3. Audubon Road Project 10-02: Accept Bids - Assessment Hearing - Accept Quotes CITY OF MEMORANDUM
CHANHASSFN TO: Paul Oehme, Director of Public Works /City Engineer
7700 Market Boulevard FROM: Alyson Fauske, Assistant City Engineer aq-
PO Box 147
Chanhassen, MN 55317 re r
DATE: May 24, 2010
Administration SUBJECT: Audubon Road Reconstruction Project 10 -02: Accept Bids, Hold
Phone: 952.227.1100 Special Assessment Hearing and Award Contract; Accept Quotes
Fax: 952.227.1110 for Material Testing & Construction Staking
Building Inspections
Phone: 952,227.1180 PROPOSED MOTION
Fax: 952.227.1190
"The City Council accepts the bids and awards the contract for City Project
Engineering 10 -02, Audubon Road Reconstruction Project, to S.M. Hentges & Sons, Inc. in
Phone: 952.227.1160
Fax: 952.227.1170 the amount of $1,640,075.33.
Finance The City Council adopts the assessment roll for City Project 10 -02, Audubon
Phone: 952.227.1140 Road Reconstruction Project
Fax: 952.227.1110
The City Council accepts a quote from Hansen Thorp Pellinen Olson, Inc.
Park &Recreation (HTPO) in the amount of $32,900.00 for construction staking and a quote from
Phone: 95222T1120
Fax: 952.227.1110 American Engineering Testing, Inc. in the amount of $11,980.00 for material
testing."
Recreation Center
2310 Coulter Boulevard City Council approval requires a simple majority vote of the City Council
Phone: 952.227.1400 present.
Fax: 952.227,1404
Planning & PROJECT SUMMARY
Natural Resources �, J
Phone: 952227.1130 Audubon Road from Lake Drive West to Y _ ,
Fax: 952.227.1110 Lyman Boulevard (CSAH 18) is a municipal t *' ' ., l u .
collector roadway and is proposed to be rt.. � r �' ` " 4 :
Public Works .f r_ j 1591 Park Road reconstructed this year. The p avement is in v -� �� V(' J
Phone: 952.227.1300 poor condition and shows severe pavement �i \ '
Fax 952, 227, 1310 distress. The average pavement condition --� X r Y ✓'' �
indices (PCI) range from 17 to 40 with the w ,, ,,
Senior Center average being 31; a road at 45 PCI typically \ , ,, , ' '
Phone: 952.227.1125 ii
indicates distress that would require a full
Fax: 952.227.1110 ` .� Al'
depth reconstruction. The roadway is a rural 1u , ,� —t f . ,
section with gravel shoulders. The gravel , /' `
Web Site , . , r
www.ci.chanhassen,mn.us shoulders on the hill washout frequently and Audubon Road \ - -;
become a hazard to the traveling public. The (Lake Drive West to r-
shoulders are also a maintenance concern for Lyman Boulevard
Chanhassen is a Community for Life - Providing for Today and Planning for Tomorrow
Audubon Road Reconstruction Project 10 -02
May 24, 2010
Page 2
staff. The proposed urbanization of the street and the storm sewer installation will eliminate this
problem.
Turn lanes are proposed along Audubon Road for safety reasons. The corridor is not proposed to
be widened but improved to about the current width of the pavement section when the gravel
shoulders are included. Most intersections already have substandard right turn lanes. Left turn
lanes are proposed to be added at intersections. Turn lanes would be expensive to install in the
future if traffic problems were to increase.
The traveled thru lanes are proposed to be 14' wide in most areas and 12' wide at some
intersections. Staff is proposing to keep the width of the thru lanes narrow as a traffic calming
technique. The intersection at Valley Ridge Trail North/Osprey Lane is proposed to be 52' wide
to accommodate the left turn lanes and right turn lane improvements. This intersection is
currently 48' wide.
Trail Improvements
A 10 -foot wide trail is proposed to be extended on the west side of Audubon Road from Valley
Ridge Trail North to Lyman Boulevard. The trail is proposed to be off road and in back of the
curb for safety considerations. The Parks Department Trail Comprehensive Plan identifies this
trail as an important connection. The trail's anticipated use may include recreation,
transportation, a non - motorized route for workplace commuting and a training route for high
school athletic teams. Completion of this trail will allow residents in the area the opportunity to
create looping routes for their walks and other trail recreation activities. Looping routes are
much preferred over out - and -back routes. The trail will also connect to the future trial on Lyman
Boulevard east of Audubon Road. The boulevard area between the back of curb and the trail will
vary between 5' and 10'. The boulevard will make the corridor safer for pedestrians, improve
snow storage, create a corridor for utilities and allows for sign placement.
Temporary construction easements are necessary at the south end of Audubon Road to
accommodate the trail construction. The appraisals for the affected properties are complete and
offer letters have been sent to the property owners. Some trees and brush will need to be
removed from the easement. Staff is working with the property owners on replanting some trees
in the temporary easements.
Storm Water Management
The pond on the south side of Lyman Boulevard was oversized in conjunction with the Lyman
Boulevard reconstruction project to treat the runoff from the southern 3 /4 of this segment of
Audubon Road. A storm sewer pipe was stubbed to the north side of Lyman Boulevard for the
future reconstruction of Audubon Road. The oversizing was designed based on Audubon Road
being reconstructed to a 44 -foot wide road. The proposed width of Audubon Road is 40 feet.
Runoff from the northern 1/4 of the project area is proposed to be treated in the existing storm
water pond on the southeast corner of Lake Drive West and Audubon Road. A new storm sewer
pipe outlet will be needed to this pond. The City has an easement over this pond so no additional
easements are anticipated. Curb and gutter is proposed to be added for safety due to the
proposed trail on the back side of the curb and to direct the roadway runoff to the catch basins.
Audubon Road Reconstruction Project 10 -02
May 24, 2010
Page 3
A box culvert for Bluff Creek is located at the southern end of the project area to convey flow
under Audubon Road. SRF reviewed the existing structural integrity of the box culvert and
determined that it is in good condition. The box culvert must be extended in conjunction with
the trail construction. The proposed location of the box culvert extension is under a drainage and
utility easement.
Utility Improvements
A 12 -inch diameter trunk watermain is within the western right of way of Audubon Road. There
are no records of watermain breaks in the project area. The gate valve and hydrant bolts within
the corridor are proposed to be replaced. Some hydrants will need to be relocated in conjunction
with this project.
Water services are proposed to be extended to properties along Audubon Road that do not
already have water service. These improvements are proposed at this time because it would be
more cost effective to make these improvements at the time the road is being reconstructed. The
water service extension is proposed to be assessed back to the benefiting property owners as an
optional improvement. The estimated cost for this improvement is $1,045 /unit.
A sanitary forcemain exists under this portion of Audubon Road. The gate valve bolts to the
forcemain are proposed to be replaced. The gravity sanitary sewer within the project corridor
has been televised and appears to be in good condition; therefore no sanitary sewer
improvements are proposed.
Private Utilities
The electric, telephone and cable lines are overhead through most of the project corridor. Due to
the capacity of the electrical lines, Xcel has indicated power lines would be very difficult and
expensive to bury. It is anticipated many of the utility poles would need to be moved with this
project. Staff has contacted Xcel regarding the project.
A petroleum pipeline crosses under Audubon Road near Valley Ridge Trail South. The road is
proposed to be lowered approximately a 1 /2 foot at this location. Staff has been in contact with
this utility company regarding this project.
Street Lighting
Additional intersection street lights are proposed at the Osprey Lane, Valley Ridge Trail South
and Sunridge Court for safety. No additional street lights are proposed along the corridor at this
time.
Permits and Approvals
Staff has applied for a Carver County Work in Right of Way permit for the portion of the project
occurring within the Lyman Boulevard right of way.
Reconstruction of the roadways will disturb over one acre and will require a National Pollution
Discharge Elimination Systems (NPDES) General Storm Water Permit (MNR 100001) that must
be obtained from the Minnesota Pollution Control Agency (MPCA). Staff will apply for the
permit after Council approves the project. This permit is typically issued within 48 hours of
application.
Audubon Road Reconstruction Project 10 -02
May 24, 2010
Page 4
Approval from the Army Corps of Engineers and the Board of Soil and Water Resources
(BWSR) is expected by June 14, 2010.
A Wetland Alteration Permit is required for the proposed impacts to the wetland located on the
northwest corner of Audubon Road and Lyman Boulevard. The public hearing for this permit
was held at the May 18, 2010 Chanhassen Planning Commission Meeting.
The Department of Natural Resources requires a Work in a Public Water permit, but has waived
their authority to the Wetland Alteration Permit review process.
Replacement of the sanitary sewer and watermain will require permits from the Minnesota
Pollution Control Agency (MPCA) and the Minnesota Department of Health (MDH),
respectively.
ASSESSMENT HEARING PROCEDURE
Staff will provide a brief explanation of the work along with the proposed assessment amount.
Any issues that the City Council wishes to discuss regarding the project financing is appropriate
during the public hearing portion of the project. Public testimony should be received for the
project. The property owners should be reminded that if they wish, they must file a written
objection with the city either prior to or during the actual project hearings. Objections after the
public hearing are invalid. At the time of this submittal, no written objections have been
received.
The assessment objection is a request by the property owner for the council to review the
assessment amount. Staff may have an immediate response to individual comments, or in some
circumstances, the objection should be received and referred to staff for investigation. The
remaining assessment roll should be adopted. If the City Council feels the objections cannot be
addressed immediately, a report will be presented to council regarding all objections on that
particular project at the next City Council meeting. Council should adopt the remaining
assessment roll at that time in order for the process to stay on schedule. If there are no objections
filed, or if council feels confident staff's investigation will not result in any changes being made
to the assessment roll, a motion by the City Council adopting the assessment roll as prepared is
needed for the project.
BID OPENING /AWARD OF CONTRACT
Bids were received, opened and read out loud on Tuesday, April 20, 2010 at 2:00 p.m. Eight
bids were received. The lowest bidder is S.M. Hentges & Sons, Inc. with a bid amount of
$1,640,075.33 and 20% under, the engineer's estimate. The engineer's estimate was $2,075,000.
The bids have been tabulated and are summarized below:
Bidder Total Bid
1. S.M. Hentges & Sons, Inc. $1,640,075.33
2. Northwest Asphalt $1,723,189.75
3. Minger Construction $1,725,630.07
4. Chard Tiling & Excavating, Inc. $1,773,478.24
5. Forest Lake Contracting $1,787,075.04
Audubon Road Reconstruction Project 10 -02
May 24, 2010
Page 5
6. Friedges Contracting $1,846,780.70
7. Hardrives $1,972,703.82
8. Valley Paving, Inc. $4,062,599.58
After the bids were tabulated, the Valley Paving, Inc. bid amount was higher due to
mathematical errors in the bid.
S.M. Hentges & Sons, Inc. has worked on several projects within the City of Chanhassen
including the 2008 Street and Utility Reconstruction Project along the Laredo Drive corridor and
the Koehnen Area Street and Utility Reconstruction Project in 2007. Their work, ability to
manage a project of this size, and their customer service delivery has been acceptable.
PROJECT COSTS, ASSESSMENTS AND FUNDING
Improvements within the project include reconstruction of the street, storm sewer improvements
and miscellaneous utility improvements. The total bid price is $1,640,075.33. The construction
contingency and indirect costs (such as surveys, soils reports, attorney fees, engineering costs,
easement acquisition, appraisal costs etc) were calculated to be $324,919.04, for a total project
cost of $1,964,994.37. A breakdown of the bid amount with indirect cost are as follows:
Bid Amount Total Est.
Project Cost
Street $1,084,498.98 $1,299,351.53
Improvements
Watermain $33,157.25 $39,726.11
Improvements
Storm Sewer $324,201.60 $388,429.91
Improvements
Erosion Control & $168,642.50 $202,052.65
Miscellaneous
Street Lighting $29,575.00 $35,434.17
$1,640,075.33 $1,964,994.37
Per the City assessment practice, forty percent (40 %) of the cost of an equivalent 31 -foot wide
residential street is proposed to be assessed against the benefitting properties. The total cost of
an equivalent 31 -foot wide street would be $1,073.630.36. The unit assessment calculation
assumes 90 foot wide lots along both sides of Audubon Road, or 94.4 units. The unit assessment
is calculated as follows:
$1,073.630.36 ± 94.4 units = $4,549.28/unit
The estimated assessment was $6,295.00.
Audubon Road Reconstruction Project 10 -02
May 24, 2010
Page 6
Each of the eight benefitting properties is proposed to be assessed for one unit assessment,
therefore the total amount assessed for street improvements is calculated as follows:
$4,549.28/unit x 8 units = $36,394.24
The remainder of the street improvements, erosion control, and street lighting costs are proposed
to be paid from the revolving assessment fund.
One water service will be installed with this project. This improvement will only extend water
service to the property line. The cost for these services is $1,045 and will be assessed 100% to
the benefiting property owner. The remaining utility costs will be paid from the Enterprise
Funds.
Proposed terms of the assessments are 10 years with 5.25% interest.
If cash is used, funding is proposed as follows:
Revolving assessment Fund $1,499,399.11
Assessments $37,439.24
Storm Water Utility Fund $388,429.91
Water Utility Fund $39,726.11
Project Total $1,964,994.37
Bonding for the project may still be an option.
An open house was held on May 20, 2010 to discuss the final project design and assessment
amounts with the residents.
CONSTRUCTION STAKING AND MATERIAL TESTING
Construction staking and material testing is needed to ensure the project is completed per design.
Staff solicited quotes from three qualified survey companies and two material testing companies.
Quotes received for the work on Audubon Road were tabulated; no errors were found in the bid
tabulation.
The survey quotes received are summarized as follows:
Company Grand Total Bid
Hansen Thorp Pellinen Olson, Inc. (HTPO) $32,900.00
Pioneer Engineering $34,650.00
Sunde Land Surveying $66,865.00
HTPO Inc. has completed previous survey projects for the City of Chanhassen and their past
work has been acceptable.
The material testing quotes received are summarized as follows:
Audubon Road Reconstruction Project 10 -02
May 24, 2010
Page 7
Company` ° Grand Total. Bid ='
American Engineering Testing, Inc. (AET) $11,980.00
Braun Intertec Corporation $17,566.00
AET Inc. has completed previous material testing projects for the City of Chanhassen and their
past work has been acceptable.
SCHEDULE
The proposed schedule is:
Begin Street Construction: Mid -June, 2010
Substantial completion: End of August, 2010
Final Completion (Wear Course): June, 2011
Attachments: 1. Assessment Roll
2. Resolutions
3. CIP Sheet
4. Trails Map
Audubon Road Reconstruction Project 10 -02
Final Assessment Roll
PARCEL WATER SERVICE STREET TOTAL
NO. ON PID TAX NAME SITEADD LOT BLK PLAT NAME ASSESSMENT ASSESSMENT ASSESSMENT
MAP AMOUNT AMOUNT AMOUNT
PATRICK WALSH &
1 250220500 MEREDITH SANDSTROM 8731 AUDUBON RD NOT ON FILE $4,549.28 $4,549.28
CYNTHIA F BONGARD,TRUSTEE
2 250220600 JAMES BERNARDS, TRUSTEE 8831 AUDUBON RD NOT ON FILE -- $4,549.28 $4,549.28
3 250220630 RONALD W & CAROL M ENTINGER 8851 AUDUBON RD NOT ON FILE -- $4,549.28 $4,549.28
4 250220610 TIMOTHY C BOYCE & TANA ERICKSON 8941 AUDUBON RD NOT ON FILE -- $4,549.28 $4,549.28
5 258250010 BARRY L & SUZANNE L LIBENGOOD 8950 AUDUBON RD 1 1 SUN RIDGE THIRD ADDN. -- $4,549.28 $4,549.28
6 258080020 DENNIS & RUTH CHADDERDON 8900 AUDUBON RD 1 SUN RIDGE -- $4,549.28 $4,549.28
7 258080021 STEPJEN J & MARY P MONSON 8850 AUDUBON RD NOT ON FILE $1,045.00 $4,549.28_ $5,594.28
8 251250010 ANTHONY D & PAMELA R STRAND 8640 AUDUBON RD 1 1 BLUFF CREEK EST. 1ST ADDN. -- $4,549.28 $4,549.28
$ 1,045.00 $ 36,394.24 $ 37,439.24
5/5/10
CITY OF CHANHASSEN
CARVER AND HENNEPIN COUNTIES, MINNESOTA
DATE: May 24, 2010 RESOLUTION NO: 2010 -
MOTION BY: SECONDED BY:
A RESOLUTION ACCEPTING BIDS AND AWARDING CONTRACT FOR THE
AUDUBON ROAD RECONSTRUCTION PROJECT NO. 10-02
WHEREAS, pursuant to an advertisement for bids for the Audubon Road Reconstruction Project, bids
were received, opened and tabulated according to law, and the following bids were received complying with the
advertisement:
Bidder Total Bid
1. S.M. Hentges & Sons, Inc. $1,640,075.33
2. Northwest Asphalt $1,723,189.75
3. Minger Construction $1,725,630.07
4. Chard Tiling & Excavating, Inc. $1,773,478.24
5. Forest Lake Contracting $1,787,075.04
6. Friedges Contracting $1,846,780.70
7. Hardrives $1,972,703.82
8. Valley Paving, Inc. $4,062,599.58
AND WHEREAS, S.M. Hentges & Sons, Inc. is the lowest responsible bidder with a total bid awarded
of $1,640,075.33.
NOW THEREFORE, BE IT RESOLVED by the Chanhassen City Council:
1. The mayor and clerk are hereby authorized and directed to enter into a contract with S.M. Hentges &
Sons, Inc. in the name of the City of Chanhassen for the Audubon Road Reconstruction Project
according to the plans and specifications therefore approved by the City Council and on file in the
office of the city clerk.
2. The city clerk is hereby authorized and directed to return forthwith to all bidders the deposits made
with their bids, except that the deposits of the successful bidder and the next lowest bidder shall be
retained until a contract has been signed.
Passed and adopted by the Chanhassen City Council this 24 day of May, 2010.
ATTEST:
Todd Gerhardt, City Manager Thomas A. Furlong, Mayor
YES NO ABSENT
CITY OF CHANHASSEN
CARVER AND HENNEPIN COUNTIES, MINNESOTA
DATE: May 24, 2010 RESOLUTION NO: 2010 -
MOTION BY: SECONDED BY:
A RESOLUTION ADOPTING ASSESSMENT ROLL FOR THE
AUDUBON ROAD RECONSTRUCTION PROJECT NO. 10 -02
WHEREAS, pursuant to proper notice duly given as required by law, the Council has met and heard
and passed upon all objections to the proposed assessment for the improvement of:
Audubon Road from Lake Drive South to Lyman Boulevard
NOW THEREFORE, BE IT RESOLVED by the City Council of Chanhassen, Minnesota:
1. Such proposed assessment, a copy of which is attached hereto and made a part hereof, if 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 (10) years,
the first of the installments to be payable on or before the first Monday in January, 2011, and shall bear
interest at the rate of 5.25 percent (5.25 %) per annum from the date of the adoption of this assessment
resolution. This assessment will show up on the first property tax statement for 2011. To the first
installment shall be added interest on the entire assessment from the date of this resolution until
December 31, 2010. To each subsequent installment when due shall be added interest for one year on
all unpaid installments.
3. The owner of any property so assessed may, at any time prior to certification of the assessment to the
county auditor, pay the whole of the assessment on such property, with interest accrued to the date of
payment, to the city treasurer, except that no interest shall be charged if the entire assessment is paid
within 90 days from the adoption of this resolution; and he may, at any time thereafter, pay to the city
treasurer the entire amount of the assessment remaining unpaid, with interest accrued to December 31
of the year in which such payment is made. Such payment must be made before November 15 or
interest will be charged through December 31 of the next succeeding year. The property owner decides
not to prepay the assessment before the date given above, the rate of interest that will apply is 5.25
percent (5.25 %) per year. The right to partially prepay the assessment is not available.
4. The clerk shall forthwith transmit a certified duplicate of this assessment to the county auditor to be
extended on the property tax lists of the County. Such assessments shall be collected and paid over in
the same manner as other municipal taxes.
Passed and adopted by the Chanhassen City Council this 24 day of May, 2010.
ATTEST:
Todd Gerhardt, City Manager Thomas A. Furlong, Mayor
YES NO ABSENT
CITY OF CHANHASSEN
CARVER AND HENNEPIN COUNTIES, MINNESOTA
DATE: May 24, 2010 RESOLUTION NO: 2010 -
MOTION BY: SECONDED BY:
A RESOLUTION APPROVING A QUOTE FROM HANSEN THORP PELLINEN
OLSON, INC. (HTPO) IN THE AMOUNT OF $32,900.00 FOR CONSTRUCTION
STAKING AND A QUOTE FROM AMERICAN ENGINEERING TESTING, INC. IN
THE AMOUNT OF $11,980.00 FOR MATERIAL TESTING FOR THE AUDUBON
ROAD RECONSTRUCTION PROJECT NO. 10-02
'WHEREAS, quotes were received for construction staking and material testing for the
Audubon Road Reconstruction Project No. 10 -02, and
WHEREAS, it appears the quote from Hansen Thorp Pellinen Olson, inc. (HTPO) in the
amount of $32,900.00 for construction staking is the lowest responsible quote,
AND WHEREAS, it appears the quote from American Engineering Testing, Inc. in the
amount of $11,980.00 for material testing is the lowest responsible quote.
NOW THEREFORE, BE IT RESOLVED by the Chanhassen City Council:
1. The mayor and clerk are hereby authorized and directed to approve the quote from Hansen
Thorp Pellinen Olson, Inc. (HTPO) in the amount of $32,900.00 for construction staking
and the quote from American Engineering Testing, Inc. in the amount of $11,980.00 for
material testing for the Audubon Road Reconstruction Project No. 10 -02.
Passed and adopted by the Chanhassen City Council this 24 day of May, 2010.
ATTEST:
Todd Gerhardt, City Manager Thomas A. Furlong, Mayor
YES NO ABSENT
•
Capital Improvenic t Program 2010 thou 2014 Department Street Improvements
City of Chanhast n, MN Contact Paul Oehme
Type Improvement
Project# ST-022 Useful Life
Project Name Audubon Street Project Category' Streets/Highways
Account 01 Account 83 Priority n/a
Account #2 Account #4
1 Total Project Cost: 33
Description
Annual project to rehabilitate and reconstruct streets in the City.
2010 - Audubon Road Lyman Blvd, to Lake Drive West
•
Justification {
The City uses a Pavement Management System to monitor the condition of the City streets. While proper preventative maintenance extends the
•
life of the street and is cost effective, a street will eventually deteriorate to a point that further maintenance is no longer cost effective.
Rehabilitation projects extend the life of the street In cases with utility or poor sub grade needs to be replaced or where streets have deteriorated
to a point where rehabilitation will no longer be practical, reconstruction of the street is necessary. A feasibility study is written to consider the
merits of the project and scope of work.
Expenditures 2010 2011 2012 • 2013 2014 Total
Construction 3,000,000 3,000.000
Total • 3,000,000 3,000,000
is
fl.
Funding Sourcgs 2010 2011 2012 2013 2014 Total
• GO Bonds 3,000,000 3,000,000
Total 3,000,E 3,000,000
t.
• Budget Impact /Other 1
This project may decrease maintenance costs.
•
•
•
•
•
103
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