Adopt Resolution #20-089 Approving Plans and Specifications and Authorizing Advertisements for Bids for Improvement Project #20-01, Variolite Street Reconstruction

Purpose:
The purpose of this case is to adopt Resolution #20-089 approving plans and specifications and authorizing advertisements for bids for Improvement Project #20-01, Variolite Street Reconstruction.

Background:
City Improvement Project 20-01 proposes to reconstruct Variolite Street between Alpine Drive and 173^rd Avenue. The street totals approximately 12,000 linear feet (2.28 miles) in length. A figure showing the location and scope of the proposed improvements is included on the cover sheet of the attached plans.
 
On September 10, 2019, the City Council authorized Staff to execute proposals from Hakanson Anderson and Associates for required topographic survey in the amount of $12,800, and from Northern Technologies Inc. for required geotechnical work in the amount of $29,750.  This work was necessary to allow the project to be completed in 2020, and the work needed to be completed before winter weather set in.
 
On December 10, 2019, the City Council ordered the City Engineer to prepare a feasibility report to explore the necessity, feasibility and cost-effectiveness of the proposed improvements by examining the existing conditions, scope of the proposed improvements, design alternatives, estimated costs and available funding sources, and determining whether the improvements should be completed as proposed or in connection with other improvements.
 
During discussions with the Public Works Committee in 2019 and 2020, Staff was directed to explore options for reducing speeds and improving pedestrian accommodations along Variolite Street based on input received by the Committee from area residents. According to the residents, excessive vehicle speeds have been observed along Variolite Street, and pedestrians do not feel safe trying to cross Variolite Street at 161^st Avenue.  These pedestrians live in the Sweetbay Ridge and Woodlands residential neighborhoods and cross Variolite Street to go to Central Park or the regional trail along Armstrong Boulevard.
 
During preparation of the Feasibility Report, Staff explored options for traffic calming along Variolite Street and pedestrian crosswalk improvements at 161^st Avenue.  Based on the analysis completed, Staff recommended reconstructing Variolite Street “as is” north of 163^rd Lane, but reducing the overall pavement width from 40-feet to 34-feet south of 163^rd Lane, allowing for a posted speed limit reduction from 50 mph to 40 mph.  Staff also recommended constructing an 8-foot wide raised concrete pedestrian refuge island in the center of Variolite Street, north of 161^st Avenue.  This improves pedestrian safety by allowing pedestrians to focus on one lane of travel at a time, and by decreasing the overall distance a pedestrian needs to cross at one time.  The reduced speed also improves safety.
 
On April 14, 2020, the City Council accepted the Feasibility Report, including Staff’s recommendations, and ordered the City Engineer to prepare plans and specifications for the reconstruction of Variolite Street.  A copy of the draft unsigned plans is attached for reference.
 
Pavement Improvements
Variolite Street is a Municipal State Aid (MSA) street and must therefore be reconstructed to current MSA design standards, which are regulated by the State Aid Division of the Minnesota Department of Transportation (MnDOT). Due to the MSA 9-ton road design requirements, the potential for heavy truck traffic on this route, and the varying subgrade soils encountered along the corridor, the pavement was designed as a Stabilized Full Depth Reclamation (SFDR) with 4-inches of bituminous pavement placed over the top.
 
The surface elevation of Variolite Street will generally remain the same along the corridor, but the new pavement width will vary. The pavement width will remain the same north of 163^rd Lane, but will generally be 6-feet narrower south of 163^rd Lane to facilitate a reduced posted speed limit of 40 mph. The pavement width at 161^st Avenue will be 50-feet to accommodate the pedestrian crosswalk and protected northbound left turn lane improvements, and will transition back to a width of 34-feet within several hundred feet on both sides of the intersection.  Attached is a figure showing these improvements in more detail. 
 
To properly transition from the new edge of pavement to adjoining side streets and driveways, some paving work on side streets and driveways will be required, though such work is anticipated to occur within City-owned right of way and easements, not on private property. In the unlikely event work would need to extend beyond the existing right of way and easements, City Staff will contact property owners directly to discuss the proposed work.
 
A segment of Variolite Street just north of Trott Brook roughly 100-feet long experiences high groundwater elevations and was designed with drain tile under the SFDR. Though this will help to keep the subgrade and aggregate base materials dry, this segment of Variolite Street will continue to be monitored due to the potential for pavement damage caused by saturated subgrade and base materials due to high groundwater elevations.
 
Stormwater Improvements
Stormwater is generally conveyed through existing drainage ditches along both sides of Variolite Street, with culverts extending under driveways, abutting side streets, and under Variolite Street at low points. Several culverts will be replaced with this project, though driveway culverts are not proposed to be replaced.
 
Municipal Utility Improvements
Trunk utility improvements are proposed with this project including the replacement of existing 10-inch force main trunk sanitary sewer with 21-inch gravity trunk sewer between 163^rd Avenue and 166^th Avenue, and the extension of 12-inch trunk watermain from 166^th Avenue to 173^rd Avenue. These improvements are consistent with the 2040 City of Ramsey Comprehensive Plan in support of future expansion of City sewer and water to northern parts of the City to serve future development, and are proposed to be constructed with this project to prevent unnecessary street reconstruction costs in the future.
 
Property Access
During the design process, Staff has made every effort to keep the proposed work within the existing right of way and easements along Variolite Street, and does not anticipate construction impacts to private properties. However, due to the nature of construction there will be temporary interruptions to access of driveways and side streets that directly access Variolite Street.
 
Sanitary sewer construction will be over 20-feet deep in areas between 163^rd Avenue and 166^th Avenue so Variolite Street will need to be closed to traffic during this construction.  However, a temporary access road will be provided to maintain access for the four (4) properties on 165th Lane, and for the properties with direct access to Variolite Street along this stretch. These residents have no other way of accessing their properties.  Due to the depth of the sewer construction there may be periods of up to several hours when direct access to properties will not be available, though all residents will be able to access their property by the end of each work day.  Staff will work closely with these residents during construction to minimize access interruptions.
 
In general, during construction access will be maintained as best as practical, and at the end of each work day all residents will have access to their properties. Access for emergency services will also be maintained throughout construction.
 
Project schedule
May 12 – Approve Plans and Specifications / Authorize Ads for Bids
May 15 & 22 – Publish Ads for Bids (Anoka Union Herald, Finance & Commerce)
June 5 – Bid opening
June 9 – Accept Bids / Award Contract
Late June / early July – Begin construction
November – Substantial completion (open to traffic)
July 2021 – Final completion
 
Public Comment
Staff has received and responded to various questions regarding this project from seven property owners along Variolite Street.  A summary of the questions and responses is below.

• What will my assessment be? Staff responded no assessments are proposed with this project
• How much right of way exists along my property line? Staff provided the existing right of way measurement and a plan sheet showing the right of way.
• Will trees along my property be removed? Staff met with two property owners in the southeast quadrant of Variolite Street and 161^st Avenue, then moved Variolite Street as far west as possible and narrowed the off-road trail to be reconstructed from 10-feet to 8-feet to prevent the need to remove any trees.
• Will off-road trails be extended? Staff responded that no trails are proposed to be extended, and the dead-end trail segment north of 163^rd Avenue is proposed to be removed
• Will vehicles be able to navigate the improvements at 161^st Avenue without running off the pavement? Staff responded that turning movements were checked during design and radii were expanded as needed.
• Will my irrigation system need to be relocated? Staff responded that the City’s current policy places the responsibility on the home owner to relocate sprinkler system components impacted by construction. However, Staff will provide as much advance notice as possible before construction of which sprinkler components need to be moved, and can then mark construction limits to help with relocation efforts.

 
A public information meeting was not conducted for this project due to the fact that plans and specifications were just recently developed and the current COVID-19 pandemic does not allow for large in-person gatherings.  Instead, a link is available on the project web page so people can review the project Feasibility Report and construction plans, and letters were mailed to 438 property owners informing them of the project, the project web page, and who to contact with questions.  Staff will continue to respond to and compile all comments and questions received, and will provide a summary for the City Council when bids are presented in June for award of a construction contract.

Public notifications were not required in advance of this case.

Upon Council authorization, advertisements will be published in the Anoka Union Herald and in Finance & Commerce on May 15 and 22, 2020, as required per State Statute. Bids will also be advertised electronically on QuestCDN.

Observations:
The proposed improvements should have a serviceable life of 60 years, assuming that proactive maintenance operations are performed on a regular basis during the life of the improvements.
 
This project will be bid electronically through QuestCDN.  The Engineering Department moved to full electronic bids using QuestCDN in 2019 to help streamline the bidding process for both the City and the bidders.  However, this also allows bids to be opened “publicly” on-line, which is critical at this time considering that in-person bid openings are not a viable option during the current COVID-19 pandemic. 


Alternatives:
Alternative #1 – Motion to adopt Resolution #20-089 approving plans and specifications and authorizing advertisements for bids for Improvement Project #20-01, Variolite Street Reconstruction.

Alternative #2 – Motion to deny adoption of Resolution #20-089 at this time.

 

Estimated Costs
Estimated project costs for street and storm sewer improvements as identified within the current 10-year Capital Improvement Program (CIP) are $2,643,600 with $2,328,270 coming from Municipal State Aid (MSA) Funds and $315,330 coming from Stormwater Funds. No utility costs for sanitary sewer and/or watermain were identified in the CIP.
 
Based on the attached draft plans and specifications, which will be signed and have the draft stamp removed before bidding following Council approval, estimated construction costs total $3,220,000.  After adding 23-percent for indirect costs for administrative, engineering, finance and legal costs, the estimated project costs total $3,970,000.  
 
Below is a breakdown of project costs by construction category, which includes $1,270,000 in trunk sanitary sewer and watermain project costs.

• Street Improvements $2,640,000
• Storm Sewer Improvements $60,000
• Sanitary Sewer Improvements $590,000
• Watermain Improvements $680,000
   

Funding Program
This project is proposed to be funded using a combination of the following funds;

• Municipal State Aid Funds $2,640,000
• Stormwater Fund $60,000
• Sanitary Sewer Fund $590,000
• Water Fund $680,000
   

At the September 17, 2019 Public Works Committee meeting, the Committee approved moving forward with this project without the use of special assessments. Variolite Street has only 13 direct accesses, and assessments on 13 properties would not recover the costs associated with the assessment process. The September 17, 2019 Public Works Committee meeting report was accepted at the October 8, 2019 City Council meeting.
 
Plans and specifications were prepared in-house as part of Staff's normal duties.

Outside costs incurred to date as part of the indirect costs for engineering include:

• $29,750 for Northern Technologies Inc. to prepare the Geotechnical Exploration and Engineering Review.
• $13,650 for Hakanson Anderson to collect topographic survey and prepare the roadway easement exhibit.
• $1,283 for WSB to complete the pavement forensic report.
• $2,140 for Braun Intertec to prepare the drain tile design report. 

Staff recommends Alternative #1.

Adopt Resolution #20-089 approving plans and specifications and authorizing advertisements for bids for Improvement Project #20-01, Variolite Street Reconstruction.

A roll call vote is required.