all WSB work tasks, establishment and monitoring of budgets, and correspondence with the City and County on a periodic basis. The construction manager will provide technical direction on aspects of the project design and attend construction meetings as necessary. WSB will provide monthly work completed to date and summary of quantities for monthly payment vouchers. PALE1TER PROPOSA1 S\HopkW kCSAH 61\Bopkim CSAR 61 Opdonal ROW.d- Scope of Work Page 5 Construction Observation WSB will provide construction observation services for only the City work identified in this proposal. WSB will coordinate the work with Hennepin County's personnel. Our representative will maintain daily construction activity logs, quantities as well as monitor daily construction activities for conformance to the specifications. WSB utility coordination will commence prior to actual construction. ■ Construction Surveying WSB will provide a survey crew to provide construction staking for this project, including construction limits, roadway grading, alignments, water main, sanitary sewer utility, street facilities as identified in the construction plans prepared by WSB for this City project. ■ Material Testing Material testing will be performed by the City's designated testing firm. WSB will coordinate the material testing for this project. Record Drawings This task includes surveying the field constructed utilities and other constructed improvements to record the field -constructed locations and elevations of the new facilities within the City roadway right-of-way. Once the field survey is complete, WSB will revise the construction plans to reflect the field -constructed conditions and provide record drawing documents for future use by the City. PN.ETfER PROPOSAISMopkina\CSAH 6AHopkina CSAR 61 Optional ROW.dw w O O pp pp ��pp ��pp xp H U N N H N H N N a 00 +I IIIIII - Ig IN -11M 0 00 CCQCJI O a N m Y_ N W Q o O mC �Ti E a Y3 F C a N W O V �Ti E a Y3 F C d j a � F t a U d ti q u:. C7 U' U P4 O V N n Q G CITY OF HOPKINS HENNEPIN COUNTY, MINNESOTA RESOLUTION 2013-029 RESOLUTION ORDERING THE PREPARATION OF A FEASIBILITY REPORT FOR YEAR 2014 STREET AND UTILITY IMPROVEMENTS CITY PROJECT 2013-10 WHEREAS, the following streets are in need of reconstruction: West Park Road, and 21St Avenue North; and WHEREAS, City staff is requesting that these streets be upgraded under the City's assessment policy even though no petition for the upgrade has been submitted; and WHEREAS, the first step in the assessment procedure is the ordering of a feasibility report. NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Hopkins, Minnesota, that the proposed improvements be referred to the firm WSB & Associates, Inc. for study and that they be instructed to report to the Council with all convenient speed advising the Council in a preliminary way as to whether the proposed improvement is necessary, cost- effective, and 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. Adopted by the City Council of the City of Hopkins, Minnesota, this 4th day of June, 2013. Eugene J. Maxwell, Mayor ATTEST: Kristine Luedke, City Clerk