HomeMy WebLinkAbout7.a. 2011 Street Improvements Project and Assessment Hearing, City Project #432AGENDA ITEM: 2011 Street Improvements Project and
Assessment Hearing, City Project #432
AGENDA SECTION:
Public Hearing
PREPARED BY: Andrew J. Brotzler, PE, Director of
Works /City Engineer
AGENDA NO.
ATTACHMENTS: Resolutions; Map; Bid Summary; Letter
of Recommendation, Cost Calculations,
Funding Calculations, Assessment
Calculations, Assessment Roll, Dakota
County CDA Letter and Household
Income Survey
APPROVED BY:
Ow
RECOMMENDED ACTION: 1) Motion to Adopt a Resolution Ordering the Project for the
2011 Street Improvements Project, City Project #432
-AND
2) Motion to Adopt a Resolution Adopting the Assessment Roll for the 2011 Street
Improvements Project, City Project #432.
-AND
3) Motion to Adopt a Resolution Receiving Bids and Awarding Contract for the 2011 Street
Improvement Project, City Project #432
4 ROSEMOUNT
City Council Meeting: May 3, 2011
BACKGROUND:
CITY COUNCIL
EXECUTIVE SUMMARY
On Friday, March 25, 2011, three bids were received for the 2011 Street Improvement Project and read aloud
publicly. Bid results were provided to Council at the April 5, 2011 City Council meeting at which time Council acted
to schedule the improvement and assessment hearings for the project. The low bidder is McNamara Contracting,
Inc. who submitted a base bid in the amount of $785,067.12.
Staff will provide a brief overview of the project and respond to questions that Council or the public may have
regarding the proposed improvements or assessments. Below is a summary of the proposed improvements, the
proposed assessments, and an estimated schedule for completion.
RECEIVED BIDS:
Based on the low base bid amount of $785,067.12 for construction, the updated estimated project cost is $930,286.
City striping, typically bid with the seal coating joint powers agreement, has been included in the project at a cost of
$58,327. Therefore, the estimated cost of improvements on 145th Street and the Valley Oak neighborhood is
$871,959. This amount is approximately 2 percent less than the previously estimated project cost of $886,600
included in the feasibility report. The above estimated project cost includes 18% indirect costs for mill and overlay
improvements, 20% indirect costs for rehabilitation and storm sewer improvements, and 5% indirect costs for City-
wide striping improvements.
Costs associated with these improvements will be funded by special assessments, street CIP funds, street
maintenance funds and storm utility funds. Cost calculations and funding calculations have been attached.
G; \ENGPROJ \432 \20110503 CC PHOrdPrjAdoptAssessments.doc
PROJECT IMPROVEMENTS:
The 2011 Street Improvement Project includes the following:
Mill and overlay of 145th Street West from Diamond Path to Shannon Parkway (0.5 miles)
Rehabilitation of streets within the west half of the Valley Oak neighborhood (0.9 miles)
The attached location map illustrates the proposed project areas.
145 STREET PEDESTRIAN IMPROVEMENTS:
At the direction of Council, 5 -foot concrete sidewalk was proposed on the north side of 145th Street and included in
the plans and specifications. This proposed work was bid as an alternate with project. Based on the bid amount of
$194,711.53, the estimated project cost is $243,389.
As previously reviewed with Council, easements from six property owners along 145th Street are required to
complete the improvements. Easements are required from these property owners based on the fact that as a former
County road, 145th Street exists based on prescriptive rights rather than dedicated right -of -way or recorded
easements for these six parcels. City staff did host an informational meeting with these property owners to present
an offer to compensate the owners for the establishment of an easement to accommodate the construction of the
proposed sidewalk. It was noted that compensation would be based on all property owners willingly providing the
necessary easements. At this time, not all property owners are willing to provide the necessary easements.
Therefore staff is recommending that the proposed sidewalk improvements not be included in the project for
construction at this time. Future consideration to construct this segment of sidewalk may require a formal easement
acquisition process.
PUBLIC INFORMATIONAL MEETING:
Prior to the public hearing, staff hosted several public informational meetings for property owners to address
questions and comments regarding the project and proposed assessments. Below is a listing of the public
informational meetings:
Public Informational Meeting: November 15, 2010 November 17, 2011
Public Informational Meeting: 145th Street Pedestrian Improvements: February 16, 2011
Easement Meeting: 145th Street Pedestrian Improvements: March 23, 2011
Public Informational Meeting: April 28, 2010
ASSESSMENT SUMMARY:
In accordance with the City's Schedule of Rates and Fees for 2011, the assessable rate for both overlay and
rehabilitation projects on existing streets is 35% of the surface improvement cost. The final proposed assessment
rates listed are 3% 15% lower than the original estimated assessment rates proposed in the feasibility report.
2
Proposed
Assessment
Feasibility
Assessment
145th Street Surface Improvements:
Single Family
$1,164
$1,370
145th Street Surface Improvements:
Public /Institutional
$8,167
$8,260
Valley Oak Neighborhood Surface Improvements
$2,729
$2,880
PROJECT IMPROVEMENTS:
The 2011 Street Improvement Project includes the following:
Mill and overlay of 145th Street West from Diamond Path to Shannon Parkway (0.5 miles)
Rehabilitation of streets within the west half of the Valley Oak neighborhood (0.9 miles)
The attached location map illustrates the proposed project areas.
145 STREET PEDESTRIAN IMPROVEMENTS:
At the direction of Council, 5 -foot concrete sidewalk was proposed on the north side of 145th Street and included in
the plans and specifications. This proposed work was bid as an alternate with project. Based on the bid amount of
$194,711.53, the estimated project cost is $243,389.
As previously reviewed with Council, easements from six property owners along 145th Street are required to
complete the improvements. Easements are required from these property owners based on the fact that as a former
County road, 145th Street exists based on prescriptive rights rather than dedicated right -of -way or recorded
easements for these six parcels. City staff did host an informational meeting with these property owners to present
an offer to compensate the owners for the establishment of an easement to accommodate the construction of the
proposed sidewalk. It was noted that compensation would be based on all property owners willingly providing the
necessary easements. At this time, not all property owners are willing to provide the necessary easements.
Therefore staff is recommending that the proposed sidewalk improvements not be included in the project for
construction at this time. Future consideration to construct this segment of sidewalk may require a formal easement
acquisition process.
PUBLIC INFORMATIONAL MEETING:
Prior to the public hearing, staff hosted several public informational meetings for property owners to address
questions and comments regarding the project and proposed assessments. Below is a listing of the public
informational meetings:
Public Informational Meeting: November 15, 2010 November 17, 2011
Public Informational Meeting: 145th Street Pedestrian Improvements: February 16, 2011
Easement Meeting: 145th Street Pedestrian Improvements: March 23, 2011
Public Informational Meeting: April 28, 2010
ASSESSMENT SUMMARY:
In accordance with the City's Schedule of Rates and Fees for 2011, the assessable rate for both overlay and
rehabilitation projects on existing streets is 35% of the surface improvement cost. The final proposed assessment
rates listed are 3% 15% lower than the original estimated assessment rates proposed in the feasibility report.
2
For the project, staff has again worked with Dakota County Development Agency (CDA) to consider making
Federal Community Development Block Grant Program (CDBG) funds available to qualifying property owners to
pay all or part of the assessments. As the available funds are limited, the CDA has mailed the attached letter and
survey to property owners to determine the anticipated number of qualifying property owners. The number of
qualifying property owners may affect the final individual amounts available. This program is administered by CDA
and all necessary application and CDA contact information will be provided to property owners once the project
begins.
SCHEDULE:
It is anticipated that construction will begin June 20, 2011 and be completed, including all restoration items, by
October 1, 2011.
SUMMARY:
Staff recommends the following:
1. That Council adopt a resolution ordering the project for the 2011 Street Improvement Project; and
2. That Council adopts a resolution adopting the assessment roll for the 2011 Street Improvement Project.
In the event there are no or a minimal number of objections to the proposed assessments, Council may also
consider adopting a resolution receive bids and awarding the contract for the 2011 Street Improvement Project.
3
WHEREAS, the City Council has received and accepted the Feasibility Report on January 4, 2011
for City Project #432, and
WHEREAS, the City Council held a Public Hearing on May 3, 2011.
NOW THEREFORE BE IT RESOLVED, that the City Council of the City of Rosemount
hereby orders the improvements of the 2011 Street Improvements Project, City Project #432.
ADOPTED this 3` day of May, 2011.
ATTEST:
Amy Domeier, City Clerk
CITY OF ROSEMOUNT
DAKOTA COUNTY, MINNESOTA
RESOLUTION 2011
A RESOLUTION ORDERING THE PROJECT
FOR THE 2011 STREET IMPROVEMENTS PROJECT
CITY PROJECT #432
William H. Droste, Mayor
CITY OF ROSEMOUNT
DAKOTA COUNTY, MINNESOTA
RESOLUTION 2011-
A RESOLUTION ADOPTING THE ASSESSMENT ROLL
FOR THE 2011 STREET IMPROVEMENTS PROJECT
CITY PROJECT #432
WHEREAS, pursuant to notice duly given as required by law, the City Council has met, heard and passed upon
all objections to the proposed assessment for the 2011 Street Improvements Project, City Project #432, and has
amended such proposed assessment as it deems just.
NOW THEREFORE BE IT RESOLVED by the City Council of the City of Rosemount, Minnesota, as
follows:
(1) Such proposed assessment, in the amount of $247,840 a copy of which is in Clerk's File dated May 3,
2011 is hereby accepted and shall constitute the special assessment against the lands named therein, and
each tract of land therein is hereby found to be benefited by the proposed improvement.
(2) Such assessments shall be as follows:
(3)
ATTEST:
384799 CLL RS215 -3
a. The assessments shall be payable in equal annual installments extending over a period of ten (10)
years, the first of said installments to be payable with general taxes for the year 2011, collectible with
such taxes during the year 2012.
b. To the first installment shall be added interest on the entire principal amount of the assessment from
October 31, 2011 until December 31 of the year in which such installment is payable. The interest rate
shall be set at either 5.25% per annum, or 2 points above the City's bond rate at the time the assessments
are certified to the County Auditor, whichever is less. To each subsequent installment, when due there
shall be added interest for one year at said rate on the unpaid principal amount of the assessment.
c. The owner of any property so assessed may at any time prior to the certification of the assessment or
the first installment thereof to the County Auditor, pay the whole of the principal amount 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 by October 31, 2011; and such property
owner may at any time prior to November 15 of any year pay to the County Auditor the entire principal
amount of the assessment remaining due with interest accrued to December 31 of the year in which said
payment is made.
On October 31, 2011, the City Clerk shall transmit a copy of this assessment roll to the County Auditor
to be extended on the tax list of the County.
ADOPTED this 3rd day of May, 2011.
Amy Domeier, City Clerk
William H. Droste, Mayor
ADOPTED this 3rd day of May, 2011.
ATTEST:
Amy Domeier, City Clerk
CITY OF ROSEMOUNT
DAKOTA COUNTY, MINNESOTA
RESOLUTION 2011
A RESOLUTION RECEIVING BIDS AND AWARDING CONTRACT
FOR THE 2011 STREET IMPROVEMENT PROJECT
CITY PROJECT #432
BE IT RESOLVED, by the City Council of the City of Rosemount, Minnesota, as follows:
1. All bids on construction of the 2011 Street Improvement Project are hereby received and
tabulated.
2. Based on the Base Bid, the bid of McNamara Contracting, Inc. in the amount of $785,067.12
for the construction of said improvements is in accordance with the plans and specifications
and advertisement for bids, and is the lowest responsible bid and shall be and hereby is
accepted.
3. The Mayor and Clerk are hereby authorized and directed to enter into a contract with said
bidder for the construction of said improvements for and on behalf of the City of
Rosemount.
4. The City Clerk is hereby authorized and directed to return forthwith to all bidders the
deposits made with their bids, except that the deposit of all successful bidder and the next
two lowest bidders shall be retained until a contract has been executed.
William H. Droste, Mayor
2011 Street
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WSB
Engineering Planning Environmental El Construction 701 Xenia Avenue South
Associates, Inc. Suite 300
Minneapolis, MN 55416
Tel: 763 541 -4800
Fax: 763 541 -1700
March 26, 2011
Honorable Mayor and City Council
City of Rosemount
2875 145 Street West
Rosemount, MN 55068
Attn: Cindy Dorniden
Re: 2011 Street Improvement Project
City of Rosemount Project No. 432
WSB Project No. 1916 -16
Dear Mayor and Council Members:
Bids were received for the above referenced project on Friday, March 25, 2011, and were opened and
read aloud. A total of three bids were received. The bids were checked for mathematical accuracy and
tabulated. Please find enclosed the bid tabulation indicating the low bidder for the Base Bid (Schedule
A -D) and Alternate 1 as McNamara Contracting, Inc., Rosemount, Minnesota, in the amount of
$979,778.65.
Bidder
McNamara Contracting, Inc.
Engineer's Estimate
We recommend that the City Council consider these bids and award a contract to McNamara
Contracting, Inc., based on the results of the bids received.
Sincerely,
WSB Associates, Inc.
hil Olson, PE
Project Manager
Enclosures
cc: Mike McNamara, McNamara Contracting, Inc.
Andy Brotzler, City of Rosemount
Cindy Dorniden, City of Rosemount
Base Bid
Base Bid Alternate 1 Alternates
$785,067.12 $194,711.53 $979,778.65
$778,357.50 $185,277.50 $963,635.00
tsf
Minneapolis St. Cloud
Equal Opportunity Employer
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9
Proposed Funding
145th Street Valley Oak
Improvements Improvements City Total
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290`9£$
$58,327
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$447,644
Street Capital Improvement Fund
Street Capital Improvement Fund (Pedestrian)
Special Assessments
Storm Utility Fund
pun a3 CuatumAi taaats
18101
Assessment Calculations
Project Cost
$204,255
Ci Funded Im s rovements
$89,693
Assessable Project Cost
$114,561
Total Front Foota :e
4,578
Cost per Front Foot
$25.02
Assessable Percentage of Roadway
100%
Assessment Rate
35%
Assessment Per Front Foot
$8.76
Low Densi Residential Front Foota :e
2,126
Total Assessment
$18,624
Assessable Units
16
Unit Assessment
$1,164
Assessable Project Cost
$204,255
Total Front Foota:e
4 578
Cost per Front Foot
$44.62
Assessable Percenta :e of Roadwa
100%
Assessment Rate
35%
Assessment Per Front Foot
$15.62
Public /Institutional Front Footate
523
Total Assessment
$8,167
Assessable Units
1
Unit Assessment
Valley Oak Neighborhood Im i rovements
$8,167
$667,704
Valle Oak Nei:hborhood Ci Funded
$36 062
Assessable Project Cost
$631,642
Assessable Percentage of Roadway
100%
Assessment Rate
35%
Total Assessment
$221,049
Assessable Units
81
Unit Assessment
$2,729
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CITY, STATE,ZIP:
EXHIBIT A
April 8, 2011
Resident
RE: 2011 Street Improvement Project
City Project #432
Dear Property Owner:
Recently, you were contacted by the City of Rosemount regarding the Street Improvement
Project listed above. As part of this project, property owners are proposed to be assessed an
estimated amount of $2,880. The City of Rosemount is anticipating conducting a public and
assessment hearing for this project on May 3, 2011 for which you will receive a separate
notice for.
In the past, there has been financial assistance to help pay for project assessments for
property owners who were below a certain income level. The City is trying to determine
whether it will be possible to provide financial assistance to qualifying owners for the 2011
project. The ability to provide assistance will depend on obtaining future funding for the
program, which is provided through the federal Community Development Block Grant
(CDBG) Program
To help evaluate the number of residents who may qualify for an assistance program, you are
being asked to fill out the brief income survey enclosed with this letter and return the survey
in the postage paid envelope. Please note that this survey is a preliminary screening tool, and
should the program be available, actual eligibility will be determined based upon complete
income documentation as part of a future application process.
Please return the survey no later than Monday, April 25, 2011. If you have any
questions about this letter or the requested information, please contact Mark Hanson at the
CDA, 651 -675 -4469.
Sincerely,
Dan Rogness
Director of Community Revitalization
Cc: Andy Brotzler, P.E., Director of Public Works /City Engineer
Enclosure
HOUSEHOLD INCOME SURVEY 2011
Dakota County CDBG Program (Assessment Abatements)
Rosemount, Minnesota
Information on annual family income is required to determine eligibility for certain programs
funded with federal Community Development Block Grant (CDBG) funds. Each survey
participant must indicate the number of persons residing in their home (household size) and
then CHECK THE BOX that contains the amount of annual household income.
INCOME is defined as the total annual gross income of all family and non family members 18+
years old living within the household. All sources of income must be counted from all persons in
the household based on anticipated income expected within the next 12 months.
Please check the income range based on your household (HH) size.
Example: If there are 5 people in your household and you anticipate gross income of $50,000, then you
will check the middle box of "$45,401 $69,600" within the "HH of 5" row.
HH of 1:
HH of 2:
HH of 3:
HH of 4:
HHof5:
HH of 6:
HHof7:
HHof8:
$0 $29,400
$0 $33,600
$0 $37,800
$0 $42,000
$0 $45,400
$0 $48,750
$0 $52,100
$0 $55,450
$29,401 $45,100
$33,601 $51,550
$37,801 $58,000
$42,001 $64,400
$45,401 $69,600
$48,751 $74,750
$52,101 $79,900
$55,451 $85,050
$45,101+
$51,551+
$58,001+
$64,401+
$69,601+
$74,751+
$79,901+
$85,051+
DISCLAIMER: The information provided in this survey is confidential information and will be reviewed by Dakota
County CDA staff only. The Dakota County CDA will aggregate the number of potentially eligible households and
provide that number to the City of Rosemount. This survey does not, in any way, determine actual eligibility for
future assessment abatements that may be available in 2011 for street/utility work completed by the city of
Rosemount. This survey is being conducted in order to help city and county staff determine the adequacy of
available funding to support an assessment abatement program.
OPTIONAL:
Participant Name (Please Print)
Street Address
PLEASE RETURN THIS SURVEY IN THE SELF ADDRESSED, STAMPED ENVELOPE
NO LATER THAN MONDAY, APRIL 25, 2011.