2016.09.06 Work Session Packet (2nd)
Posted: Sept. 2, 2016
City Council
Second Work Session Agenda
Sept. 6, 2016
Immediately following the regular City Council meeting
Conference Room A
Pursuant to due call and notice given in the manner prescribed by Section 3.01 of the City
Charter, the second work session of the Crystal City Council was held at ______ p.m. on
Sept. 6, 2016 in Conference Room A at City Hall, 4141 Douglas Dr. N., Crystal, Minnesota.
I. Attendance
Council members Staff
____ Dahl ____ Norris
____ Deshler ____ Therres
____ Kolb ____ Ray
____ Libby ____ Revering
____ Parsons ____ Gilchrist
____ Peak
____ Adams
II. Agenda
The purpose of the work session is to discuss the following agenda items:
1. Phase 16 Feasibility
2. Constituent issues update
3. New business*
4. Announcements*
* Denotes no supporting information included in the packet.
III. Adjournment
The work session adjourned at ______ p.m.
Auxiliary aids are available upon request to individuals with disabilities by calling the City Clerk at (763) 531-
1145 at least 96 hours in advance. TTY users may call Minnesota Relay at 711 or 1-800-627-3529.
4141 Douglas Drive North • Crystal, Minnesota 55422-1696
Tel: (763) 531-1000 • Fax: (763) 531-1188 • www.crystalmn.gov
4141 Douglas Drive North • Crystal, Minnesota 55422-1696
Tel: (763) 531-1000 • Fax: (763) 531-1188 • www.crystalmn.gov
Memorandum
DATE: September 6, 2016
TO: City Council
FROM: Mark Ray, PE, Public Works Director
SUBJECT: Phase 16 Reconstruction – Accept Feasibility Report and Order Improvement
Hearing
Summary
Phase 16 is proposed to take place in 2017. Street reconstruction projects last around two years
from design to final project closeout. At the September 20th Council meeting the Council will be
asked to accept the feasibility report and call for the improvement hearing for October 18,
2016.
The purpose of this hearing is for the City Council to discuss a specific local improvement before
ordering it done. The Council considers all the information in the Feasibility Report and any
other information necessary for Council deliberation. At the Improvement Hearing interested
persons may voice their concerns, whether or not they are in the proposed assessment area. If
the Council rejects the project, it may not reconsider that same project unless another hearing
is held following the required notice.
Approving the feasibility report item on September 20th will be the second of six Council
meetings, over the next year, where project items will come to the Council for consideration
and proposed action.
Opportunities for public input have and will continue to occur throughout the project.
• A questionnaire was mailed out to properties in the project area earlier this summer.
• The questionnaire will again be mailed to all properties that did not return their
questionnaire.
• Neighborhood meetings will occur on October 6 and another one in early winter 2017.
• Public hearings will occur in the fall of 2016, spring 2017, and fall 2017.
• Residents may contact City staff assigned to the project anytime.
• Both City staff and consultant staff will be in the field during construction.
Feasibility Report Key Project Aspects
Utility issues are the primary project aspects. The sanitary sewer on a portion of Regent Avenue
will need to be replaced. Due to the depth and width of the excavation needed for that work,
the water main and storm sewer will be replaced as well as they will be impacted by the size of
the excavation.
Storm water drainage in the area of 61st and Douglas Dr is a major existing challenge. During
high precipitation events there is localized flooding in this area and while it does not impact
properties, the roads are impassable. Due to the volume of water that is causing the flooding a
number of alternatives are being explored to try and address the issue. If an underground
infiltration system is installed, the water main will need to be relocated to the west side of
Douglas Drive.
The existing storm water pipe under 57th Avenue east of Yates Ave N is also in poor condition
and will be replaced as part of this project.
Due to the very flat street grades in the project area, the plan currently calls for all the existing
curb to be removed and replaced. However, this decision is not final until the detailed survey
work for the area is completed and reviewed.
Feasibility Report Key Topics for Discussion
As with previous projects, it is proposed that the local streets with either no curb or existing
curb to be removed be rebuilt to a width of 28 feet. The Municipal State Aid (MSA) streets will
be 32 feet in width with parking allowed on only one side.
Over the past few months individual properties have been contacted for input on a variety of
topics. The topics and decisions are as follows:
1) Sidewalks – no new sidewalks will be included as part of this project.
2) Streets to no where – The dead end streets with two driveways will be rebuilt 22 feet
wide and the streets to one property will be 16 feet wide.
3) 60th Avenue between Quail Ave and the airport- Will be removed and not be rebuilt.
Turn arounds will be constructed at the end of each street.
4) Bump out at 56th Place N and Perry Ave N – The existing bump out in the curve will be
put back in the same general location (minor modifications may occur). A portion of the
section of road on the east side just north of the bump out will be altered a bit to
reduce the impervious area.
Project Funding
The main funding mechanisms for the Street Reconstruction Project are street assessments,
storm water utility fund, and MSA funds. After using the established processes for determining
how much each of these mechanisms will provide in funding the cost of the project still exceeds
the revenue identified. The Street Reconstruction Fund is then used after applying the
proposed street and curb Assessment amounts; the Street Reconstruction Fund is then used to
close the gap between the estimated project cost and revenue identified through existing
mechanisms.
Attachments
• Phase 16 Location Map
• Phase 16 Project Process Schedule
• Phase 16 Project Cost Summary
Recommended Action
Present the feasibility report and discuss proposed agenda item.
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FILE NO.
CRYST137726
FIGURE 1
PHASE 16PHASE 16
LOCATION MAPLOCATION MAP
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Legend
Project Limits
Citylimits
City of Brooklyn Center
City of Brooklyn Park
Area Not in Study
September 1, 2016 G:\Council Executive Summaries\2016\Workshops\9.6.16\Attachment 2.docx
2016 – Phase 16 Skyway Street Reconstruction Project Process (2016-16)
429 process: Minnesota State Statute 429 outlines the process for assessments for public improvements. Rev.5/4/16
Date Project Step Purpose of Step Council Action Staff Action
May 17, 2016 Council work session on Feasibility Report Discuss Phase 16 project and first steps of starting design.
June 7, 2016 Order preparation of Feasibility Report Ordering the Feasibility Report is a required step in the 429 process. Resolution 2016 September 6, 2016 Council Work session Update Provide the Council with information on the Feasibility Report and the next required steps.
September 20, 2016 Accept Feasibility Report and Call for Improvement Hearing
The engineer will present the Feasibility Report, the proposed project, an initial cost estimate and potential assessments. As part of the meeting the City Council will also set the date and time for the Improvement Hearing as required by the 429 process. Resolution 2016
October 6, 2016 Neighborhood Meeting Provide a brief overview of the proposed project. Gather resident input on concerns or questions they have about the project. Meeting will be in the Community Room from 6pm to 8pm. Mail Notices late September 2016
October 18, 2016 Improvement Hearing
The purpose of this hearing is for the City Council to discuss a specific local improvement before ordering it done. The Council considers all the information in the Feasibility Report and any other information necessary for Council deliberation. At the Improvement Hearing interested persons may voice their concerns, whether or not they are in the proposed assessment area. A reasonable estimate of the total amount to be assessed and a description of the methodology used to calculate individual assessments for affected parcels must be available at the hearing. If the Council rejects the project, it may not reconsider that same project unless another hearing is held following the required notice.
Public Hearing
Mail notice: late September 2016 Ad in paper: Last week in September and first week in October
October 18, 2016 Order Improvement and Preparation of Plans and Specifications
The project may be ordered any time within 6 months after the Improvement Hearing. It is not advisable to change project parameters after ordering the improvement. Upon ordering the improvement construction drawings and specifications are prepared. Any changes to the project scope after this point will require redesign effort with additional cost and staff time as a result. This also has the potential to delay the project.
Resolution 2016
January 12, 2017 Neighborhood Meeting Present plans and specifications to the neighborhood. Gather resident input on concerns or questions they have about the project. Mail notice: Late December 2016
February 7, 2017 Approve Plans and Order Advertisement for Bids This step is a requirement of the 429 process. Resolution 2017
Mid February 2017 Publish Ad for Bid in Sun Post News Paper A step in the bidding process. The project will also be advertised on Quest CDN website Publish Ad for Bid
March 16, 2017
Bid Opening – 11:00 A.M. Final step in the bidding process. Bids are opened by staff and tabulated. From here staff will make a recommendation to the City Council for award. Open Bids
March 21, 2017 Declare Amount to be assessed Order Preparation of Assessment Roll and Call for Assessment Hearing
The City Council will set the date and time for the Assessment Hearing as required by the 429 process. Resolution 2017
April 4, 2017 Council work session on Phase 16 Discuss Phase 16 assessments, bids, and construction process
September 1, 2016 G:\Council Executive Summaries\2016\Workshops\9.6.16\Attachment 2.docx
Date Project Step Purpose of Step Council Action Staff Action
April 18, 2017 Assessment Hearing
The purpose of this hearing is to give property owners an opportunity to express concerns about the actual special assessment. At the Assessment Hearing the City Council shall hear and consider all objections to the proposed assessment, whether presented orally or in writing. This is a required step in the 429 process.
Public Hearing
Mail notice: Early April Ad in paper: Early April
April 18, 2017 Adopt Assessments
City Council must, by resolution, adopt the same as the special assessment against the lands named in the assessment roll. This step is a requirement of the 429 process and allows for the project to move forward with beginning the actual construction process. Once the assessment roll is adopted the assessments are set and become liens against the properties listed.
Resolution 2017 Mail notice of adoption on April 19, 2017
April 18, 2017 Accept Bids and Award Contracts City Council approves all the project construction-related contracts. This step is required in the 429 process and allows for the project to move forward with starting the actual construction process. Resolution 2017
Late April – Early November 2017 Construction
Once the project is awarded staff manages the day-to-day contract execution. Resident Project Representative is on-site to make sure the project is constructed in accordance to the plans and specifications. Communications between the contractor and city is primarily through the City Engineer, Project Manager and Resident Project Representative. Significant changes will be brought to the City Council for approval prior to the work being executed. Minor changes and field directives are authorized by the City Engineer in advance to maintain the project schedule. Adjustments to estimated quantities occur during the final acceptance of the improvements.
Manage project
October 17, 2017 Conduct Private Driveway and Sewer Service Repair Assessment Hearing and Adopt Assessment
This hearing is only for the properties that chose to participate in the optional driveway and/or sewer program. Properties that went ahead with the work did agree to waive their right to appeal the assessment. The purpose of this hearing is to give property owners an opportunity to express concerns about the actual special assessment. At the Assessment Hearing the City Council shall hear and consider all objections to the proposed assessment, whether presented orally or in writing.
Resolution 2017 / Public Hearing
November 21, 2017 Assessments Certified to Hennepin County Assessments Certified
June 2018 Final Layer of asphalt placed Construction Completion The City Engineer will determine when the project specifications have been met and final payment should be made to the Contractor. Project closed out
CRYSTAL, MINNESOTA
2017 - PHASE 16 SKYWAY PARK STREET RECONSTRUCTION
CITY PROJECT NO. 2016-16
SEH NO. CRYST 137726
Summary of Project Costs and Funding Sources - Feasibility Report
Date: August 23, 2016
Revised Date: August 25, 2016
P:\AE\C\Cryst\137726\4-prelim-dsgn-rprts\43.54-Qtys\[Opinion Cost & Financing Ph 16 Feasibility Report.xlsx]Sum Project Costs
AB C
Line No Description Amount
1 Bid Documents Engineers Estimate - Total Construction Cost
Anticipated March
2017
3 Opinion of Probable Cost - Total Construction Cost $7,583,002.01
4 Less Private Driveways $480,885.94
5 Less Private Utility Work $277,548.27
6
Opinion of Probable Cost - Total Construction Cost without
Private Costs or Admin $6,824,567.80
7
Total Project Cost = Apparent low bid less Private Work plus
20% admin)$8,189,481.36
8 Less Public Sanitary Sewer & Water Utility Work $1,334,292.66
9 Less Crystal Storm Sewer Work $1,086,009.08
10 Less Other Community Storm Sewer Work $0.00
11 Total Street Project Cost including Admin $5,769,179.62
12
13 MSA Street Project Cost - Opinion of Probable Cost $521,558.73
14 Total Cost to be Assessed $4,557,186.00
15 Street Reconstruction Fund $598,331.96
16 Surrounding Community Receiving Benefit $92,102.94
17 Total Over / Under Run $0.00
19 Opinion of Probable Cost - Crystal Storm Sewer Project Cost $1,086,009.08
20
21 MSA Storm Project Cost - Opinion of Probable Cost $156,569.09
22 Storm Drain Utility Remaining Project Cost $929,439.99
23 Storm Drain Utility Fund Allocation (2016 CIP) $856,000.00
24 Total Over / Under Run $73,439.99
STREET
STORM SEWER