Consider Recommending City Council Authorization to Prepare Plans and Specifications for 2023 Pavement Management Program Projects

Purpose:
The purpose of this case is to consider recommending City Council authorization to prepare plans and specifications for 2023 Pavement Management Program projects.
 
Background:
The proposed 2023 – 2032 Capital Improvement Program (CIP) identifies four (4) street reconstruction projects, two (2) pavement overlay improvement projects, and one (1) parking lot reconstruction project as part of the 2023 Pavement Management Program (PMP).
 
To date, City Council has authorized preparation of plans and specifications for two street reconstruction projects, which are Improvement Project #23-01, 161st Avenue Reconstruction, and Improvement Project #23-04, 167^th Avenue Reconstruction. The following projects have not yet received authorization to prepare plans and specifications:
 
IP 23-02 Central Park Main Parking Lot Reconstruction
IP 23-05 Barthel’s Rum River Acres 2^nd Street Reconstructions
IP 23-06 2023 MSA Pavement Overlay Improvements (MSA)
IP 23-07 2023 Neighborhood Pavement Overlay Improvements
IP 23-10 Whispering Pines Estates Plat 3 Street Reconstructions
 
Street segment summaries are attached to this case.
 
Topographic Surveys
IP 23-02; City Council awarded the proposal for topographic survey to Bolton & Menk on April 12, 2022. Staff has received and performed a basic review which confirmed the requested survey was complete and thorough.
IP 23-05; City Council awarded the proposal for topographic survey to Hakanson Anderson on August 23, 2022. Staff has received and performed a basic review which confirmed the requested survey was complete and thorough.
IP 23-06, 23-07, and 23-10; City Council awarded proposals for topographic surveys to Bolton & Menk on November 7, 2022. Surveys are due by December 2, 2022.
 
The surveys will be used to create an existing ground surface and locate features once project design begins.
 
Geotechnical Reports
IP 23-02, 23-05; City Council awarded the proposals for geotechnical reports to Haugo Geotechnical Services on August 23, 2022. Staff has received these reports and has done an initial review, confirming the reports were complete and met the requirements of the proposals.
IP 23-10; City Council awarded a proposal to Haugo Geotechnical Services on November 7, 2022. The geotechnical report is due December 30, 2022.
IP 23-06, 23-07; Geotechnical Reports are not required for pavement overlay improvements.
 
Anticipated Project Scopes
 
IP 23-02 Central Park Main Parking Lot Reconstruction
Reconstruction of Central Park’s main parking lot is in the current 2022 – 2031 CIP for 2024, but is proposed to be moved up to 2023 to be constructed concurrently with 161^st Avenue as a separate project. Staff has identified several goals associated with the parking lot reconstruction including:

• Reducing stormwater runoff leaving the parking lot
  • Runoff flows across the surface of 161^st Avenue
  • Provide on-site infiltration to reduce runoff
• Increase safety for vehicles, bicycles and pedestrians
• Increase access to park facilities for bicycles and pedestrians
• Increase parking stalls count

Staff has identified two preliminary proposed parking lot layouts which are attached to this case. Variations to these layouts are possible, Staff will be looking for recommendations for preferred layouts or additional features to be considered during design.
 

Option	Traffic Flow	Aisle Width	Stall Count	Stall Dimension	Parking Angle	Shade	Stormwater
Existing	Two-way	28-29 feet	202	18-19’ deep 9-10’ wide	90°	None	Not Controlled
Option 1 Two-Way Flow	Two-way	24 feet	234	20’ deep 9’ wide	90°	Trees in medians	Lowered medians (infiltrate 1” rainfall)
Option 1A Keep existing median	Two-way	24 feet	214	20’ deep 9’ wide	90°	Trees in medians	Lowered medians (infiltrate 1” rainfall)
Option 2 One-Way Flow	One-way	17 – 24 feet	193	22’ deep 9’ wide	60°	Trees in medians	Lowered medians (infiltrate 1” rainfall)
Option 2A Keep existing median	One-way	17 – 24 feet	176	22’ deep 9’ wide	60°	Trees in medians	Lowered medians (infiltrate 1” rainfall)

 
Other considerations with this project are the bituminous trail thru Central Park going through the existing green space south of the parking lot, and connecting the trail to the building. Both of these will give options for bicycles and pedestrians to stay off the parking lot while connecting to the 161^st Avenue and Central Park facilities. Estimated project costs are $800,000 ($345,000 Park Improvement Trust Funds, $115,000 Storm Water Utility Funds, and $340,000 Capital Maintenance Funds).
 
Staff will be discussing this project with the Park and Recreation Commission on November 10, 2022. Staff will discuss any recommendations from the Park and Recreation Commission during this case.
 
IP 23-05 Barthel’s Rum River Acres 2^nd Street Reconstructions
This project proposes reconstruction of the streets within the Barthel’s Rum River Acres 2^nd subdivision, which is generally located between 161^st Avenue and 164^th Avenue, adjacent to the Rum River. The streets are 24 feet wide rural sections, totaling 1.64 miles in length. Traffic counts have not been taken, but Staff anticipates typical neighborhood traffic due to the location of the subdivision and lack of internal destinations for regional traffic, which would increase traffic above normal. No sewer or water exist in the project area, and utility extensions to the area are not proposed. The existing drainage is through swales adjacent to the roadway and street crossing culverts. Two culverts which carry flow from Ditch 66 to the Rum River are proposed to be replaced as part of this project. Additionally, Staff is aware of Northern Natural Gas mainline crossings in three locations across the project. Staff is anticipating much of the project will require subsoil corrections due to the presence of clay soils. Public Works Staff in the past has patched areas of the road with clay coming up through the surface of the pavement, and several spots of vertical displacement can be found in the pavement. The project proposes to replace existing street crossing culverts, otherwise drainage issues within the project area are not known, and the swales are performing well. This will be explored further during project design. Estimated project costs are $2,283,456 ($2,204,160 Pavement Management Funds and $79,296 Storm Water Funds).
 
IP 23-06 2023 MSA Pavement Overlay Improvements
This project proposes to mill and overlay the pavement of Riverdale Drive between Ramsey Boulevard and Feldspar Street. Staff will determine the exact project end points during design, but anticipates the project limits stopping east of Ramsey Boulevard to tie into the proposed Ramsey Boulevard Interchange construction limits. Riverdale Drive is 0.61 miles in length, 40 feet wide urban section measured to the face of curb. The average daily traffic (ADT) volume between Ramsey Boulevard and Garnet Street is 3,450 ADT. Between Garnet Street and Feldspar Street the ADT is 1,100 ADT as of 2019. Staff is not proposing any repairs to watermain or sanitary sewer with this project. Minor storm sewer structure repairs, typically re-grouting catch basins, is proposed. Additionally, any pedestrian ramps will be brought up to current Americans with Disabilities Act (ADA) compliance. Estimated project costs are $209,688 ($190,625 MSA Funds and $19,063 Storm Water Funds).
 
IP 23-07 2023 Neighborhood Pavement Overlay Improvements
This project proposes pavement mill and overlay improvements within five residential subdivisions within the City; Alpine Meadows and Highlands at River Park 1^st, 2^nd, 3^rd, and 4^th subdivisions. The project totals 1.83 miles in length and all proposed areas are urban sections with varying street widths. Staff is not proposing any repairs to watermain or sanitary sewer with this project, but minor storm sewer structure repairs, typically re-grouting catch basins, are proposed. Additionally, any pedestrian ramps will be brought up to current ADA compliance. Estimated project costs are $517,000 ($470,000 Pavement Management Funds and $47,000 Storm Water Funds).
 
IP 23-10 Whispering Pines Estates Plat 3 Street Reconstructions
This project proposes reconstruction of the streets within the Whispering Pines Estates Plat 3 subdivision, which is generally located west of Armstrong Boulevard between 157^th Lane and 158^th Lane. The streets are 24 feet wide rural sections, totaling 1.72 miles in length. Traffic counts have not been taken, but Staff anticipates typical neighborhood traffic. No municipal sewer or water exist in the project area, and utility extensions are not proposed. The existing drainage is through swales adjacent to the roadway and street crossing culverts. The neighborhood includes Whispering Pines North Park, which is a vacant low area serving as a ponding area for the subdivision. No upgrades to the Park have been proposed. Proposed CIP costs reflect a full-depth reclamation process. Staff believes this subdivision would be a good candidate for the reclamation rehabilitation process used on the streets west of Armstrong Boulevard as part of the Autumn Heights Street Reconstruction project performed in the fall of 2022. This process would require good sub-soils, which will be determined from the geotechnical report due December 30, 2022. In general, the existing drainage ditches along the roadways appear to be performing well. This will be explored further during project design and review of the topographic survey due December 2, 2022. Staff is proposing to replace the existing street crossing culverts with the project. As part of the project, Staff will be exploring the feasibility of increasing the size of the 66-foot diameter cul-de-sac on the south end of Eland Street. Estimated project costs are $1,065,680 ($968,800 Pavement Management Funds and $96,880 Storm Water Funds).
 
Project Timelines
Staff is proposing to prepare plans and specifications for these 2023 Pavement Management Program projects in-house, as part of their normal duties. The following are the proposed general project timelines:
 
December 13, 2022     City Council Authorization to prepare plans and specifications
Dec 2022 – Feb 2023  Staff prepares plans and specifications
Jan – Feb 2023            City Council approves plans, authorizes bidding
Feb – Mar 2023           Bid openings, City Council awards contracts
May – June 2023         Begin construction
July 2023                     Target construction window for IP 23-02 Central Park Main Parking Lot
Sep – Oct 2023           Complete construction
 
Staff proposes to bid all projects separately but to bid and award all projects as close together as practical, which generally allows for a better bidding environment for the City.

Staff anticipates this case will take approximately 20 minutes to present and respond to questions.

Observations:
Estimates are CIP level and will be updated during the design process.
 
Alternatives:
Alternative #1: Motion to recommend City Council authorization to prepare plans and specifications for proposed 2023 Improvement Projects #23-02, #23-05, #23-06, #23-07, and #23-10.
 
Alternative #2: Motion of other.

Funding for these projects is proposed to be a combination of Pavement Management Funds, Municipal State Aid Funds, Storm Water Funds, Park Improvement Trust Funds and Capital Maintenance Funds as identified in this case and within the proposed 2023 – 2032 Capital Improvement Program.

Staff recommends alternative #1 to allow Staff to proceed with design and preparation of plans and specifications so bids can be advertised as early in 2023 as possible to obtain the best bid prices possible. 

Motion to recommend City Council authorization to prepare plans and specifications for proposed 2023 Improvement Projects #23-02, #23-05, #23-06, #23-07, and #23-10.