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03-11-19 CC WS Agenda PacketCITY OF SHOREWOOD CITY COUNCIL WORK SESSION MONDAY, MARCH 11, 2019 AGENDA 1. CONVENE CITY COUNCIL WORK SESSION A. Roll Call B. Review Agenda 2. ISLAND STREET PROJECT/ MINNETRISTA 3. DISCUSS PROPOSED CHANHASSEN WATERMAIN EXTENSION 4. ADJOURN 5755 COUNTRY CLUB ROAD COUNCIL CHAMBERS 6:00 P.M. Mayor Zerby Johnson Labadie Siakel Sundberg City Administrator Memo Engineer Memo oLans" ON , City of Shorewood Council Meeting Item Title /Subject: Island Street Project and City of Minnetrista Meeting Date: March 11, 2019 Prepared By: Greg Lerud, City Administrator Reviewed By: Larry Brown, Director of Public Works Attachments: Memo from pavement management specialist Tom Wood and Quantity estimates from City Engineer X MEETING TYPE WORK SESSION Background: As part of the pavement management program, the City has identified the Shady and Enchanted Islands roadways as needing structural improvements. These roadways had initially been discussed as a program need in previous capital improvement program discussions. In late 2016, the City of Minnetrista commenced with design for their portion of Enchanted Lane (and other roadways). At that time, the City of Shorewood was revamping their entire CIP program. After several interruptions in the design process, the City of Minnetrista completed their design and commenced with soliciting bids on their stretch of Enchanted Lane for the 2017 construction season. The question was discussed whether the City of Shorewood would be willing to move up the schedule with the roadways within Shorewood, ahead of what had been planned or discussed at that time. Based on those discussions, it was decided that Shorewood was not prepared to do the work on the same time line as the Minnetrista project. Certainly, there is no argument that logistically, it would have been preferable to do the entire length at the same time. However, the timing of the two projects could not be met. As staff and the council have been working through revising its CIP, the island roads are now proposed to be reclaimed in 2019. Staff met with Minnetrista city and public works staff, after hearing concerns expressed by the Minnetrista council. The concerns were regarding the impact of the proposed construction traffic on their new roads and construction impacts to the Minnetrista residents who already experienced impacts from the Minnetrista project in 2018. Present at that meeting with Minnetrista staff was a pavement management specialist from WSB (WSB serves as the engineering firm for both cities). During that meeting the concept of using a "Haul road fee" was discussed. That concept, along with two other Mission Statement: The City of Shorewood is committed to providing residents quality public services, a healthy environment, a variety of attractive amenities, a sustainable tax base, and sound financial management through effective, efficient, and visionary leadership. Page 1 potential remediation /compensation options are more fully explained in the attached memo from Tom Wood. In addition to the road haul fee, the pavement management specialist said the street could be thoroughly examined prior to the start of construction, and then post construction. Areas of impact could then be corrected at the conclusion of Shorewood's project. A third option was also presented that changes the scope of the project from a full depth reclamation (which is the city's present standard) to a "Stabilized full depth reclamation." This process involves adding special emulsified oils to the ground up structure that adds structural strength, and would reduce the amount of bituminous that would be needed to be hauled back in and placed over the new base material. Financial or Budget Considerations: Based on the state guidelines for the road haul fee, the table below summarizes the road fee per state guidelines: Full Depth Reclamation 10,550 tons $189.90 Stabilized Full Depth Reclamation (8,120 tons) $156.16 Based on State recommended Road Haul Fee of $0.01 per ton per mile (1.8 miles) This is an amount that would not be acceptable to the city if the roles were reversed. The estimated cost to conduct the pre- and post- street condition inspection is $2,400, with an optional video of $1,000. The cost to seal coat the length of road is estimated to be $18,000. Options: There are several options for the council to consider. Everything from proceeding with the project and declining any of the options, to negotiating one or more of the options with the City of Minnetrista. Recommended Action: Staff recommends that the council provide direction staff should take with the City of Minnetrista in this manner. The goal with any proposal is to reach a final agreement and not have the cities coming back ten years from now arguing about responsibility for road issues that may develop. Staff recommends the following proposal to the City of Minnetrista- 1 . Conduct a pre- and post- construction inspection and include in the city contract with the company doing the island road work that they would make corrections as determined by the inspection. The contractor would provide the standard one - year warranty and that warranty would be extended to Minnetrista's road affected by construction. 2. When the Shorewood island roads are scheduled for sealcoating, anticipated to be four years after reclamation, that Minnetrista's portion of Enchanted Lane be seal coated at the same time, at the City of Shorewood's expense. 3. Shorewood will keep the City of Minnetrista and those Minnetrista residents who live along Enchanted informed of the construction progress, as we will with Shorewood residents. The total cost of this proposal is anticipated to be $20,500. That amount is 1.3% of the estimated $1.6 million cost of proposed street project. Staff believes the proposal is a fair, generous offer to resolve any outstanding and future issues related to the timing of this construction. Staff believes that some type of arrangement is required in this circumstance because, if the roles were reversed, Shorewood would certainly expect a similar agreement. Therefore, staff is recommending that we move forward with drafting an agreement with the City of Minnetrista to this effect. Next Steps and Timeline: The Public Works Director and I will meet with the Minnetrista City Council this month to discuss this matter. Assuming we reach a verbal agreement, a final written agreement will be drafted for both city's councils to consider. The agreed -upon conditions will be incorporated into the plans and specifications for the upcoming project. ws To: Mike Barone, Minnetrista City Administrator; Gary Peters, Minnetrista Public Work Superintendent; Greg Lerud, Shorewood City Administrator; Larry Brown, Shorewood Public Works Director. _ � Option One � � K8nDOT's standard specification 2051 Maintenance and Restoration of Haul Reads could be � included in the specifications for the Shorewood project. A copy of this standard is included in — � Appendix A. It is my opinion that Section 2051 .A could be applied. The current reimbursement = rate for the use of the roadway is$O.O1 per ton per mile of materials hauled. To apply this, for � oxomp|o. 5.000 ton hauled 1 mile would be o reimbursement of $50. The approximate length of � the route from CR125to project is 1.8 miles. m � Option Two ct m Aspooio| provision could be developed to hold the Contractor responsible for any damage that � their operations cause to the streets in question. The Contractor would be responsible for maintaining the streets to the current condition during the construction project and a period of one � (1) year after completion of the project. The follow methods would bo used to document and � oommunioo��the oondhionof the stro�sto the {�on�oo��r. � 1. |n the pre-construction phase the current condition of the pavement would bo � documented. This would boon in-depth review and documentation of any distresses � m present on the before oonst ru oh on begins and would b ocompleted. m � 2. During construction a daily review of the condition of the streets to watch for areas that � are showing early signs of failure caused by loading. � o. Inform the contractor of any signs of failure to allow them to repair the distresses to � limit damage. >'� b. These repairs will be paid for by the Contractor. H \shorewo"mx=/ Road Memo m5.m.2/m wood *B edu*.d=, Am 3. Post construction the condition of the pavement will be documented in a manner similar to Step 1. Any areas of concern will bo communicated to the Contractor to allow he/she to repair the areas inquestion. This review will bo done byCity. 4. One year after completion of the project the Contractor and the City will do a joint review of the streets to document any areas of concern caused by the construction traffic. Any areas of concern will bo addressed by the Contractor. NMM MIT �� Wool WIN design strength and approximately 1,150 tons of HMA mixwould no longer need to be hauled onto the project. It would also eliminate hauling off approximately the same tonnage of asphalt Option three could be combined with any of the other options listed. Am DESCRIPTION This work consists of the maintenance, repair, and restoration of designated haul roads for materials hauled for the work covered by the contract. DEFIRITIORS as a haul road, except for a Minnesota trunk highway or road officially designated by the Commissioner as a detour around a construction project, over which the following materials are hauled: JMA A. Bituminous Roadways Reimburse local government agencies for haul road use on bituminous roadways in accordance with the following: The Department will not require payment if the amount due to an individual local government agency is less than The Department will not require the Contractor to reimburse local government agencies for concrete surfaced roadways. MAINTENANCE AND RESTORATION While hauling operations are in progress, maintain the haul road as approved by the Engineer. This work includes application of water, bituminous material, or calcium chloride to the road surface as necessary to alleviate dust nuisance and (1) Restore that haul road too condition ot least equal to the condition existing otthe start of the hauling operations, or (2) Compensate the local government agency in the amount approved by the local government agency and the Engineer for the restoration of that haul road by the local government agency. The fact that other traffic used the haul road concurrently with the Contractor's material hauling operation does not relieve the Contractor of the obligation to maintain and restore the haul road as required in this section. If other oontnaotors, performing highway construction under contract with the same governmental agency, haul materials over the same road concurrently with the Contractor's material hauling operation, the Engineer will determine the amount efmaintenance and restoration obligation tobo shared byeach. to restore the haul road to a condition equal to the condition existing at the time the hauling operations started. The Engineer's decision is final, binding, and conclusive. When hauling over any designated haul road is completed and the Contractor has restored the road or has compensated the governmental agency for the restoration as required, the Engineer will accept such restoration or concur in such financial settlement for the restoration of the haul Am Brenda Pricco From: Katie Koscielak <KKoscielak @wsbeng.com> Sent: Monday, February 25, 2019 3:31 PM To: Greg Lerud; Alyson Fauske Subject: Costs for Enchanted Lane G reg, I have determined the following quantities with regards to the work within the Enchanted and Shady Island Neighborhoods: Excess material hauled off site: approximately 3000 CY (5460 TONS) Bituminous material hauled on site: 2500 CY (5090 TONS) If we do the Stabilized Full Depth Reclamation, you can subtract the following from BOTH quantities above: 630 CY (1280 TONS for bituminous and 1150 TONS for excess material hauled off) These costs only include the roadway work... there will be some minor grading, driveway replacements, and over excavating in some areas to accommodate poor soils (if encountered). I would suggest adding 25% as a contingency. Please let me know if you have any questions or concerns. Thank you, Elie Kosdd4k, I.. Graduate ate I '.ufc3uufa-ra: r 763 287 7 � 86 I 6 2 28b2 364 � (um) 31 II p I wssb ng �,x)i -rr wsb f hIs errrerf, errd erry fifes trerrsrrrrtted vrrth It, Is corrfrderrtrel errd Is Intended solely for the use of (fie addressee if you are riot the addressee, please delete (firs errreN frorrr your systerrr Any use of Mrs errrarf by urrrrrterrded reclprerrts Is strrctfy orohlbIted. A1,1313 does riot accept Nablfity for arry errors or, orrrrssrorrs viihIch ease as a result of elects rnrc trerrsrrrrssrorr If verrfrcasorr Is reytwrred, please request a hard copy. City of Shorewood Council Meeting Item Title /Subject: Proposed Watermain Extension from Holly Lane 3 (Chanhassen) to Christmas Lane MEETING Meeting Date: Monday, March 11, 2019 TYPE Prepared by: Alyson Fauske, PE, City Engineer Work Reviewed by: Larry Brown, PE, Public Works Director session Attachments: none Background: In 2018, Joe Shneider of 21125 Christmas Lane requested water service from the City of Chanhassen. Following Shorewood's internal procedures to allow a resident to connect to another city's watermain, the City Council authorized the connection on September 10, 2018, with Resolution 18 -092. Subsequently, the City of Chanhassen took a holistic look at serving this area with watermain and indicated that a public watermain extension is desired. The location and potential watermain alignment is shown below as the blue alignment. Mission Statement: The City of Shorewood is committed to providing residents quality public services, a healthy environment, a variety of attractive amenities, a sustainable tax base, and sound financial management through effective, efficient, and visionary leadership. Page 1 To facilitate the installation of the watermain, the homeowner is willing to coordinate obtaining the necessary easements and would pay for the plans and specifications and the installation. It is proposed that Chanhassen's watermain standards be followed since it would be an extension of their utility. The sanitary sewer in this area extends from Chanhassen into Shorewood and was installed in 1972. This is the alignment that is shown in red on the diagram above. It was noted during the preliminary investigation of the utility alignments that portions of the sanitary sewer are outside of the dedicated utility easements. To remedy this, staff is proposing that a new easement necessary for the watermain installation encompass the existing sanitary sewer as well. A Joint Powers Agreement is recommended for this work to address the following issues: ➢ Logistics of Installation of the utility ➢ Ownership and maintenance of the proposed watermain ➢ Which city would collect water fees ➢ Which city would issue a permit to connect to the watermain ➢ How the water usage fee would be collected. Based on the discussions at staff level, it has been recommended that if this project moves forward, the Chanhassen City Attorney will draft a Joint Powers Agreement for the Shorewood City Council review and approve, if deemed appropriate. Staff will be present this in detail at Monday night's work session to discuss the proposal.