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E-5. 2016 Street Rehab Project 16-05 Accept Feasibility Study and Call PH0 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 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 r TO: Paul Oehme, Director of Public Works /City Engineer �tf FROM: Alyson Fauske, Assistant City Engineer V% DATE: December 14, 2015 SUBJ: 2016 Street Rehabilitation Project No. 16 -05: Accept Feasibility Study; Call Public Hearing PROPOSED MOTION "The City Council adopts the attached resolution accepting the feasibility report for the 2016 Street Rehabilitation Project No. 16 -05 and calls the public hearing for February 8, 2016. City Council approval requires a simple majority vote of the City Council present." BACKGROUND At the June 22, 2015 work session, staff reviewed with Council the proposed 2016 Street Improvement areas. Staff also discussed with the Council the need to make improvements to more local streets than what is currently budgeted in the Capital Improvement Plan. On October 26, 2015, the City Council authorized preparation of the feasibility study. On November 18, 2015, staff held an Open House for the proposed project. DISCUSSION Every year the City considers streets that are in poor condition to be rehabilitated or reconstructed. For the 2016 Street Rehabilitation Project, staff is proposing to rehabilitate approximately one mile of streets in the Trolls -Glen (Lone Cedar area) and Fox Chase - t AM , �-t 4 Am ?` At- .S 6 #.`F• L o F, neighborhoods. The street segments within the proposed project were identified by the City's Pavement Management Software in conjunction with site investigations. Chanhassen is a Community for Life - Providing for Today and Planning for Tomorrow Paul Oehme 2016 Street Improvement Project: Accept Feasibility Study; Call Public Hearing December 14, 2015 Page 2 The original project scope included Ches Mar Drive and Stoughton Avenue. The Ground Penetrating Radar indicated - and the Streets Department has verified - that there is little to no Class 5 underneath the pavement on these streets. Without sufficient Class 5, the roadbed cannot withstand the load of the construction equipment. Staff will reevaluate these street sections and recommend adding them to a future project. A feasibility report was prepared by the Engineering Department staff. It is estimated the City will save about $100,000 with feasibility report preparation and design not being outsourced. Due to the inspection needs for the 2016 Street Reconstruction Project No. 16 -01, the construction observation for this project will be performed by a consultant. A copy of the feasibility report is available in the Engineering Department. A summary of the feasibility findings are included in this report. The proposed improvements are similar to what was done in the Carver Beach area during the summer of 2015: reclaiming the pavement surface and the Class 5 underneath the pavement, removing the top four inches of reclaimed material, and paving two, two -inch lifts of asphalt. Severe pavement and subgrade distresses will be removed and replaced. Minor drainage improvements are also proposed to be addressed. The water main in each project area is thought to be in relatively good condition. Trolls -Glen Area (0.4 miles) The streets in this area are between 40 and 44 years old and were sealcoated in 1994, 1999 and 2008. The street conditions in this area were last surveyed in 2014. The Pavement Condition Indices (PCIs) from the survey are shown on the adjacent map. A PCI below 45 typically warrants reconstruction however the utilities in the area are in fair condition, therefore staff recommends reclaiming the streets at this time. Subgrade corrections will be done as needed. Lone Cedar Lane was originally constructed as a rural residential street in 1971 when the sanitary sewer and water main were installed in the area. At that time, there were only lots along the southern portion of what is now known as Lone Cedar Lane. In 1975, the Trolls -Glen development was approved and the remainder of Lone Cedar Lane, West 77th Street and Forest Ridge Circle were constructed. The streets in the Trolls -Glen development were urbanized, leaving the southern 500 feet of Lone Cedar Lane as the only rural section within the Street Project No. 16 -05 project area. The proposed improvements include urbanizing this 500 foot section. Lone Cedar Circle is not included in the project as it was improved by MnDOT in 2012 when the Lone Cedar Lane access to State Highway 5 was removed. g: \eng \public \_2016 projects \16 -05 2016 street resurfacing project \communication\20151214 proj 16 -05 accept feasibility.docx Paul Oehme 2016 Street Improvement Project: Accept Feasibility Study; Call Public Hearing December 14, 2015 Page 3 The water main in this area is ductile iron. City records do not show any water main breaks in this area. It is estimated that two valves and two hydrants will be replaced with this project. The Utility Department will verify the scope of work to be included in the project. The sanitary sewer system in this area will be televised to determine the scope of sanitary sewer repairs. The feasibility study includes costs to replace the sanitary sewer lids and install I &I barriers in each manhole. The Utility Department will inspect the manholes in the area this winter to determine the scope of repairs. The feasibility estimate includes 400 feet of drain tile based on field observations. Minor replacement and repairs of the existing storm sewer is expected with this project and are included in the estimated storm sewer costs. The Streets Department will inspect the storm sewer system to determine the final scope of work to be performed with this project. The Trolls -Glen neighborhood includes 460 feet of West 77th Street that is within the City of Victoria. Staff from Victoria was notified of Chanhassen's proposed project and has budgeted for their portion of West 77th Street. The majority of street work in the Trolls -Glen area is in Chanhassen. Staff from both municipalities agree that the project will be more cohesive and cost effective if the City of Chanhassen takes the lead on the design, bidding and construction administration for the project. The City of Victoria would reimburse the City of Chanhassen for these services. The feasibility study, cost estimates and budgets presented in this report do not include the work to be performed in Victoria. Fox Chase Area (0.6 miles) The streets in this area are 30 years old and were sealcoated in 1993, 1998 and 2007. The street conditions in this area were last surveyed in 2013. The Pavement Condition Indices (PCIs) from the survey are shown on the adjacent map. A PCI below 45 typically warrants reconstruction however the utilities in the area are in fair condition, therefore staff recommends reclaiming the streets at this time. Subgrade corrections will be done as needed. The Fox Chase area includes a large paved area commonly referred to as an "eyebrow ". This area is approximately 90 feet wide and 100 feet long. Staff has drafted an alternative to the "eyebrow" in order to minimize the mass of pavement surface in this area. Residents that would be affected by this reconfiguration have been contacted to g: \eng \public \_2016 projects \16 -05 2016 street resurfacing project \communication\20151214 proj 16 -05 accept feasibility.docx Paul Oehme 2016 Street Improvement Project: Accept Feasibility Study; Call Public Hearing December 14, 2015 Page 4 determine if there is support for the proposed design. Staff will provide an update at the Public Hearing. The water main in this area is ductile iron. There is one documented water main break in this area. It is recommended to replace some valves and hydrant bolts at this time. The Utility Department will verify the scope of work to be included in the project. The sanitary sewer system in this area will be televised to determine the scope of sanitary sewer repairs. The feasibility study includes costs to replace the sanitary sewer lids and install I &I barriers in each manhole. The Utility Department will inspect the manholes in the area this winter to determine the scope of repairs. OL The streets within the project area are residential M streets with concrete curb and gutter and storm sewer to facilitate runoff. The feasibility estimate includes 750 feet of drain tile based on field observations. if JP 1� Minor replacement and repairs of the existing storm sewer is expected with this project and are included in the estimated storm sewer costs. The Streets Department will inspect the storm sewer system to determine the final scope of work to be performed with this project. g: \eng \public \_2016 projects \16 -05 2016 street resurfacing project \communication\20151214 proj 16 -05 accept feasibility.docx Paul Oehme 2016 Street Improvement Project: Accept Feasibility Study; Call Public Hearing December 14, 2015 Page 5 PROJECT FUNDING Forty percent (40 %) of the street improvement cost is proposed to be assessed to the benefitting property owners, per the City's assessment practice. The remaining 60% of the street costs and all of the utility costs would be paid by the City. The preliminary funding is shown below: Funding Source Estimated Amount March 7, 2016 Project Cost Budgeted Assessments /Revolving Assessment Fund $560,000 $700,000 Stormwater Management Fund $41,000 $50,000 Water Utility Fund $24,000 $25,000 Sanitary Sewer Utility Fund $12,000 $50,000 $637,000 $825,000 The estimated assessment for each project area is calculated as follows: Trolls -Glen Total Estimated Street Cost: $250,000 40% assessed: 40% of $250,000 = $100,000 Number of assessable units: 33 Estimated unit assessment: $100,000 - 33 units = $3,000 /unit* Fox Chase Total Estimated Street Cost: $310,000 40% assessed: 40% of $310,000 = $124,000 Number of assessable units: 50 Estimated unit assessment: $124,000 - 50 units = $2,500 /unit* *The estimated assessments were rounded to the nearest $100. Final assessment amounts will be based on the lowest bid and will be calculated to the nearest $0.01. The cost estimates include a 10% contingency and 5% indirect costs. SCHEDULE The proposed project schedule is as follows: Public Hearing; Authorize Preparation of Plans and Specifications February 8, 2016 Approve Plans and Specifications; Authorize Advertisement for Bids March 7, 2016 Call Assessment Hearing April 11, 2016 Assessment Hearing; Accept Bids and Award Contract May 9, 2016 Project Begins June, 2016 Substantial Completion August 30, 2016 Attachments: Resolution CIP Sheets g: \eng \public \_2016 projects \16 -05 2016 street resurfacing project \communication\20151214 proj 16 -05 accept feasibility.docx CITY OF CHANHASSEN CARVER AND HENNEPIN COUNTIES, MINNESOTA DATE: December 14, 2015 RESOLUTION NO: 2015 -XX MOTION BY: SECONDED BY: A RESOLUTION ACCEPTING FEASIBILITY STUDY AND CALLING THE PUBLIC HEARING FOR THE 2016 STREET REHABILITATION (FOX CHASE & TROLLS -GLEN AREAS) PROJECT NO. 16-05 WHEREAS, pursuant to resolution of the Council adopted October 26, 2015, a report has been prepared by City staff with reference to the above - referenced project, and this report is being received by the Council on December 4, 2015, and WHEREAS, the report provides information regarding whether the proposed project is necessary, cost - effective, and feasible. NOW, THEREFORE, BE IT RESOLVED by the Chanhassen City Council: 1. The Council will consider the improvement of such project in accordance with the report and the assessment of abutting properties for a portion of the cost of the improvement pursuant to Minnesota Statutes, Chapter 429 at an estimated total cost of the street improvements of $560,000. 2. Public hearing for the proposed improvements within the 2016 Street Rehabilitation (Fox Chase and Trolls -Glen Areas) Project No. 16 -05 shall be held on February 8, 2016 in the Council Chambers of City Hall at 7:00 PM. The clerk shall give mailed and published notice of the hearing and improvement as required by law. Passed and adopted by the Chanhassen City Council this 14th day of December, 2015. ATTEST: Todd Gerhardt, City Manager Denny Laufenburger, Mayor YES NO ABSENT Capital Improvement Program 2016 rhru 2020 City of Chanhassen, M1 Project # ST -01.2 Project Name Annual Street Improvement Program Account #1 601 -xxxx -4751 Account #3 Account #2 Account #4 Department Street Improvements Contact Paul Oehme Type Improvement Useful Life Unassigned Category Streets /Highways Priority n/a Total Project Cost: $25,569,500 Annual project to rehabilitate and reconstruct streets in the City. Current 5 -year plan shows the following neighborhood areas: 2016 - North Manor Road, Washta Bay Road, Tanagers Lane, Sandpiper Trail, Piper Ridge Lane, Minnewashta Woods Drive, Fox Path area, Lone Cedar area, Ches Mar Drive and Stoughton Ave MSA - Park Road overlay and Park Place 2017 - Flamingo Drive area 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 2020 - Chan View area Justification I ['he City uses a Pavement Management System to monitor the condition of the City streets. While proper preventative maintenance extends the ife of the street and is cost effective, a street will eventually deteriorate to a point that further maintenance is no longer cost effective. tehabilitation projects extend the life of the street. In cases when utilities or poor sub grade needs to be replaced or where streets have leteriorated to a point where rehabilitation will no longer be practical, reconstruction of the street is necessary. A feasibility study is written to .onsider the merits of the project and scope of work. ie Highway 212 improvement project included a pedestrian trail along the first 2,500 feet of Bluff Creek Drive. The resulting "gap" represents a issing 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 e absence of a trail. This trail seement is nlanned to be constructed alone with the 2017 MSA street reconstruction. Prior Expenditures 2016 2017 2018 2019 2020 Total 12,945,000 Construction 3,460,000 2,322,400 1,687,300 2,654,800 2,500,000 12,624,500 Total Total 3,460,000 2,322,400 1,687,300 2,654,800 2,500,000 12,624,500 Prior Funding Sources 2016 2017 2018 2019 2020 Total 12,945,000 Assessment/Revolving 2,260,000 922,400 1,687,300 1,754,800 2,500,000 9,124,500 Assess Fund Total RASA 1,100,000 1,400,000 900,000 3,400,000 Other Agency Contribution 100,000 100,000 Total 3,460,000 2,322,400 1,687,300 2,654,800 2,500,000 12,624,500 Budget Impact/Other This project may decrease maintenance costs. Capital Improvement Program 2016 thru 2020 City of Chanhassen, NM Project # SWMP -019 Project Name Street Improvement Projects - Storm Water Mgmt Account #1 720 -7025 -4751 Account #2 Account #3 Account #4 Department Surface Water Management Contact Paul Oehme Type Improvement Useful Life Unassigned Category SWMP Priority nfa Description Total Project Cost: 51,975,000 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 1,225,000 Construction Tota 1 2016 2017 2018 2019 2020 Total 200,000 75,000 200,000 75,000 200,000 750,000 Total 200,000 75,000 200,000 75,000 200,000 750,000 Prior Funding Sources 2016 2017 2018 . 2019 2020 Total 1,225,000 Surface Water Utility Fund 200,000 75,000 200,000 75,000 200,000 750,000 'Dotal Total 200,000 75,000 200,000 75,000 200,000 750,000 Budget Impact/Other Inventory, inspection and maintenance of new infrastructure will be required. Citywide. No map Capital Improvement Program 2016 thr•u 2020 City of Chanhassen, MN Project # W -024 Project Name Watermain Replacement Account #1 700 - 7025 -4751 Account #2 Account 0 Account #4 Department Water System Improvements Contact Paul Oehme Type Improvement Useful Life Unassigned Category Utilities Priority n/a Description Total Project Cost: $5,120,000 Replacement of existing water main lines in coordination with the reconstruction of the City street projects or minor fixes of water distribution system 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 2016 2017 2018 2019 2020 Total 2,500,000 construction 825,000 75,000 770,000 100,000 850,000 2,620,000 ,Fatal Total 825,000 75,000 770,000 100,000 850,000 2,620,000 Prior Funding Sources 2016 2017 2018 2019 2020 Total F-2-.-5-0-0—,000-1 Water Utility Fund 825,000 75,000 770,000 100,000 850,000 2,620,000 Total Total 825,000 75,000 770,000 100,000 850,000 2,620,000 Budget Impact/Other ------- - - - - -- These projects will decrease maintenance costs. Capital Improvement Program 2016 rhrie 2020 City of Chanhassen, MN Project # SS -014 Project Name Sanitary Sewer Replacement Department Sanitary Sewer Improvements Contact PaulOehme Type Improvement Useful Life Unassigned Category Utilities Account #1 701- 7025 -4751 Account #3 Priority nia Account #2 Account #4 Description Total Project Cost: S1,890,000 Replacement or rehabilitation of existing sanitary sewer Iines 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 1,000,000 Construction Total 2016 2017 300,000 40,000 2018 2019 250,000 50,000 2020 Total 250,000 890,000 Total 300,000 40,000 250,000 50,000 250,000 890,000 Prior Funding Sources 2016 2017 2018 2019 2020 Total 1,000,000 Sewer Utility Fund 300,000 40,000 250,000 50,000 250,000 890,000 Total Total 300,000 40,000 250,000 50,000 250,000 890,000 Budget Impact/Other This project will decrease maintenance costs.