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HomeMy WebLinkAbout03/07/2011 Work Session CITY OF COLUMBIA HEIGHTS Mayo, Gu, l,. Peterson Councilm embers RoberiA. trilliums 590 40"' Avenue NE, Columbia Heights, MN 55421 -3878 (763)706 -3600 TDD (763) 706 -3692 Bruce Min nick, I ummeru Diehl)? Visit our website at www.ci.coluinbia-heimhtsann.us Uo,xw Schmitt City Manager Wul[er R. Fells( ADMINISTRATION NOTICE OF CITY COUNCIL MEETING to be held in the CITY OF COLUMBIA HEIGHTS as follows: Meeting of: COLUMBIA HEIGHTS CITY COUNCIL Date of Meeting: MONDAY, MARCH 7, 2011 Time of Meeting: 7:00 P.M. (following HRA meeting) Location of Meeting: CONFERENCE ROOM 1 Purpose of Meeting: WORK SESSION 1. Discuss HRA appointments 2. MSC Garage - Main Floor Report (structural and protective coating)* 3. 6 Cities WMO status* 4. Gateway Pedestrian Bridge: Kimley -Horn CO #1 for Construction Engineering Services* 5. Capital Equipment Replacement: Pelican Street Sweeper* 6. Update on boiler grant and replacement 7. Items from February 28, 2011 City Council meeting a. City hall renovation bid process b. Cost of contract cleaning of buildings versus employee cleaning c. Red Wing rental inspection challenges — EDA* d. Letter from resident — 4618 Fillmore Street — tent in yard* e. Discussion of executive session items out of executive session * attachment The City of Columbia Heights does not discriminate on the basis of disability in the admission or access to, or treatment or employment in, its services, programs, or activities. Upon request, accommodation will be provided to allow individuals with disabilities to participate in all City of Columbia Heights' services, programs, and activities. Auxiliary aids for handicapped persons are available upon request when the request is made at least 96 hours in advance. Please call the City Clerk at 763 - 706 -3611 to make arrangements. (TDD /706 -3692 for deaf or hearing impaired only) CITY COUNCIL LETTER Work Session of: March 7, 2011 AGENDA SECTION: WORK SESSION ORIGINATING DEPARTMENT: CITY MANAGER NO: PUBLIC WORKS ITEM: REVIEW OF CONDITION STUDY BY: Kevin Hansen By: FOR GARAGE FLOOR DATE: March 3, 201 DATE: Background: The City has routinely spot repaired the garage floor and applied a protective epoxy coating to preserve the structural integrity of the concrete slab on a regular basis, at approximately 5 -year intervals. A protective coating was last applied in 2006 following completion of the MSC Renovation Project and prior to that in 2000. Continued floor maintenance work has been budgeted for in the 2011 Public Works Central Garage budget. Analysis /Conclusions: The Municipal Service Center was constructed in 1971 for Public Works operations. The building's main floor is used for parking of light duty vehicles and equipment repair. At the time of construction the concrete floor was not coated with a protective traffic coating. It is believed that within a few years following construction, a protective coating was applied and has since been redone on approximately 5 -year cycles to preserve the integrity of the reinforced floor. In the last couple of years the concrete surface has experienced significant spalling, delamination, and deterioration of the reinforcing steel (where visible). Since the floor is nearing 40 years of service, staff contracted with Stork Twin City Testing to conduct a condition analysis (report attached). The primary purpose was to analyze the floor for: • Conduct a condition analysis ofthe concrete slab, including concrete strength • Perform a salt analysis by testing concrete samples for chloride impact to determine corrosion impacts • Perform a delamination survey • Provide a structural analysis of the floor system by reviewing the original design plans and test results • Develop a recommended repair plan The report details the process, testing and analysis that may be summarized as follows: • Concrete Slab (pages 5 and 6): The concrete was tested in three areas and was found to have good compressive strength. The floor slab was designed with minimal thickness range of 7 to 8 -1/2 inches. Through repairs in the last 15 years, staff has found actual slab thickness to be 5 inches in isolated areas. • Salt Penetration (page 5): As the slab is reaching 40 years of use in a salt environment (i.e., plow trucks), it is expected to find chloride in the concrete. Chloride testing found excessive values in two of the three test areas. • Delamination /Spalling (Page 4): Delamination /spalling was found throughout the top surface ofthe slab and in isolated areas of the underside. • Structural Analysis (page 5 -6): Normally, structural ratings for structural decks are provided on the design plans. Our record drawings do not provide any load ratings. Stork Twin City Testing used the available plans to perform a structural analysis of the deck system -- vertical columns, support beams, and the concrete deck. Their analysis concluded that the system is not sufficient to support the wheel loading of the heaviest equipment used by the City, such as the fire engines, vactor, and frontend loaders. Staff has subsequently implemented weight limits for vehicles on the main floor. COUNCIL ACTION: CITY COUNCIL LETTER Work Session of: March 7, 2011 AGENDA SECTION: WORK SESSION ORIGINATING DEPARTMENT: CITY MANAGER NO: PUBLIC WORKS ITEM: REVIEW OF CONDITION STUDY BY: Kevin Hansen BY: FOR GARAGE FLOOR DATE: March 3, 2011 DATE: Page Two Stork Twin City Testing recommends concrete slab repairs consisting of reinforcing steel replacement and concrete repairs, followed by a 3 -coat type epoxy traffic coating. Due to the impact of weight limitations on equipment maintenance and repairs, staff also recommends an analysis be evaluated to determine the most cost effective way to strengthen at least a portion of the slab to allow heavier equipment access. Staff has budgeted $70,000 in the 2011 Central Garage budget for this work. Recommended Motion: Move to accept the MSC garage floor condition study report by Stork Twin City Testing and authorize staff to seek bids for concrete repairs and protective slab surface coating for the MSC main floor. COUNCIL ACTION: �����" ��������� Stork Twin City Testing Corporation Materials Tech Material Testing Non-Destructive Testing January 7, 2011 Product Evaluation Construction Materials 662 Cromwell Avenue Ms. Kathy Young St. Paul, Mwsy114 City of Columbia Heights USA 637 38 Avenue NE Telephone : (651) 645-3601 Coumb He MN 55421 Telefax : (651) 659-7348 RE: 2010 Condition Study for the Columbia Heights Maintenance Garage Columbia Heights, Minnesota BCG Project No. R788-10-1 TCT Project No. TCTUUD511DP Dear Ms. Young: This report presents the 2010 Gondition Study performed by TCT-BCG Engineering consulting team for the Columbia Heights Maintenance Garage, located in Columbia HmiQhto, Minnesota. The purpose nfthe report is to provide a written report summarizing the condition of the gara to provide a maintenance plan for planning and budgeting maintenance and repair items, and to provide a structural analysis of the existing structure. It has been a pleasure to provide our engineering services to you for this report. Should you have any questions regarding this report please call Mark at (651) 659-7447, or Dan at (612) 789-6696, extension 17. Sincerely, Twin City Testing — Buildings Consutting Group, Inc. HEREBY CERTIFY THAT THIS PLAN, SPECIFICATION, OR REPORT WAS PREPARED BY ME OR UNDER MY DIRECT SUPERVISION, AND THAT | AM A DULY LICENSED ENGINEER UNDER THE LAWS OF THE Daniel E. Popp|e[, P.E. STATE OF MINNESOTA. Senior Engineer BuDdings Consulting Group, Inc. Lewis Y. Ng, P.E. � \ Buildings Consulting Group, Inc. Mark ~~a'g''^ P.E. DATE: January 7, 2011 REG.NO.1O929 Senior P 'mot Engineer Twin City Testing Information and statements in tAs report are derived from matenal. blibibfgron and/or specrficahons furntshed by the °bent .d bnblde any encessed rrInhect wartarAtes to tbe fitness of the roatenal tesied aneyzed for any partl,,tAar purpose or use "Ns ceArficate or reoOft ib ble COnfident■at property of .r dient and may plat be used far advelising purposes This certficam cA report strati not be repArdoted except n AA+ Aftout wAtten appovat th. laboratory .d snall ,goed or othervAse approved Dy autflo,ved staff ry,embe,A only The veccAding faise fiAtitoEss or fraudulent statemeAts entnes tnA, the Si S Deportment of Commerce under tile Export Adronstration Ad and the Export Adm€M Reguiations The delartment of Commerce's poor wigten awava! is requAed for Ule expod or 88-expoOtm- trarlsfer of such fechnfcal mformaton to any foretgn person foreign entty or forego organtzaten kbfibbler irt Ghe thAted States or abroad EAR-CONTRa LED DATA Stork Twin Cy Testing u"p°mtioois=" operating unit w Stork Materials Technology ex. Amsterdam, The Netherlands, which °° member m the Stork Group. 2010 Condition Study and Structural Analysis of the Columbia Heights Maintenance Garage Columbia Heights, Minnesota BCG Project Number: R788 -10 -1 TCT Project Number: TCT005110P January 7, 2011 TABLE OF CONTENTS secfaon Description peke Number, 1. Introduction 1 2. Project Description 1 3. Condition Study Procedures 1 A. Background information Review 1 B. Field Observations 2 C. Delamination Survey 2 D. Chloride Ion Testing 2 E. Rating Definitions 2 4. Structural Analysis 3 A. Field Measurements 3 B. Reinforcing Steel Layout Survery 3 C. Concrete Coring and Compressive Strength Testing 3 D. Structural Calculations 3 5. Condition Study Results 4 A Structural Systems 4 1. Structural Slab System 4 2. Concrete Beams and Columns 4 B. Waterproofing Systems 4 1. Floor Coating System 4 2. !Drainage and Drainage Fixtures 4 C. Chloride on Test Results 5 6. Structural Analysis 5 A. Field Documentation 5 B. Concrete Coring and Compressive Testing 5 C. Structural Analysis 6 7. Repair Cost Analysis 7 8. Conclusions and Recommendations 7 A. Condition Study Conclusions 7 B. Structural Analysis Conclusions 8 Condition Study and Structural Analysis of the Columbia Heights Maintenance Garage January 7, 2011 Page 1 of 8 20 40 condition , dy and Structural Analysis of the co umbia Heights maintenance Garage bi I Minnesota ,\ Iwo project Number R788.4e.1 TOT ProjOct Nuinber TCT O1 1 IN . Twin City Testing, Inc. (TCT) along with its restoration engineering consultant Buildings Consulting Group, Inc. (BCG), referred to as the TCTBCG team in this report, was retained by the City of Columbia Heights to perform a condition study and structural analysis of the Columbia Heights Maintenance Garage, located in Columbia Heights, Minnesota. The City of Columbia Heights is interested in determining the current condition of the Maintenance Garage Supported Slab and approximate budget needs for a repair and maintenance program to address the deterioration that is present and to protect the structural elements from ongoing deterioration and major repair programs in the future. The general objectives of this condition study are: • To assess the current conditions of the structural and waterproofing components of the maintenance facility garage. • To evaluate repair and protection options and their associated costs to determine a cost effective repair strategy. • To provide a structural analysis of the structural slab and support members to evaluate the load carrying capacity. PROJECT The Columbia Heights Maintenance Facility was constructed in 1973 and consists of one structurally supported level. The total area of the structurally supported level measures approximately 210 feet by 110 feet. The supported level utilizes a mild steel reinforced cast -in -place concrete slab with mild steel reinforced concrete columns and beams. Ongoing maintenance has been performed in the past consisting of isolated concrete patching and applying an epoxy floor coating system. CONDITION STUDY PROCEDURES Our engineering services for the condition study of the maintenance garage, included the following: Background Information We reviewed original design plans as made available to us. Review We discussed maintenance records with the garage operator's/building engineering /maintenance staff to familiarize Twin City Testing — Buildings Consulting Group, Inc. Condition Study and Structural Analysis of the Columbia Heights Maintenance Garage January 7, 2011 Page 2 of 8 ourselves with the structural repair /maintenance records in order to reduce the number of assumptions to be made. Field Observations Observations were performed to document the condition, extent, and location of concrete deterioration. Observations were made using the terminology outlined by ACI Committee report #201.1R. This phase of work included a visual review of: • Structural components such as structural deck ceilings, beams, columns, and walls • Waterproofing components such as expansion joints, traffic coating, and joint sealants. • Drainage items, such as surface drainage profile, drainage fixtures and pipes. Delamination Survey A delamination survey was performed using the chain drag method on the topside of the structural concrete slabs to locate areas with internal delaminations. All hollow sounding areas will be circled with chalk marks on the concrete floor surface for temporary identification. The remaining structural elements such as ceilings, beams, walls and columns were sounded with a hammer as required. The underside of the beams and structural slab were sounded from a hydraulic lift that was available on site. Chloride Ion Testing Concrete dust samples were taken from three locations to measure the water - soluble chloride -ion content in the stabs. Samples were taken using a 1/2" diameter rotary percussion drill at intervals of W' to 1-1/2", and 1-1/2 to 2-1/2" from the slab surface. A total of two concrete dust samples will be taken at each location. We patched the sample locations with a cementitious grout at the completion of our fieldwork. The water - soluble chloride ion content of the concrete dust samples was tested using FHWA RD -77 -85 procedures by Twin City Testing. The test results of the chloride ion contents were reviewed to evaluate the potential of future reinforcing steel corrosion and their impact on repair options. Condition Study Rating A scale of excellent to poor is used to describe the general Definition condition of the structure. These descriptions as used in this report are defined in the following paragraphs. Excellent These structural components are in a like new" condition, and are performing as intended. Good These structural components are slightly distressed but are performing as intended. Fair These structural components exhibit notable Twin City Testing — Buildings Consulting Group, Inc. Condition Study and Structural Analysis of the Columbia Heights Maintenance Garage January 7, 2011 Page 3 of 8 dimtrems, but are performing adequately although not as originafly intended. Poor These structural components are significantly detohonated, and are not performing as intended. Our engineering services for the structural analysis of the maintenance garage, included the foliow Field Measurements Performing fiefd documentation of the as-bulit Jayout and sizes of the concrete columns and beams and verifying the structural components with the original design drawings. Reinforcing Steel Layout Performing field documentation using a pachometer to identify Survey the existing reinforcing steel Iayout in the structural slab at the topside and underside of the structural slab. The reinforcing steel layout was identified in two bays on the slab underside and three beam lines on the topside otthe slab. Concrete Coring and Three 4" diameter core samples were taken from the structural Compressive Strength s!ab for laboratory testing. The core Iocations were repaired Testing with a concrete patch material. Tvvin City Testing obtained and tested the core samples to document their compressive strength. The resufts were used to identify the existing c sive strength of the concrete to be used in the structurat anatysis. Structural Calculations Structural calculations included calculations of the concrete e|mb, typical beams and columns to judge the structural capacity. The analysis used the strength and test data obtained from the condition study as well as information contained in the original pians and specifications. Our work did not include structural calculations to verify the original design or as-built capacity of the entire parking structures except the structural components indicated. Twin City Testing — Buildings Consulting Group, Inc. Condition Study and Structural Analysis of the Columbia Heights Maintenance Garage January 7, 2011 Page 4 of 8 cto4twoott STUDY RESULTS Our condition study results are summarized below. STRUTURAL SYSTEMS Structural Slab S stem The structural slab system consists of cast-in-place one-way concrete slab with mild reinforcing steel. The concrete slab displayed concrete spalling/delamination distress throughout the structurally supported floor slab. The spalling/delaminations were typically located along the beam lines at the topside of the slab where the top reinforcing steel is located. The - ' delaminated area was estimated to be about 5% of the total 3.4.1tN, area. The concrete slab displayed isolated concrete sparring distress Floor Delamination on the underside of the slab. Past repairs to the underside of the slab had been performed and consisted of shotcrete concrete repairs. The most extensive locations of concrete spalling were located below the entrance and exit lanes and at isolated drain locations. „ - Slab Underside Spelling Concrete Beams and Columns The concrete beams and columns consisted of mild reinforced cast-in-place concrete members. The columns and beams were in good condition with isolated concrete spalling present throughout the underside of the structural slab. WATERPROOFING Floor Coating System The structural slab had an epoxy type floor coating system applied to the surface of the concrete stab. In general the coating was performing adequately. The coating appeared to be a one-coat system and the coating had been re-applied every 5 to 10 years. Drainage and Drainage The drainage of the supported slab was good, positive drainage Fixtures was present throughout the maintenance garage. Drains were present in the middle of every bay between beams. Most of the drains were located along the mid-line of the slab, however, a 54,41. Line of drains were also present at the west parking stall bays as well as in the wash bay. Itt;01 ,1;- The drains and piping were in good condition and consisted of - , cast-iron drains with a mixture of original cast-iron piping as w ell as PVC rep p sec Typical Drain System Twin City Testing — Buildings Consulting Group, Inc. Condition Study and Structural Analysis of the Columbia Heights Maintenance Garage January 7, 2011 Page 5 of 8 HL RIDE ION "PEST ES The chloride ion testing results are shown in Table 1 below. Table 1: Chloride on Test Results 2010'1 ifater Sample =..Description D p a.:.. Sotuble Chl de-: :... e1�ir '/2" to 1'/2" 1910 1 Grid C.8, 3 - - - -- 1'/2" to 2'/2" 450 2 Grid B, 4.3 ' /z to 1' /z 660 _ __ 11/2" to 214" 330 ' /z" to 1' /z" 87 3 Grid I, 4 1'/" to 2'/2" 50 *Chloride Ion Content is expressed in parts per million (mg/kg) The threshold value for increased potential for corrosion occurring in a concrete encased slab is approximately 300 parts per million. The chloride ion level in the concrete slab from the '/" to 1'/2" depth has exceeded the threshold value in two of the samples. The reinforcing steel is generally located at approximately 2" from the top of the slab, the chloride ion levels at the 1'/2" to 2'/2" depth were above the threshold value for corrosion in two samples. STRUCTU NALYtS " ".. Field Documentation Field documentation was performed and included verifying the sizes and spacing of structural support members including beams and columns. The size and spacing of beams and columns matched the original design drawings. The reinforcing layout for the structural slab was also verified using a pachometer (reinforcing steel bar locator) to identify the as -built layout of the top and bottom steel in the structural slab. The reinforcing steel layout was reviewed at three locations on the topside of the slab as well as three locations on the slab underside. The location of the reinforcing steel corresponded with the structural drawings. Concrete Coring and Concrete cores, 3" in diameter, were removed from the Compressive Testing structural slab at three locations to attain the in place concrete compressive strength to be used in the structural analysis. The compressive test results were as follows: Twin City Testing — Buildings Consulting Group, Inc. Condition Study and Structural Analysis of the Columbia Heights Maintenance Garage January 7, 2011 Page 6 of 8 • Core #1 — 6380 psi • Core #2 — 5700 psi • Core #3 — 6010 psi The average concrete compressive strength used in our analysis was 6000 psi. The original design strength as shown on the structural drawings was 4000 psi. Structural Analysis A structural slab analysis was performed to determine the as- built capacity of the structural slab, typical beam and typical columns. The structural drawings by Frank Horner Co., dated May 1, 1972, were reviewed to determine the original design Toads and reinforcing steel layout. The design loading for the structural slab was not provided on the drawings. Our analysis of the structural support system utilized the field collected data as well as the design drawings to determine the capacity of the structural elements. We analyzed the structural elements using code required live loads as well as the axle loads for the equipment that is serviced in the maintenance garage. Our review of the structural slab consisted of applying a uniform live load on the parking garage slab and superimposing axial loads for the heavier vehicles in the garage. Based on our analysis the existing slab is not sufficient to support the heavy wheel loads associated with the heavy commercial vehicles, such as the front end loader, vector truck, plow trucks and water truck. The concrete slab span length of 20 feet and the minimal slab depth of 7" to 8-W controls the maximum load carrying capacity of the slab and its inability to support the heavier applied loads. We analyzed the structural beams as a continuous member as it is shown on the structural drawings. Based on the reinforcing steel layout in the beams the capacity of the beams are capable of only supporting the concrete dead load as well as a uniform live loading condition of 65 pounds per square foot. The code required live load for a parking garage is 50 pounds per square foot. However, the beams were not capable of supporting the axial loads of the front end loader or single axle dump trucks. We also analyzed the beams in the way that they are likely performing, as a three bay beam with the fourth beam acting as a simply supported beam. The minimal amount of top steel over the column support at Grid 3 leads us to believe that this scenario is how the structural beams are truly acting. Based on this analysis the structural beams are capable of supporting a 100 psf live Toad in addition to the axial Toads from the heavier vehicles in the garage. Our analysis of the columns indicates that they are sufficient to support the loads applied to the garage structural members. Twin City Testing — Buildings Consulting Group, Inc. Condition Study and Structural Analysis of the Columbia Heights Maintenance Garage January 7, 2011 Page 7 of 8 REPAIR COST ANALYSIS Based on the amount of concrete distress present in the maintenance garage, a medium term type of repair program was evaluated. This repair option is the recommended amount of required repairs to keep this facility in compliance with current building codes along with installation of protective waterproofing measures such as installation of a traffic membrane. Accordingly this repair option is considered pro - active. The service life for "Medium -Term Repairs" is estimated between 10 and 15 years. This means this type of repair program will be required every 10 to 15 years. The estimated costs for these repairs are shown in Table 2. Table 2 — Medium Term Repair Budget Item No Description Estimated Price 1 Contractor's Overhead & Mobilization $14,000 2 Concrete Repairs and Reinforcing Steel $26,000 3 Concrete Underside Repairs $23,000 4 Application of Traffic Coating on Slab $50,000 5 Floor Drains and Piping $7,000 6 Miscellaneous Repairs $5,000 7 Subtotal $126,000 8 Contingency Budget $13,000 9 Professional Design Services $13,000 10 Recommended Repair Budget $152,000 (1) These items are based on 2010 construction cost trends and do not include provisions for inflation, financing costs, and other related cost factors. CONCLUSIONS AND RECOMMENDATIONS Condition Study Conclusions Based on our condition study, the maintenance garage is in fair to good condition. Widespread concrete delaminations were present in the structural slab, particularly along the beam lines. This distress is caused by water and deicer salt infiltration causing corrosion of the embedded reinforcing steel. Repairs to the concrete slab and supporting members are recommended in the next year to maintain the condition of the maintenance garage. The repairs should include concrete slab repairs to address topside concrete delaminations along the structural beam lines, replacing significantly deteriorated reinforcing steel and installing a new concrete repair material. Underside concrete repairs to the concrete slab and supporting members should be addressed with a concrete repair material Twin City Testing — Buildings Consulting Group, Inc. Condition Stu of the Columbia Heights Maintenance Garage January 7.2D11 Page 8of8 from the underside of the structural slab or as a full depth concrete slab repair. Upon completion of the concrete napsirs, a new traffic coating system should be installed to the concrete slab that would include a three coat system. The existing epoxy coating system appears to be performing adequately, hwvvevor, epoxy material is brittle and is prone to cracking which allows water and salt penetration in the concrete slab. We recommend a three coat system that would include a urethane base cnet, urethane wear coat and epoxy top coat. The urethane base coat would provide a waterproofing layer that would have increased flexibility characteristics over a complete epoxy system. We recommend that a medium term repair approach be performed to address the deterioration in the maintenance garage. The budget recommended for the repairs is estimated at $1 52,000, including contingency and engineering fees. Structural Analysis The structural analysis resuits indicate that the structural slab is Conclusions not sufflcient to support the wheel loads associated with the heavy equipment that is housed in the maintenance garage. We recommend that the heavy vehicles be prohibited from parking on the structural slab as the analysis indicates that the concrete slab is severely over-stressed. Particulariy due to the |omdedp|owtruckm.fruntmnd|omdmrandxectortruuk. The existing slab can be strengthened in a number of ways including: • Slab Replacement — Increasing the slab thickness and reinforcing steel area to increase the slab capacity. • Supplemental Supports — Decreasing the slab span by installing supplemental steel beams. • Carbon Fiber Reinforcement and Slab Repairs — Increasing the slab capacity with a combination of increased top steel reinforcement at beam lines and carbon fiber reinforcement on the slab underside. The costs associated with the strengthening of the siab was not anm|yzad, hmwaver, a ball park figure for complete slab replacement would be $700,000 to $900,000. We recommend that a slab strengthening option be reviewed to determine a more accurate cost estimate for strengthening the structural slab and determine the most cost effective strengthening option. Twin City Testing and Buildings Consulting Group, Inc. are available to perform the structural slab strengthening review and the design of the Medium Term Repairs. Twin City Testing — Buildings Consulting Group, Inc. 3 CITY COUNCIL LETTER Work Session of: March 7, 2011 AGENDA SECTION: WORK SESSION ORIGINATING DEPARTMENT: CITY MANAGER PUBLIC WORKS ITEM: SIX CITIES WMO - RESOLUTIONS (2) BY Kevin Hansen BY: ',9 /, � TERMINATING MEMBERSHIP IN THE SCWMO AND DATE: March 3, 24 DATE: / REQUESTING THE MISSISSIPPI WATERSHED MANAGEMENT ORGANIZATION EXPAND THEIR BOUNDARIES TO INCLUDE A PORTION OF THE CITY OF COLUMBIA HEIGHTS Background: (The 6 Cities WMO was previously discussed with the Council on August 2 " and March I 2010, and February 7 2011). The Six Cities Watershed Management Organization (SCWMO) was formed on December 30, 1983 through a Joint Powers Agreement under the authority conferred to the member parties in 1982 through the Metropolitan Surface Water Management Act. The cities are comprised of Blaine, Columbia Heights, Coon Rapids, Fridley, Hilltop and Spring Lake Park. Approximately 90 percent of the land area of Columbia Heights is in the Six Cities WMO. See attached location map. The WMO Plan was last updated and approved by all member cities in 1998. As required by Minnesota Statutes, the WMO must update its plan at least every ten years, and make any necessary changes to the JPA. The SCWMO primary purpose was to manage water quantity and quality issues. In recent years the regulations governing WMO's have changed requiring a higher level of management to remain compliant with current water quality rules. These changes have resulted in increased financial obligations for the operation of the SCWMO and its related programs. The SCWMO has been drafting a plan to comply with the required higher levels of compliance, and in doing so, realizes that 1) substantial funding is necessary to operate at this level and to provide the required level of service to Columbia Heights residents, 2) the SCWMO will have to provide staffing in order to meet these requirements, and 3) the administration of the SCWMO will require a large amount of reorganization to provide the necessary direction to meet these requirements as mandated. The SCWMO currently does not have legislative authority to levy to provide funding for operating the SCWMO, and while this was investigated, it was determined that obtaining this legislative authority is highly unlikely in the near future. Analysis /Conclusions: The Board of Soil and Water Resources (BWSR) has been contacting WMO organizations to review 2007 legislative changes with the WMO Boards. These changes are focused on monitoring the performance and activities of local water management entities and establishing Plan standards. BWSR has clearly indicated that the WMO will need to have significant modifications to the plan based on 2007 legislation and their interpretation of the Rules (Statute 103B and MN Rules 8410). The WMO completed an update (3 generation) to the Six Cities Water Management Plan at the end of 2009. An updated plan requires that the Joint Powers Agreement, JPA, also be amended. The Plan provides that the Six Cities WMO has historically left planning and financing capital improvements up to the individual member cities. The WMO instead has focused on water quality initiatives, promoting educational resources and opportunities, and storm water boundary issues involving more than one member city. Major capital improvements were identified in the proposed 3rd Generation Plan in the Cities of Blaine and Coon Rapids, and to a lesser extent in Fridley related to Springbrook. The City of Blaine informed the SCWMO in July 2010 that it is their intent to petition to withdraw from the SCWMO and will not be signing a new JPA, without a provision that allows member Cities to withdraw from the WMO. This presents a significant complication in the moving forward under the original premises of the WMO. The reasoning Blaine has indicated is financial. One of the components of the new plan is incorporating a 10 -year Capital Improvement Plan (CIP) into the plan. Significant improvements were identified involving Blaine. Blaine's position is to petition Coon Creek Watershed District to incorporate all of the Blaine area into the watershed district. This is contrary to the original formation of the WMO by keeping costs low and surface water improvements at the local level for responsibility. Blaine represents 15.75% of the annual SCWMO budget. Additionally, it CITY COUNCIL LETTER Work Session of: March 7, 2011 AGENDA SECTION: WORK SESSION ORIGINATING DEPARTMENT: CITY MANAGER PUBLIC WORKS ITEM: SIX CITIES WMO - RESOLUTIONS (2) BY: Kevin Hansen BY: TERMINATING MEMBERSHIP IN THE SCWMO AND DATE: March 3, 2011 DATE: REQUESTING THE MISSISSIPPI WATERSHED MANAGEMENT ORGANIZATION EXPAND THEIR BOUNDARIES TO INCLUDE A PORTION OF THE CITY OF COLUMBIA HEIGHTS Page Two is unknown at this time if Blaine's request would follow municipal boundaries or watershed (drainage area) boundaries — involving the City of Coon Rapids. It was suggested at the last board meeting to organize a joint meeting with all member cities along with elected officials to discuss the continuation of the WMO further. On October 7, 2010, SCWMO staff received a letter from the Board of Water and Soil Resources (BWSR), the state agency regulating watershed districts and watershed management organizations. The letter was in response to a September 14, 2010 workshop that discussed the operation and plan status of the SCWMO. The letter was from Jim Haertel, BWSR Metro Region Supervisor. In his letter Mr. Haertel notes the three options available for the Six Cities Board to consider. These include 1) continue operating as a JPA WMO with five or fewer cities, 2) continue operating as a JPA WMO only if special levy legislation is attained, and 3) dissolve the JPA and discontinue the SCWMO completely and join an adjacent water management organization. Subsequent to Blaine petitioning to withdraw, the Cities of Coon Rapids (November) and Fridley (January 2011) have indicated their intent to withdraw from the 6 Cities WMO. This removes approximately 74% of the funding for the WMO (see attached member City funding breakdown). It is now no longer feasible, financially and logistically, to operate the SCWMO — essentially forcing the disbanding of the organization. As State law (Statute 103B) requires all land area to be in a WMO or Watershed District (WD), staff recommends petitioning to be included in another existing Mississippi WMO or WD as follows: ➢ Abandon the WMO and incorporate the land area into adjacent watershed districts: In the SCWMO area in Columbia Heights, our land area would be best suited geographically for incorporation into the Mississippi WMO, along with SCWMO land area in Hilltop and the southern part of Fridley. The Mississippi Watershed Management Organization boundaries include the Mississippi River as it runs through Minneapolis, as well as the land that drains to the river. The MWMO contains portions of the cities of Lauderdale, Minneapolis, St. Anthony, St. Paul, and the Minneapolis Park and Recreation Board. The WMO operates under a JPA, similar to the SCWMO, but is the only WMO in the State that has taxing authority, similar to a Watershed District (WD). Attached is a spreadsheet showing tax impacts for the Mississippi WMO for a range of home values (provided by the MWMO). Using $150,000 as a median value, the Mississippi WMO would add $29.07, annually, to the properties' taxes (using 2010 data). The attached resolution makes a request to the MWMO to move the former area of the SCWMO to their WMO. Upon each respective board approval of the request they will then petition the Board of Water and Soil Resources to approve a change in their boundaries. In addition, the MWMO is requested to amend its JPA for the purpose of inclusion of the respective portion of the City of Columbia Heights. Upon their approval, a JPA will be presented for the City Council's approval. The cities of Blaine, Coon Rapids and Fridley have taken similar action for their respective boundary changes. The City of Spring Lake park has indicated they are taking action for a boundary change to the Coon Creek Watershed District. Staff believes the MWMO will provide added levels of service, funding, opportunity, and improvements that the SCWMO would be unable to provide in managing water quantity and quality issues. Each agency has existing staff, program and project budgets, and improved access to outside funding to serve member communities. I have also attached a map that shows the boundary change that Fridley has already enacted by resolution. CITY COUNCIL LETTER Work Session of: March 7, 2011 AGENDA SECTION: WORK SESSION ORIGINATING DEPARTMENT: CITY MANAGER PUBLIC WORKS ITEM: SIX CITIES WMO - RESOLUTIONS (2) BY: Kevin Hansen BY: TERMINATING MEMBERSHIP IN THE SCWMO AND DATE: March 3, 2011 DATE: REQUESTING THE MISSISSIPPI WATERSHED MANAGEMENT ORGANIZATION EXPAND THEIR BOUNDARIES TO INCLUDE A PORTION OF THE CITY OF COLUMBIA HEIGHTS Page Three At the February 10 regular SCWMO meeting, the Board voted to disband and dissolve. To effect this the SPA for the SCWMO must also be dissolved by all member cities. The second resolution, prepared by the Board attorney, accomplishes this. Each Board member was requested to bring the Official City action back to the March 16 SCWMO meeting. Recommended Motion: Move to adopt Resolution 2011 -09 being a resolution requesting that the Mississippi Watershed Management Organization expand its boundaries to include a portion of the City of Columbia Heights, currently in the Six Cities Watershed Management Organization lying south of the City of Fridley. Recommended Motion: Move to adopt Resolution 2011 -10 being a resolution to terminate the City of Columbia Heights' membership in the Six Cities Watershed Management Organization. Attachments: SCWMO Boundary Map MWMO Tax Impact Resolutions (2) COUNCIL ACTION: t t . , \(.. ( „., coc:),.‘„, Rapids .. , i I ' CD 1 / Blair z 4 a „,---- 0 et ? co Spring -1 - , / , Lake / ' , \ Park -- Fridley' Legend Watershed District .\\ mj Six Cities WMO (73 LOWER RUM RIVER WMO I 1 ra3 Rice Creek i 94- 1 i_ I- 1 - 1 Coon Creek i .ii) _ top I Municipality i-il Blaine .€, \ i Columbia Heights ,.., Columbia -- ° Coon Rapids Heights '''\ ,- i ( Fridley ,, €‘, . '-'E. CD Hilltop - . .„. Spring Lake Park 0 2,500 5,000 10,000 Feet 1 M111111.11111 I Protect SIXWM 070100 WATERSHED BOUNDARY Figure 3535 VADNAIS CENTER OR Pnnt Date 12/10/2008 ST PAUL MN 55110 A PHONE (657) 490 2000 FAX (651)490 2150 2 WATTS 800 325 2055 eiTi'.11''''''''''''': www sehmc com ImTIEENSTWOARTGEARNSIHZAETDION SEH MANSAIXGCE The rate is the same for all property types. The rate is applied to the local tax capacity of the property which is arrived at by applying class percentages to the property according to type. For single family residential properties under an assessed value of 500,000, the local tax capacity is 1% of the assessed value.The final rate for 2010 for the MWMO was 1.938 %. Final rate for 2011 will be available in late February. (Per Henn County Tax Accounting Supervisor, 1/14/2011 email.) For taxes payable in 2010, the median taxable values by munic for residential property (type R or RL) in the Middle Mississippi WMO are: Minneapolis $172,700 (sample size 28,900) and St. Anthony $232,000 (sample size 1,187) (Per Hennepin County Taxpayer Services, 1/14/2011) MWMO Certified Levy To Change 2010 2011 2010 to 2011 $ 4,850,000 $ 4,850,000 0% Local Tax Assessed Capacity is 1% of Value Assessed Value Rate 2010 1% 1.938% $ 100,000 $ 1,000 $ 19.38 $ 105,000 $ 1,050 $ 20.35 $ 110,000 $ 1,100 $ 21.32 $ 115,000 $ 1,150 $ 22.29 $ 120,000 $ 1,200 $ 23.26 $ 125,000 $ 1,250 $ 24.23 $ 130,000 $ 1,300 $ 25.19 $ 135,000 $ 1,350 $ 26.16 $ 140,000 $ 1,400 $ 27.13 $ 145,000 $ 1,450 $ 28.10 $ 150,000 $ 1,500 $ 29.07 Columbia Heights Median Value $ 155,000 $ 1,550 $ 30.04 $ 160,000 $ 1,600 $ 31.01 $ 165,000 $ 1,650 $ 31.98 $ 170,000 $ 1,700 $ 32.95 $ 172,700 $ 1,727 $ 33.47 Minneapolis Median Taxable Value $ 175,000 $ 1,750 $ 33.92 $ 180,000 $ 1,800 $ 34.88 $ 185,000 $ 1,850 $ 35.85 $ 190,000 $ 1,900 $ 36.82 $ 195,000 $ 1,950 $ 37.79 $ 200,000 $ 2,000 $ 38.76 Coon Rapids __-------- : City of - Ti '.-'. Fridley ., - - - -,, t , ,,,,.. r.'"\,...% , , . Proposed Disposition of 1 . . ... .. -1 .1 Six Cities WMO , , N - ' : 1 : '' il ri i , U- Spring Lake Park OSBORNE RD , :_ _ ,.. , -,..,- 1-- 1 - 1 ', - ' z , ---' ' '1 ',------' F Mounds View N -4..'-z* _ , , . , ,, , ‘ , . , , , . . . .„....„.... ......_ i H L"----L i , *., to 1 ( ' ,-_, 1 - . tr ) 1 ' i w i ' - 0 122 000 3 000 , I Fect - -.':' Sources: tft 1 1 Fridley GIS ores'I ' l. ' - --, '', , ' i • Anoka County GIS seer , ',Al I r Le ,,,,/ I , „essrr' , P's„ i i - 1 e ' n - F1 ------ r ------ . ) i , , 1 Lily- ,- MISSISSIPPI ST Map Date: February 4, 2011 ..._=*'`* P All■ Te■ W . • r , , 1 #4,4•4 1 --L - '" ` -1-- i 1 1 , i 1 ', -1 rr if ,,,_ , , , ‘ I it+1441&..±44111t.1 r ; r r r 7 )._. .,...,,-- N ew Brighton 1 Jloyr4r4747,4 47---- ._,:ti s 1 ik.Vti,A,NraltTr---1,1*--*rg,--,v-a-,--i_-___,A ,..6 1 1 1 rAiwr■■ i■A■1■■■■■Alimpai,-- ___ 11 ii■v.Iv. / *P4 *i fr .. li t 4* - .7,:),A11_■taililik.747,4.41.40. - -Al , 411■•• 11,114 'I 1, 404 1 4 pt. , i ' norem:: Columbia Heghts 1 i IL., ■4 \, 4i* F rijik r 1 V z II* LEGEND" , 1 zzit■ , 1 r4 1 A6 1 . A‘ • 1 .,. 41 Six Cities WMO to MWMO . 1 1 .211 4 4 0 ,:. •,.,, Gii Rice Creek Watershed District si, 44. . . . . . . . . . GIS ii City Lii e Fridley Cty mts 1 , I x uo, q hid 1 1 0 4 r I ..■ t Nr 1 4I, 41 kli o 1 Water ,,, ,. '',' g s CR( of Fntlley 6431 Universq Ave NE F,,016y 001660(0 6543204006 Phope C.) 57,3566 Minneapolis 0 \ G1519100010 \watershUlprojects‘Six_Cay_Watershed_ to MWMO mxd - Map Date February 4 2011 RESOLUTION NO. 2011-09 REQUESTING THE MISSISSIPPI WATERSHED MANAGEMENT ORGANIZATION TO CONSIDER AMENDING ITS JOINT POWERS AGREEMENT TO INCLUDE MEMBERSHIP OF THE CITY OF COLUMBIA HEIGHTS AND EXPAND ITS BOUNDARIES TO INCLUDE A PORTION OF THE CITY OF COLUMBIA HEIGHTS CURRENTLY IN THE SIX CITIES WATER MANAGEMENT ORGANIZATION WHEREAS on December 22, 1983, the Columbia Heights City Council entered into a Joint Powers Agreement with the cities of Blaine, Coon Rapids, Fridley, Hilltop, and Spring Lake Park for the purpose of organizing a watershed management organization to be known as the Six Cities Watershed Management Organization, and WHEREAS on July 25, 1994, the Columbia Heights City Council authorized execution of a Restated Joint Powers Agreement that revised the original Joint Powers Agreement to bring it into compliance with statutory changes, and WHEREAS the City of Columbia Heights is considering the possibility of withdrawing from the Six Cities Watershed Management Organization (SCWMO) and requesting an existing watershed management organization to expand its boundaries to include certain property within the City of Columbia Heights legally described within the SCWMO and lying south of the municipal boundary of with the City of Fridley and shown on the attached map, and NOW, THEREFORE, BE IT RESOLVED that the City of Columbia Heights, Anoka County, Minnesota, hereby requests the Mississippi Watershed Management Organization amend its existing Joint Powers Agreement to include the City of Columbia Heights as a member with representation, and further requests the Mississippi Watershed Management Organization expand its boundaries to include the portion of the City of Columbia Heights currently within the SCWMO and lying south of the municipal boundary with the City of Fridley as described above. It is understood that this request is contingent upon the withdrawal of the City of Columbia Heights from the SCWMO, and BE IT FURTHER RESOLVED that after approval of the board of the Mississippi Watershed Management Organization to expand its boundaries to include the above described property within the City of Columbia Heights, that the City Council of the City of Columbia Heights requests the Mississippi Watershed Management Organization to petition the board of Water and Soil Resources (BWSR) to approve a change in the boundaries of the Mississippi Watershed Management Organization to include the area currently within the SCWMO and lying south of the boundary with the City of Fridley in the Mississippi Watershed Management Organization. Offered by: CITY OF COLUMBIA HEIGHTS Seconded by: Roll Call: BY Mayor Gary L. Peterson Patricia Muscovitz, CMC City Clerk RESOLUTION NO. 2011 -10 DISSOLUTION OF SIX CITIES WATERSHED MANAGEMENT ORGANIZATION WHEREAS, the City of Columbia Heights has been a member of the Six Cities Watershed Management Organization since the adoption of the original Joint Powers Agreement creating that Watershed Management Organization on December 30, 1983, and WHEREAS, the City of Columbia Heights has now determined that the City will be better served by dissolving the Six Cities Watershed Management Organization and transferring the territory which was previously in the Six Cities Watershed Management Organization to a different Watershed Management Organization. NOW, THEREFORE, BE IT RESOLVED that the City of Columbia Heights hereby terminates its membership in the Six Cities Watershed Management Organization Joint Powers Agreement and requests that pursuant to that Agreement, the Six Cities Watershed management Organization be dissolved within the next ninety (90) days. Passed this day of , 2011 Offered by: Seconded by: Roll Call: Mayor Gary L. Peterson Attest: Patricia Muscovitz, CMC City Clerk 9 CITY COUNCIL LETTER Meeting of 03/07/11 AGENDA SECTION: CONSENT AGENDA ORIGINATING DEPARTMENT: CITY MANAGER NO: PUBLIC WORKS ITEM: APPROVE AMENDMENT NO 1 TO THE BY K. Hansen Mg. BY: PROFESSIONAL SERVICES AGREEMENT WITH DATE: 03/02/11` v' .r DATE: KIMLEY -HORN FOR THE GATEWAY PEDESTRIAN BRIDGE Background: The City Council awarded the Construction Engineering services for the Gateway Pedestrian Bridge at their March 22 °d , 2010 regular meeting. A QBS, or Qualification Based Selection process was used for the basis of award. The Construction Engineering includes the following services: 1.0 Overall Project Management 2.0 Construction Inspection 3.0 Materials Sampling and Testing - Field Sampling and Testing 4.0 Contract Administration 5.0 Construction Surveying 6.0 Project Closeout The Council authorized the Construction Engineering by Kimley -Horn at a negotiated cost of $229,966. Analysis /Conclusions: The construction on the bridge is now nearing completion at over 90% complete. Remaining work includes lighting, ornamental railing and restoration. As previously reported to the Council, ornamental railing issues arose during installation causing delay. The project initiation was also delayed approximately 6 weeks due to receiving Federal Funding authorization. The Project had an original substantial completion date of September 3` 2010. The actual substantial completion date was October 19 2010, following the delayed award. Additional work was performed by the Construction Engineer during construction for coordination and approvals with MnDOT for: revisions to the traffic signals for pedestrian crossings, coordination with Xcel for additional lighting related to the pedestrian crossing, and clarifying additional design issues from MnDOT or from City staff. Additional material testing was also perfomed due to existing soil conditions at the Helix and the number of actual concrete pours. The additional work tasks have been identified with associated consultant costs that are outside the scope of the original professional services agreement dated March 22 2010 with an outline of each work task and associated cost provided below: Additional consultant services during construction: 1. Coordination /Approvals with MnDOT and Xcel $1,575 2. Additional Materials Testing $6,688 3. Design Modifications $2,540 Additional construction services performed to date: $10,803 Additional services necessary to complete project: a) Site Inspection and Project Closeout $22,493 b) Material Testing $550 c) Electrical $890 d) As -Built Surveying (Record drawings) $5 Additional construction services to complete project: $29,109 COUNCIL ACTION: CITY COUNCIL LETTER Meeting of 03/07/11 AGENDA SECTION: CONSENT AGENDA ORIGINATING DEPARTMENT: CITY MANAGER NO: PUBLIC WORKS ITEM: APPROVE AMENDMENT NO. 1 TO THE BY: K. Hansen BY: PROFESSIONAL SERVICES AGREEMENT WITH DATE: 03/02/11 DATE: KIMLEY -HORN FOR THE GATEWAY PEDESTRIAN BRIDGE Kimley -Horn Page 2 A copy of the proposal letter for the outlined contract amendments to Kimley -Horn's design services is attached detailing the scope of work for each item. The additional cost of $39,912 for a revised contract amount of $269,878. The additional work has resulted from either MnDOT traffic management reviews (for TH 65), coordination issues with ISD 13 for pedestrian crossing or staff requested changes or additions. Public Works staff is of the opinion that the additional work is necessary for the Gateway Pedestrian Bridge project and recommends approval of the change order in the amount of $39,912. Recommended Motion: Move to authorize Amendment No. 1 in the amount of $39,912 to Kimley -Horn for the Gateway Pedestrian Bridge as detailed in the attached letter dated February 28 2011 for a revised professional services agreement of $269,878; and, authorize the Mayor and City Manager to amend the agreement for the same. KH:jb Attachment: Kimsey Horn Letter dated February 28` 2011 COUNCIL ACTION: E =" Kimley -Horn and Associates, Inc. Mr. Kevin Hansen, PE Director of Public Works • City of Columbia Heights Suite 236N St. 2550 P University l Minnesota Avenue West 637 - 38th Avenue NE St. Paul, Minnesota Columbia Heights, MN 55421 55114 March 3, 2011 Re: Gateway Pedestrian Bridge over TH 65 Columbia Heights, MN Request for Supplemental Services Dear Mr. Hansen: As you are aware, construction of the pedestrian bridge has taken longer than the time allocated in the original schedule. Specifically, the original date of substantial completion for the project was September 3, 2010 with a final completion date of October 29, 2010. The actual date of substantial completion was October 22, 2010 which is day of the initial opening of the bridge. Final completion of the bridge will occur in late spring, 2011 pending resolution of the bridge railing issue. Due to the increased length of construction, we have spent more time on the construction administration and inspection that originally anticipated in the contract. The estimated fees to complete the project is $29,109.00. A summary of estimated additional time is provided in the attachment to this request. In addition to the extended duration of construction activity, we have also expended more effort in material testing on the project. Material testing originally was budgeted at $15,200 and thru January 31, 2011, $21,888 has been spent. This increase in material testing is due to the need for soil testing and over excavation of poor soils in one area of the project and also due to significantly more concrete pours than originally anticipated in the original estimate. We respectfully request consideration of this request for a supplemental agreement by the City of Columbia Heights for this additional work. If this is acceptable to the City, we will prepare a supplemental agreement. TEL 651 645 4197 FAX 651 645 5116 An Affirmative Action Equal Opportunity Employer Mr. Kevin Hansen March 3, 2011 Page 2 We look forward to working with you and City Staff to complete this project. Very truly yours, KIMLEY -HORN AND ASSOCIATES, INC. d i, '.. - �( D. Pertzsc'h, P.E. Project Manager Cc: Matt Jensen Jon Horn Enclosure 49th Ave. and Central Ave. Pedestrian Bridge Kimley -Horn Construction Phase Services - Additional Services and Associates, Inc. Estimated Fees and Expenses March 3, 2011 1. Fees to Finish Task Task Project Team KHA No. Description PM Sr. Eng Analyst Tech Admin Total A Railing Installation 0 4 0 8 0 12 B Concrete Pavement 0 4 0 8 0 12 C Punchlist 2 8 0 24 2 36 D Record Drawings 2 16 0 20 0 38 E Surveying 0 0 0 4 0 4 F Material Testing 0 0 0 2 0 2 G Coordination /Project Management 6 0 0 0 3 9 H Contract Administration 0 2 0 0 1 3 I Project Closeout 5 12 0 10 3 30 J Railing Modifications /Contractor Documentation 4 20 0 4 1 29 K Electrical Work 0 2 0 10 0 12 Total Hours 19 68 0 90 10 187 Hourly Rate $145.00 $130.00 $92.50 $100.00 $62.50 Total Labor $2,755.00 $8,840.00 $0.00 $9,000.00 $625.00 $21,220.00 Expenses @ 6% $1,273.00 Total Estimated Fees $22,493.00 2. Materials Testing (Braun Intertec) Task Task Project Team Braun Intertec No. Description PM Sr. Eng Analyst Tech Proj. Asst. Total A Soil Testing See attached sheet for additional list of tests $0.00 B Concrete Testing See attached sheet for additional list of tests $500.00 C Reporting /Project Management $0.00 Total Hours 0 0 0 0 0 $500.00 Hourly Rate $125.00 $99.00 $92.50 $70.00 $50.00 Total Cost $0.00 $0.00 $0.00 $0.00 $0.00 $500.00 Continegency (10 %) $50.00 Total Estimated Fees $550.00 3. Surveying (Rani) Task Task Project Team Rani No. Description PLS Survey Mgr Survey Crev, Tech Admin Total A Record Drawings 0 9 18 17 2 46 B Control Survey 0 C Bridge /Structure Staking 0 D Utility /Pavement Staking 0 E As -built Survey 0 Total Hours 0 9 18 17 2 46 Hourly Rate $140.00 593.00 5150.00 $81.00 $81.00 Total Labor $0.00 $837.00 $2,700.00 $1,377.00 $162.00 $5,076.00 Expenses $100.00 Total Estimated Fees $5,176.00 4. Electrical (M -P Consultants) M -P Task Task Project Team Consultants No. Description PM Sr. Eng Analyst Tech Proj. Asst. Total A Site Visit/Punchlist 6 $0.00 Total Hours 6 0 0 0 0 $0.00 Hourly Rate $140.00 $99.00 $92.50 $70.00 $50.00 Total Cost $840.00 $0.00 $0.00 $0.00 $0.00 $840.00 Expenses $50.00 Total Estimated Fees $890.00 1 $29,109.00., K: \TWC_Civil \City \COLUMBIA_HEIGHTS \BRIDGE 02005 CA \DOGS \CONTRACT\EXCEL \CH PEd Bridge Estimate Fees.xls Page 1 s CITY COUNCIL LETTER Meeting of: 03/07/11 AGENDA SECTION: BID CONSIDERATION ORIGINATING DEPARTMENT: CITY MANAGER NO: PUBLIC WORKS ITEM: CAPITAL EQUIPMENT REPLACEMENT OF BY K. Hansen :'.�, cClanahan BY: ,,`.`� THE ELGIN PELICAN STREET SWEEPER FROM THE DATE: 03/02/1 A DATE: STATE OF MINNESOTA PURCHASING CONTRACT Background: Unit #0004 is an Elgin Pelican Street Sweeper that was purchased in 1999 for $110,115. The Elgin Pelican three- wheel high dump sweeper with a 3.5 cubic yard hopper can off load into a dump truck. The unit is 12 years old and has 4,219 hours of recorded operation with an odometer reading of 18,802 miles. Since 2000, which is as far as the electronic maintenance records go back, $102,500 has been spent on repairs. The Shop Supervisor completed a complete inspection of the Pelican along with the local factory authorized repair service, MacQueen Equipment. The shop supervisor has rated the mechanical condition as poor. Based on the sweeper inspection, $7,500 worth of mechanical repairs and $18,000 for the conveyor system rebuild is currently needed to operate the sweeper in 2011. This unit was scheduled for replacement in 2005, but was delayed for budgetary and mechanical reasons. The 2011 Capital Equipment Replacement budget allocated $185,000 split evenly between the Street Department and the Storm Water Department for the replacement of the Elgin Pelican Street Sweeper. Analysis /Conclusions: Public Works has historically performed street sweeping operations using two sweepers. The goal has been to sweep all of the streets at Least four times, and alleys and parking lots one time during the year. Additional sweeping is done after storm events and to prepare areas for street patching. In accordance with NPDES best management practices, streets that have low areas and areas that drain directly into lakes and ponds are swept first. Street cleaning has the greatest potential for reducing storm water pollution in the urban environment and it can do so at a relatively affordable cost. That's because most of the rain that falls on impervious surfaces goes onto pavement that is directly connected to an urban storm water collection system. Sweeping also prolongs the operational efficiency of structural based devices, such as storm water retention ponds, and reduces the ongoing maintenance they require. Staff had previously discussed downsizing from two sweepers to one sweeper, but has reevaluated our practice. Recent publicized studies on the effectiveness of various types of street sweepers and the recent mandates of National Pollutant Discharge Elimination System (NPDES) Phase I and II storm water permits and the increasing need for practical total maximum daily load (TMDL) implementation plans make it clear that sweeping deserves a more central role. In fact, street sweeping should be an important part of the management strategies for any urban storm water NPDES driven runoff program or TMDL implementation plan. Studies have shown that mechanical broom sweepers like the Elgin Pelican that the city currently owns have a pickup efficiency of approximately 20% to 30 %. To meet the requirements of the change in storm water rules, sweepers that pick up even the finest particulate fractions have entered the market. Regenerative air and vacuum sweepers like the Elgin Crosswind the city owns have pickup efficiencies that range from 60% to 90% of fine particulates, increasing pollutant removals. National and local studies have shown the least cost per pound of pollutant removed during some seasonal conditions are actually achieved via tandem sweeping — which combines a mechanical broom sweeper followed by a regenerative air or vacuum sweeper. The mechanical sweeper is very good at picking up heavy debris and the regenerative air sweeper excels at picking up medium to light debris and particulates. A mechanical sweeper is also much more effective at picking up larger street surface material from construction sites, such as millings or tracking resulting from vehicles or equipment passing through or leaving active construction COUNCIL ACTION: CITY COUNCIL LETTER Meeting of: 03/07/11 AGENDA SECTION: BID CONSIDERATION ORIGINATING DEPARTMENT: CITY MANAGER NO: PUBLIC WORKS ITEM: CAPITAL EQUIPMENT REPLACEMENT OF BY: K. Hansen & L. McClanahan BY: THE ELGIN PELICAN STREET SWEEPER FROM THE DATE: 03/02/11 DATE: STATE OF MINNESOTA PURCHASING CONTRACT Continued - Elgin Pelican Street Sweeper Replacement Page 2 projects. A regenerative air is more effective during fall leaf pickup operations. Due to their effectiveness, the sweepers will often be used in tandem in spring and fall operations. Staff recommends, after evaluating our own practices and reviewing national and local studies of sweeping practice and effectiveness, to replacement Unit # 0004 Elgin Pelican street sweeper with the purchase of one new, Elgin Pelican street sweeper and further recommends disposal of Unit #0004 Elgin Pelican street sweeper via trade -in. Staff also obtained pricing for a lease option on the sweeper. Attached is the lease - pricing sheet from the vendor for a 3, 5 and 7- year lease arrangement. The Finance Director has prepared an analysis of purchase vs. lease scenario summarized in the attached memo. Recommended Motion: Move to purchase off the State of Minnesota Purchasing Contract the capital equipment replacement of the Elgin Pelican Street Sweeper from MacQueen Equipment, Inc. of St. Paul, Minnesota, in the amount of $183,223 less a trade in allowance of $17,500 for a total purchase price of $165,723, plus tax, with equal funding provided by the Street and Storm Sewer Capital Equipment Replacement Funds. COUNCIL ACTION: CITY OF COLUMBIA HEIGHTS DATE: MARCH 1, 2011 TO: KEVIN HANSEN CITY ENGINEER PUBLIC WORKS DIRECTOR FROM: WILLIAM ELRITE FINANCE DIRECTOR RE: PURCHASE VS. LEASE OFA STREET SWEEPER First, leasing is a very viable, cost - effective alternative when lease or bonding interest rates are less than the interest rate the City receives on investments. With the current economy that is not the situation. Currently lease rates are running from 4.5% to 6.5 %. This is significantly higher than what the City is receiving for interest on investments. Currently, even long -term investments are at or under 3% in earnings. Subsequently, the City is better off from a financial stand point to utilize our Capital Equipment funds to purchase the sweeper rather than leasing it. The chart below summarizes the three lease alternatives that we received from MacQueen Equipment. It reflects the annual lease cost for a three -year, five -year, and seven -year lease along with the total cost of leasing over that period of time compared to the outright purchase cost of $165,723. The final column shows the savings to the City by purchasing. It should be noted that this savings would be slightly offset by interest earnings if we did lease the equipment and invested our capital funds. However, that offset or interest earnings would be less than one - third of the savings. Lease Annual Total Savings Number lease lease Purchase by of years cost cost cost purchasing 3 65,160 195,481 165,723 29,758 5 40,454 202,270 165,723 36,547 7 29,997 209,980 165,723 44,258 If you need any additional information or would like any further calculations please let me know. WE:slh 1103011PW MacQueen Attachment: Equipment Lease Esti■ MacQueen Equipment, Inc. Distributor of Municipal & Contractor Equipment 595 Aldine St. Saint Paul, MN. 55104 800 - 832 -6417 651- 645 -5726 651- 645 -6668 Fax City of Columbia Heights Attn: Lauren McClanahan Re: Elgin Eagle Sweeper Lease Below is an outline of the sweeper lease agreement The lease would be 36 month /60 month/84 month periods shown below with annual payments at delivery and the beginning each year at the anniversary date of delivery. The sweeper would carry a one year factory warranty on the sweeper and manufactures warranty on Sweeper and John Deer engine. Lease proposal. Payments includes all taxes and fees 36 month lease @ $65,160.23 per year 60 month lease @ $40,453.91 per year 84 month lease @ $29,997.16 per year Sweeper to include: Elgin Pelican NP high dump sweeper with all standard equipment Dual Gutter brooms AM/FM radio, Heated remote control mirrors Auto lube Bostrom air ride seat John Deere engine and Hydraulic shutdown Battery Disconnect Spare drive and guide wheel Dual strobe lights with guards Rear flood light, arrow board, LED lights on sweeper This proposal is valid for 60 days Bill McCarthy 2/24/2011 1c To: Mayor and City Council March 2, 2011 Walt Fehst From: Scott Clark, Community Development Director Re: Red Wing Councilmember Nawrocki asked staff to review "an article about Red Wing that was in the paper regarding housing inspection ". The article and subject centered on a court case that was filed on September 28, 2010 with the Court of Appeals of Minnesota. The bottom line was that the Court upheld the right of the City to continue their rental inspections as is (the appellants argued that the City needed probable cause to enter a unit). The Supreme Court has agreed to hear this case, McCaughtry v. City of Red Wing, this spring. I would suggest if Council has more detailed questions they should address these to the City Attorney. TO: Mayor Peterson and the City Council March 2, 2011 FROM: John Larkin RE: 4618 Fillmore and "The Tent" We received a complaint that someone was living in a tent at 4618 Fillmore. An inspection was completed and orders were written to the owner to have this corrected. Currently, if the violations are not corrected, the property will come to Council on March 28, 2011 for approval of the abatement. On Wednesday March 2, 2011, I spoke to the owner of the property, Patricia Porter, and the owner of the tent, Dale Gausted. They both informed me that Dale was no longer living in the tent. I spoke to Dale about the tent being used as a storage shed, and he assured me that he will remove the tent, and the items stored inside. I will follow up on Friday March 4` and hope to be able to report that all violations have been corrected. John k c 7-) a 4 ,0! Gust a note... y 1 ) 1 Eirafize.e./ k ea d ., _172: I to 9, '" "a" 7 44 C"."641-.."--/Z-41 - 6.. /71Z--1 I a.-Zzeee,/ • - co -"/ r•e Ciza 129 • Ms. Patricia PorteM EAOL .F54 4618 Fillmore St. NE I #10 Minneapolis, MN 5542124 / c F CL,%/1i/31, 4/ 1- / A 4 1 / : 2 C 6Z41 131 / e4 St.