1d. 2012 Street Recon Project, Consultant Contract, Auth Feas Study0
CITY OF
CHANHASSEN
7700 Market Boulevard
PO Box 147
Chanhassen, MN 55317
Administration
Phone: 952.227.1100
Fax: 952.227.1110
Building Inspections
Phone: 952.227.1180
Fax: 952.227.1190
Engineering
Phone: 952.227.1160
Fax: 952.227.1170
Finance
Phone: 952,227.1140
Fax: 952.227.1110
Park & Recreation
Phone: 952.227.1120
Fax: 952.227.1110
Recreation Center
2310 Coulter Boulevard
Phone: 952.227.1400
Fax: 952.227.1404
Planning &
Natural Resources
Phone: 952.227.1130
Fax: 952.227.1110
Public Works
1591 Park Road
Phone: 952.227.1300
Fax: 952.227.1310
Senior Center
Phone: 952.227.1125
Fax: 952.227.1110
Web Site
www.ci.chanhassen.mn.us
MEMORANDUM
TO: Paul Oehme, Director of Public Works /City Engineer
FROM: Alyson Fauske, Assistant City Engineer
DATE: May 23, 2011 0 p & �,-
SUBJECT: 2012 Street Reconstruction Project No. 12 -01: Approve Consultant
Contract; Authorize Preparation of Feasibility Study
PROPOSED MOTION
"The City Council is recommended to approve a consultant contract in the
amount of $171,509 with WSB & Associates, Inc. and authorize the
preparation of a feasibility study for the 2012 Street Reconstruction Project,
No. 12 -01.
City Council approval requires a simple majority vote of the City Council
present."
BACKGROUND
At the May 9, 2011 Council work session, staff
discussed the 2012 street reconstruction project
with the Council.
DISCUSSION
The Capital Improvement Program includes the
reconstruction of the streets in the Minnewashta
Heights neighborhood next year. The streets
—E„ 11 3
3
Project
Location
proposed for reconstruction were chosen using the
City's Pavement Management Program and were identified due to utility problems in
the area.
The streets in Minnewashta Heights are 40
years old and cannot be cost effectively
repaired with minor maintenance or even a
bituminous overlay.
The streets were sealcoated in 1994 and
1999.
Chanhassen is a Community for Life - rrOv l 1 , today and Planning for Tomorrow
2012 Street Reconstruction Project
May 23, 2011
Page 2
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The streets are in poor condition with an
average pavement condition index of 38. A
road under 45 typically indicates distress that
would require a full depth reconstruction.
The west portion of Shore Drive has a
pavement condition index between 52 and
64; however these scores are artificially high
since there are three watermain break patches
in this vicinity.
The watermain in this area is cast iron pipe
and has eight documented breaks. The
sanitary sewer will be televised to determine
its condition and if there is inflow /infiltration
into the system.
For the 2006 Surface Water Management plan, this area was modeled and a preliminary drainage
analysis was completed. Also, several years ago a consultant
1_
was hired to give recommendations for drainage
improvements south of Highway 7 in the Minnewashta
Landings development to the west. Staff intends to use this
information and gather additional information to complete a
storm water design for the area. i
The project area is developed and streets have 50' right -of-
way; therefore there is minimal space to provide traditional
storm water management, namely curb and gutter, storm
sewer and treatment ponds. Staff may need to look at
alternative storm water management systems for this project.
Staff plans to meet with the neighborhood in June to discuss
the storm water management options.
There are overhead private utilities within the project area. The private utility companies will be
notified of the proposed project and asked to provide an estimate to bury the utility. Should the
neighborhood wish to pursue burying the private utilities, 100% of the cost will be assessed to the
benefitting property owners.
On April 21, 2011, a Request for Proposals (RFPs) for this project was emailed to Kimley -Horn and
Associates, Inc. and WSB & Associates, Inc. Both firms submitted a proposal which is summarized
as follows:
G:\ENG\PUBLIC \_2012 PROJECTS \12 -01 Minnewashta Hts recon\approve consultant contract 05- 23- 2011.docx
2012 Street Reconstruction Project
May 23, 2011
Page 3
Kimley -Horn WSB &
and Associates, Associates, Inc.
Inc.
Submitted prior to the deadline ✓ ✓
Proposal format ✓ ✓
Transmittal letter submitted ✓ ✓
Members of the consultant team identified ✓ ✓
Understanding of project ✓ ✓
Total Fee $217,755 $171,509
Construction observation will be done in- house, therefore the totals for both consultants have been
adjusted so that only $20,000 is allocated to coordinate construction observation.
The main difference in the proposals was the time allocated for the feasibility report preparation,
preliminary and final design services, and meetings. Kimley Horn allocated a total of 1,215 hours for
these tasks; WSB allocated 756 hours.
The WSB project team worked on the Erie Avenue and Red Cedar Point Street and utility
construction projects in 2010. Their work has been satisfactory. It is planned to have City staff
complete the inspection of the project and most of the construction administration.
SCHEDULE
If this project moves forward, staff anticipates the following project schedule:
Complete Soil Borings
June, 2011
Neighborhood Meeting
June, 2011
Complete Consultation Report
August, 2011
Neighborhood Open House
September, 2011
Accept Feasibility Report
October, 2011
Hold Public Hearing
November, 2011
Bid Opening
March, 2012
Assessment Hearing
April, 2012
Start Construction
May, 2012
Construction Substantially Complete
September, 2012
FUNDING
Budgets for the proposed work have been included in the 2011 CIP.
Assessments are proposed to be based off the City's assessment practice of assessing 40% of the
street improvements to the benefiting properties on a per lot basis. The assessments would be
proposed for 10 years at 6% interest. A consultation report should be drafted to help determine the
final assessment amount. One Hundred Percent (100 %) of the utility and stormwater improvements
GAENG\PUBLIC \_2012 PROJECTS \12 -01 Minnewashta Hts recon \approve consultant contract 05 -23 -201 Ldocx
2012 Street Reconstruction Project
May 23, 2011
Page 4
would be funded out of the respective utility funds. It is proposed 40% of the consultant fee
associated with the street improvements will be assessed back to the benefiting property owners.
The following is the current project budget and funding sources:
Fund
Total
Revolving Assessment fund
$1,700,000
Sanitary Sewer Utility fund
$300,000
Watermain Utility fund
$700,000
Storm water Utility fund
$400,000
$3,100,000
The consultant contract will be a time and materials based work not to exceed amount. As with all
engineering contracts, the consultant must submit periodic invoices that staff will review before
processing. The consultant will be required to submit time sheets verifying the. hours worked on the
project and expense sheets. Staff will review the invoices and expense sheets for accuracy and
conformance to the contract.
Attachments: CIP pages
Resolution
G:\ENG\PUBLIC\ PROJECTS \12 -01 Minnewashta Hts recon\approve consultant contract 05- 23- 2011.docx
Capital Improvement Program 2011 thru 2015 Department Sanitary Sewer Improvements
1V
City of Chanhassen, Contact Paul Oehme
Type Improvement
Project # SS -014
Useful Life Unassigned
Project Name Sanitary Sewer Replacement Category Utilities
Account #1 701 -7025 -4751 Account #3 Priority n/a
Account #2 Account #4
Description Total Project Cost: $850,000
Replacement or rehabilitation of existing_sanitary sewer lines in conjunction with the reconstruction of the City street.
Justification
The City considers the condition of the existing utilities in the process to select streets for rehabilitation in an effort to realize
cost savings by
consolidating these projects.
Prior Expenditures 2011
2012 2013
2014 2015
Tota
250,000 Construction
300,000
300,000
600,000
Total Total
300,000
300,000
600,000
P
P.
Prior Funding Sources 2011
2012 2013
2014 2015
To tal
F - 2 - 55,53 - 5 1 Sewer Utility Fund
300,000
300,000
600,000
Total Total
300,000
300,000
600,000
Budget Impact/Other
This project will decrease maintenance costs.
100
Capital Improvement Program 2011 thru 2015
City of Chanhassen, MN
Project # ST -012
Project Name Annual Street Improvement Program
Account #1 601- xxxx4751 Account #3
Account #2 Account #4
Department Street Improvements
Contact Paul Oehme
Type Improvement
Useful Life Unassigned
Category Streets /Highways
Priority n/a
Description I Total Project Cost: $9,700,000
Annual project to rehabilitate and reconstruct streets in the City. Current 5 -year plan shows the following neighborhood areas:
Residential 2011 - Timberwood Drive neighborhood, Saratoga, Santa Vera, Chippewa, Picha and Kerber (S of W 78th), Target lane and W 78th
Street (Powers Blvd to Market Blvd)
2012 - Greenbriar, Fir Tree, Elm Tree, Dogwood, Shore Drive and Maplewood Circle (Reconstruction)
2013 - Greenwood Shores and West 78th Street (Powers to Market)
2014 - Dartmouth Drive and Cypress Drive
2015 - Carver Beach area (south and west of Carver Beach Road)
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.
Prior
3,200,000
Total
Prior
3,200,000
Total
1,500,000 1,700,000 1,200,000 1,100,000 1,000,000 6,500,000
Total 1,500,000 1,700,000 1,200 1,100,000 1,000,000 6,500,000
Total 1,500,000 1,700,000 1,200,000 1,100,000 1,000,000 6,500,000
[g et Impactlother I
project may decrease maintenance costs.
Expenditures 2011 2012 2013 2014 2015 Total
Construction
Funding Sources
2011 2012 2013 2014 2015 Total
Assessment/Revolving Assess 1,200,000 1,700,000 1,200,000 1,100,000 1,000,000 6,200,000
Street Pavement Management 300,000 300,000
107
a
Capital Improvement Program 2011 thru 2015
Department Surface Water Management
City of Chanhassen, MN Contact Paul Oehme N
Type Improvement
Useful Life Unassigned
Category SWMP
Account #1 720 - 7025 -4751 Account #3 Priority
n/a
Account #2 Account #4
Description Total Project Cost:
$1,250,000
An annual amount set aside for storm water management infrastructure construction or expansion associated with street improvement projects
undertaken by the engineering and public works departments.
Justification
Street improvement projects frequently require construction or expansion of storm water management infrastructure in order to comply with
federal, state and local regulations, as well as protecting existing and proposed development adjacent to the projects.
Prior Expenditures 2011 2012 2013 2014 2015
Total
450,000 Construction 400,000 400,000
800,000
Total Total 400,000 400,000
800,000
Prior Funding Sources 2011 2012 2013 2014 2015
Total
450,000 Surface Water U Fund 400,000 400,000
800,000
Total Total 400,000 400,000
800,000
Budget Impact/Other
Inventory, inspection and maintenance of new infrastructure will be required. Citywide. No map
118
Capital Improvement Program
City of Chanhassen, MN
2011 thru 2015 Department Water System Improvements
Contact Paul Oehme
Project # W -024 Type Improvement
Useful Life Unassigned
Project Name Watermain Replacement Category Utilities
Account #1 700 - 7025 -4751 Account #3 Priority n/a
Account #2 Account #4
Description I iorai rrgleci c.osc: bZ,LVU'VUU
Replacement of existing water main lines in coordination with the reconstruction of the City street.
Justification
The City considers the condition of the existing utilities in the process to select streets for rehabilitation in an effort to realize cost savings by
consolidating these projects and also to avoid potential cuts in recently improved streets. If significant repairs are necessary to the existing water
main, replacement may be the most cost effective option. Given the highly corrosive soils in the City, water main replacement is an ongoing
project in the City.
Prior Expenditures
800,000 Cons
Total
Prior Funding Sources
800,000 Water Utility Fund
Total
Total 700,000 700,000 1,400,000
Q
;et bWact/Other
projects will decrease maintenance costs.
2011 2012 2013 2014 2015 Total
700,000
700,000
1,400,000
Total 700,000 700,000 1,400,000
2011 2012 2013 2014 2015 Total
700,000 700,000 1,400,000
131
CITY OF CHANHASSEN
CARVER AND HENNEPIN COUNTIES, MINNESOTA
DATE: May 23, 2011 RESOLUTION NO:
MOTION BY:
SECONDED BY:
2011-
A RESOLUTION APPROVING CONSULTANT CONTRACT; AUTHORIZE
PREPARATION OF FEASIBILITY STUDY FOR THE 2012 STREET
RECONSTRUCTION PROJECT NO. 12-01
WHEREAS, the streets for reconstruction in the Minnewashta Heights neighborhood in
2012 are as follows:
Dogwood Avenue
Elm Tree Avenue
Fir Tree Avenue
Greenbriar Avenue
Maplewood Circle
Shore Drive
NOW, THEREFORE, BE IT RESOLVED that the Chanhassen City Council hereby
approve a consultant contract with WSB & Associates, Inc. in the amount of $231,057.00 for
engineering services related to the project and authorize preparation of a feasibility study for the
2012 Street Reconstruction Project.
Passed and adopted by the Chanhassen City Council this 23 day of May, 2011.
ATTEST:
Todd Gerhardt, City Manager
Thomas A. Furlong, Mayor
YES NO ABSENT