HomeMy WebLinkAbout10/07/2013 Work Session CITY OF COLUMBIA HEIGHTS Mayor
Gary L.Peterson
Councdmembers
Robert A.Williams
590 40th Avenue NE,Columbia Heights,MN 55421-3878 (763)706-3600 TDD(763)706-3692 Bnice ttiawrocki
Visit our website at:www.ci.cokunbia-heights.mtz.us Taniniera Diehm
Derma Schmitt
City Manager
Wafter R.Felist
ADMINISTRATION
Meeting of: COLUMBIA HEIGHTS CITY COUNCIL
Date of Meeting: MONDAY, OCTOBER 7, 2013
Time of Meeting: IMMEDIATELY FOLLOWING CITY COUNCIL
SPECIAL ASSESSMENT HEARING AT 6:45 PM
Location of Meeting: CONFERENCE ROOM 1
Purpose of Meeting: WORK SESSION
AGENDA
1. FBI Academy (Police)
2. Alley Rehab Program (Public Works)
A. Reconstruct
B. Maintenance: Joint and Crack Sealing
3. Jackson Pond (Public Works)
A. Funding Agreement with MWMO
B. Authorization to Prepare Plans
4. Sale of Vactor—Verbal Report (Public Works)
5. Department Budget Presentations:
Police
Fire
Recreation
Library
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: October 7, 2013
AGENDA SECTION: WORK SESSION ORIGINATING CITY
NO: DEPARTMENT: MANAGER
PUBLIC WORKS
ITEM: ALLEY REHABILITATION PROGRAM: BY: K. Hansen BY:
A. RECONSTRUCTION DATE: 10/03/2013 DATE://�// 31
B. MAINTENANCE
Background:
Two citywide cycles of the Street Rehabilitation Program have now been completed. The Program was suspended
for two years for the evaluation of the City's concrete streets(2013) and our alleys (2014). The concrete street
rehabilitation program is now complete.
The City of Columbia Heights has 17 miles of alleys,7 miles of bituminous and 10 miles of concrete construction.
The last major work was conducted in 1999 with the completion(previously gravel)or the reconstruction of 15
alley segments(by block).The policy the Council established at that time was that new or fully reconstructed alleys
would be constructed of concrete.
Certain alley segments are deteriorating at an accelerated pace. Staff has been providing patching,or thin overlays
to extend their life—really on the premise to buy some time until full reconstruction.For reconstruction, staff
recommends continuing the policy of concrete considering narrow widths, and trash and recycling is now picked up
in the alleys.
In 2012, all of the bituminous alleys were tested(falling weight deflectometer)and rated.Attached is the listing of
the alley segments,test results and recommendations. Staff highlighted alley segments on the basis of frequency of
maintenance as candidates for reconstruction.
Analysis/Conclusions
A. RECONSTRUCTION:
Attached is an engineer's estimate of a typical alley reconstruction using concrete. The cross section used
to calculate quantities was the same used in 1999 as those have held up well. Other considerations such as
drainage were not included with general estimate,but would be considered on a specific alley segment
basis during design. Also included in the estimate sheet is a range of costs that a typical property may be
facing under a 100% assessment scenario.
A range of costs for a new concrete alley would be $115,000 to $130,000 using 2013 bid prices.
Assessing 100%of the alley to adjacent property owners would result in an average assessment of$5,500
to $6,000 per lot.
B. MAINTENANCE
Existing concrete alleys, found to be in adequate to good condition should have their cracks cleaned and
sealed to extend the life of the pavement. Staff would recommend this under a separate crack sealing
program to be funded out of the infrastructure fund.
Recommended Motion A: None—for informational and discussion purposes.
Attachments:Bituminous Alley segments/ratings
Typical Alley Cost estimate
Alley Cost Estimate
Typical 630' Residential Alley
NO. ITEM UNIT UNIT PRICE QUANTITY TOTAL
1 Mobilization L.S. $5,000.00 1 $5,000.00
2 Remove curb and gutter L.F. $7.00 80 $560.00
3 Remove concrete walk S.F. $2.00 200 $400.00
4 Remove concrete driveway S.F. $3.00 1,500 $4,500.00
5 Remove concrete alley apron S.F. $4.00 160 $640.00
6 Remove bituminous driveway S.Y. $10.00 200 $2,000.00
7 Remove bituminous alley S.Y. $10.00 830 $8,300.00
8 Remove bituminous pavement S.Y. $10.00 20 $200.00
91 Sawcut concrete (full-depth) L.F. $5.00 600 $3,000.00
10 Sawcut bituminous(full-depth) L.F. $3.00 380 $1,140.00
11 Common excavation, CV(P) C.Y. $20.00 485 $9,700.00
12 Granular borrow, CV C.Y. $20.00 210 $4,200.00
13 Aaa. base CL-5 or CL-7, CV C.Y. $35.00 155 $5,425.00
14 Bituminous patch special, 3" S.Y. $50.00 170 $8,500.00
15 4" Concrete walk S.F. $4.00 200 $800.00
16 Concrete curb and gutter L.F. $16.00 80 $1,280.00
17 6" Concrete driveway S.F. $5.00 1,500 $7,500.00
18 8"Concrete alley S.F. $6.00 7,600 $45,600.00
19 Topsoil with sod S.Y. $15.00 135 $2,025.00
Concrete Alley $110,770.00
5% Contingency $5,538.50
10% Engineering $11,077.00
$12�
Average 50' Lot $5,307.73
24 Parcels
For Comparison: 2012 Alley 16.86/S.F. $128,136.00
(Inc Eng)
Estimated
Centerline ID Location Parcels Assessment
AL35D124 Madison St. Monroe St. 40th Ave. 41 st Ave. 23.26 $5,476.59
AL35A085 Monroe St. Quincy St. 42nd Ave. 43rd Ave. 24.00 $5,307.73
AL25C040 Polk St. Taylor St. 46th Ave. 47th Ave. 22.00 $5,790.25
AL35A088 VanBuren St. Cental Ave. 42nd Ave. 43rd Ave. 23.00 $5,538.50
AL35A091 Monroe St. Quincy St. 41st Ave. 42nd Ave. 24.00 $5,307.73
AL35A087 Jackson St. VanBuren St. 42nd Ave. 43rd Ave. 21.00 $6,065.98
AL25C039 Tyler St. Polk St. 46th Ave. 47th Ave. 22.46 $5,671.66
AL26A001 Jefferson St. Madison St. 49th Ave. 50th Ave. 22.00 $5,790.25
AL35D126 Jackson St. Van Buren St. 40th Ave. 41stAve. 17.66 $7,213.22
AL2613007 Service Dr. 4th St. 49th Ave. 50th Ave. 22.40 $5,686.85
AL35D125 Monroe St. Quincy St. Monroe St. 41 st Ave. 18.86 $6,753.55
240.64
Average for 11 alleys $5,822.93
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CITY COUNCIL LETTER
Work Session of: October 7, 2013
AGENDA SECTION: WORK SESSION ORIGINATING CITY
NO: DEPARTMENT: MANAGER
PUBLIC WORKS
ITEM: JACKSON POND RECONSTRUCTION: BY: K. Hansen BY: Z
A. FUNDING AGREEMENT WITH MWMO IN THE DATE: 10/03/2013 DATE:
AMOUNT OF $795,000
B. AUTHORIZATION TO PREPARE PLANS AND
SPECS/DESIGN ENGINEER
Background:
Jackson Pond is located east of Quincy Street between 43rd and 44th Avenues and has served as a retention
pond for several decades. The pond itself has experienced repeated flooding(overtopping) during high
intensity short duration storm events. In 2008, a detailed feasibility report was accepted by the Council.
The report recommended the reconstruction of the pond and turning it into a dry pond with a lift station.
The modeling performed at that time would increase the pond capacity to that of a 100-year storm event.
The directive by the Council at that time for the project to proceed was to secure an outside funding
source.
A. MWMO Funding Agreement:
The City of Columbia Heights officially became a member of the Mississippi Watershed Management
Organization(MWMO) in March of 2012. One of the primary goals of the MWMO is to provide funding
to the member communities for stormwater projects that support the organization's water quality goals.
As a new member, City staff worked with the MWMO to identify potential projects for funding through
the MWMO CIP. The board approved funding for Jackson Pond in 2013 based on the 2008 (original)
Feasibility Report in the amount of$500,000 (2012 MWMO action).
The MWMO requires a Feasibility Report for any project receiving capital funding. The original Jackson
Pond Feasibility Report recommended turning the pond into a dry pond with a lift station. While this was
done to improve localized flooding, it did not address water quality. Staff updated the Jackson Pond
report in 2013 to incorporate water quality measures, meeting the MWMO goals. The updated cost
estimate, with water quality improvements, is now at$795,000.
At their regular meeting in September, the MWMO approved additional funding. Attached is the
agreement between the MWMO and the City of Columbia Heights for the Jackson Pond improvements in
an amount not to exceed$795,000, which would support design, construction and inspection.
B. Authorization to Prepare Plans/Design Engineer
Staff is anticipating approximately a 5-6 month timeframe from beginning the design to bidding to
contract award, and about a 4-5 month timeframe for construction. With funding in place, staff is
requesting authorization to proceed to the design phase.
Since the project inception, staff has worked with the same project engineer and design engineer,who are
now with consulting firm of WSB &Associates. Staff requested a proposal from WSB &Associates for
complete design,bidding, and construction management services for the project. WSB provided a
proposal of$59,814 Because of their familiarity with the project preparing both engineering reports,their
15-year background in the Columbia Heights with our storm water system, and detailed knowledge of the
CITY COUNCIL LETTER
Work Session of October 7, 2013
AGENDA SECTION: WORK SESSION ORIGINATING CITY
NO: DEPARTMENT: MANAGER
PUBLIC WORKS
ITEM: JACKSON POND RECONSTRUCTION: BY: K. Hansen BY:
A. FUNDING AGREEMENT WITH MWMO IN THE DATE: 10/03/2013 DATE:
AMOUNT OF $795,000
B. AUTHORIZATION TO PREPARE PLANS AND
SPECS/DESIGN ENGINEER
Page Two
modeling that will be used in designing Jackson Pond, staff is recommending acceptance of the
professional services agreement in the amount of$59,814 from WSB &Associates. This amount
represents 7.52% of the estimated project cost, representing a significant value to the project.
Recommended Motion A: Move to enter into a funding agreement with the Mississippi Watershed
Management Organization(MWMO)for the Jackson Pond improvements for an approved amount not to exceed
$795,000; and, furthermore,to authorize the Mayor and City Manager to enter into an agreement for the same.
Recommended Motion B: Move to accept a professional services agreement with WSB &Associates
for complete design, bidding, and construction management services for the Jackson Pond improvements
in the amount of$59,814; and, furthermore, to authorize the Mayor and City Manager to enter into an
agreement for the same.
Attachments:MWMO Agreement
MWMO Draft Agreement
Reimbursement Form
COUNCIL ACTION:
MISSISSIPPI WATERSHED MANAGEMENT ORGANIZATION AGREEMENT
Attachment One
MWMO Agreement#208-13-01
City of Columbia Heights Document#
Project Title: Jackson Pond Reconstruction
1. Project Description and Purpose
The City of Columbia Heights constructed Jackson Pond in 1965 as a means to control local flooding.
Twenty-six flood-prone homes were removed to install it. Over time,the retaining wall surrounding the
pond has almost totally collapsed and flood storage needs have increased. In 2008,the City of Columbia
Heights commissioned a feasibility study to identify and analyze options to improve the pond and
increase flood storage. The City did not have the financial capacity to make recommended
improvements,however.
In 2013,the City updated the feasibility study. The recommendations include removing the remaining
sections of the retaining wall,re-grading the side slopes,excavating a stilling basin on the north side of
the pond,and installing a lift station to provide additional volume control. To improve water quality,the
study recommends installing a below-ground iron-enhanced filtration system,which will reduce
phosphorus before stormwater runoff is released into the Mississippi River from the 158-acre sub-
watershed tributary to Jackson Pond.
A snap showing the project location is shown in Exhibit A,attached and made a part of this Agreement.
2. Scope of Work.Description of Tasks
[describe the tasks for each category and add others needed]
Design and Engineering
Excavation of Fill(regulated and unregulated)
Be grading Side Slopes
Excavate a Stilling Basin on North Side of Pond
Lift Station
Iron-enhanced filtration system(belowground)
MISSISSIPPI WATERSHED MANAGEMENT ORGANIZATION
CAPITAL PROJECT AGREEMENT
MWMO Agreement#208-13-01
City of Columbia Heights Document#
Project Title: Jackson Pond Reconstruction
Amount: $795.000 (not to exceed)
Grantee: City of Columbia Heights
Address: 636—38th Ave. NE. Columbia Heights,MN 55421-3835
Contact: Kevin Hansen,City Engineer
Phone Number: 763-706-3705
Email Address: kevin.hansen(a_ci.columbia-heights.mn.us
THIS AGREEMENT is between the Mississippi Watershed Management Organization(MWMO) and the City
of Columbia Heights (Grantee).
I. BACKGROUND
1.1 Minnesota Statutes Sections 103B.201 to 103B.252 establish the Metropolitan Area Watershed
Management Act and related Water Resources Protection and Management Programs ("the Act").
1.2 M\XF`MO desires to conduct programs and projects to meet statutory and rule requirements for
implementing a comprehensive watershed management plan.
1.3 Grantee is a political subdivision and local government unit of Minnesota.
1.4 Grantee is eligible to obtain MWMO funds to accelerate implementation of MV,`MO's Plan, Goals,and
Policies.
1.5 MVIMO has approved Grantee to receive funding to implement a project within MWMO boundaries.
II. DUTIES AND CONDITIONS
2.1 MWMO will grant to Grantee up to the maximum of$795,000.00,which funds may be used only for
expenses incurred in performing work("Project") specified in Attachment One of this Agreement,which
is incorporated by reference,or as approved in writing by M\XIMO staff. All other expenses and costs
incurred by Grantee in completing the Project will be the responsibility of Grantee. Administrative costs
incurred by Grantee including,but not limited to,compensation and benefits of Grantee staff,are not
eligible for reimbursement under this Agreement.
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2.2 Grantee will act in all respects as an independent contractor under this Agreement. MW`MO will not be an
employer,partner,or co-venturer with Grantee for any purpose and will have no responsibility or liability
for the acts or omissions of Grantee. Nothing in this Agreement authorizes Grantee to act as an agent or
representative of M)X MO for any purpose.
2.3 Prior to commencing the Project, Grantee will obtain written,executed easement agreements from
pertinent property owners,if any,impacted by the Project.
2.4 Grantee will submit progress reports to MW'MO every six (6)months on the status of the Project. A final
report is due to MWMO within ninety (90) days after completing the Project or the end of the term of this
Agreement,whichever occurs first.The final report must be submitted to the MV'MO using the MWMO
Report Form. Outstanding reimbursement requests and the correlating financial information must be
submitted with the final report in order to receive the final payment under this Agreement. The final
report shall include as-built plan sheets for grading,plantings,and stormwater management best
management practices.
III. PROJECT BUDGET
The projected budget for the project is $795,000. MWIMO will reimburse eligible project expenses that do not
exceed a combined total of$795,000. The balance of the project funds is Grantee's responsibility.
IV. TERMS OF PAYMENT
4.1 M\X`MO will disburse funds to Grantee on a reimbursement basis. Grantee's payment requests must be
accompanied by supporting invoices or documentation that relate to activities in the approved Project.
Subject to MWMO's approval of the payment request,MV,`MO will disburse the requested amount to
Grantee within three (3)weeks after receipt of a written payment request. All work performed under this
Agreement will be performed in accordance with all applicable federal, state,and local laws,including any
amendments thereto. Grantee will use the proceeds of this Agreement only for the eligible costs of the
Project. Grantee agrees that cost overruns are the responsibility of Grantee.
4.2 Reimbursements
Grantee should use M)X"MO's Reimbursement Request Form to request reimbursements. A copy of all
relevant invoices must be submitted with the Reimbursement Request Form. Expenses incurred on or
after the date of this Agreement are eligible for reimbursement. The amount reimbursed shall not exceed
$500,000 including any contingencies. Administrative costs incurred by Grantee including,but not limited
to,compensation and benefits of Grantee staff, are not eligible for reimbursement under this Agreement.
V. TERM OF AGREEMENT
This Agreement will be effective when all necessary approvals and signatures have been obtained and will
terminate on December 31,2014,or the date when all obligations have been satisfactorily fulfilled by both
parties,whichever occurs first. MWMO will not be obligated to reimburse any expenses incurred after the end
of the Agreement or to pay any payment requests more than ninety (90) days after the end of the Agreement.
VI. CANCELLATION
Either party may cancel this Agreement upon thirty(30)days'advance written notice to the other party.
Grantee will be entitled to reimbursement of eligible expenses appropriately incurred or obligated in
compliance with this Agreement up to the date of termination.
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VII. ASSIGNMENT
Grantee will not assign or transfer any rights or obligations under this Agreement without the prior written
consent of M)X'1\10. Grantee may contract with others to complete the Project. However,Grantee will
continue to be responsible for performance of its obligations under this Agreement notwithstanding contracts
with contractors or subcontractors or an approved assignment to a sub-grantee.
VIII. AMENDMENTS
Any amendments to this Agreement must be in writing and executed by both parties. Amendments to the
Project work plan or budget must be in writing and formally approved by the MWMO Executive Director
before the amendments are effective.
IX. INDEMNIFICATION
Grantee agrees to defend,indemnify,and hold harmless MWMO,its officials,officers,agents,and employees
from any liability,claims,counterclaims,causes of action,judgments,damages,losses,costs,or expenses,
including reasonable attorney's fees (hereinafter"Claim"),resulting from any act or omission of Grantee,its
contractors or subcontractors or any party directly or indirectly employed by them or any party that directly or
indirectly benefits from the activities specified in this Agreement,or anyone for whose acts or omissions they
may be liable in the performance of the activities specified in this Agreement and against all loss by reason of
the failure of Grantee to perform fully,in any respect,all obligations under this Agreement. Grantee explicitly
reserves,and does not waive,all protections,limits,defenses or immunities available under Minnesota Statutes
Chapter 466 or any other applicable state or federal law or doctrine. In the event that MWMO learns that a
Claim has been made or may be made for which MWMO will seek or is likely to seek defense or
indemnification from Grantee or will likely request that Grantee hold MWMO harmless,MWMO agrees
promptly to notify Grantee of the Claim and cooperate with Grantee in the defense of the Claim.
X. INSURANCE
Grantee agrees at all times during the term of this Agreement and beyond,when so required,to have and keep
or cause to have and be kept in force,and to cause all contractors and subcontractors to do likewise,the
following minimum insurance coverages under either a purchased insurance or self-insurance program:
A. Commercial General Liability on an occurrence basis with
Contractual Liability Coverage:
Limits
General Aggregate $1,500,000
Products-Completed Operations Aggregate $1,500,000
Personal and Advertising Injury $1,500,000
Each Occurrence—
Combined Bodily Injury and Property Damage $1,500,000
B. Automobile Liability—Combined single limit each $1,500,000
occurrence for bodily injury and property damage
covering owned,non-owned,and hired automobiles.
C. Workers'Compensation and Employer's Liability:
i. Workers' Compensation Statutory
If the contractor is based outside the State of Minnesota,
coverage must apply to Minnesota laws.
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ii. Employer's Liability.Bodily Injury by:
Accident—Each accident $100,000
Disease—Policy Limit $500,000
Disease—Each Employee $100,000
D. Professional Liability(if applicable)—Per Claim $1,000,000
--Aggregate $2,000,000
The required limits for any self—insurance program of the Grantee shall be the lesser of the limits shown above
or the liability limits of the Grantee under Minnesota Statutes Chapter 466.
Any applicable professional liability insurance must be maintained continuously for a period of two years after
the termination of this Agreement.The Grantee will require that any contractors furnish certificates of
insurance to the Grantee for the insurance coverages listed above,and provide updated certificates as coverages
expire. The Grantee will require that any contractors obtain certificates of insurance from their subcontractors
for the insurance coverages listed above, and obtain updated certificates as coverages expire.
An umbrella or excess policy over primary liability coverages may be used to provide the required insurance
limits. It is the sole responsibility of the Grantee to determine the need for and to procure additional insurance
that may be needed in connection with this Agreement. Copies of insurance certificates or statements of self-
insurance will be submitted to the M`Y'MO upon written request.
XV. ACCOUNTING AND RECORD-KEEPING
For all expenditures of funds made pursuant to this Agreement, Grantee will keep financial records,including
properly executed contracts,invoices,and other documents that detail the nature and propriety of the
expenditures. Accounting methods will be in accordance with generally accepted accounting principles.
Grantee agrees that IV1X'MO,the State Auditor,or any of their duly authorized representatives,at any time
during normal business hours,and as often as they may reasonably deem necessary, shall have access to and the
right to examine,audit,excerpt, copy, and transcribe any books,documents,papers,records,etc.,that are
pertinent to the accounting practices and procedures of Grantee and involve transactions relating to this
Agreement. These materials shall be maintained and access rights will be in force and effect during the period
of this Agreement and for six (6)years after its termination or cancellation.
XVI. REAL PROPERTY
If real property is acquired or improved with grant funds,MWMO may require the recording of covenants or
restrictions on the use,maintenance,and development of the property as M)X`MO deems necessary and
appropriate to assure the Project's continuing public benefit.
XVII. NONDISCRIMINATION
Grantee agrees and will require contractors and subcontractors,material suppliers,and vendors to agree not to
discriminate in hiring by reason of race,creed,or color or otherwise violate the provisions of Minnesota
Statutes §181.59,which section is incorporated by reference.
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IN FITNESS WHEREOF,the parties have caused this Agreement to be duly executed intending to be bound thereby.
For the City of Columbia Heights/Grantee:
By:
Its:
Date:
and
By:
Its:
Date:
For the Mississippi Watershed Management Organization/Grantor:
By:
Its: Chair
Date:
and
By:
Its: Treasurer
Date:
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For MWMO use only
Form Received:
MWMO REIMBURSEMENT O•
ORGANIZATION INFORMATION
Name of Organization:
Legal Name(if different):
Address:
City,State,Zip:
Employer Identification Number:
Primary Phone:
Secondary Phone:
Fax:
Contact person regarding this application:
Title: Phone: E-mail:
PROJECT INFORMATION
Project Title:
Capital Project/Program ❑ Stewardship Fund Project ❑
REIMBURSEMENT INFORMATION
Payment Description Paid to Whom Payment Amount
Total Reimbursement Request:
***Receipts must be attached for all payments.
AUTHORIZATION
Signature: Date:
Name: Title:
MWMO Reimbursement Form