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1b. 2011 Street Rebahilitation Project No. 11-01: Approve Plans and Specification; Authorize Advertisement for Bids16 CIUOF MEMORANDUM CUMflMSEN TO: Paul Oehme, Director of Public Works /City Engineer' 7700 Market Boulevard FROM: Alyson Fauske, Assistant City Engineer PO Box 147 Chanhassen, MN 55317 DATE: February 28, 2011 D�to Administration SUBJ: 2011 Street Rehabilitation Project No. 11 -01: Approve Plans and Phone: 952.227.1100 Specifications; Authorize Advertisement for Bids Fax: 952.227.1110 Building_lnspections Phone: 952.227.1180 I .PROPOSED MOTION Fax: 952.227.1190 present. Fax: 952.227.1110 "The City Council is recommended to approve the plans and specifications for Engineering City Project No. 11 - 2011 Street Rehabilitation Project and authorize the y Phone: 952.227.1160 advertisement for bids. Fax: 952.227.1170 Finance City Council approval requires a simple majority -vote of the City Council Phone: 952.227.1140 present. Fax: 952.227.1110 Park & Recreation BACKGROUND Phone: 952.227.1120 Fax: 952 ,227.1110 At the October 11 2010 work s staff reviewed with Counci the proposed 2011 Street Improvement project areas. Recreation Center 2310 Coulter Boulevard On October 25 2010 the Cit Coun authorize the re aration of the y p p Phone: 952.227.1400 feasibility study, Fax: 952.227.1404 Plannin & 9 Staff held a neighborhood ope house on December 8, 2010. Natural Resources Phone: 952.227.1130 On December 13, 20 10, the City Coun accepted the fea report and called Fax: 952.227.1110 the public hearing. Public Works Staff held a nei meeting on January 12, 2011 to discuss the proposed 1591 Park Road Phone: 952.227.1300 Timberwood Drive /Stone C reek Court street connection.` Fax: 952,227.1310 At the February 14, 2+ 11 work Session, the C1` ty Council directed staff to Senior Center abandon plans for an emergency connection from Tinaberwood Drive to Stone Phone: 952.227.1125 Creek Court. Fax: 952.227.1110 Web Site www.ci.chanhassen.mn.us Chanhassen is a Community for Life - Providing for Today and Planning for Tomorrow 2011 Street Rehabilitation Project 11 -01: Approve Plans &Specs; Authorize Ad for Bid February 28, 2011 Page 2 Overview This year's proposed street project includes three areas which generally include the Timberwood Drive neighborhood, Santa Vera Drive area and West 78 Street area from Powers Boulevard to Market Boulevard. Approximately 2,000 feet of trails is proposed to be resurfaced along the Highway 5 corridor and in the Stone Creek neighborhood. The project also includes expanding the south parking lot at City Hall to accommodate 12 additional parking stalls. ti Lake Ann 3 0 ~- - HIGHWAY -5 est 78th St � El C - Blvd �-� ------- -------- -- \ - -. _., �._:�- L,. CI �. L. ' a� a te .Q 4 .e ke Susan Purpose and Need for Street Improvement The streets proposed for rehabilitation were selected based on the pavement condition scores and site investigations. These streets can no longer be maintained cost effectively with minor maintenance techniques such as seal coating. The streets in general have deteriorated, because of the age. The potholes and other pavement problems present have created poor driving conditions and have weakened the subgrade soils. The pavement condition indices are shown on the maps below; a score of 100 represents a new street and 0 represents a completely deteriorated street. Pavements between 45 and 65 are generally considered needing a rehabilitation or overlay. G: \ENG \PUBLIC \_2011 PROJECTSU 1-012011 street project \app plans & specs 02 -28 -1 l.docx 2011 Street Rehabilitation Project 11 -01: Approve Plans &Specs; Authorize Ad for Bid February 28, 2011 Page 3 Streets in this condition range should be rehabilitated at this time then wait until the street condition gets much worse. Waiting much longer, the streets would most likely deteriorate more rapidly and cost more to make improvements in the future. If left unimproved, the streets would most likely need to be reconstructed and would require a greater assessment. The City's pavement management plan has identified streets for improvements over the 10 years which are currently being programmed and planned for. If projects are delayed, they would most likely not be proposed for improvements for at least another 10 years. Delaying projects will cost more in the future, create more complaints about the condition of the roadway, and create more patch work and cost for the Public Works department. Proiect Area #1: Urban Commercial This project area consists of 0.71 miles of streets within the western portion of the downtown core. The projected PCIs range from 17 to 71 within this project area, however staff recommends a mill and overlay is warranted on the roads with higher PCI's since these segments are collector roads. The streets segments with the lower PCI's are not collector roads and would benefit from a mill and overlay. The average PCI for the area is 44 which is within the general guidelines for overlays. A 3" mill and overlay is anticipated on W. 78 Street and a 2" overlay on the side streets. Included in the project would be new loop detectors at all the signalized intersections. Some damaged curb and gutter will also be replaced. Soil borings for this project area indicate that there is between eight and nine inches of bituminous over 17 to 19 inches of gravel and one foot of sand. G: \ENG \PUBLIC \_2011 PROJECTSA 1-012011 street project \app plans & specs 02 -28 -1 Ldocx 2011 Street Rehabilitation Project 11 -01: Approve Plans &Specs; Authorize Ad for Bid February 28, 2011 Page 4 Protect Area #2: Urban Residential There are approximately 1.07 miles of streets within this project area. The project generally consists of replacing damaged and settled curb, repairing severely distressed pavement areas, edge milling the streets and paving a 2" overlay. Drain the will be installed along a portion of Chippewa Trail and Saratoga Drive to alleviate some of the drainage issues within this area. The soil borings indicate that there is between four and eight inches of asphalt and over six to eight inches of gravel in this area. Drainage improvements to the intersection of Kerber Boulevard and Santa Vera Drive and at the end of Saratoga Drive cul -de -sac are also proposed. The bolts to some gate and hydrant valves should be replaced at this time. It's thought some of these valves may experience problems in the near future because of the age of the system and soils condition. Staff proposes a separate assessment roll for Santa Vera Drive west of Kerber Boulevard since the area is all multi - family units. G: \ENG\PUBLIC \_2011 PROJECTS\ 11-0 1 2011 street project \app plans & specs 02 -28 -1 Ldocx 2011 Street Rehabilitation Project 11 -01: Approve Plans &Specs; Authorize Ad for Bid February 28, 2011 Page 5 Proiect Area #3: Rural Residential Staff proposes that a full depth mill and overlay be performed due to the condition of the streets. The millings of the streets would be used as aggregate base. A 4" pavement section is proposed based on the soils engineer's recommendation. The feasibility report was based on a 3" pavement section, but the contingency included in the estimate should cover the cost for the additional bituminous. Proiect Area #4: Trail Maintenance Along with overlay projects, the City has included trail segments that are in need of repair or replacement. The Parks Maintenance Department used updated trail pavement condition data and site investigation to determine the proposed trail segments in the 2011 resurfacing project. The trails proposed to be replaced are shown on the right. Originally, the proposal included a segment of trails along Highway 5 between Great Plains Boulevard and Highway 101. This segment was deleted from the project since MnDOT's proposed turn lane improvements along Highway 5 may impact this trail segment. Additional trails along the Stone Creek corridor have been added in lieu of the Highway 5 trail. These trail segments show signs of significant deterioration and should be replaced. The budget for this work is $75,000. These improvements will not be assessed. G: \ENG \PUBLIC \_2011 PROJECTSU 1 -01 2011 street project \app plans & specs 02- 28- 11.docx 2011 Street Rehabilitation Project 11 -01: Approve Plans &Specs; Authorize Ad for Bid February 28, 2011 Page 6 Pro iect Area #5 South East City Hall Parking Lot Expansion This project is proposed to maximize the existing parking lots at City Hall. Currently, the parking lots at City Hall are over capacity when seniors and library events are planned during the day. City staff has tried to schedule events so parking demand is spread out during the day; however these initiatives have only been somewhat successful. The proposed parking lot expansion would remove most of the center median from the parking lot, move the north curb line six feet to the north and reconstruct the parking lot entrances. The work would allow for 3 12 additional parking stalls. The cost for the project - -. a is budgeted at $70,000 and would be funded by the Capital Replacement Fund. improvements will not be assessed. These Permits and Approvals A permit is required from the Department of Natural Resources for the replacement of the culvert under the trail. Permits are also required from Carver County and the Minnesota Department of Transportation for the trail work within the Powers Boulevard right of way. FUNDING Funding for the project is anticipated to come from several sources. Forty percent (40 %) of the street improvement cost would be assessed back to the benefiting property owners per the City's assessment practice. The remaining 60% of the street cost would be a City cost. Assessment amounts are proposed to be specific to each project area. Funding Source Amount Engineering Budgeted Estimate Assessments /Revolving Assessment Fund $1 $1 Street Pavement Maintenance Fund $ 300 $ 6500 Capital Replacement Fund $ 70 $ 60 $1 $1 Cost estimates include 5% indirect costs and 15% contingency. A 10% contingency was used for the commercial area since the scope of work in this area is more clearly defined. G: \ENG \PUBLIC \_2011 PROJECTS\1 1 -01 201 1 street project \app plans & specs 02 -28 -1 Ldocx 2011 Street Rehabilitation Project 11 -01: Approve Plans &Specs; Authorize Ad for Bid February 28, 2011 Page 7 Staff feels this project will receive many very competitive bids due to the shortage of work available for contractors to bid on. RCHEDI TT .F, The assessment hearing is tentatively scheduled for April 25, 2011. The anticipated construction schedule is as follows: Timberwood Drive Area and Trail Improvements W. 78 Street and Santa Vera Drive Areas City Hall Parking Lot Attachments: 1. CIP Pages 2. Resolution Mayl l to July 1, 2011 July 11 to August 26, 2011 September 5 to September 30, 2011 G:\ENG\PUBLIC\ 2011 PROJECTS\1 1 -01 201 1 street project \app plans & specs 02 -28 -1 l.docx apital Improvement Program ity of Chanhassen, MN :Project # ST -012 Project Name Annual Stre Improvement Program Account #1 601 -xxxx -4751 Account #2 Account #3 Account #4 2011 thru 2015 Department Street Improvements Contact Paul Oehme Type Improvement Useful Life Unassigned Category Streets/Highways Priority n/a P escription Total Project Cost: $9,700,000 annual project to rehabilitate and reconstruct streets in the City. Current 5 -year plan shows the followin residential 2011 - Timberwood Drive neighborhood, Saratoga, Santa Vera Chi P' g nei ghborhood areas: >treet (Powers Blvd to Market Blvd) PP ewa icha and Kerber (S of W 78th), Target lane and W 78th 2012 - Greenbriar, Fir Tree, Elm Tree, Dogwood, Shore Drive and Maplewood 2013 - Greenwood Shores and West 78th Street (Powers p d Circle (Reconstruction) (P s to Market} 2014 - Dartmouth Drive and Cypress Drive 2015 - Carver Beach area (south and west of Carver Beach Road) !ustification 'fie City uses a Pavement Management System to monitor the condition of the City fe of the street and is cost effective, a street will eventually deteriorate streets. While proper preventative maintenance extends the y e to a point that further maintenance is no longer cost effective. ' ehabilitation projects extend the life of the street. In cases with utility r ty poor sub grade needs to be replaced or where streets have deteriorated a point where rehabilitation will no longer be practical reconstruction of the street is necessa cents of the protect and scope of work. ry• A feasibility study is written to consider the 'rior Expenditures 2011 2012 2013 -- 2014 2015 Total 3,200 Construction 1,500,000 1,700 000 11200,000 1,100,000 1,000,000 6 Utal Total 1,500,000 1 1200 - ,000 1,100,000 1 6,500,000 rior Funding Sources 2011 2012 2013 2014 2015 Total ,3,200,000 Assessment/Revolving Assess 1,200,000 117001000 1 1,100,000 1,000,000 fi,200,000 Dtal Street Pavement Management 300 300,000 Total 1,500,000 11700 11200,000 1 , 1,000,000 6,500,000 Iget Impact/Other Project may decrease maintenance costs. 107 Capital Improvement Program 2011 thm 2015 City of Chanhassen, N4N Project # MB -016 Project Name City gall Parking Lot Expansion Account #1 400 - 0000 -4706 Account #3 Account #2 Account #4 Description Expansion of the lower east parking lot at City Hall adding ten new spaces. Justification Additional parking capacity is needed for City Hall, senior center, library and park. Department Expenditures 2011 2012 PaulOehme Construction 70,000 Useful Life Total 70,000 Engineering Funding Sources 2011 2012 Capital Replacement Fund 70,000 Total 70,000 3 p i T Budget Impact/Other t Department Municipal Buildings Contact PaulOehme Type Improvement Useful Life Category Engineering Priority n/a Total Project Cost: $70,000 2013 2014 2015 T otal 7 0,000 70,000 2013 2014 2015 T otal 70,000 70,000 71 CITY OF CHANHASSEN CARVER AND HENNEPIN COUNTIES, MINNESOTA DATE: Febru ry 28, 2011 RESOLUTION NO: MOTION BY: SECONDED BY: 2011- A RESOLUTION APPROVING PLANS AND SPECIFICATIONS AND AUTHORIZING AD FOR BIDS FOR THE 2011 STREET IMPROVEMENT PROJECT NO. 11 -01 WHEREAS, pursuant to the resolution passed by the Council on January 24, 2011, the City Engineer has prepared plans and specifications for the 2011 Street Improvement and has presented such plans and specifications to the Council for approval; NOW, THEREFORE, BE IT RESOLVED that the Chanhassen City Council: 1. Such plans and specifications, a copy of which can be reviewed at the office of the City Engineer, are hereby approved. 2. The city clerk shall prepare and cause to be inserted in the official city newspaper and Finance & Commerce, an advertisement for bids upon the making of such improvement under such approved plans and specifications. The ad shall be published at least three times, shall specify the work to be done, shall state that bids will be opened and that the responsibility of the bidders will be considered by the Council at 7:00 PM on Monday, April 25, 2011, for the 2011 Street Improvement Project No. 11 -01, in the Council Chambers of the City Hall. Any bidder whose responsibility is questioned during consideration of the bid will be given an opportunity to address the Council on the issue of responsibility. No bids will be considered unless sealed and filed with the clerk and accompanied by a bid security payable to the clerk for 5% of the amount of such bid. Passed and adopted by the Chanhassen City Council this 28 day of February, 2011. ATTEST: Todd Gerhardt, City Manager Thomas A. Furlong, Mayor YES NO ABSENT