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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 144T U 145TH ST W U. 148T ST W .F7ar.1 156TH DARLING PAT 157TH CT W 158TH CT W 15 HCTW a 0 m HAWKINSI O. POND 'I p a" z 2 w G DA OOR 0A4,,j4t, CT c r 157TH ST mprovement Project ICROSEMOUNT PUBLIC WORKS DEPARTMENT \17 F onnemar 0 Park \9 OP 1 145TH SL U 145TH 5T LU wad N cc a a l O Par 0 47TH S 0 I DARLING PITH 156TH ST W 158TH ST W TW ATH 143RD ST W ce ce ERB l DECEMBER TR 151ST ST W /154TH CT, W U 0 14 0 CR CENT C UPP R 1 51ST 152ND CT k. 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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 $963,635.00 tsf Minneapolis St. Cloud Equal Opportunity Employer C: \Users\pco\AppData\Local\Microsoft \Windows \Temporary Internet Files \Content.Outlook\59QEFUD8LLTR RECMMDTN- hmcc-032111.doc 9 Proposed Funding 145th Street Valley Oak Improvements Improvements City Total LSO`88S$ 68£`£17Z$ OI8`L 'Z$ 290`9£$ $58,327 1 9L9`£LI I$ 0 0$ 0 0$ LZ£`8S$ $58,327 £6S`Oi17$ 0$ 6t70`IZZ$ 290`9£$ 0 rOL`L99$ b9t`LL I $243,389 16L`9Z$ 0 0$ $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 co re ix co c4 cii r r c c c VVNNN W W to V) V) W W W OO cncoto aaaaa o ct4 re ce Ala e- CO a— c Lij ca 2 L1.1 uj Ili CI I— O 0 V) V) V) W ww OO cocco aaQQQ ELi CD re ce 0 en es, o Lij CU X C3 O W W V) U) V) W W W O O co co co aaQaQ cdo cn Zi ce re co Ili VVNNco W W CO V) CO W W W O O cn co cn aa<<< iLi cn o 4 ce LL a UJ UVN W W V) to V) WWW OOv)cncn aaaaQ ELi 6ZL`ZS 6ZL`ZS 6ZL`ZS 6ZL`ZS 6 Z L` ZS 6ZL`ZS Rosemount MN 55068 -4619 Rosemount MN 55068 -4619 Rosemount MN 55068 -4619 Rosemount MN 55068 -4619 Rosemount MN 55068 -4619 Rosemount MN 55068 -4619 I 15668 Crestone Ct 31/o483 OL9S1 15672 Crestone Ct 15674 Crestone Ct 15676 Crestone Ct 15678 Crestone Ct Gustason Julie R ugo f tutifim autiaQ q;aquzrig mpg-4EN zeMIS Johnson Randi J f aaiw tuvlsafToO !k\ qtp> zag0 34- 81310 -10 -100 34- 81310 -10 -110 34- 81310 -10 -120 34- 81310 -10 -130 34- 81310 -10 -140 34- 81310 -10 -150 o co cn W C O Q W Z W m W M u I I— NI—I— Z Z W W W I- 222 O 0 co co V) W W V) to V) )W W W OOcoco H 0 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.