Loading...
HomeMy WebLinkAbout07R 2016 Pavement Management City Council Action Request Form Meeting Date 9/7/2016 Department Community Development Agenda Category Consent Agenda Title Declare the costs to be assessed for the 2016 Pavement Management Project and call for the public hearing Staff Recommendation Adopt Resolution No. 2016-XXX declaring the costs to be assessed and adopt Resolution No. 2016-XXX calling for a public hearing to be held on October 5, 2016. Budget Implication N/A Attachments Council memo Resolution No. 2016-XXX – Declaring Costs Resolution No. 2016-XXX – Calling for Public Hearing Memo TO:Honorable Mayor and City Council Charlene Stevens, City Administrator FROM: Robin Roland, Finance Director Jennifer Levitt, City Engineer Cathy Mohr, Assistant Finance Director DATE: August 17, 2016 RE: Declare Costs to be Assessed and Call for a Public Hearing to be Held on October 5, 2016 for the 2016 Pavement Management Project Introduction On July 3, 2015, the City Council authorized a feasibility report for the 2016 Pavement Management Project as outlined in the Capital Improvement Plan for the following areas: 1) F3/F5 Residential area generally bound by south of 80th Street, east of East Central Ravine Park, west of Keats Avenue, and north of 85th Street. 2) D2 Residential area generally bound by south of Pine Hill Elementary school, east of Hadley Avenue, west of Hamlet Park, and north of 95th Street. 3) 80th Street from Ideal Avenue to Jamaica Avenue. The City Council held a workshop session on November 18, 2015, to discuss the various ele- ments of the proposed improvements. At the workshop, staff presented the preliminary findings of several different tests that were completed on the existing pavement and utilities. Due to the poor pavement condition, along with good sub-grade soils and curb condition, a full pavement replacement and spot curb replacement were recommended for the F3/F5 residential area. With the poor pavement and curb condition and aging street light system, full pavement replacement and full curb replacement, along with replacement of the street light wires with conduit are pro- posed for the D2 residential area. Finally, testing and assessments completed along 80th Street found good subgrade soils and curb condition. Based on this, a full pavement replacement and spot curb replacement is proposed for 80th Street, along with repaving of the bituminous trails. A neighborhood meeting for this project was held on December 8, 2015, at 7:00 p.m. at Cottage Grove Middle School. There were 30 people in attendance. At this meeting a presentation was given highlighting the various improvements proposed for the 2016 project, along with infor- mation on the proposed assessments. Honorable Mayor, City Council, and Charlene Stevens 2016 Pavement Management Declare Costs August 17, 2016 Page 2 of 5 On December 16, 2015, the City Council approved the feasibility report and called for a public hearing to be held on January 6, 2016. The Public Hearing was held and Council ordered the improvements. The plans and specifications were approved on March 2, 2016 and the project was awarded to Hardrives, Inc. on April 6, 2016. Discussion The proposed assessment amounts follow the adopted Infrastructure Management Task Force (IMTF) policy calling for 45% of the project costs to be assessed equally to all properties in the improvement area on a unit basis. The intent of the City’s policy is to treat all properties within a residential development as similar individual units regardless of lot frontage. The amount assessed is based on the City standard street section even if the width is greater. Per the policy, City-owned property is evaluated in the same manner as commercial/industrial lots where 100% of the project costs adjacent to the property are assessed. The assessment amount for religious institutions is computed as 75 percent of the improvement costs for streets adjacent to the property. The City’s practice is to assess for improvement projects once the project is substantially complete which has been interpreted to mean a drivable surface (or the wear course paving is complete). The roadway improvements are anticipated to be substantially complete on September 7, 2016, but there may be some restoration work that continues this fall and into the spring. 2016 Pavement Management – District F3/F5 The rehabilitation method completed on the residential streets in area F3/F5 was to remove the existing asphalt surface and replace it with a new surface, which consisted of two lifts of bitumi- nous. Spot curb replacement throughout the area was also completed, along with spot replacement of sidewalk panels along Johansen Avenue and Joliet Avenue. Finally, minor utility improvements for sanitary sewer, water, street lights, and stormwater were also included. The project costs for the F3/F5 residential area are $1,580,060. The proposed assessment amount is $2,618.00 per residential buildable lot equivalent (RBLE). This compares to the original projected assessment amount based on the engineer’s estimate of $3,619.52. Single- family residential is assessed at a rate of 1.0 of the RBLE. Special benefit appraisals were completed for single-family residential lots in this area, which found the special benefit to single- family residential properties to be $5,000, which supports the proposed assessment of $2,618.00. Recap of the project costs and funding: Honorable Mayor, City Council, and Charlene Stevens 2016 Pavement Management Declare Costs August 17, 2016 Page 3 of 5 2016 Pavement Replacement - F3/F5 Feasibility Estimated Residential As-Bid ReportFinalAdjusted Assessed Construction Total Cost *Deductions** Construction Construction Total CostAmount 45% Cost CostCostof Adjusted Streets$ 1,475,939$ 1,317,610$ 1,082,353$ 1,371,864$ (28,237) $ 1,343,627$ 604,632 Sanitary Sewer 57,455 70,141 70,141 88,902 (1,830) 87,072 39,182 Water Main 72,160 55,531 35,359 44,817 (922) 43,895 19,753 Storm Sewer 58,830 60,887 58,760 74,477 (1,533) 72,944 32,825 total$ 1,664,384$ 1,504,169$ 1,246,613$ 1,580,060$ (32,522) $ 1,547,538$ 696,392 *Estimated final Construction Costs plus indirect costs Deductions** Divided by 266 RBLE$ 2,618 City property 32,522 2016 Pavement Management – District D2 The rehabilitation method completed on the residential streets in area D2 was to remove the existing asphalt surface and replace it with a new surface, which consisted of two lifts of bitumi- nous. Due to the poor condition, full curb replacement was also completed. A 28-inch wide surmountable curb and gutter section was constructed in place of the existing 24-inch wide surmountable curb and gutter. Due to the age of the system and reliability issues, replacement of the existing street light wires in conduit, along with replacement of feed points, was also completed for this project area. Finally, minor utility improvements for sanitary sewer, water, and storm water were included within the D2 project area. Televising data that was completed for the 2016 Pavement Management project found large amounts of root intrusion into the 18-inch sanitary sewer trunk line that runs along the eastern boundary of area D2, within Hamlet Park. Based on this data, lining of the trunk sanitary line was included in the project. Costs related to this lining project are not included as an assessable cost for area D2. The project costs for the D2 residential area are $1,904,822. The proposed assessment amount is $3,987.72 per residential buildable lot equivalent (RBLE). This compares to the original projected assessment amount based on the engineer’s estimate of $4,757.02. Single-family residential is assessed at a rate of 1.0 of the RBLE. Special benefit appraisals were completed for single-family residential lots in this area and found the special benefit to single-family residential properties to be $5,100, which supports the proposed assessment of $3,981.72. Recap of the project costs and funding: Honorable Mayor, City Council, and Charlene Stevens 2016 Pavement Management Declare Costs August 17, 2016 Page 4 of 5 2016 Pavement Replacement - D2 Feasibility Estimated Residential As-Bid ReportFinalAdjusted Assessed Construction Total Cost *Deductions** Construction Construction Total CostAmount 45% Cost CostCostof Adjusted Streets$ 1,211,377$ 1,137,411$ 1,036,926$ 1,289,361$ (4,700)$ 1,284,661$ 578,097 Sanitary Sewer 368,575 387,610 376,561 468,233 (377,685) 90,548 40,747 Water Main 41,040 39,221 16,438 20,440 (75) 20,365 9,164 Storm Sewer 89,915 97,061 101,965 126,788 (462) 126,326 56,847 total$ 1,710,907$ 1,661,303$ 1,531,890$ 1,904,822$ (382,922)$ 1,521,900$ 684,855 *Estimated final Construction Costs plus indirect costs Deductions** Divided by 172 RBLE$ 3,982 City property 6,587 Sanitary Sewer 376,335 382,922 2016 Pavement Management – 80th Street The rehabilitation method completed for 80th Street was to remove the existing asphalt surface and replace it with a new surface, which consisted of three lifts of bituminous. Spot curb replacement was also completed, along with repaving of the bituminous trails along 80th Street. Finally, minor utility improvements for sanitary sewer, water, street lights, and stormwater were included. Televising data for the utilities on 80th Street identified severe deterioration in the invert of the 54-inch storm sewer pipe that connects Pine Tree Valley Pond to Pine Tree Pond underneath 80th Street. Based on this data, rehabilitation of the 54-inch pipe was completed as part of the project. The costs related to the 54-inch storm sewer pipe rehabilitation are not included as an assessable cost for 80th Street. The project costs for 80th Street are $1,157,847. There is only one residential property located within the 80th Street project area. Residential properties are not assessed for additional cost due to living on a four-lane street. With full pavement replacement and spot curb replacement completed, the same assessment as F3/F5 is proposed in the amount of $2,618. This compares to the original projected assessment amount based on the engineer’s estimate of $3,619.52. A special benefit appraisal was completed for this residential property and found the special benefit to be $6,100, which supports the proposed assessment of $2,618. Per the City’s special assessment policy, the assessment amount for religious institutions is computed as 75 percent of the improvement costs for streets adjacent to the property. The assessment calculation for the Church of St. Rita provides an assessment amount of $107,513. The special benefit appraisal for the Church of St. Rita found the benefit to the property to be $36,700, so the assessment is capped at the special benefit amount. Honorable Mayor, City Council, and Charlene Stevens 2016 Pavement Management Declare Costs August 17, 2016 Page 5 of 5 2016 Pavement Replacement - 80th St Feasibility Estimated Residential As-Bid ReportFinalAdjusted Assessed Construction Total Cost *Deductions** Construction Construction Total CostAmount 45% Cost CostCostof Adjusted Streets$ 998,962 $ 774,575 $ 744,213 $ 917,772 $ (770,001)$ 147,771 $ 66,497 Sanitary Sewer 11,515 8,472 8,472 10,448 (8,590) 1,858 836 Water Main 51,205 38,056 34,176 42,146 (34,652) 7,494 3,372 Storm Sewer 150,305 148,283 152,027 187,481 (175,131) 12,350 5,558 total$ 1,211,987$ 969,386 $ 938,888 $ 1,157,847$ (988,374)$ 169,473 $ 76,263 *Estimated final Construction Costs plus indirect costsadjustment for capped assessments (36,945) Deductions** $ 39,318 City property 856,570 Street width 15,408 Storm Sewer 116,396 988,374 Action Requested The action requested at this meeting is to adopt the resolution declaring the costs to be assessed and calling for a public hearing to consider the assessments. Following these actions staff will prepare assessment notices that will be sent to the benefiting property owners and publish the notice in the newspaper. The assessment notices will show the proposed assessment amounts included in the attached list. Recommendation Adopt a resolution declaring the costs to be assessed and calling for a public hearing to be held on October 5, 2016. RESOLUTION NO. 2016-XXX A RESOLUTION DECLARING COSTS TO BE ASSESSED AND ORDERING PREPARATION OF PROPOSED ASSESSMENT ROLL FOR THE 2016 PAVEMENT MANAGEMENT PROJECT (DISTRICTS F3/F5, D2, AND 80TH STREET) WHEREAS, contracts were let for the 2016 Pavement Management Project (Districts F3/F5, D2, and 80th Street) and the contract price for such improvements was $4,233,423.16. NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Cottage Grove, County of Washington, State of Minnesota, as follows: 1. The net cost of such improvements to be assessed is declared to be $1,420,565.00. 2. The Finance Director, with the assistance of the City Engineer, will calculate the proper amount to be assessed for such improvements against every assessable lot or piece of parcel or land within the district affected without regard to cash valuation as provided by law, and shall file a copy of proposed assessment roll in the City Clerk’s office for public inspection. 3. The City Clerk shall, upon completion of such assessment roll, notify the City Council therefore. Passed this 7th day of September 2016. Myron Bailey, Mayor Attest: Joe Fischbach, City Clerk RESOLUTION NO. 2016-XXX RESOLUTION CALLING FOR HEARING ON PROPOSED ASSESSMENTS FOR THE 2016 PAVEMENT MANAGEMENT PROJECT (DISTRICTS F3/F5, D2, AND 80TH STREET) WHEREAS, by Resolution No. 2016-XXX, passed by the City Council on September 7, 2016, the Council directed the Finance Director to prepare the proposed assessment roll for the 2016 Pavement Management Project (Districts F3/F5, D2, and 80th Street; and WHEREAS, the City Clerk has notified the Council that such assessment roll is complete and filed in her office for public inspection. NOW THEREFORE BE IT RESOLVED, the City Council of the City of Cottage Grove, County of Washington, State of Minnesota, as follows: 1. A hearing shall be held on the 5th day of October 2016 at 7:00 p.m. to pass upon such proposed assessment roll. 2. The Finance Director is hereby directed to cause a Notice of Hearing on the proposed assessments to be published in the South Washington County Bulletin, the official newspaper of the City, at least two (2) weeks prior to the hearing and shall state in the notice the total cost of the improvement and the proposed interest rate of 3.5 percent. The Finance Director shall cause mailed notices to be given to the owner of each parcel described in the assessment roll. Passed this 7th day of September 2016. Myron Bailey, Mayor Attest: Joe Fischbach, City Clerk