G-1. 2016 Mill & Overlay Project 16-05: Accept Bids & Award Contract; Assessment Hearing0
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
GI
0.
TO: Paul Oehme, Director of Public Works/City Engineer
FROM: Alyson Fauske, Assistant City Engineer
DATE: May 9, 2016
SUBJ: 2016 Street Rehabilitation Project No. 16-05: Accept Bids, Hold
Special Assessment Hearing and Award Contract
PROPOSED MOTION
"The City Council adopts the attached resolution accepting the bids and awards
the contract for the 2016 Street Rehabilitation Project No. 16-05 to Northwest
Asphalt Inc. in the amount of $713,385.02.
The City Council adopts the assessment roll for City Project 16-05,
Fox Chase and Trolls -Glen Rehabilitation and the attached resolution."
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 for in
the Capital Improvement Plan (CIP).
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.
On March 14, 2016, the City Council approved the plans and specifications and
authorized the advertisement for bids.
g:\eng\public\_2016 projects\I6-05 2016 street resurfacing project\communication\20160509 cc memo assessment
hearing.Ghwhassen is a Community for Life - Providing for Today and Planning for Tomorrow
City Project 16-05 Assessment Hearing
May 9, 2016
Page 2
On April 11, 2016, the City Council called for the assessment hearing.
On May 4, 2016, staff held an open house for the project and discussed the proposed
assessments.
PROJECT SUMMARY
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 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.
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.
„ za
g:\eng\public\_2016 projects\I6-05 2016 street resurfacing project\communication\20160509 cc memo assessment hearing.docx
Paul Oehme
2016 Street Rehabilitation Project 16-05:
Assessment Hearing
May 9, 2016
Page 3
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.
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&I project.
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.
73
77th
h m
w
F o`�
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.
g:\eng\public\_2016 projects\16-05 2016 street resurfacing project\communication\20160509 cc memo assessment hearing.docx
Paul Oehme
2016 Street Rehabilitation Project 16-05:
Assessment Hearing
May 9, 2016
Page 4
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.
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.
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 will be installed
within the east portion of W. 770' Street
and the north portion of Lone Cedar Lane.
The old alignment will be abandoned.
Existing 12„ Tom. s .a I t 1-.404 lak, T, .
ductile iron „®r*Y;>
water main
proposed to
be abandoned
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&I project.
New storm sewer is proposed at the W. 7701 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. 77a' Street to alleviate the saturated soil conditions in the area.
g:\eng\public\_2016 projects\16-05 2016 street resurfacing project\communication\20160509 cc memo assessment hearing.docx
M
Paul Oehme
2016 Street Rehabilitation Project 16-05:
Assessment Hearing
May 9, 2016
Page 5
The Trolls -Glen neighborhood includes 460 feet of W. 77a' Street that is within the city of
Victoria. Staff from the City of Victoria was notified of Chanhassen's project and has budgeted
for their portion of W. 77t' Street. The majority of street work in the Trolls -Glen area is in
Chanhassen therefore the Cities of Chanhassen and Victoria entered into a Joint Powers
Agreement stating that the City of Chanhassen would take the lead on the design, bidding and
construction administration for the project and that the City of Victoria would reimburse the City
of Chanhassen for these services. The project costs and budgets presented in this report do not
include the work to be performed in Victoria.
POLICY DECISION/ACTION TO BE CONSIDERED
Prior to the completion of the assessment hearing, any property owner who wants to object to
their assessment must file a signed written objection or they waive their right to appeal. The
Council may accept or modify the assessment amount as presented.
ASSESSMENT HEARING PROCEDURE
Staff will provide a brief explanation of the work along with the proposed assessment amount.
Any issues that the City Council wishes to discuss regarding the project financing is appropriate
during the public hearing portion of the project. Public testimony should be received for the
project. The property owners should be reminded that if they wish, they must file a written
objection with the City either prior to or during the actual project hearings. Objections after the
public hearing are invalid.
An assessment objection is a request by the property owner for the Council to review the
assessment amount. Staff may have an immediate response to individual comments. If the City
Council feels an objection cannot be addressed immediately the objection should be received and
referred to staff for investigation. The remaining assessment roll should be adopted in order for
the process to stay on schedule. At the next City Council meeting, a report will be presented to
Council regarding all objections.
If there are no objections filed, or if Council feels staff's investigation will not result in any
changes being made to the assessment roll, a motion by the City Council to adopt the assessment
roll as prepared is needed for the project.
ASSESSMENT OBJECTIONS
Objections may be filed up to and at the public hearing. At the time of this submittal, no written
objections have been received. If any written objections are received in the interim prior to the
Council meeting, they will be provided to the Council at the public hearing. Staff comments and
recommendations will also be provided at the public hearing. The City Council may choose to
adopt staff's recommendation or revise the assessment roll. If additional objections are filed
either prior to or at the hearing, they should be received and if necessary referred to staff for
investigation and resolution.
g:\eng\public\_2016 projects\16-05 2016 street resurfacing project\communication\20160509 cc memo assessment hearing.docx
Paul Oehme
2016 Street Rehabilitation Project 16-05:
Assessment Hearing
May 9, 2016
Page 6
PROJECT COST, ASSESSMENTS AND FUNDING
Per the City's assessment practice, forty percent (40%) of the street costs are proposed to be
assessed to the benefiting property owners; the City's street fund will pay for the remaining 60%
of the street costs. One hundred percent (100%) of the utility costs are proposed to be paid for
by the associated utility enterprise fund. Funding for this project was budgeted for in the 2015
CIP. The following is a breakdown of the project estimates, project costs and proposed funding
for the Chanhassen portion of the project.
Total Budget
Water $ 55,211.53 $ 25,000.00
Sanitary $ 73,823.51 $ 50,000.00
Storm $ 50,721.65 $ 50,000.00
Streets $ 566,974.23 $ 700,000.00
$ 746,730.92 $ 825,000.00
The total project cost for street improvements includes a 3.5% construction contingency for the
Trolls -Glen water main, a 5% construction contingency for the remaining work, and 5% indirect
costs such as survey costs, soils testing, construction observation, etc. for the streets.
The assessments were calculated as follows:
Fox Chase
Total Assessable Street Costs: $297,308.57
40% assessed: 40% of $297,308.57 = $118,923.43
Number of assessable units: 50
Estimated unit assessment: $118,923.43 - 50 units = $2,378.47/unit ($121.53 less than the
feasibility estimate of $2,500)
Trolls -Glen
Total Assessable Street Costs: $245,509.49*
40% assessed: 40% of $245,509.49 = $98,203.79
Number of assessable units: 33
Estimated unit assessment: $98,203.79 - 33 units = $2,975.87/unit ($24.13 less than the
feasibility estimate of $3,000)
*The City will pay for 100% of the street work attributed to the water main replacement.
Terms for the assessments proposed are at equal annual installments over eight (8) years at an
interest rate of 5.25%.
A neighborhood open house was held May 4, 2016 to discuss the final project design and
assessment amounts with the residents.
g:\eng\public\_2016 projects\16-05 2016 street resuiiacing project\communication\20160509 cc memo assessment hearing.docx
Paul Oehme
2016 Street Rehabilitation Project 16-05:
Assessment Hearing
May 9, 2016
Page 7
BID OPENING/AWARD OF CONTRACT
Bids were received, opened and read out loud on Thursday, April 7, 2016 at 2:00 p.m. Five bids
were received. The lowest responsible bidder is Northwest Asphalt, Inc. with a bid amount of
$713,385.02. The bids have been tabulated and checked for errors and are summarized below:
Bidder Total Bid
1. Northwest Asphalt, Inc
$713,385.02
2. Park Construction
$760,285.39
3. Valley Paving
$773,932.00
4. GMH Asphalt
$813,296.24
5. Midwest Asphalt
$847,019.80
The City of Victoria's portion of the bid amount is $35,389.97.
Northwest worked on the City's street reconstruction project in 2012. Northwest's work, ability
to manage a project like this, and customer service delivery has been acceptable.
SCHEDULE
Work begins June, 2016
Substantial completion August 30, 2016
Attachments: 1. Assessment Roll
2. Resolutions
3. CIP sheets
g:\eng\public\_2016 projects\16-05 2016 street resurfacing project\communication\20160509 cc memo assessment hearing.docx
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c-1
CITY OF CHANHASSEN
CARVER AND HENNEPIN COUNTIES, MINNESOTA
DATE: May 9, 2016 RESOLUTION NO: 2016 -XX
MOTION BY:
SECONDED BY:
A RESOLUTION ACCEPTING BIDS AND AWARDING CONTRACT FOR THE
2016 STREET REHABILITATION (FOX CHASE & TROLLS -GLEN AREAS)
PROJECT NO. 16-05
WHEREAS, pursuant to an advertisement for bids for the 2016 Street Rehabilitation (Fox
Chase & Trolls -Glen Areas) Project, bids were received, opened and tabulated according to law, and
the following bids were received complying with the advertisement:
Bidder
Total Bid
1. Northwest Asphalt, Inc
$713,385.02
2. Park Construction
$760,285.39
3. Valley Paving
$773,932.00
4. GMH Asphalt
$813,296.24
5. Midwest Asphalt
$847,019.80
AND WHEREAS, Northwest Asphalt, Inc. is the lowest responsible bidder with a total bid
awarded of $713,385.02.
NOW THEREFORE, BE IT RESOLVED by the Chanhassen City Council:
The mayor and manager are hereby authorized and directed to enter into a contract with
Northwest Asphalt, Inc. in the name of the City of Chanhassen for the 2016 Street
Rehabilitation (Fox Chase & Trolls -Glen Areas) Project according to the plans and
specifications therefore approved by the City Council and on file in the office of the city clerk.
2. The city clerk is hereby authorized and directed to return forthwith to all bidders the deposits
made with their bids, except that the deposits of the successful bidder and the next lowest
bidder shall be retained until a contract has been signed.
Passed and adopted by the Chanhassen City Council this 91h day of May, 2016.
ATTEST:
Todd Gerhardt, City Manager
Denny Laufenburger, Mayor
YES NO ABSENT
CITY OF CHANHASSEN
CARVER AND HENNEPIN COUNTIES, MINNESOTA
DATE: May 9, 2016 RESOLUTION NO:
MOTION BY:
SECONDED BY:
2016 -XX
A RESOLUTION ADOPTING ASSESSMENT ROLL FOR THE 2016 STREET
REHABILITATION (FOX CHASE & TROLLS -GLEN AREAS)
PROJECT NO. 16-05
WHEREAS, pursuant to proper notice duly given as required by law, the Council has met
and heard and passed upon all objections to the proposed assessment for the improvement of:
Fox Chase Area: Fox Court, Fox Path and Lake Point.
Trolls -Glen Area: W. 77th Street, Forest Ridge Circle and Lone Cedar Lane.
NOW THEREFORE, BE IT RESOLVED by the City Council of Chanhassen, Minnesota:
Such proposed assessment, a copy of which is attached hereto and made a part hereof, is
hereby accepted and shall constitute the special assessment against the lands named therein,
and each tract of land therein included is hereby found to be benefited by the proposed
improvement in the amount of the assessment levied against it.
2. Such assessment shall be payable in equal annual installments extending over a period of
eight (8) years, the first of the installments to be payable on or before the first Monday in
January, 2017, and shall bear interest at the rate of 5.25 percent (5.25%) per annum from the
date of the adoption of this assessment resolution. This assessment will appear on the first
property tax statement for 2017. To the first installment shall be added interest on the entire
assessment from the date of this resolution until December 31, 2016. To each subsequent
installment, when due, shall be added interest for one year on all unpaid installments.
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 treasurer, except that no interest shall be
charged if the entire assessment is paid within 90 days from the adoption of this resolution;
and the owner may, at any time thereafter, pay to the city treasurer 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 next succeeding year. If the property owner decides
not to prepay the assessment before the date given above, the rate of interest that will apply
is 5.25 percent (5.25%) per year. The right to partially prepay the assessment is not
available.
4. The clerk shall forthwith transmit a certified duplicate of this assessment to the county
auditor to be extended on the property tax lists of the County. Such assessments shall be
collected and paid over in the same manner as other municipal taxes.
Passed and adopted by the Chanhassen City Council this 91" day of May, 2016.
ATTEST:
Todd Gerhardt, City Manager Denny Laufenburger, Mayor
YES NO ABSENT
Capital Improvement Program 2016 ihru 2020
City of Chanhassen, MN
Project # ST -012
Project Name Annual Street Improvement Program
Account #1 601-xxxx,4751
Account #2
De
Account #3
Acennnt44
Department Street Improvements
Contact Paul Oehme
Type Improvement
Useful Life Unassigned
Category Strects/Highways
Priority n/a
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, Washia Day Road, Tanagers Lane, Sandpiper'frall, 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 - BlufrCreek 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. Bluff Creck 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
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
.l'ooll
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
1000,000
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 rbru 2020
City of Chanhassen, MN
Project p SWMP-019
Project Name Street Improvement Projects -Storm Water Mgmt
Account Of 720.7025.4751
Account 92
Account M3
Account #4
annual amount set aside for storm water management infr,
ertaken by the engineering and public works departments.
Department
Surface Water Management
contact
Paul Ochme
Type
Improvement
Useful Lift.
Unassigned
Category
SWMP
Priority
n7a
'fatal Protect Cost: 51,975,000
construction or expansion associated with street improvement projects
JUsti ftcat ion
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
2018
2019
2020
Total
1,225,000 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
i'rior
Funding Sources
2016
2017
2018
2019
2020
Total
i,?25,000
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 I_
Inventory, inspection and maintenance of new infrastructure will be required. Cilywide. No map
Capital Improvement Program
City of Chanhassen, MN
Project h W-024
Project dame Watermain Replacement
Account 01 700.7025.4751 Account H3
,Account N2 Account N4
Replacement of existing water main lines
system for street rehabilitation projects.
on
with the
2016 thrtr 2020
Department Water System Improvements
Contact Paul Oehme
Type
Improvement
Useful Life
Unassigned
Category
Utilities
Priority
alit
Total Project Cost; $5,120,000
street projects or minor fixes of water
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 projcxts and also to nvoid 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
2500,000 Construction
825,000
75,000
770,000
100,000
850,000
2,620,000
Tot 111
Total 825,000
75,000
770,000
100,000
850,000
2,620,000
Prior
Funding Sources
2016
2017
2018
2019
2020
Total
27500,000
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
These projects will decrease maintenance costs.
Capital Improvement Program 2016 tint 2020
City of Chanhassen, MN
Project a SS -014
Project Narnc Sanitary Sewer Replacement
Account#1 701.7025.4751 Accountll3
Account 02 Account N4
Description
teplacemenl or rehabilitation ofexisting sanitary sewer lines in G
Deparnnent
Sanitary Sewer Improvements
Contact
PaulOehme
Type
Improvement
Useful Life
Unassigned
Category
Utilities
Priority
nln
Total Project Cost, &1,890,000
reconstruction of the City street,
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
consolidaling these projects.
Prior Expenditures
2016
2017
2018
2019
2020
Total
1,000,000 Construction
300,000
40,000
250,000
50,000
250,000
890,000
Tota I
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
'his project will decrease maintenance costs.