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D-3. Kerber Blvd Street Project, Call Assmt HearingCITY 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 7901 Park Place Phone- 952.227.1300 Fax: 952.227.1310 Senior Center Phone: 952.227.1125 Fax: 952.227.1110 Website www.ci.chanhassen.mn.us MEMORANDUM TO: Paul Oehme, Director o Public Works/City Engineer FROM: A] Qn-n FmioVP Assistant City -P-nailnep. DATE: April 13, 2015 SUBJECT: 2015 Street Improvement (Kerber Boulevard) Project No. 15-02: Call Assessment Hearing PROPOSED MOTION "The City Council adopts a resolution calling the assessment hearing for the 2015 Street Improvement (Kerber Boulevard) Project No. 15-02 for Monday, May 11, 2015. City Council approval requires a simple majority vote of those present," BACKGROUND At the August 11, 2014 work session, staff reviewed with Council the proposed 2015 Street Improvements to the Carver Beach area. Kerber Boulevard, a Municipal State Aid Route, is also proposed to be resurfaced in 2015. On October 27, 2014, the City Council authorized preparation of the feasibility study. On December 11, 2014, staff held an open house for the proposed project. At the December 8, 20141 City Council meeting, the feasibility study was accepted and the public hearing was called for February 9, 2015. IV The City Council authorized the preparation of plans and specifications at the February 9, 2015 meeting. On February 23, 2015, the City Council approved the plans and specifications and authorized the advertisement for bids Bids were opened on Monday, March 30.,2015 and were below the Engineer's estimate. gAeng\pubCh anhamwisa Gm manly hearing.docx DISCUSSION Every year the City considers streets that are in poor condition to be rehabilitated or reconstructed. For the 2015 Street Rehabilitation Project, staff is proposing to rehabilitate approximately 1.4 miles of Municipal State Aid street, Kerber Boulevard. This street was identified by the City's Pavement Management software in conjunction with site investigations. The proposed improvements generally consist of milling four inches of pavement and repaving. Severe pavement and subgrade distresses will be removed and replaced. Kerber Boulevard is an urban street section. Damaged curb and gutter will be replaced with this project. Minor drainage improvements are also proposed to be addressed. The water main is thought to be in relatively good condition since there is only one documented water main break in the area. The sanitary sewer system in the project area was televised and staff received the results December 18, 2014. Upon review of the televising records, it is recommended some of the sanitary sewer should to be replaced due to sags in the pipe. Some minor manhole work is also proposed. The bid opening was Monday, March 30, 2015. It is recommended to call the assessment hearing in order to keep the project on schedule. g:\eng\public\_2015 projects\15-02 kerber boulevard overlay\public and council meetings\20150413 cc memo call assessment hearing. docx 2015 Street Rehabilitation Project 15-02: Call Assessment Hearing April 13, 2015 Page 3 FUNDING Special assessments to the benefitting properties are proposed to pay for a portion of the proposed 2015 Street Rehabilitation Project No. 15-02 per the City's assessment practice. The City's share of the project is proposed to be paid for with Municipal State Aid funds (gas tax funds) which the City annually receives from the State. However, the City will need to advance funds from the State Aid account since the City's account does not have sufficient funds to pay for this project. The State encourages Cities to advance fund projects since the State Aid account has sufficient funds to cover these types of projects. The State does not charge any interest for these advancements. The sanitary sewer improvements are proposed to be paid for by the Sanitary Sewer Enterprise Fund. The preliminary cost and funding for the project is shown below: Fundmi! Source Estimated Amount CZY Project Cost Budgeted Municipal State Aid Fund $1,3855000.00 $1140000.00 Assessments $245563.41 Sewer Utility Fund $47,000000 $855000.00 Total $1 4561563.41 $1 A55000.00 Kerber Boulevard is a 40 -foot wide collector road with few properties having direct access to the street. The City's practice is to assess benefitting properties 40% of the equivalent cost of a 31 - foot wide residential roadway. Due to the limited number of benefitting properties, assessments are proposed to be established by a front -footage basis. The IRET (Byerly's) property was assessed for 100% benefit to W. 78th Street with the 2011 resurfacing project and therefore is not included in the proposed assessment roll for City Project No. 15-02. The cost estimate includes 8% contingency and 5% indirect costs. Per State Statute, the City Council must call the assessment hearing and publish the hearing date at least two weeks prior to the assessment hearing. Staff will publish the notice in the April 9, 2015 edition of the Chanhassen Villager. This schedule provides just over two weeks time between the publication date and the assessment hearing. SCHEDULE The anticipated project schedule is as follows: Assessment Hearing May 11, 2015 Work Begins July 6, 2015 Substantial Completion August 309 2015 Attachments: 1. Resolution 2. CIP sheets G:\ENG\PUBLIC\-2015 PROJECTS\15-02 Kerber Boulevard Overlay\Public and Council Meetings\20150413 cc memo call assessment hearing.docx CITY OF CHANHASSEN CARVER AND HENNEPIN COUNTIES, MINNESOTA DATE: April 13, 2015 RESOLUTION NO: MOTION BY: SECONDED BY: 2015 -XX A RESOLUTION CALLING THE ASSESSMENT HEARING FOR THE 2015 STREET IMPROVEMENT PROJECT (KERBER BOULVEARD) NO. 15-02 WHEREAS, Minnesota State Statute 429 regarding special assessments for public improvement projects requires City Council to officially set the assessment hearing date for capital improvement projects. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF CHANHASSEN, MINNESOTA: 1. A hearing shall be held on. the 11th day of May, 2015 in the Council Chambers at City Hall at 7:00 p.m. to pass upon such proposed assessments and at such time and place all persons owning property affected by such improvements will be given an opportunity to be heard with reference to such assessment. 2. The city clerk is hereby directed to cause a notice of the hearing on the proposed assessments to be published once in the official newspaper at least two weeks prior to the hearing, and shall state in the notice the total cost of the improvements. The clerk shall also cause mailed notice to be given to the owner of each parcel described in the assessment rolls not less than two weeks prior to the hearings. 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 of Chanhassen, except that no interest shall be charged if the entire assessment is paid within 90 days from. the adoption of the assessments. The property owner may at any time thereafter, pay to the City of Chanhassen 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 succeeding year. Passed and adopted by the Chanhassen City Council this 13th day of April, 2015. ATTEST: Todd Gerhardt, City Manager Thomas A. Furlong, Mayor YES NO ABSENT Projects By Fundin, g Source City of Chanhassen, NN Toi ect 4 ST -012 �roject Name Annual Street Improvement Program Department Street Iinprovements Contact Paul Ochme Type Improvement Useful Life Unassigned Category Streets/Highways Account #1. 601-xxxx-4751 Account #3 Priority n/a Account #2 Account 44 DiptTotal Pr Ject Cost.- S22,769,500 escrion 01 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 78tb 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 201.7 - Flamingo Drive area, Claes 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 Kunters Point MSA - Minnewashta Parkway overlyX 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 witten to consider the merits of the p Ject and scope of work.. onsi PQJ 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 Gig's trail system south to Flying Cloud Drive. Bluff Creek Drive is a difficult stretch of road to negotiate as a pedestrian in e absence of a trail. This trail seament is fanned to be constructed aloe a with the 2017 MSA street reconstruction. Prior Expenditures 2015 2016 2017 2018 2019 Total I 9, ,Loa Construction 3t250,000 2,460,000 3,022,400 1,687,300 2,654,800 13,074,500 Total Total 3,250,000 2x460,000 3,022,400 16871300 2654tOOO 13tO74,500 Prior. Funding Sources 9,695,000 Assessment/Revolving Assess Fund Total. RAO A 2015 2016 2017 2018 2019 Total --- - ------ -------- 1, - 850,000 1,560,000 1,622,400 1,687o300 1*754,800 8,474,500 1,400,000 900,000 11400,000 900,000 41600,000 Total 31250,000 2t4601,000 3tO22,400 11687,300 21654t800 13,074,500 Budget Impact/Offier This project may decrease maintenance costs. 88 I I I 0 Projects By F 2015 thru 2019 Department surface Fater Management City of Chanhassen, MN Contact Paul Oehme Project # SWW-01.9 Type Improvement Prn ect Name useful fife Unassigned Streetpr v t Storm Water Mgnit Category Account #1 720-7025--4751 account #3 Priority n/a Account #2 Account #4 Description Total Project este $1,775,000 An annual amount set aside for storm eater management in=frastructure construction or expansion associated with street improvement protects undertaken by the engineering and public works departments. ust cat o Street improvement projects frequently require construction or expansion of stem water management in�strucomplyr . �e in ander to federal, state and local regulations, as well as protecting existing and proposed development adjacent to tl�e ro, ects. Priori Expend tures 2015 2016 2017 2018 2019 Total 1,100,0001 Conatruott4n125� �,� 7�,C�� , 750000 675,000 0o �'+ T to ,125,000 200,000 75,000 .00,000 75,000 675 000 .prior Funding Sources 2015 2016 2017 2018 2019 Total 0 Surface Water Utility Fund 125,000 200,000 75,000 200,000 75 000 675,000 Total Total 125,000 200,000 75,000 240p0 75,000 675 000 Budget Impact/Mer Mventory, inspection and maintenance of new infra trueture -rill be required. Citywidef lea map 2015 Enterprise Funds 701 Sewer Utility Expenditures 2014 to 12 2013 2014 2015 2015 Account Description Actual Actual Budget Budget % Inc/(Dec 4010 Salaries & Wages -Reg 241,468 246,742 246o08O 260,000 5.7% 4011. Overtime -Reg 9,182 6,626 91000 8,000 (11.1%) 4012 Stand -By Pay 6,421, 6,482 6,500 6,500 0.0% 4020 Salaries & Wages -Temp 8,041 13,126 14,000 14,000 0.0% 4021 Overtime -Temp 33 67 - - 0.0% 4030 Con tributions- Retirement 37,148 37,571 40,000 42,000 5.0% 4040 Contributions -Insurance 40,496 40,892 44x000 48*000 9.1% 4050 Workers Compensation 6,242 6,955 6,200 7,200 16.1% 4060 Unemployment 2,212 - - - 0.0% Total Personal Services 351)243 358j46_2 365j7O0 385.,70-0- 5.5% 4120 Supplies -Equipment 15,954 13,890 8,500 10,000 17.6% 4140 Supplies -Vehicles 11280 5,987 5;000 5A0 0.0% 4150 Maintenance Materials 9,142 10,534 10,000 10,000 0.0% 4160 Chemicals 4,083 3,301 4,500 4t500 0k0% 4170 Motor Fuels & Lubricants 14,672 14,683 14,000 14,000 0.0% 4240 Uniforms & Clothing 2,064 967 2,000 2,000 0.0% 4260 Small Tools & Equipment 2;715 3,449 2,800 2,800 0.0% Total Materials & Supplies 4.9,911 52,811 46o800 48,300 3.2% 4300 Fees, Services 17,448 27,724 23,000 23)000 0.0% 4301 Auditing 6,000 6,000 6,000 6,000 0.0% 4310 Telephone 50176 7,726 6,000 7,500 25.0% 4320 Utilities 66,324 73,785 70p000 75,000 7.1% 4330 Postage 5,141 5,024 5,500 5o200 (5.5%) 4340 Printing & Publishing 2,646 1.o443 21000 2,000 0.0% 4350 Cleaning & Waste Removal b 1.93 - - 0.0% 4360 Subscriptions & Memberships 100 440 400 400 0.0% 4370 Travel & Training 4,506 3,866 4o200 4,,00 0,00/0 4410 Rental- Equipment 41 317 L500 500 (66.7%) 4440 License & Registration 152 - - - 0,0% 4483 Insurance -General Liability 13o000 .130000 13,000 13,000 0.0% 4509 Remit to Other Agencies 11506t629 1,398,891 1.f4,51,000 1,579,600 8 . 9 c/o 4510 Repair & Maintenance -Budding 2,233 4,266 5,000 4o200 (16.0%) 4520 Repair & Maintenance - Vehicles 405 1,762 1,000 1,000 0,00/0 4530 Repair & Maintenance -Equip 22,430 28,182 26t000 26,000 0.0% 4551 Repair & Maintenance -Sewer 91,841 79,001 85,000 85,000 0.000 4553 Emergency Repairs -Sewer 8,797' 2,435 100000 MON 0.0% 4933 Sales Tax 21140 769 - - 0.0% Total Contractual Services 1,755,010 1,654,823 11709,600 1,842,600 7.80,E Total Expenditures 21156,163 2pO66,096 21122,100 2,2,BOO7.3% 04 I