Adopt Resolution #20-247 Approving Joint Powers Agreement for Bunker Lake Boulevard/County State Aid Highway 116 & Saint Francis Boulevard/Trunk Highway 47 Intersection Improvements

Purpose:
The purpose of this case is to adopt Resolution #20-247 Approving Anoka County Joint Powers Agreement #C0007856 for the Bunker Lake Boulevard/County State Aid Highway 116 & Saint Francis Boulevard/Trunk Highway 47 Intersection Improvements. 

Background:
Proposed Improvements
To improve operations and safety for traffic at the intersection of Bunker Lake Boulevard/ County State Aid Highway 116 (CSAH 116) & Saint Francis Boulevard/Trunk Highway 47 (TH 47), Anoka County is proposing to construct improvements in 2021 on CSAH 116 between 250 feet east of Tower Pond Drive and 1,200 feet east of Trunk Highway 47, and on TH 47 between Coolidge Street NW and 142nd Avenue NW.
 
The proposed improvements generally include the construction of new turn lanes and concrete median islands, extending existing turn lanes, reconstructing the existing concrete bridge deck, reconstructing several bituminous trail segments and concrete pedestrian curb ramps, milling and overlaying existing bituminous pavement sections (through lanes, turn lanes and shoulders), constructing a new traffic control signal system, and striping and signing.
 
Anoka County has prepared attached Joint Powers Agreement (JPA) #C0007856 to clearly define the responsibilities of both Anoka County and the City of Ramsey as related to the construction and maintenance of the proposed improvements. Exhibit A of the attached JPA shows the overall scope of the proposed improvements.
 
Funding/Cost Breakdown
Total construction costs for the proposed improvements are estimated to be $3,388,818.51. The City of Ramsey’s total cost share for the improvements is $62,502.72 based on estimated project costs as outlined in the italicized text below, which was copied from page 5 of the JPA.
 
Federal funds originally available for the Project were capped at $1,868,000.00. Those funds were reallocated. This amount of federal funding will now be covered by Anoka County and will be referenced herein as “A/C replacement federal funds.”
 
The A/C replacement federal funds are split based on the ratio of the eligible cost incurred by each party to the total eligible project cost. Eligible costs were the costs of items that could participate in A/C replacement federal funding as shown on Exhibit B.
 
The total estimated construction cost to the City is $119,817.00 (prior to application of the A/C replacement federal funds that are available). After the A/C replacement federal funds percentage is applied, the cost to the City for their share of the construction items of the Project is $52,917.36 ($119,817.00 minus $66,899.64, which are the A/C federal funds that are available to the City).
 
The City participation in construction engineering will be at a rate of eight percent (8%) of their designated construction share of $119,817.00. The estimated cost to the City for construction engineering is $9,585.36. In summary, the total City share of this project is $129,402.36 (includes construction and construction engineering costs). The total cost to the city after the A/C federal funds have been applied including construction engineering is * $62,502.72 (see summary below).
 
*( $119,817.00 – $66,899.64 + $9,585.36= $62,502.72, note: construction engineering costs were not federally eligible)
 
Upon award of the contract, the City shall pay to the County, upon written demand by the County, ninety five percent (95%) of its portion of the cost of the project estimated at $59,377.58. Prior to billing, this estimate will be updated by the County to reflect the actual bid prices as awarded. An updated cost estimate shall be provided to the City at the time of billing. The City's share of the cost of the project shall include only construction and construction engineering expense and does not include engineering design and administrative expenses incurred by the County.
 
After final completion of the project, the City's share of the construction cost will be based upon actual construction costs. If necessary, adjustments to the initial ninety five percent (95%) charged will be made in the form of credit or additional charges to the City's share. Also, the remaining five percent (5%) of the City's portion of the construction costs shall be paid.
 
In summary, the City of Ramsey is receiving $66,899.64 in “A/C replacement federal funds” from Anoka County, which reduces the City’s total project costs from $129,402.36 to $62,502.72.
 
The JPA outlines numerous construction and maintenance responsibilities.  In summary, each party will be responsible for the following;

• Anoka County will be responsible for; 1) acquiring right-of-way and easements needed to construct the improvements, 2) constructing the new traffic control signal system, 3) reconstructing all driveways in-kind, 4) replacing existing concrete sidewalk and bituminous trail sections, 5) replacing existing landscaping, streetscaping and retaining walls impacted by construction, and 6) securing all necessary permits.
• City of Ramsey will be responsible for; 1) paying a portion of traffic control costs using a prorated share based on city project costs divided by total project costs, 2) a portion of storm sewer system costs based on contributing flow, 3) all costs needed to power and maintain the new signal system in perpetuity, 4) maintaining all sidewalks, trails, and pedestrian curb ramps, and 5) all street light system costs.  All costs associated with 3, 4 and 5 are currently (and will continue to be) City costs.

Regarding the new signal system, Anoka County will own the system upon completion of construction. However, the City will pay to power and maintain the new signal system in perpetuity using the Traffic Engineering fund, which is used to pay for powering and maintaining most signal systems within the City. The City generally maintains separate maintenance agreements for signal systems in Ramsey, which are owned by either Anoka County or MnDOT. City crews do not typically perform signal maintenance work. Instead, the City typically reimburses Anoka County or MnDOT on a quarterly basis for any maintenance work completed or directed by Anoka County or MnDOT.

The new signal system will accommodate flashing yellow arrow (FYA) operations, which allow motorists to turn left when yielding to oncoming vehicles, which have the right of way. These permitted left turns are unlike protected left turns where left-turning motorists do not need to yield to opposing traffic since they have a red light. Anoka County typically waits for some period of time to activate new FYA signals on new signal systems to allow motorists time to get used to the new signal systems.

Construction is anticipated to occur in 2021. Access to private properties and for local and emergency vehicles will be maintained during all phases of construction. However, short-term closures on segments of Bunker Lake Boulevard/CSAH 116 and/or Saint Francis Boulevard/TH 47 may occur from time to time, but per the JPA no closures will be allowed during Game Fair, which is scheduled from August 13th - 15th and 20th - 22nd, 2021.

Notifications are not required for this case.

The City Attorney reviewed and approved the attached JPA. 

The City's cost share, currently estimated at $62,502.72, is proposed to be funded using Public Improvement Revolving (PIR) funds. Again, as noted in the JPA, after final completion of the project, the City's share of the construction cost will be based upon actual construction costs.  

Staff recommends approving Anoka County Joint Powers Agreement #C0007856.

Adopt Resolution #20-247 approving Anoka County Joint Powers Agreement #C0007856 for the Bunker Lake Boulevard/County State Aid Highway 116 & Saint Francis Boulevard/ Trunk Highway 47 Intersection Improvements.