HomeMy WebLinkAbout2010-03-17 PACKET 04.I.REQUEST OF CITY COUNCIL ACTION COUNCIL AGENDA
MEETING ITEM #�
DATE 03/17/201
PREPARED BY Engineering Jennifer Levitt
ORIGINATING DEPARTMENT STAFF AUTHOR
COUNCIL ACTION REQUEST
Authorize staff to accept the FY 2011 Municipal Agreement Program Funding in the amount of
$594,000 for the extension of West Point Douglas Road to TH 61/TH 95.
STAFF RECOMMENDATION
Recommend the Council authorize staff to accept the FY 2011 Municipal Agreement Program
Funding in the amount of $594,000 for the extension of West Point Douglas Road to TH 61/TH
95.
ADVISORY COMMISSION ACTION
DATE REVIEWED
APPROVED DENIED
❑ PLANNING ❑
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❑ PUBLIC SAFETY ❑
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❑ PUBLIC WORKS ❑
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❑ PARKS AND RECREATION ❑
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❑ HUMAN SERVICES /RIGHTS ❑
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❑ ECONOMIC DEV. AUTHORITY ❑
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mUaw irnLei*6141eing • r
® MEMO /LETTER: Jennifer Levitt, March 11, 2010 and Robert Vasek, March 5, 2010.
❑ RESOLUTION:
❑ ORDINANCE:
❑ ENGINEERING RECOMMENDATION:
❑ LEGAL RECOMMENDATION:
❑ OTHER:
ADMINISTRATORS COMMENTS
City Ad inistrator ate
COUNCIL ACTION TAKEN: APPROVED ❑ DENIED ❑ OTHER
CITY OF COTTAGE GROVE
MINNESOTA
To: Honorable Mayor and City Council
Ryan Schroeder, City Administrator
From: Jennifer M. Levitt, P.E., City Engineer
Date: March 11, 2010
Re: Acceptance of FY 2011 Municipal Agreement Program Funding:
West Point Douglas Road Extension to TH61/TH95
Background /Discussion
The City has been informed that it was selected for the maximum contribution of $594,000 for
the extension of West Point Douglas Road to TH61/TH95 intersection from the Municipal
Agreement Program for Fiscal Year 2011; please see letter from Mr. Robert Vasek dated
March 5, 2010.
The Municipal Agreement Program can only be used for construction items that are in
accordance with the MnDOT Cost Participation Policy. The City is responsible for all design
costs, right -of -way costs and acquisitions, and utility relocations associated with the project.
The City will be able to utilize the existing MSA fund balance to help reduce costs associated
with the purchase of right -of -way and construction costs beyond the contributing Municipal
Agreement Program funding. The total cost for the project is estimated at $1,320,000.
It should be noted that the MnDOT will be constructing two turn lanes on TH 61 this summer
as part of the concrete overlay project to serve the proposed 2011 project for the extension of
West Point Douglas Road to the intersection of TH61/TH95. The cost of the two turn lanes
would have been an additional cost to the project and ultimately to the City.
Recommendation
It is recommended to authorize staff to accept the FY 2011 Municipal Agreement Program
Funding in the amount of $594,000 for the extension of West Point Douglas Road to TH 61/TH
95.
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Minnesota Department of Transportation
Metro District
Office of State Aid
1500 West County Road B2
Roseville, MN 55113 -3174
March 5, 2010
Ms. Jennifer Levitt, P.E.
City Engineer
City of Cottage Grove
8635 West Point Douglas Road South
Cottage Grove, MN 55016 -3318
RE: Request for FY 2011 Municipal Agreement Program Funding
TH 61 at TH 95 West Frontage Road
in the City of Cottage Grove
Dear Ms. Levitt:
Office Tel: 651 - 234 -7780
Office Fax: 651 - 234 -7765
robert. vasek @dot. state. mn. us
I am writing to inform you of the decision reached on January 26, 2010 by the Fiscal Year (FY) 2011
Municipal Agreement Program Selection Committee regarding the above referenced project.
After considering 13 candidates submitted for inclusion in the FY 2011 Program, the Selection
Committee has decided to offer a maximum contribution by Mn /DOT of $594.000 (this includes $44,000
for Construction Engineering and Inspection). The award is for the construction of west frontage road
intersecting TH 61 at the TH 95 junction and an associated access closure. The proposal was categorized
as a Safety project due to that being the primary benefit and was 6" out of 7 projects selected for funding.
Mn /DOT's TH 61 concrete overlay project, SP 8205 -111, will be constructed this year with a May start in
the vicinity of your proposed project. My understanding is the southbound right turn lane and
northbound left turn lane at TH 95 will be constructed as part of that project. Coordination of the
frontage road design and associated signal modifications with Mn /DOT design and construction staff is
recommended at the earliest opportunity.
The referenced funding amount is the maximum amount of Mn/DOT Metro Municipal Agreement
funding available for this project. Municipal Agreement funds can only be used for construction items
that can be justified in accordance with the Mn /DOT Cost Participation Policy. If the cost of eligible
items falls below this maximum amount, the funds awarded will be reduced to match the cost of the
eligible items. A copy of the Mn/DOT Cost Participation Policy can be viewed at
http : / /www.dotstate.mn.us /sta /forms /ds12_I .udf
If this funding is accepted by your agency you will be expected to provide project plans and
specifications to my office that conform to a Mn /DOT format. They will be reviewed and commented on
by Mn /DOT functional groups. Please contact the Metro functional groups directly for specific questions
relating to their area and copy the State Aid Project Manager on correspondence. We will provide the
Municipal Agreement Program process information upon request. All Right -of -Way costs and
acquisition, Utility Relocation as applicable and Preliminary Engineering are the responsibility of the
local agency. An agreement will be written by Mn/DOT's Office of Technical Support and must be fully
executed prior to award of the project. To receive the funds, this project must be let by .Tune 30, 2011.
After that date the money becomes unavailable to our office.
� cF� ;
An equal opportunity employer
Ms. Jennifer Levitt
Page 2
March 5, 2010
Please reply in writing by April 6, 2010 if Cottage Grove would like to accept this funding. The written
confirmation should include acceptance of the conditions of Right -of -Way, Utility Relocation and Design
along with the funding level proposed. If funding is accepted by the city a State Aid Project Manager
will be assigned and we will contact you to set up a project kickoff meeting.
If you have any questions about the selection process or funding situation please feel free to contact me.
Sincerely,
/�f' a V Robert (Bo , .
Cooperative Agreement Engineer
cc: Greg Coughlin, Mn/DOT -Metro State Aid
Adam Josephson, Mn/DOT -East Area Manager
Mark'Briese, Mn /DOT —East Area Engineer
Kevin Hoglund, Bonestroo and Associates *
Todd Grugel, Mn/DOT —Metro Construction
File
* Electronic Copy Only