HomeMy WebLinkAbout2016-04-20 PACKET 07.F. REQUEST OF CITY COUNCIL ACTION COUNCIL AGENDA
MEETING ITEM # ��
DATE 4/20/16 •
�
PREPARED BY: Community Development Jennifer Levitt
ORIGINATING DEPARTMENT STAFF AUTHOR
* * * * * * * * * * * * * * * * * * * * � * * * * * * * * * * * * * * * * * * * * * * * * * * *
COUNCIL ACTION REQUEST:
Consider accepting the South Washington Watershed District (SWWD) agreements for the
Hy-Vee Stormwater Management System in the amount of$200,000; the 80th Street Crossing
Stormwater Management System in the amount of $23,700; the Pine Hill Elementary Storm-
water Basin Improvements in the amount of$47,500; and the Stormwater Basin TG-P12A
project in the amount of$33,000.
STAFF RECOMMENDATION:
Approve the request.
ADVISORY COMMISSION ACTION:
DATE REVIEWED APPROVED DENIED
❑ PLANNING ❑ ❑ ❑
❑ PUBLIC SAFETY ❑ ❑ ❑
❑ PUBLIC WORKS ❑ ❑ ❑
❑ PARKS AND RECREATION ❑ ❑ ❑
❑ HUMAN SERVICES/RIGHTS ❑ ❑ ❑
❑ ECONOMIC DEV. AUTHORITY ❑ ❑ ❑
❑ ❑ ❑ ❑
SUPPORTING DOCUMENTS:
� MEMO/�ETTER: Memo from Ryan BurFeind dated 4/15/16
❑ RESOLUTION:
❑ ORDINANCE:
❑ ENGINEERING RECOMMENDATION:
❑ LEGAL RECOMMENDATION:
� OTHER: S1NWD CCIP Grant Agreements
ADMINISTRATOR'S COMMENTS:
, �-l���
City Administrator Date
* * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * � * * * * * * * *
COUNCIL ACTION TAKEN: ❑ APPROVED ❑ DENIED ❑ OTHER
Cottage
J Grove �
�here Pride and P�OSPerity Meet
To: Honorable Mayor and City Council
Charlene Stevens, City Administrator
From: Ryan BurFeind, Project Engineer
Date: April 15, 2016
Re: Accept S1NWD CCIP Grants for:
• Hy-Vee Stormwater Management System
• 80th Street Crossing Stormwater Management System
• Pine Hill Elementary Stormwater Basin Improvements
• Stormwater Basin TG-P12A
Background
Each year the South Washington Watershed District (SWWD) accepts applications for grant
funding through their Coordinated Capital Improvement Program (CCIP). This program provides
funding to local government units for water quality improvement projects. As part of the CCIP
process the City is able to apply for funding for 35 percent of the total project costs. In 2016, the
City of Cottage Grove submitted grant applications for four projects.
Discussion
The first CCIP application was related to additional funding for the Hy-Vee underground storm-
water management system. The total project cost for the Hy-Vee stormwater management
system is estimated at $1,750,000. With $400,000 in grant funding awarded in 2015, an
additional $200,000 was applied to bring the total value of the grant to $600,000.
The second grant is related to the installation of an underground stormwater management
system as part of the 80th Street Crossing re-development. This site has a large amount of im-
pervious surFace with very little existing stormwater treatment. With the planned re-development,
this is an excellent opportunity to improve the stormwater quality from the site. As a result, the
City worked with the applicant to design a proposed stormwater management system that would
be installed under the parking lot. The total project cost for the 80th Street Crossing stormwater
management system is estimated at $78,000, so $23,700 in grant funding was applied for.
The third grant application was related to improvements to the existing stQrmwater basin located
on the Pine Hill Elementary School property. As part of the Hadley & 95th Street Improvement
Project, the City is acquiring a storm sewer easement to discharge into the existing basin. The
basin is currently overgrown with brush with a large amount of sediment buildup. In addition to
this, the existing outlet is a very old wooden weir structure. As part of the City storm sewer in-
stallation, we propose to remove the existing brush and sediment build-up, replace the old weir
structure with an earthen berm weir, and re-grade the basin to allow for increased infiltration of
stormwater runoff. The total project cost for the Pine Hill Elementary Stormwater Basin
Improvement project is estimated at$137,750, so $47,500 in grant funding was applied for.
Honorable Mayor, City Council, and Charlene Stevens
Accept SWWD CCIP Grants
April 15, 2016
Page 2
The final grant application is related to the construction of stormwater basin TG-P12A in the
Business Park, between 97th Street and 100th Street. This basin will serve as a regional rate
control basin as businesses develop in the area. As part of the Garden World project, the first
portion of the basin will be constructed. To provide additional stormwater quality benefits above
the rate control it is designed for, the basin is being designed to retain and infiltrate stormwater
as well. The total project cost of the Stormwater Pond TG-P12A project is estimated at $94,900,
so $33,000 in grant funding was applied for.
The SWIND awarded the grants in the amounts shown below. The attached agreements outline
the conditions of the grant and the value of the award.
Proiect Awarded Amount
Hy-Vee Stormwater Management System $200,000
80t" Street Crossing Stormwater Management System $23,700
Pine Hill Elementary Stormwater Basin Improvements $47,500
Stormwater Basin TG-P12A $33,000
Total 2016 CCIP Grant Funding $304,200
Recommendation
That the City Council approve the South Washington Watershed District (SWWD) agreements
for the Hy-Vee Stormwater Management System in the amount of $200,000; the 80th Street
Crossing Stormwater Management System in the amount of $23,700; the Pine Hill Elementary
Stormwater Basin Improvements in the amount of $47,500; and the Stormwater Basin TG-P12A
project in the amount of$33,000.
Page 1 of Z
$�Cli�h ������t��Ott
_ _ _ .. ._ ZU15 COORDINATED CAPITAL IMPROV�MENT
� �������t PROGRAM CONTR�CT
General Inforrnation �to be completed hy SWWD)
Organizatian ContractNum6er Otherfederalorotherstate Amendment � Canoeled � �'�,
SWW� CCIP2015-002 funds7 ,,,
Yes � Na� Board meeting date{s] Aoril 19.2016 Baard meeting date: �'
*If mntract amended,attach amendmeM form{s)to th�s contract. �I
Organization/Contact
Organization
City af Cottage Grove
Contact Person Address QtyJState Tip code
Jennifer Le�itt 12800 Ravir�e Pkwy Cattage Grove, MfV 55�16
Emafl Phone
jfe�itt@cottage-gro�e.org 651-4�8-2890
Project I.ocation
Address Cky/Siate Zip code
Home Depot/HyVee Retrofit Cottage Grove
Contract Information
! (we),the undersigned,do hereby request cost-share assistance ta hel�a defray the cost o�instaffing t�e�ollowing practice(s) listed
on the second page of this contract. It is understoocE that:
�. SWWD's Coordinated Ca itaf Im rovement Pro ra►n is a Reim6�rsement Pro ram. Applicants will be reirnbursed for the
contract amount upon s�ccessfuE eompletion of the praject and submission of afl r�quired documentation.
2. The City is responsibfe for full esCablishrnent,operation, and maintenanca of all practices and up[and treatment criteria applied
under this prograrr�to ens�re that the conservation objecti�e of the practice is rr�et and the effective IEfe, a m�nimum of:2S
years,is achie�ed.
3. Should tf�e City fail tn maintain the practice during its effective life,the City is liable to the South Washington Waters�ed �istriet
€or�he amount up to 100%of the amount of financial assistance received to install and establish the practice unless the fail�re
was caused by reasons beyond the fand occupier's control, or if conservation�ractiees are applied at the City's expense that
provide equivalent protectian of the soil and water resources.
4. This co�traet,when appro��d fay the SWWD board,wilf remain in effect unless canceled by mutual agreerrient. Practices will be
corr►pleted by Decemher 31,2017 uniess this contract is amencied by mutual conser�t to reschedule che work and funding.
5. Items of eost for which reimbursement is claimed are to be s�pported by in�oices/receipts.for payments and will be veri#ied by
the organization board as practical and reasonable. The organization board has the author€ty to make adjustments to�he costs
submitted for reimburse�ent.
Update 2013
Page 2 of 2
Applicant 5ignatures
The City's signature i€�dicates agree�ent to:
1. Crant the District's representative(s)access to the parcel where the canser�ation practice will be lacated.
2. Obtain all permits required in eonjur€etion with the�nstallation and establishment of the practice prior to starting construction
of the practice.
3. Be responsible for the operation and maintenance of conservation practices applied under this program in accordance with a€�
operation and maintenance plan prepared I�y the argar�ization technical representative,if appficable.
4. NoY accept cost-share fur�ds,from state and federaf sources comk�ined,that are in excess of 100%percent of the total cas€to
establish the eonser�ation practice ar�d provide copies of all forms and contracts pertinent to any ather state or federal ',
programs that are contributing funds towarci this projeet. '
�ate Organlzation'sAvthvrizedRepreseatative '�,
Conser�ation Practice (to be completed by Technical Representati�e)
The primary practice for which cost-share is requestec! is Home Depot RetrafEt-A�S Storm Tech
Practicestandardsoreligi63ecomponent{sJ EngineeredPractice Total€'roJectCostEsdmate
Instalfa�ion of underground starage and filtration systern (�yesorono} ������ ���
Ecalogital practlte
��yes or�na�
The estirnated benefits of this project are:
7ota€Phosphorus CaR���ed Nltrogen Captured Runoff Volume Reductian
18+
Technical Assessment and Cost Estimate �
�
I �ave the appropriate technical expertise and have reviewed the siYe where�he abo�e]isted practice is to be installed and f€nd it is �
needed and that the estirnated benefits and costs are practicaf and reasonable. w
Date Techrtical Representative
Amount Authorized for Financial Assistance (to be completed by SWWD)
7he SWWD Board�as authorized the following for�inancial assistance,total r�ot to exceed the overall percent listed indicated in 4,
aba�e.
$ 400,000.00___ from 2015 CCIP
Enier program name and Fiscal year
$ 20D b00:Ob from 20l6 CCIP
EMer program name and Fls�af year
$ frorn
Enter program aame a nd fiscal year
6oardMeet�ng�ate Authorl Ignaure TotaiAmountAuthorized
4/13/2016 �500,0.00,QQ
Update 2013
Page 1 of 2
5crc���t ��5hprt�t�r�
, � 2016 COORDINATED CAPITAL IMPROV�IVI�IVT
��s����� PROGR/�M CONTRAC7
Ge�eral Informatian (to be completed by SWWDy
Organization Contra�tNumher Otherfederalorother:tate q�endment � Canceled ❑
SW�d CCIP2016-001 �unds7
Yes � No� Board meeting date(sJ Board meeting date:
'If contr�ct amended,attach amendment{otm(s)to thls contract.
Organization/Contact
Organizatlan
City of Cottage Grove
Contact Person Address City/State Zip code
Jennifer l.evitt 1280p Ravine Plcwy Cottage Grave, M�! 55015 '
Email Phane �''��
jlevitt@cottage-grove.org 651-458-2890 '
Project Location
Address Ciry/State Zip mde
SOth St Crossing Retrofit Cottage Grove
Contract Inforrnatian
I (we},the undersigned,do here�y request cost-share assistance to help cfefray the eost of installing the following practice(sy listed
on the second page of this con�ract. It is�nderstaod that:
�.. SWw11D's Coordinated Capital Improvement Prn�ram is a Reimhursement Pro�ram. Applicants will be reim6ursed for the
contraet amount upon successful completion of the project and submissian af all requireci docur�-�er�tatio€�.
2. �he City is responsible for full �stabfish�ent,operation, and mainter�ance o�all practiees and upland treatment criteria applied
under this pragrarrE to ensure that the eonservation objective of the practice is met ancf the effeetive life, a minir►�um of 25
years, is ach9e�ed.
3. 5hould the City fail ta rnaintain the pract�ce during i�s effec�ive life,the City is liable to the South Washington Wa�ershed �istrict
for the arnount�p�o��D%of the arnount of financial assistance received to install and esta�lish the practice unless the failure
was caused by reasons�eyond fhe land occupier's con�rol,or if conser�ation practices are applied at the City's expense that
provide equivalent protection of the soil and water resources.
4. This contract,when appravecf by the SWWD board,will remain in effect�nfess canceled by mutual agreement. Practices will be �I
completed by December 3�.,2017 �nless this contract is amended by m�tual consent to reschedule the work and funding. I
5. fterr�s af cast for whicf�rei€r�bursement is claimed are to be supported by in�oices/receipts for pay�-rients ar�d will be verifiec{by
the organization I�aard as practica] and reasor�able. The organizatior� baard has the a�thority to make adj�stments to the cos�s
subrriitted far reimbursemer�t.
Update 2013
Page 2 of 2
Applicant Signatures
7he Caty's signature indicates agreement to:
1. Grant t�e Ristrict's representative(s}access to th�pareel where the canservation praetice will be located.
2. Obtain all permits required in cortjurtc�ion with the insYallation and establishment of the practice prior to starting construction
of the practice.
3. Be responsible for the operation and rr�aintenance of conservation practices applied under this prograrn in accardance with an
operation and maintenar�ce plan prepared by#he organization technicaf representative,if applieable.
4. Not accept cost-share funds,from state and federal sources combined,that are in excess of�,00%percent of the totaf cost to
establish the conservation practice and provide copies of all for�ns and cor�tracts pertinent�o any other state or federal
programs that are contributing funds toward this praject.
nate Organization'sAvthorizedRepresenfative
Conser�atinn Practice (to be completed by Technical Representati�e}
The primary prac�ice for which cost-share is requested is SOt�`St Crossin�-ADS Storrr�Tech
Practice standards or eliglble componerst(sf Engineered Practice Total Project Cost Estimatc
Instafla#ion o�underground storage and filtra�ion system (R�Yesar�no) $78,000
EGologfcat practice
�QYNS Of�RO�
The estimated benefits of this project are:
Total Fhosphorus Captured TSS Captured Runoff Volume Reductian
�.Z3 ���
Technical Assessment and Cost Estimate
I have the appropriate technical expertise and have reviewad the site where the above fis�ed practice is to�e installed and find it is
needed and tha�the es�imatecf bene�its and coscs are practical and reasonable.
�ate 7echn�cal Representative
Amount Authorized for�inancial Assistance (to be completed by SWWD}
The SllllWD Board has authorized the following for financia! assistance,total not to exceed the overall percent listed indicated in�4,
aE�ave.
$ 27,300.�0 fram 20l6 CCIP
Enter grogram name and frscal year
$ fram
Enter program oame and ffscal year
$ from
Enter program name and fiscaE year
Board Meeting�ate Authoriz Signature Total Amount Authorized
4/13/2016 $27,�00.00
updace aois
Page 1 of 2
��tt�� �c���t,B1t���f7
, _ � , _ . 20�.6 COORDINAT�'D CAPITAL IMPROVEMENT
� ���#���� PROGRAM CONTR/1CT
General Informat�on (to be completed by SWWD)
Organ9zafion ContractNumber Otherfederaloroiherslaie Amendmeot � Canceled ❑
SWW� CC�P2��.6—fl�2 funds7 �.
Yes� No� Board tneeting date�sf 8oard meeting date: '�,
'If contract amended,aitach amendmersl form(s�to ihis contract. �'
Organization/Contact
OrganizaHon
City of Cottage Gro�e
Gontact Person Address City/State Zip code
Jennifer Levitt 12800 Ravine Pkwy Cottage Gro�e, MN 55016
Emaii phone
jfe�itt@cottage-grove.org 651-458-2890
Project Location
Address City/State Zfp code
Pine Hill Elemen�ary Cottage Grove
Contract�nforrnatian
I (weJ,the undersigned,do hereby request cost-share assistance to help defray the cost af instailing the falfowing practice(s} listed
on the secor�d page of'this eontract. [t is ur�derstood that:
1. SWWD's Caordinated Capital Improvement Pro�ram is a Reimbursement Program. Appl€eants wifl be reimbursed for the .k
contract amount upan successful campletion of the projact and submission af afl required documentatiar�.
2. The City is responsible for full establishrr�ent, operation, and maintenance of all practiees and upland treatrnent criteria applied
�nder this pragram to ensure that the canservation o�jective of the praetice is met and the effec�ive life,a►r�inimum of 25
years, is achieved.
3. 5hauld the City fai�to maintain the practice during its effective fife,the City is liabfe to the Sauth Washington Watershed District
for the amo�nt up to 100%of the arnount af financial assistance received to instal! and establish the practice unless the failure
was ca�sed by reasons beyond the land occupier's control,or if conservation practices are applied at the City's exper�se that
pro�ide equivafent protection of the soil and water resources.
4. This contract,when approved by the SWWp board,will remain i� effect unless cancelec�by mutual agreernent. Practices will be
completed by December 31,2017 unless this cantract is amencEec{ by mutuaf consent to reschedule the work and f�rnding.
5. Items of cost for which reirr�bursement is e[aimed are to be supporfied by invoices/receipts for payments and will I�e verified by
t�e orgar�ization baard as practical ar�d reasonable. The organization board has the authority to rnake adjustmants to the costs
submitted for reimburseme�€t.
Update 2013
Page 2 of 2
A�plicant Signatures
The City's signature indicates agreement to:
1. Grant the District's representative(s}access to the parcel where the conservation practice will be lacated.
2. dbtain all permits required in conjunction with the ir�sYallation and establishrnent of the practice prior to start'sng construction
of the practice.
3. Be responsi�le far the operatian and maintenance of conservation practices applied �nder this program in accordance with an
aperatior�and maintenance plan preparecf by the organization technical representa�ive,if applicahle.
4. Not accept cost-share funds,from state and federal sources com�oined,that are in excess of�.00%percent of the total cost to
establish the conservation practice and provide eopies of all forms and contracts pertinent�o any o�her state or federal
pragrar�-�s t�at are contributing funds tnward this project.
EJate Oeganization'sAuthorizedRepresentative
ConserUation Practice (to be cnmpleted by Technical Represe�tati�e}
The primary praetice for which cast-share is requested is Draina�e er�har�cements/expansion____
Prectice standards or eligi6le componenl(s) Engineered Practice Total Project Cost @stimafe
Pine Hill drainage enhancements ��ves°`❑"°} $135,750.D0
Ecological practica
[❑yes ar�no�
The estimaYed be€�efits of this project ara: �
Total Phosphar�s Captured T55 Captured Runoff Valume ReducElon
3.5 643
7echnical Assessmenf and Cost Estimate
I have the appropriate technieal expertise and have r�viewed the site w�ere the above listed practice is to lae installed and find it is
needed and that the estimated benefits and cos�s are�ractical and reasonab[e.
�ate Technlcal ftept�esentative
Amount Authorized for Financial Assistance (to be completed by SWWD)
The SWWD Board has authorized the follawirtg for financial assistance,total nat to exceed the overali percent listed indiea�ed in 4,
above.
$ 47,504.00 frorn 2D16 CCIP
EMer program name and Flscal year
$ fro m
Enter program name a nd fiscaE year
$ fra m
Enter prograrn name and fiscaE year
f3oard Meeting bate Authorized Signature Tota;Amount Authorized
4/13/2016 $47,50[3.00
Update 2013
Page 1 of 2 '
$�lL��1 �s�5�3ifi����
� _ . 201� COORDINATED CAPiTA�. IMPROVEM�NT
�r��r��t PROGRAM CONTRACT
G�neral Information (to be completed by SWWD}
Otgan3zailon ContractNumher O[herfederalorotherstate Amendrnent � Canceled ❑
SWWD CCIP20�6-0�3 ��a5a
Yes� No� Boardmeetingdate(s) Boardmeetingdate:
*If cantract amended,aitacfi amendment form(s�Yo this contract. �
Organixation/Contact
Organization
City of Cattage Grove
CoMact Person Address City/StaTe Zip cade
Jennifer Levitt 12800 Ravine PI<wy Cot�age Gro�e, MN 55016
- Email phone
jlevitt@cottage-grove.org 651-458-2890
Project Location
Address City/State Zfp code
TG-P12 and 12A Cattage Grove
Contract Inforrnation
I (we),the�ndersi ned,do hereb re uest cost-share assistar�ee ta hel defra the cost o�installin the foflowin �
g Y q p y g g practice(s} listed
on t�e second page of this cor�tract. ft is understood that: -
1. SWW[}'s Coordinated Capital Improvement Program is a Reimbursement Pro�ram. Applicants wifl be reimbursed for the
eontract arriount upon suceessfuE eompletion of the project and submissio� of aIl required documentation.
2. �he City is responsible for full establishment,operation,and rnaintenance of all practices ar€d uplar�d treatment criteria applied
�nder this program ta ens�re that the cor�ser�atior�objective of the practice is rriet and the effective life, a minimum of 25
years, is achieved.
3. Should the City faif to maintain the practice during its effective life,the City is liabfe ta the South Washington Watershed District
for the arnour�t up to 100%of the amount of financial assistance received to install and esta�lish the practice unless the fai]ure
was caused by reasons beyond the land occupier's control,ar if eonserva�ian practices are applied at the City's expense that
provicEe equivalent protection of the sail and water resources.
4. This contract,whe€� approved by the SWWD boarcE,wilf remain in effect unless canceled by m�tual agreement. Practices wilf be
completed 6y Dece►nber 31 20�.7 unless t�is co�tract is amended by�nutual consent to reschedule the work and funding.
5. Items of cost For which reimbursement is claimed are to be s�pported by ir�voices/receipts for payments and will be�erified by
the organization board as practical and reasonab�e. The nrganization board has tha a�thority to ma[ce acEjustments to the costs
su6mitted for reim�ursement.
lJpdate 2019
Page 2 of 2 ',
Applicartt Signatures ',
The Gity's signature ir�dicates agreement to: '
1. Grant the pistrict's representative(s)access to the parce!where the cor�servation prac�iee will be locatec€.
2. Obtain alf permits required En conjunction with the installation and establishment of the practice priar Co starting canstruction
of the practiee.
3. Be responsible for the operation and maintenance of conservation practices applied under this program in accordanee w9th an
operation and maintenance plan prepared by the organization technical representative,if applicable.
4. Nat accept cost-share funds,fror�-E state ar�d federal sources combined,that are in excess of 1Q0%percer�t of t�e total cost to
establish the conservation �ractice and provide copies of all forms and contracts pertinen�to any other state or federal
programs that are cantribu�ing funds toward this praject.
�ate Organ�zat�odsAuthodzedRepresentative �
Conser�ation Practice (to be completed by Technical Representati�e)
The primary practice for which cost-share is requested is Re�ional Por�d Impro�emer�ts_� ,
Practice standards orel�g€61e component�s] Enginecred Practice Total Project Cost Estimate ..
(�yes ar Qno) �
Improvements to TCP12 and Construct�on ofTGP12A Ecolagicalpractice $9��g��•�� '
(❑yes or�no) '�
The estimated ber�efits of this praject are:
TotaE Phosphorus faptured T55 Captured Runo{f Volume Reduction
1 (99% remo�al) �.�0 (99% removal)
Technical Assessment and Cost Estimate
I have the appropriate technical expertise and have reviewed the site where the above listed practie�is to be installed ancf find it is
needed and that the esti�ated benefits and casts are practical and reasonalale.
Date 7echnical Representati4e
Amoun�Authorized for�inancial Assistance (to be cnmpleted by SWWD)
The SWWQ Board has authorized the followir�g for financial assistance,total not ta exceed the overall percen€listed indicated ir�4,
a bove.
$ 33.DOD.00 frorn 2016 CCIP
EnYer program name and flscal year
$ fro m
Enter prograrn name and fiscal year
$ fram
Enter pmgram name and fiscal year
Board Meeting�ate Author�zed Signature Total Amount Autharized
4/�3/20�6 $33,000.00
Update 2013