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D-7. 2016 Mill & Overlay Project 16-050 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 / �1 C�� tlJ TO: Paul Oehme, Director of Public Works/City Engineer FROM: Alyson Fauske, Assistant City Engineer DATE: March 14, 2016 SUBJ: 2016 Street Rehabilitation Project No. 16-05: Approve Plans and Specifications and Authorize the Advertisement of Bids PROPOSED MOTION "The City Council adopts a resolution approving the plans and specifications and authorizing advertisement for bids for the 2016 Street Rehabilitation Project Number 16-05. City Council approval requires a super 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. On December 14, 2015, the City Council accepted the feasibility study and ordered the public hearing. At the February 8, 2016 meeting, the City Council held the public hearing and authorized the preparation of plans and specifications. 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 neighborhoods. The street segments within the proposed project were identified by the City's Pavement Management Software in conjunction with site investigations. 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 Chanhassen is a Community for Life - Providing for Today and Planning for Tomorrow Paul Oehme 2016 Street Rehabilitation Project: Approve Plans & Specifications March 14 Page 2 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. '� % Se 73 77th St U :t CD �e`' d 1 0� 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, W. 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 ag it was improved by MnDOT in 2012 when the Lone Cedar Lane access to State Highway 5 was removed. The water main in this area is ductile iron. City records do not show any water main breaks in this area. The valves and hydrants in the project area are in good condition. r While verifying the utility locations within the project area, it was determined that the current alignment of the 12" ductile iron trunk water main is not ideal due to the proximity to the homes in the area. New 12" C900 water main is proposed to be installed within the east portion of W. 77th Street and the north portion of Lone Cedar Lane. The old alignment will be abandoned. g:\eng\public\_2016 projects\16-05 2016 street resurfacing project\communication\2016314 approve p&s authorize ad for bid.docx or '.:l' , Existing 12„ °`'� •. �.,.�. ,`, r . ductile iron f .� << r water main proposed to n�`'' be abandoned _ •='" g:\eng\public\_2016 projects\16-05 2016 street resurfacing project\communication\2016314 approve p&s authorize ad for bid.docx Paul Oehme 2016 Street Rehabilitation Project: Approve Plans & Specifications March 14 Page 3 The sanitary sewer system in this area has been televised. The work to be done in the area includes lining an offset joint and repairing inflow and infiltration (I&I) into the system which will be done in conjunction with the 20161&I project. New storm sewer is proposed at the W. 77th Street/Lone Cedar Lane intersection to alleviate the drainage and icing conditions; the proposed alignment is shown below. Draintile is also proposed on the south side of W. 77th Street to alleviate the saturated soil conditions in the area. The Trolls -Glen neighborhood includes 460 feet of W. 77th Street that is within the city of Victoria. Staff from the City of Victoria was notified of Chanhassen's proposed project and has budgeted for their portion of W. 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. In order to include this work in the project the Cities of Chanhassen and Victoria should enter into a Joint Powers Agreement (JPA) which summarizes the work to be done, responsible parties, and terms for payment. The City of Victoria will consider approval of the JPA at a meeting in March. Staff anticipates that the JPA will be brought to the Chanhassen City Council for approval at the March 28th meeting. g:\eng\public\_2016 projects\16-05 2016 street resurfacing project\communication\2016314 approve p&s authorize ad for bid.docx Paul Oehme 2016 Street Rehabilitation Project: Approve Plans & Specifications March 14 Page 4 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 presented an alternative to the "eyebrow" to the residents accessing the street which would minimize the mass of pavement surface in this area. There was not a consensus to proceed with the design, therefore the eyebrow will remain as is. Ploa l Vow R0.4 r� z s Fo+ Pft 24 Storm sewer is proposed to be extended within the northern portion of Fox Path to alleviate drainage issues in the area. The grades at the intersection of Fox Path and Pleasant View Road will be adjusted to reduce the runoff from Pleasant View Road on to Fox Path. The plan includes about 340 feet of draintile at various locations to address other drainage issues within the project area. Minor replacement and repairs of the existing storm sewer are also proposed. The water main in this area is ductile iron. There is one documented water main break in this area. The valves and hydrants in the project area are in good condition. The sanitary sewer system in this area has been televised. The work to be done in the area includes lining an offset joint and repairing inflow and infiltration (I&I) into the system, which will be done in conjunction with the 2016 I&1 project. 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 Project Cost Amount Budgeted Assessments/Revolving Assessment Fund $560,000 $700,000 Stormwater Management Fund $41,000 $50,000 Water Utility Fund $36,000 $25,000 $637,000 $775,000 g:\eng\public\_2016 projects\16-05 2016 street resurfacing project\communication\2016314 approve p&s authorize ad for bid.docx Paul Oehme 2016 Street Rehabilitation Project: Approve Plans & Specifications March 14 Page 5 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: 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\2016314 approve p&s authorize ad for bid.docx CITY OF CHANHASSEN CARVER AND HENNEPIN COUNTIES, MINNESOTA DATE: March 14, 2015 RESOLUTION NO: MOTION BY: SECONDED BY: 2016 -XX A RESOLUTION APPROVING PLANS AND SPECIFICATIONS AND AUTHORIZING AD FOR BIDS FOR THE 2016 STREET REHABILITATION (FOX CHASE AND TROLLS -GLEN AREAS) PROJECT NO. 16-05 WHEREAS, pursuant to the resolution passed by the Council on January 25, 2016, the City Engineer has prepared plans and specifications for the 2016 Street Rehabilitation (Fox Chase and Trolls -Glen Areas) 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, May 9, 2016, for the 2016 Street Rehabilitation (Fox Chase and Trolls -Glen Areas) Project No. 16-05, 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 14th day of March, 2016. ATTEST: Todd Gerhardt, City Manager Denny Laufenburger, Mayor YES NO ABSENT Capital Improvement Program 2016 thrtr 2020 City of Chanhassen, MN Project n ST -012 Project Name Annual Street improvement Program Department Street Improvements Contact Paul Oehme Type Improvement Useful Life Unassigned Category Strecull-lighways Account #I 601-xxxx-4751 Account H3 Priority n/a Account 112 Account 44 Total Project Cost. 525,569,500 Annual project to rehabilitate and reconstruct streets in the City. Current 5 -year plan shows the following neighborhood areas: 2016 - North Manor Road, Washta Day Road, Tanagers Lane, Sandpiper Trail, Piper Ridge Lane, Minnewaslita 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 arca, Frontier Trail (north of 77th Street), Choctaw and Kurvers Point MSA - Minnewashta Parkway overlay 2020 - Chan View area 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. Muff Creek Drive is a difficult stretch of road to negotiate as a pedestrian in the absence ora trail. This trail segment is planned to be constructed along 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 2,50000 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 MSA 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 Phis project may decrease maintenance costs. Capital Improvement Program 2016 rhru 2020 City of Chanhassen, MN Project H SWMP-019 ProJect Namc Street Improvement Projects -Storm Water• Mgmt Account Of 720.7025.4751 Account N2 Account N3 Account N4 Description An annual amount set aside for storm water management infrastructure construction or ex undertaken by the engineering and public works departments, Department Surface Water Management Contact Paul Ochme Type Improvement Userul Life Unassigned Category SWMP Priority n/a Total Project Cost: 51,975,000 ssociated with street improvement projects 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 2016 2017 2016 2019 2020 Total t1,225,000 Construction 200,000 75,000 200,000 75,000 200,000 750,000 Total Total 200,000 75,000 200,000 75,000 200,000 750,000 Prior Funding Sources 1.225,000 Surface Water Utility 'Natal 2016 2017 2018 2019 2020 Total Fund 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 Budget Impact/Other Inventory, inspection and maintenance of new infrastructure will be required. Cilywide. No map Capital Improvement Program 2016 rhru 2020 City of Chanhassen, MN Project It W-024 Project Name Watermain Replacement Account If] 700.7025.4751 ,Account N2 lacement of existing water main lines in coord .m for street rehabilitation projects. Account k3 Account 44 Department Water System Improvements Contact Paul Oehme Type improvement Uset'ut Life Unassigned Category Utilities Priority n/a Total Project Cost; $5,120,000 with the reconstruction of the City street projects or minor fixes of water Justification The City considers the condition of the existing utilities in the process to select streets fitr rehabilitation in an efrort 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 27500000 Construction 825,000 75,000 770,000 100,000 850,000 2,620,000 Tot a I Total 825,000 75,000 770,000 100,000 850,000 2,620,000 Prior Funding Sources 2016 2017 2018 2019 2020 Total 2,500,000 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 'hese projects will decrease maintenance costs. Capital Improvement Program City of Chanhassen, MN Project d SS -014 Project Warne Sanitary Semi- Replacement Account til 701.702.5-4751 Account 42 :Account 93 Account d4 2016 thru 2020 Deparnnent Sanitary Sewer Intprovemtnts Conflict PaulOehtne t ypt Irnpfovcmcni Useful Life Unassigned Category Utilities Priority Nn Description Total Project Cost. S1,890,000 Replacement or rehabilitation of existing sanitary scv�,cr 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 1,000,000 Construction -Total 2016 2017 2018 2019 2020 Total 300,000 40,000 250,000 50,000 250,000 890,000 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 proiect will decrease maintenance costs.