Adopt Resolution #18-219 Accepting Feasibility Report and Ordering Public Hearing for Improvement Project #19-01, Ford Brook Estates Street Reconstructions

Purpose:
The purpose of this case is to consider adopting Resolution #18-219 accepting the Feasibility Report and ordering a Public Hearing for Improvement Project #19-01, Ford Brook Estates Street Reconstructions.
 
Background:
City Improvement Project No. 19-01 proposes to reconstruct streets within the Ford Brook Estates neighborhood including 180^th Lane and Krypton Street. The streets total approximately 860 linear feet (0.16 miles) in length. A map showing the location and scope of the proposed improvements is included as Figure 1 in Appendix A in the attached Feasibility Report.
 
The streets were constructed in 1981 as rural sections with bituminous pavement to a width of 24 feet, and are generally centered within a 66-foot wide right-of-way.
 
The storm sewer system consists of ditches along both sides of the road within the right-of-way and drainage and utility easements. Storm runoff collects in the ditch along TH 47 and is carried north to Ford Brook.
 
The existing bituminous pavement section ranges from 1.2 to 6.4 inches thick, with a median thickness of 4.3 inches, and the aggregate base ranges from 2.4 to 6.8 inches thick, with a median thickness of 4.1 inches. This was determined from Ground Penetrating Radar (GPR) analysis performed by Braun Intertec in 2017, as well as from field observations and record plan documents. Copies of Braun Intertec’s GPR results are attached in Appendix C. The pavement section was built on silty sand and lean clay subgrade materials generally not considered ideal for pavement support.
 
City Staff evaluates and rates the condition of pavement sections on all City streets on an annual basis using the Pavement Surface Evaluation and Rating (PASER) system. In the summer of 2018, the pavement section of the above referenced street segments were rated with a PASER rating of 2 which indicates these streets require complete reconstruction. City staff patch the streets at least once per year, particularly before winter so the streets can be plowed without further damaging the pavement in the process. Pictures of the streets are located in Appendix A in the attached Feasibility Report.
 
Proposed improvements include removing the existing bituminous pavement and aggregate base along with 2 feet of the unsuitable subgrade material. Two (2) feet of select granular sand will then be placed over geotextile fabric, with drain tile added at the low points, followed by 4 inches of aggregate base, and 3.5 inches of bituminous pavement, generally meeting the City of Ramsey’s standard pavement design.
 
Existing ditches will require re-grading due to the soil corrections for residential streets, however, driveway culverts are not anticipated to be affected by this project. Drain tile will be added to properly drain the soil corrections. No other storm sewer improvements are proposed with this project.
 
The engineer’s opinion of probable costs for completing the proposed improvements outlined in this report is $239,464.57. Estimated costs include 5-percent contingency costs plus 23-percent indirect costs for administrative, engineering, finance and legal costs. A summary of the engineer’s opinion of probably costs is included in Appendix B in the attached Feasibility Report.
 
A total of 8 assessable parcels have been identified. Staff recommends applying 25-percent of the eligible project costs equally across the 8 assessable properties using the “per lot” assessment method. Eligible project costs include everything except subgrade correction costs. This results in a proposed preliminary assessment rate of $3,919.90 per assessable parcel.
 
Staff recommends ordering a special benefit consultation report for this project to verify the proposed assessment amount will not exceed the benefit to the properties. If the report concludes the benefit to the properties is less than the proposed preliminary assessment rate, Staff will then propose to lower the assessment rate accordingly during the Assessment Hearing, which is scheduled for October 8, 2019. If the report verifies the assessment rate as proposed is justified, Staff will propose to adopt the final assessment roll using the rate as preliminarily proposed.
 
Two (2) soil borings were completed by Braun Intertec to assist with the preparation of this report. Pavement design recommendations were offered by Braun Intertec, and Staff considered and incorporated Braun’s recommendations to varying degrees while preparing this report. Ground Penetrating Radar (GPR) was conducted on all street segments within the project. The GPR identifies existing bituminous pavement and aggregate base thicknesses, and is used to help Staff determine the appropriate treatment. Copies of Braun Intertec’s GPR results and Geotechnical Exploration are attached in Appendix C in the attached Feasibility Report.
 
This improvement project, which is listed in the City’s current 10-year Capital Improvement Plan, is proposed to be funded using a combination of special assessments to benefiting properties, street reconstruction bond proceeds, and storm sewer funds.
 
Staff has not yet discussed the proposed improvements with local property owners. However, Staff has scheduled a neighborhood information meeting for November 8, 2018 for the purpose of explaining the proposed improvements and assessments in more detail, and to gather public input on the project, including any information which should be explored in more detail during development of plans and specifications. Staff will incorporate comments and present this information to Council during the Public Hearing on November 13, 2018.
 
This project would best be constructed as a stand-alone project and is necessary, feasible, and cost-effective from an engineering standpoint, and can be constructed as proposed herein.

Upon Council approval, Staff will publish the Public Hearing Notice in the Anoka Union Herald on October 26 and November 2, 2018.  Staff will also mail Public Hearing Notices to the owners of all benefiting properties.

Observations:
If these streets are not reconstructed in 2019, they would need to be added to the next 5-year SROP to allow reconstruction between 2020 and 2024 instead.  However, this would reduce the amount of pavement maintenance work that can be completed in 2019 since no new streets can be added to the current 5-year SROP, which is attached for reference.  This is the final year of the 2015 - 2019 Street Reconstruction and Overlay Program (SROP).
 
Developed properties along the project corridor may have private irrigation systems. Impacts to these systems may occur during construction. Staff will notify property owners in writing of the pending construction as far in advance of construction as possible to allow them time to move their irrigation system components out of the construction area, after which they may replace the components in their original locations.
 
Following Council approval to order the Public Hearing, Staff will initiate survey work on site to allow this information to be collected before it snows.

Alternatives:
Alternative #1 – Motion to adopt Resolution #18-219 accepting the Feasibility Report and ordering a Public Hearing on November 13, 2018, for Improvement Project #19-01, Ford Brook Estates Street Reconstructions.

Alternative #2 – Motion denying adoption of Resolution #18-219 at this time.

The Feasibility Report was completed in-house as part of Staff's normal duties.
 
Per the attached Feasibility Report, the engineer’s opinion of probable project costs is $239,464.57.  Staff proposes to fund the proposed improvements using a combination of special assessments to benefiting properties, street reconstruction bond funds, and stormwater utility funds, as needed.
 
A total of 8 residential parcels will benefit from the proposed improvements and are preliminarily proposed to be assessed for 25-percent of eligible project costs which totals $31,359.20.  Subgrade correction costs are not eligible for assessments and are paid 100% by the City.  This equates to preliminary assessments of $3,919.90 per parcel. The City will fund the remaining project costs, which totals $208,105.37.  The City’s costs will be funded using Street Reconstruction and Overlay Program bond funds, as well as a small amount of Stormwater Utility Funds.

Staff recommends Alternative #1.  This will allow the project to be constructed as part of the 2019 Street Maintenance Program, and will allow for the use of special assessments to pay for a portion of the project costs per the applicable provisions of the City Charter, the City’s Special Assessments Policy, and Minnesota Statute, Chapter 429.

Motion to adopt Resolution #18-219 accepting the Feasibility Report and ordering a Public Hearing on November 13, 2018, for Improvement Project #19-01, Ford Brook Estates Street Reconstructions.