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Home My WebLink About15.C.5. Authorize Feasibility Report for Pike Lake Road Improvements IS, C.s: CITY OF SHAKO PEE Memorandum TO: Mayor & City Council Mark McNeill, City Administrator FROM: Bruce Loney, Public Works Director SUBJECT: Authorize Feasibility Report for Pike Lake Road hnprovements, from CSAH 16 to 1867 Feet South and a Public Road 425 Feet West of Pike Lake Road to ISD #720 Elementary School Site DATE: October 3, 2006 INTRODUCTION: Attached is Resolution No. 6503, a resolution authorizing the preparation of a feasibility report for Pike Lake Road hnprovements, from CSAH 16 to 1867 feet south and for a public street 425 feet west of Pike Lake Road to Independent School District (ISD)#720 elementary school site. Also attached is an extension agreement with WSB & Associates, Inc. to prepare the feasibility report and preliminary design for this project. BACKGROUND: ISD #720 is currently constructing an elementary school at the intersection of CSAH 16 and Pike Lake Road. One of the conditions for opening the school in 2007 is for the extension of watermain to the site for a second water source and for construction of a paved road from CSAH 16 to the school district site. In order to meet these conditions, a public improvement project needs to be done with the construction of Pike Lake Road, approximately 1867 feet south of CSAH 16, and public street of approximately 425 feet west of Pike Lake Road to the ISD #720 site. Also attached to this memo is a letter from Tollefson Development, Inc. in regard to their desire to have this road project completed by the City of Shakopee and their willingness to pay. 100% of the assessments for the local street and utilities. The City would be contribute towards the oversizing of the street and also Shakopee Public Utilities would contribute to the oversizing of the trunk watermain, if any. It is proposed to use WSB & Associates, Inc. to design the roadway to State Aid Standards and to meet the timeline needed by ISD #720. It is proposed to prepare a feasibility report to better determine the costs to construct the road, the cost of assessments and the City and SPUC oversizing costs. Tollefson Development, Inc. has indicated that they would pay 100% of the assessments, including the assessments to the ISD #720, and the assessments that would be allocated to the parcels on the east side of Pike Lake Road. These assessments would . be assessed to the remaining development land Tollefson Development owns, known as the Shutrop South site. Once the feasibility report has been completed and accepted by Council, staff would prepare a petition for Tollefson Development, Inc and each property owner adjacent to Pike Lake. In order to begin this project, staff is asking for Council to adopt Resolution No. 6503, a resolution authorizing the preparation of a feasibility report for Pike Lake Road and the public road west of Pike Lake Road to the ISD#720 elementary school site. Also, staff would ask to Council to execute an extension agreement with WSB & Associates, Inc. to prepare the feasibility report and preliminary design for these roadways. In order to meet the school timelines for opening next summer, a consultant is needed for this project. ALTERNATIVES: 1. Adopt Resolution No. 6503, a resolution authorizing the preparation of a feasibility report for Pike Lake Road, from CSAH 16 to 1867 feet south, and for a public street 425 feet west of Pike Lake Road to ISD #720 elementary school site. 2. Do not adopt Resolution No. 6503. 3. Authorize the appropriate City officials to execute an extension agreement with WSB & Associates, Inc. for the preparation of a feasibility report, preliminary design and final design of Pike Lake Road. 4. Do not authorize the extension agreement with WSB & Associates, Inc. 5. Table for additional information. RECOMMENDATION: Staff would recommend Alternative No. 1 and No. 3 in order to begin the public improvement process for this collector street and public road to serve the new elementary school site at CSAH 16 and Pike Lake Road. ACTION REQUESTED: 1. Offer Resolution No. 6503, A Resolution Authorizing the Preparation of a Feasibility Report for Pike Lake Road, from CSAH 16 to 1867 Feet South and for a Public Street 425 Feet West of Pike Lake Road to the Independent School District #720 Elementary School Site and move its adoption 2. Authorize the appropriate City officials to execute an extension agreement with WSB & Associates, Inc. for the preparation of a feasibility report, preliminary design, hydraulic risk assessment and final design of Pike Lake Road at a total cost not-to-exceed of $69,000.00. ~~ Bruce Loney . Public works Director BUpmp ENGR/2007PROJECTlPlKELAKERD/WORDIMEM6503 ~ CIP Projects 2007 - 2011+ . City of Shakopee Capital Improvement Program 2007-2011 0 Project Manager: Project Type: Project ,Title: Total Project Cost: V; Bruce Loney Street Construction Pike Lake Trail South of CR 16 $850,000 - A. Expenditure Items: 2007 2008 2009 2010 2011 Land & ROW 100,000 Construction 600,000 Improvements Engineering/Admin. 150,000 Total 850,000 - - - - B. Funding Source: General Fund Capital Improvement Fund 200,000 Park Reserve Fund Grants (specify) Donations (specify) State Aid Assessments 650,000 Sanitary Sewer Fund-Base Sanitary Sewer Fund-Trunk Storm Drainage Fund-Base Storm Drainage Fund-Trunk Tax Lev Total 850,000 - - - - I Description: t Collector street construction on Pike Lake Trail south of C.R. 16 to City Limits. Includes sanitary sewer and watermain extension. Justification: Collector street needs to be improved to support development and provide access to developer's properties. Other Comments: A portion of Pike Lake Road is in the City of Prior Lake as well as Shakopee. OperatinQ Costs: PROJECT LOCATION RESOLUTION NO. 6503 A Resolution Ordering The Preparation Of A Report For Pike Lake Road, From CSAH 16 To 1867 Feet South And For A Public Street 425 Feet West Of Pike Lake Road To Independent School District #720 Elementary School Site WHEREAS, it is proposed to improve Pike Lake Road, from CSAH 16 to 1867 feet south and for a public street 425 feet west of Pike Lake Road to fudependent School District #720 elementary school site by installation of sanitary sewer, watermain, storm sewer, concrete curb & gutter, grading, aggregate base, bituminous paving, bituminous trail, concrete sidewalk, street lighting and all appurtenant work and to assess the benefited property for all or a portion of the cost ofthe improvement, pursuant to Minnesota Statutes, Chapter 429. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SHAKOPEE, MINNESOTA, that the proposed improvement be referred to Bruce Loney, Public Works Director, for study and that he is instructed to report to the Council with all convenient speed advising the Council in a preliminary way as to. whether the proposed improvement is feasible and as to whether it should best be made as proposed or in connection with some other improvement, and the estimated cost ofthe improvement as recommended. Adopted in session of the City Council of the City of Shakopee, Minnesota, held this day of , 2006. Mayor of the City of Shakopee ATTEST: City Clerk ENGR/2007PROJECTIPIKELAKDRD/WORDIRES6503 .. WSB Infrastructure. Engineering. Planning. Construction 701 Xenia Avenue South &AsSockli<l$,1I1C, Suite #300 Minneapolis, MN 55416 Tel: 763541-4800 Fax: 763541.1700 September 28, 2006 Mr. Bruce Loney, P.E. Public Works Director/City Engineer City of Shakopee 129 Holmes Street South Shakopee,~ 55379-1376 Re: Extension Agreement for Professional Services Estimate of Cost to Provide Engineering Services Pike Lake Road from Eagle Creek Blvd. to 1867-feet south and Street "A" WSB & Associates, Inc. Dear Mr. Loney: According to our Agreement for Professional Services within the City of Shakopee and Section I-C-2 (Major Projects), this extension agreement is written to provide you with an estimate of cost for engineering services for the above-referenced project. We are proposing to complete the work as detailed in the attached Scope of Design Services, Exhibit A. The attached work plan describes the approach and tasks proposed to be completed by WSB for the extension of Pike Lake Road from Eagle Creek Blvd. to 1867-feet south and the extension of the public roadway labeled Street "A" on the attached project location map. The work plan includes engineering design services for roadway plans, storm sewer plans, sanitary sewer plans, and water main plans, signing and striping plans, traffic control plans, street lighting and conduit crossing plans, along with project coordination. WSB was informed that a majority of the design survey workis complete and no preliminary topographic survey work will be required. Upon review of the site additional survey may be likely and if required, would be considered additional services (see Exhibit A Work Plan Item #4 for more details). Subsoils information will be utilized from previous adjoining projects in the area and it is planned that 3 additional soil borings will be necessary within the Pike Lake Road corridor. These soil borings will be considered additional services (see Exhibit A Work Plan Item #4 for more details) are estimated between $2,500 and $3,500. WSB will collect previous topographic information from the adjacent developers for the development of base maps for design. It is further understood that the City of Shakopee may request WSB to provide the construction surveying and the City will provide the construction observation and materials testing during construction. WSB is available, if requested by the City, to provide the on-site construction management and inspection. If requested we are proposing to complete the work as detailed in the attached Scope of Construction Administration / Survey Services, Exhibit B. Weare proposing to complete the preliminary and final design portion of this work, as described in the attached Scope of Design Services, Exhibit A, on a cost-reimbursable basis in accordance with our current fee schedule. Engineering services for the preliminary design / feasibility report C:\Documents and Settings\tvolllDesktoplPike Lake RdILlR-Pike Lake Rd Ex! 092806.doc Mr. Bruce Loney, P.E. City of Shakopee September 28, 2006 Page 2 of3 are estimated between $9,800 and $12,000. It is proposed that all work under the preliminary design / feasibility report portion of the contract would be considered complete after the Council accepts the feasibility report. Engineering services for the final design services are estimated between$47,000 and $49,500. In discussions with our Water Resources Department, that is familiar with the area, the project may require a hydraulic risk assessment due to the existing culvert crossing under Pike Lake Road (see Exhibit A Work Plan Item #12 for more details). If a risk assessment is required this work is estimated to be an additional $3,500 to $4,000. It is proposed that all work under the final design portion of the contract would be considered complete after the preconstruction conference. We will review our progress monthly and will not exceed these amounts without your prior approval. We propose the construction and survey phase of this project, as described in the attached Scope of Construction Administration / Survey Services, Exhibit B, on a cost-reimbursable basis in accordance with our current fee schedule. Construction surveying servicesfor the construction phase of the contract are estimated between $32,000 and $40,000. It is proposed that all work under the construction portion of the contract be considered. complete after the record drawings have been completed and accepted by the City. . Construction management and inspection are additional services and could be initiated after the preconstruction meeting, if so requested by the City. We will review our progress monthly and will not exceed this amount without your prior approval. Construction services will be provided as an extra on an hourly basis as required. Listed below is a summary of the Engineering Services Fees: ITEM RANGE PRELIMINARY DESIGN / FEASIBILITY REPORT $9,800 $12,000 SOIL BORINGS & REPORT $2,500 $3,500 FINAL DESIGN SERVICES $47,000 $49,500 HYDRAULIC RISK ASSESSMENT $3,500 $4,000 CONSTRUCTION SURVEYING $32,000 $40,000 TOTAL $94,800 $109,000 We are available to begin work as soon as authorized by the City, and we anticipate we will complete the project according to the following schedule, assuming that we receive the notice to proceed on October 3, 2006. We propose to complete the project according to the following tentative schedule: Council Approves Extension Agreement..............................................................October 3, 2006 Commence Preliminary Design Work / Feasibility Report ..................................October 4,2006 Council Accepts Feasibility Report / Authorizes Final Design ........................November 7, 2006 Commence Final Design Work............... ..... .......................... ..................... ......November 8, 2006 Submit Plans to City / SPUC Mn/DOT State Aid for Review....................... December 22, 2006 Approve Plans and Authorize Bids..................................................................... February 6, 2007 Open Bids................ ....... .............................. ...................... .................. ............. February 28, 2007 A ward Contract ................................................ .............................. ....... .................. March 6, 2007 C:\Documents and Settings\tvolllDesktoplPike Lake RdILTR-Pike Lake Rd Ext 092806.doc Mr. Bruce Loney, P.E. City of Shakopee Septernber28,2006 Page 3 of3 Begin Construction ...... .............................................................. ........................... March 20, 2007 Pave Bituminous Base Course, Watennain and Sanitary Sewer in Service ............ June 29, 2007 Substantially Complete Construction ............................................................ September 30, 2007 Final Wearing Course / Complete Construction............................................................ May, 2008 This letter represents our entire understanding of the project scope. If you are in agreement, please sign on the space provided and return one original signed copy to us for our records. We will start immediately upon receipt of the signed agreement. If you have any questions concerning the work plan or fee as discussed herein, please feel free to contact me at 763-287-7189. We look forward to working with you and greatly appreciate the opportunity to assist you and your staff in the completion of this project. Sincerely, WSB & Associates, Inc. dJI/IJ ~. Donald W. Sterna, P.E. Vice President Enclosure sm City Administrator City Clerk Mayor Date C:\Doouments and Setlings\tvoll'DesktoplPike Lake RdILTR-Pike Lake Rd Ext 092806.doo Exhibit A Scope of Design Services Pike Lake Road from Eagle Creek Blvd to 1867-feet south and Street "A" City of Shako pee WORK PLAN 1. Project Management This task includes planning and coordination of all work tasks, establishment and monitoring of budgets, meetings, and correspondence with the City of Shakopee, Scott County, Mn/DOT, S.P .U.C., and if necessary the Watershed District and Met Council on a periodic basis. The project manager will provide technical direction on all aspects of the project review, all work products, and prepare monthly progress reports. The project manager will serve a primary role in the many design considerations. Don Sterna is proposed to manage the project for WSB & Associates, Inc. (WSB). 2. Data Collection Available data will be collected from the City of Shakopee, Scott County, Mn/DOT, private utility companies, and adjacent developers as necessary, to prepare the construction documents. 3. Soils Report Soils information will be utilized from previous adjoining projects and developments adjacent to the project area. Any additional soil borings will be considered additional services. It is planned that 3 additional soil borings will be taken within the Pike Lake Road corridor. These will be done by a City approved geotechnical engineering firm and will include a boring log and report with recommendations. The borings will be in IS-feet to 20- feet in depth and this work is estimated to be in the range of $2,500 and $3,500. 4. Design Survey Through City Staff. WSB will collect topographic information from the adjacent developments which will be utilized in the final design. WSB anticipates some additional detail design survey may be needed to confirm critical design information. This may include: . Additional topo on the east side of Pike Lake Road that may be necessary . Survey of existing right-of-way monuments and verification of control . Soil boring staking and location . Topo shots on existing private utilities marked by Gopher I Utility Locates . Additional survey and research needed for easements and right-of-way . Tree inventories . Survey for wetland delineations Any additional survey work will be considered an additional service and will be done on a cost reimbursable basis according WSB's current Fee Schedule. 1 5. Wetland Delineations Hydraulic and wetland information will be utilized from previous adjoining projects and developments adjacent to the project area. Any additional delineations will be considered additional services and will be done on a cost reimbursable basis according.WSB's current Fee Schedule. Ifwetland delineating is required, WSB will complete the work as described in the following tasks: Task 1: Conduct Field Wetland Delineation Wetlands within the project corridor will be delineated. The wetland delineation will be completed in conformance with the US Corps of Engineers Wetlands Delineation Manual (US Army Corps of Engineers, 1987). Wetlands will be flagged in the field. Task 2: Prepare and Submit Report The information obtained as part of the Task 1 will be compiled into a wetland delineation report. This report will be submitted to Technical Evaluation Panel (TEP),. DNR, and US Corps of Engineers for their review. This task also includes one TEP meeting to review the delineation. 6. Feasibility Study The work involved with this task includes the following tasks: . Verification of the preliminary alignment and grades supplied by the City. . Prepare typical sections illustrating typical cross-section elements. . Prepare preliminary geometric layouts for proposed improvements in accordance with the City's and Mn/DOT State Aid design criteria. This will include development of horizontal alignments, identification of turn lane requirements, stripping configurations, curb and gutter locations. . Develop and document the design criteria that will apply to this project including design speeds, lane widths, shoulder widths, maximum grades, etc. . Identify additional easement and right-of-way needs. . Prepare preliminary designs for sanitary sewer, watermain and storm sewer improvements. . Prepare a preliminary storm water analysis for the corridor to determine storm water runoff needs. This will include reviewing any potential ponding requirements along the corridor as well as improvements to the existing storm sewer systems. . Quantity takeoff/cost estimate. . Report preparation including description of improvements, conclusions and recommendations regarding project feasibility and preliminary assessment information. . Graphics illustrating improvements. 7. Project Assessments An estimated project assessment roll will be developed with City Staff based on the preliminary layouts for the improvements. These estimates will include project related costs including construction, easements and engineering and administrative costs. We will provide a detailed breakdown of the property assessment costs based on the City's assessment policies. 2 8. Utility Coordination WSB will order a Gopher State One design locate and fromthat, identify all utilities in the area. We will make contact with those utilities to obtain facility mapping along with the establishing our contact to discuss future utility plans. Based on the preliminary layout, utility conflicts will be identified and design measures will be considered to accommodate these conflicts. The cost for these utility conflicts, ifany, will be identified and included as part of the overall cost estimate. 9. Property Owner Meetings If requested by the City, WSB will prepare for and coordinate property owner meeting(s) to discuss the proposed improvements. These meeting(s) will be held to provide information to local residents and businesses directly affected by the project, as well as receive input on the proposed concept plans. WSB will coordinate the setting up of each meeting. It will be assumed that mailing list will be provided by the City of Shakopee for any meetings and WSB will coordinate the mailing of the notices. We will prepare meeting notes for these meetings. . Any work associated with property owner meetings is not included with this proposal and is considered additional services would be done on a cost reimbursable basis according WSB's current Fee Schedule. 10. Construction Plans The construction plan phase involves the bulk of our final design effort, The plans will be developed meeting Mn/DOT State Aid standards. WSB will prepare a set of detailed construction plans for the grading, sanitary sewer, watermain, surface drainage, paving, signing / striping and erosion control in accordance with Mn/DOT State Aid Highway standards. We will coordinate our work closely with the City of Shakopee, Mn/DOT and S.P.U.C. and (ifnecessary) Scott County during the design process to ensure that the City's expectations are satisfied. Design meetings will be held as appropriate to discuss design elements and comments during the design process. A final set of plans will be submitted to the City, Mn/DOT, S.P.u.c. and (if necessary) Scott County for their review and approval. The final construction plans will include the following: . Title Sheet and Index Map . General Layout . Estimated Quantities . Typical Sections . Miscellaneous Details . Construction Staging/Traffic Control Plan . Alignment Plans and Tabulation . Construction Plan and Profile . Drainage Plan, Details, and Quantities . Water Main / Sanitary Sewer . Turf Establishment / Erosion Control Plans . Future Signal System Considerations . Signing and Striping Plans . Cross-Sections 3 11. Drainage Analysis It is assumed that Pike Lake Road will be an urban design with storm sewer. An analysis of the roadway drainage area will be conducted to determine any special stormwater management or ponding needs. This analysis would verify the flow rates and determine what water quality and/or rate control will need to be designed for the roadway portions of the project. This analysis would include catch basin spacing, per Mn/DOTState Aid standards, and pipe and sizing of all storm sewer under the roadway. 12. Hydraulic Risk Assessment An existing ditch culvert crossing has been identified within the project corridor. Based on WSB's knowledge of the area, it may require a new culvert crossing greater than 48-inches in diameter in which a hydraulic risk assessment is required. This would involve evaluating upstream and downstream flows in both the existing and developed conditions including lands owned by the Mdewakanton Sioux. Depending on what size crossing is required, it may be necessary to prepare a bridge report and submittal to Mn/DOT for review. Outlet control design will necessary to maintain flow rates for existing and future developed conditions. .Ifa hydraulic risk assessment is required, this work is estimated to be an additional $3,500 to $4,000 and billed according WSB's current Fee Schedule. 13. Intersection Control Evaluation (ICE) If request by the City, WSB will prepare an Intersection Control Evaluation (ICE) for the intersection of Pike Road at Eagle Creek Boulevard. The purpose of the ICE study will be to evaluate the appropriate traffic control for the specific intersection. This could include review of potential traffic signal installations or other intersection control. The ICE study will include collecting existing and projected traffic data; conducting a capacity and level of service analysis, using SYNCRO for the signal alternative; conducting a crash analysis; and preparation of a report documenting the warrants and justification for the appropriate intersection control. For this proposal, it will be assumed the intersection will be designed with the existing traffic control condition. Any work associated with an intersection control evaluation and changes in the intersection control from its existing configuration, is not included with this proposal and would be considered additional services and would be done on a cost reimbursable basis according WSB's current Fee Schedule. 14. Easements/Right-of- Way Right-of-way, permanent draining and utility and temporary easements will be necessary to complete the upgrade of Pike Lake Road. It is understood that all right-of-way will be acquired by the City or dedicated by the adjacent land owners through the platting process. Any additional parcel drawings and right-of-way and easement descriptions prepared by WSB will be considered an additional service and will be done on a cost reimbursable basis according WSB's current Fee Schedule. 15. Permits Permits will be acquired as a part of the construction plan preparation. WSB will prepare and apply for the necessary construction permits. The cost of the permits would be paid by the City of Shakopee. 4 16. Project Bidding Upon approval of the bidding documents by the City, WSB will sell and distribute the necessary number of plan and specification sets to the contractors for bidding. The City will be responsible for the expenses of the plan and specification printing. 5 Exhibit B Scope of Construction Administration/Survey Services Pike Lake Road from Eagle Creek Blvd toJ867-feet south and Street "A" WORK PLAN . Construction Administration This task includes construction administration and coordination of all WSB work tasks, establishment and monitoring of budgets, and correspondence with the City of Shakopee, Mn/DOT, and S.P.D.C. and Scott County on a periodic basis. The construction manager will provide technical direction on all aspects of the project design and attend weekly meetings if requested. The City of Shakopee will run the weekly construction meeting and provide the weekly meeting minutes. The City of Shakopee will be responsible for any monthly work completed to date and summary of quantities for monthly payment vouchers. WSB staff is available to assist the City, if so requested, and would perform the management as an extra to this contract. . Construction Observation All construction observation will be performed by the City of Shakopee. WSB construction staff is available to assist the City, if so requested, and would perform these services as an extra to this contract. . Construction Survevin~ WSB will provide a survey crew to do all construction staking for this project, including construction limits, roadway grading, alignments, storm sewer, water main, sanitary.sewer utility, street facilities and appurtenances, signage locations, and any other survey needs for this project for the work identified in the construction plans as prepared by WSB for the Pike Lake Road, . Material Testine Material testing will be performed by the City and/or the City's designated testing firm. The City of Shakopee will be responsible for coordinating the testing and the costs of the material testing. . Record Drawines This task includes surveying the field constructed utilities and other constructed improvements to record the field-constructed locations and elevations of the new facilities within the City roadway right-of-way. Once the field survey is complete, WSB will revise the construction plans to reflect the field-constructed conditions and provide record drawing documents for future use by the City. We have included CADn and survey time in our work plan to complete the record drawings in a digital format. 1 I ~ '~- 400 FT 0 200FT PROJECT ... ., ., " >i ~ ,~ ~:? ~"~'''~.. ". 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