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D-4. Carver Beach Area Street Project Approve Plans and Order Ad for Bids0 CITY OF CHANHASSEN 7700 Market Boulevard PC 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 h_4 MEMORANDUM ! 6 TO: Paul Oehme, Director of Public Works /City Engineer FROM: Alyson Fauske, Assistant City Engineer a'1 DATE: February 9, 2015 p KA SUBJ: 2015 Street Rehabilitation (Carver Beach Area) Project No. 15 -01: Approve Plans and Specifications; Authorize Advertisement for Bids PROPOSED MOTION "The City Council approves the plans and specifications for the 2015 Street Rehabilitation (Carver Beach Area) Project No. 15 -01 and authorizes the advertisement for bids. City Council approval requires a simple majority vote of the City Council present." Park & Recreation Phone: 952.227.1120 BACKGROUND Fax: 952.227.1110 At the August 11, 2014 work session, staff reviewed with Council the proposed 2015 Recreation Center Street Improvements in the Carver Beach area. Kerber Boulevard, a Municipal State Aid 2310 Coulter Boulevard Phone: 952.227.1400 Route is also proposed to be resurfaced in 2015. Fax: 952.227.1404 On October 27, 2014, the City Council authorized preparation of the feasibility study. Planning & eso Natural urces R l eso7.1130 On November 19, 2014, staff held an Open House for the proposed project. Phone: Fax: 952.227.1110 At the December 8, 2014 City Council meeting, the feasibility study was accepted and Public Works the public hearing was called for January 26, 2015. 7901 Park Place Phone: 952.227.1300 On January 26, 2015, the City Council held the public hearing and authorized the Fax: 952.227.1310 preparation of plans and specifications. Senior Center DISCUSSION Phone: 952.227.1125 Fax: 952.227.1110 Every year the City considers streets that are in poor condition to be rehabilitated or Website reconstructed. For the 2015 Street Rehabilitation Project, staff is proposing to make www.ci.chanhassen.mn.us improvements to approximately 4.3 miles of streets in the Carver Beach neighborhood. Chanhassen is a Community for Life - Providing for Today and Planning for Tomorrow 2015 Street Rehabilitation Project 15 -01: Approve Plans &Specifications; Authorize Ad for Bids February 9, 2015 Page 2 The street segments within the proposed project were identified by the City's Pavement Management software in conjunction with site investigations and utility infrastructure inspection. The proposed improvements generally consist of full depth pavement milling and repaving. Severe pavement and subgrade distresses will be removed and replaced. Minor drainage improvements are also proposed to be addressed. The water main is thought to be in relatively good condition since there are no major water main breaks recorded in the area. Some hydrants however have been identified as needing replacement because they have mechanical problems. A feasibility report was prepared by the Engineering Department staff. It is estimated the City will save about $150,000 with feasibility report preparation, design and construction observation not being outsourced to a consultant. A copy of the feasibility report is available in the Engineering Department. Below is a summary of the feasibility findings. STREET IMPROVEMENTS Approximately 4.3 miles of streets are proposed to be milled and repaved within the Carver Beach area. The streets in this area are 39 years old with the exception of Nez Perce Court, G:\ENG\PUBLIC\-2015 PROJECTS \I5 -01 2015 Street Improvements \Public and Council Meetings \a memo 02 -09 -2015 approve plans.docx ... ::: Ila . •, I� _ -••• am 1 �..� �� �� III►�� era � C I �= �_ .�� The proposed improvements generally consist of full depth pavement milling and repaving. Severe pavement and subgrade distresses will be removed and replaced. Minor drainage improvements are also proposed to be addressed. The water main is thought to be in relatively good condition since there are no major water main breaks recorded in the area. Some hydrants however have been identified as needing replacement because they have mechanical problems. A feasibility report was prepared by the Engineering Department staff. It is estimated the City will save about $150,000 with feasibility report preparation, design and construction observation not being outsourced to a consultant. A copy of the feasibility report is available in the Engineering Department. Below is a summary of the feasibility findings. STREET IMPROVEMENTS Approximately 4.3 miles of streets are proposed to be milled and repaved within the Carver Beach area. The streets in this area are 39 years old with the exception of Nez Perce Court, G:\ENG\PUBLIC\-2015 PROJECTS \I5 -01 2015 Street Improvements \Public and Council Meetings \a memo 02 -09 -2015 approve plans.docx 2015 Street Rehabilitation Project 15 -01: Approve Plans &Specifications; Authorize Ad for Bids February 9, 2015 Page 3 which was constructed in 1980. The streets were sealcoated in 1993 and 1998 and various areas were heavily patched in 2011. Staff recommends that rehabilitation of the majority of the streets within project area be accomplished by a full -depth mill and repaving with four -inch bituminous surface. This methodology consists of milling or grinding up the entire width of the street, removing some millings and paving two, two -inch lifts of bituminous over the millings. This technique was successfully used for the 2013 street project in the Greenwood Shores, Melody Hill and Sandy Hook areas. The streets that have concrete curb and gutter —Nez Perce Court and the northern 130 feet and the southern 200 feet of Nez Perce Drive —are proposed to be rehabilitated with an edge mill and overlay. These streets are newer than the rest of Carver Beach. The concrete curb and gutter is more effective in conveying drainage off of a street section and typically extends the life of the pavement. An edge mill and overlay consists of milling or grinding up six feet of the street on each side of the road, then installing two inches of new pavement over the entire street width. The street conditions in this area were last surveyed in 2013; the results are shown on the graphic to the right. The streets within the project area are generally rural residential with bituminous curb and minimal concrete curb and gutter to f ;1;++ ff FEW .� .� rte'► ���� I mail a%, i a e runo . Curb and gutter is proposed to be added behind the existing storm sewer manholes that are set within bituminous curb. A small amount of drain tile was included in the feasibility estimate in the event that groundwater is encountered during construction and drain tile can be installed to alleviate the situation. Rural residential roads are proposed to be milled and overlaid with four inches of bituminous. The street widths within the project area range between 16 and 26.5 feet wide. During field investigation, staff noted that many street sections are wider than they appear as soil and sod has encroached on to the road surface and vegetation has grown on top of the bituminous. The G: \ENG \PUBLIC\. 2015 PROJECTS \I5 -01 2015 Street Improvements \Public and Council Meetings \cc memo 02 -09 -2015 approve plans.docx 2015 Street Rehabilitation Project 15 -01: Approve Plans &Specifications; Authorize Ad for Bids February 9, 2015 Page 4 feasibility study estimate is based on the average observed street widths. Each street segment will be resurfaced to a consistent width, therefore some streets may be wider than they appear today and there may be more boulevard restoration than a typical mill and overlay project. STORM SYSTEM IMPROVEMENTS Staff has inspected the storm sewer structures and televised the storm sewer that was accessible with the Utility Department camera. Based on these observations, some minor replacement and repairs of the existing storm sewer is proposed with this project. These improvements are included in the estimated storm sewer costs. Because there are no additional impervious surfaces that will be added to the 2015 project area, it does not trigger any of the federal, state or local regulations. Further, given the era during which this area was developed, there is very little right -of -way and limited property available to construct water treatment best management practices. Additionally, in 2012 the watershed district designed and constructed several stormwater best management practices within Carver Beach on private property. The current vertical alignment of Woodhill Drive is lower than the typical bounce of the wetland on the north side of the road. This results in frequent inundation of Woodhill Drive and subsequent sediment deposition onto the road. �y, F =•- —per �I ` 8 ,A`� < �� r i 7_ 2 The profile of the road will be raised with this project and the culvert hydraulics under Woodhill Drive will be improved. Additional downstream water quality treatment through a filtration swale, pond expansion or some combination of the two is being considered for a future in -house project. The current pond at Lotus Trail and Napa Drive is undersized for its watershed therefore staff is evaluating possible expansion of the pond and improvements to the hydraulics. G: \ENG\PUBLIC\ 2015 PROJECTS \15 -01 2015 Street Improvements\Public and Council Meetings \cc memo 02 -09 -2015 approve plans.docx 2015 Street Rehabilitation Project 15 -01: Approve Plans &Specifications; Authorize Ad for Bids February 9, 2015 Page 5 Additional pond depth is not possible given the proximity to Lotus Lake and the water table. The project includes removal of material deposition within the pond. Lotus Trail between Napa Drive and Ponderosa Trail currently has five storm sewer outlets to Lotus Lake. Based on data obtained in the field, two of these outlets - to can be abandoned with this project. a. Limiting the number of discharge points to a water body is beneficial for water quality as there are fewer locations for ,. nutrient deposition and scour to occur within the water body. Additionally there are fewer structures to maintain, thereby reducing the City's maintenance costs. Drainage from both of the abandoned outlets will connect to the same outlet. A larger discharge pipe will be installed at this outlet to accommodate the additional drainage that will be conveyed to this system. Drainage from Fox Hill Drive, Lotus Trail and Broken Arrow has been directed to a curb cut south of the parking area for Carver Beach Park. This has resulted in gully erosion on the side slope of Lotus Trail and the delivery of sediment into Lotus Lake. In conjunction with this project, concrete curb and gutter will be installed on the east side of Lotus Trail from Fox Hill Drive to the Carver Beach Park parking lot. A catch basin with a sump manhole will be installed to capture sediment and dissipate energy before discharging into a stilling basin which will be constructed to provide treatment of the surface water prior to discharging to Lotus Lake. .7 ...J ♦t Staff will continue discussions with property owners on Broken Arrow Drive about snow storage and property access concerns resulting from the management practice that was installed in 2012 by the watershed district. Gi,ENG \PUBLIC\ 2015 PROJECTS\15 -01 2015 Street Improvements\Public and Council Meetings \cc memo 02 -09 -2015 approve plans.docx 2015 Street Rehabilitation Project 15 -01: Approve Plans &Specifications; Authorize Ad for Bids February 9, 2015 Page 6 Grades past the eastern end of Lone Eagle Drive drop quickly and gullies have formed. �7 C Y tl6 nderosa Dt e I 4 Staff looked at ,,,, limiting the portion - of Lone Eagle Lpr1C Ea e Drive past the - - - g driveway to 824 �- � 225 Lone Eagle; A however, this section is needed to provide access to the vacant » V1 dhitl Dr properties on the , - - (� 025 7�7� r]9 north side of the i 257 t i ,,, �,, right of way. Staff will work with the resident on the south side of the road where the erosion is occurring to determine what could be done to alleviate the issue. SANITARY SEWER SYSTEM IMPROVEMENTS Staff has inspected the sanitary sewer manholes and provided recommended repairs, such as inflow /infiltration barriers, replacing rings with a riser section, replacing the castings or cover, and rebuilding the manhole. The sanitary sewer system in the project area was televised and staff received the results December 18, 2014. Upon review of the televising records, the recommended sanitary sewer repairs are more extensive than originally anticipated. Staff researched alternative sanitary sewer repair methods to save money without compromising standards and has reduced the estimated sanitary sewer repair cost. Many manholes within Carver Beach include two -inch high adjusting rings which raises the manhole access to the street grade. Infiltration into the sanitary sewer system can occur via the mortared joints between the adjusting rings, therefore the more adjusting rings in a manhole the more opportunity for infiltration into the sanitary sewer system. Typically an additional section is installed at the top of the manhole to reduce or eliminate the number of rings. The alternative included in the plans is to install taller adjusting rings instead of adding a section to the manhole. This addresses the infiltration concerns as the number of mortared joints is reduced. An example of the existing, typical fix and proposed fix is illustrated below. G: \ENG \PUBLIC \_2015 PROJECTS15 -01 2015 Street Improvements\Public and Council Meetings \cc memo 02 -09 -2015 approve plans.docx 2015 Street Rehabilitation Project 15 -01: Approve Plans &Specifications; Authorize Ad for Bids February 9, 2015 Page 7 CURRENT CONDITION: 2' ADJUSTING RINGS TYPICAL: REPLACE RINGS WITH NEW SECTION Sheet -rtaca Street surface 1 4 mortar)o,w, manlrole srr tion PROPOSED FIX: TALLER ADJUSTING RINGS Street surface mortar i01nt. The public hearing notice notified residents about the opportunity to have their sewer service televised by the Utility Department. A special insert was included in the notices for the properties where inflow /infiltration is suspected. As of January 29, 2015, one service was televised; no issues were found. Seven properties are scheduled for televising between January 30 and February 4. WATER SYSTEM IMPROVEMENTS The water main in this area is ductile iron. City records do not show any water main breaks in this area; however, and the soils do not appear to be highly corrosive. It is recommended to replace some hydrants at this time that have mechanical problems. PROJECT FUNDING Special assessments to the benefitting properties are proposed to pay for a portion of the proposed 2015 Street Improvement Project No. 15 -01 per the City's assessment practice. The remaining project costs are proposed to be paid from City funds. All the utility improvements are proposed to be paid for by the associated utility fund. The preliminary funding is shown below: Funding Source Estimated Project Cost Amount Budgeted Assessments /Revolving Assessment Fund $1,620,070.20 $1,850,000.00 Stormwater Management Fund $100,000.00 $125,000.00 Water Utility Fund $121,365.00 $125,000.00 Sanitary Sewer Utility Fund $222,000.00 $188,000.00 $2,063,435.20 $2,288,000.00 G:\ENG\PUBLIC\-2015 PROJECTS \15 -01 2015 Street Improvements \Public and Council Meetings \cc memo 02 -09 -2015 approve plans.docx 2015 Street Rehabilitation Project 15 -01: Approve Plans &Specifications; Authorize Ad for Bids February 9, 2015 Page 8 Cost estimates include 5% indirect costs and 8% contingency. SCHEDULE The assessment hearing is tentatively scheduled for April 27, 2015. The project is expected to begin in May, 2015 with substantial completion by August 30, 2015. Attachments: 1. CIP Pages 2. Resolution G: \ENG \PUBLIC 2015 PROJECTSV 5 -01 2015 Street Improvements\Public and Council Meetings \cc memo 02 -09 -2015 approve planc.docx Projects By Funding Source 2015 thru 2019 Department Street Improvements City of Chanhassen, MN Contact Paul Oehme Project # ST -012 Project Name Annual Street Improvement Program Account #1 601 -xxxx -4751 Account #2 Account #3 Account #4 Type Improvement Useful Life Unassigned Category Streets/Highways Priority n/a Total Project Cost: $22,769,500 Annual project to rehabilitate and reconstruct streets in the City. Current 5 -year plan shows the following neighborhood areas: 2015 - Carver Beach area (south and west of Carver Beach Road) MSA - Kerber Blvd overlay (north of West 78th Street) and Dakota Ave (Hwy 5 to Lake Dr E) 2016 - North Manor Road, Washta Bay Road, Tanagers Lane, Sandpiper Trail, Piper Ridge Lane and Minnewashta Woods Drive MSA - Park Road overlay and Park Place 2017 - Flamingo Drive area, Ches Mar Drive, Lone Cedar and Saddlebrook Pass neighborhood MSA - Bluff Creek Drive overlay and Bluff Creek Drive Trail extension. 2018 - Orchard Lane, Forest Avenue, Forest Circle, Oriole Avenue, 64th Street and 96th Street 2019 - Fox Path area, Frontier Trail (north of 77th Street), Choctaw and Kurvers Point MSA - Minnewashta Parkway overlay 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 when utilities 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. The Highway 212 improvement project included a pedestrian trail along the first 2,500 feet of Bluff Creek Drive. The resulting "gap" represents a missing link in the City's trail system south to Flying Cloud Drive. Bluff Creek Drive is a difficult stretch of road to negotiate as a pedestrian in the absence of a trail. This trail segment is planned to be constructed along with the 2017 MSA street reconstruction. Prior Expenditures 2015 2016 2017 2018 2019 Total 97695,000 construction 3,250,000 2,460,000 3,022,400 1,687,300 2,654,800 13,074,500 Total Total 3,250,000 2,460,000 3,022,400 1,687,300 2,654,800 13,074,500 Prior Funding Sources 2015 2016 2017 2018 2019 Total 9,695,000 Assessment/Revolving 1,850,000 1,560,000 1,622,400 1,687,300 1,754,800 8,474,500 Assess Fund Total MSA 1,400,000 900,000 1,400,000 900,000 4,600,000 Total 3,250,000 2,460,000 3,022,400 1,667,300 2,654,800 13,074,500 Budget Impact/Other project may decrease maintenance costs. 88 Projects By Funding Source 2015 thru 2019 Department Water System Improvements City of Chanhassen, MN Contact Paul Oehme Project # W -024 Project Name Watermain Replacement Type Improvement Useful Life Unassigned Category Utilities Account #1 700 - 70254751 Account #3 Priority n/a Account #2 Account #4 cription Total Project Cost: $4,270,000 tcement of existing water main lines in coordination with the reconstruction of the City street projects or minor fixes of water distribution n for street rehabilitation projects. 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 2015 2016 2017 2018 2019 Total 2,375,000 Construction 125,000 825,000 75,000 770,000 100,000 1,895,000 Total Total 125,000 825,000 75,000 770,000 100,000 1,895,000 Prior Funding Sources 2015 2016 2017 2018 2019 Total 2,375,000 Water Utility Fund 125,000 825,000 75,000 770,000 100,000 1,895,000 Total Total 125,000 825,000 75,000 770,000 100,000 1,895,000 projects will decrease maintenance costs. III Projects By Funding Source 2015 rhru 2019 City of Chanhassen, MN Project # SWMP -019 Project Name Street Improvement Projects -Storm Water Mgmt Account #1 720 - 7025 -4751 Account #3 Account #2 Account #4 Department Surface Water Management Contact Paul Oehme Type Improvement Useful Life Unassigned Category SWMP Priority n/a Total Project Cost: $1,775,000 :scrnpuon annual amount set aside for storm water management infrastructure construction or expansion associated with street improvement projects [ertaken 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 2015 2016 2017 2018 2019 Total 1,100,000 Construction 125,000 200,000 75,000 200,000 75,000 675,000 Total Total 125,000 200,000 75,000 200,000 75,000 675,000 Prior Funding Sources 1,100,000 Surface Water Utility Fund Total Total 2015 2016 2017 2018 2019 Total 125,000 125,000 200,000 200,000 75,000 75,000 200,000 200,000 75,000 76,000 675,000 675,000 Budget Impact/Utner [nventory, inspection and maintenance of new infrastructure will be required. Citywide. No map 96 Projects By Funding Source 2015 thru 2019 City of Chanhassen, MN Project # SS -012 Project Name Inflow and Infiltration Abatement Account #1 701- 70xx4751 Account #2 Account #3 Account #4 Department Sanitary Sewer Improvements Contact Paul Oehme Type Improvement Useful Life Unassigned Category Utilities Priority n/a Total Project Cost: $1,700,000 This annual project includes televising, repairs and rehabilitation of existing sanitary sewer. The program also detects and eliminates points of entry of ground water and surface water into the City sanitary sewer system Projects have been identified from the 2006 Inflow and Infiltration Report and aspects of the program are included in the annual street project. The projects were reviewed by Metropolitan Council and approved in lieu of surcharge fees. Justification City staff has identified numerous older sewer lines that are in need of repair. The City of Chanhassen pays the Metropolitan Council for sewage treatment. Those payments are based on the amount of flow generated by the City of Chanhassen. Surface water and ground water that makes its way into the system either through breaks, displaced joints, manhole covers, or private connections to the system increase the amount charged to the City for sewage disposal and increasing the load on the City's lift stations. Prior 825,000 Total Expenditures 2015 2016 2017 2018 2019 Total Maintenance 75,000 200,000 200,000 200,000 200,000 875,000 Total 75,000 200,000 200,000 200,000 200,000 875,000 Prior Funding Sources 2015 2016 2017 2018 2019 Total r-825,000-1 Sewer Utility Fund 75,000 200,000 200,000 200,000 200,000 875,000 Total Total 75,000 200,000 200,000 200,000 200,000 875,000 Budget Impact/Other The efforts may decrease operational costs, MCES fees and emergency call outs. It is also the City's intent to use connection charges to help fund for those costs. It is the City's belief that as new customers come on line those connection fees should help fund future infiltration problems. 79 Projects By Funding Source City of Chanhassen, MN Project # SS -014 Project Name Sanitary Sewer Replacement 2015 thru 2019 Department Sanitary Sewer Improveme Contact PaulOehme Type Improvement Useful Life Unassigned Category Utilities Account #1 701 - 70254751 Account #3 Priority n/a Account #2 Account #4 Description I Total Project Cost: $1,640,000 teplacement 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 925,000 Construction Total Prior Funding Sources 925,000 Sewer Utility Fund Total 2015 2016 2017 2018 2019 Total 75,000 300,000 40,000 250,000 50,000 715,000 Total 75,000 300,000 40,000 250,000 50,000 715,000 2015 2016 2017 2018 2019 Total 75,000 300,000 40,000 250,000 50,000 715,000 Total 75,000 300,000 40,000 250,000 50,000 715,000 This project will decrease maintenance costs. 80 CITY OF CHANHASSEN CARVER AND HENNEPIN COUNTIES, MINNESOTA DATE: February 9, 2015 RESOLUTION NO: 2015 -XX MOTION BY: SECONDED BY: A RESOLUTION APPROVING PLANS AND SPECIFICATIONS AND AUTHORIZING AD FOR BIDS FOR THE 2015 STREET IMPROVEMENT (CARVER BEACH AREA) PROJECT NO. 15-01 WHEREAS, pursuant to the resolution passed by the Council on January 26, 2015, the City Engineer has prepared plans and specifications for the 2015 Improvement (Carver Beach area) Project 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 QuestCDN.com, 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 27, 2015, for the 2015 Street Improvement (Carver Beach area) Project No. 15 -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 9"' day of February, 2015. ATTEST: Todd Gerhardt, City Manager Denny Laufenburger, Mayor YES NO ABSENT