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CITY OF
SHOREWOOD
5755 COUNTRY CLUB ROAD · SHOREWOOD, MINNESOTA 55331-8927 · (952) 474-3236
FAX (952) 474-0128. www.cLshorewood.mn.us. cityhall@cLshorewood.mn.us
MEMORANDUM
TO: Mayor and City Council
Craig Dawson, City Administrator
FROM:
Larry Brown, Director of Public Works
tr
DATE:
March 22, 2002
RE: Work Session for County Road 19 Project
For brevity, the following is a synopsis of the items to be discussed at the Monday night work
session. Mr. Bruce Polaczyk, Project Administrator for Hennepin County, and Mr. Brad Moe,
Hennepin County Right of Way Agent, are expected to be in attendance at the work session.
Right to Way Acquisition
Under the Hennepin County Cost Participation Policy, the County will be picking up the cost of the
right of way for parcels within the City of Tonka Bay (since Tonka Bay is not a State Aid City).
Costs incurred by Shorewood for right of way are eligible for State Aid reimbursement.
The issue is the liquor store site. In recent discussions, it is determined that the County is bound to
offer only an amount equal to the appraised value of the store and property. It is suspected that
members of the Tonka Bay City Council. may have a higher value attached to the facility than what
is anticipated by the appraisals. It is expected that the appraisals will be competed in approximately
five weeks.
Staff has also met with representatives of State Aid regarding the right of way acquisition. Even if
Shorewood would be able to come to agreement with Hennepin County to compensate Tonka Bay
amounts over and above the County's capability, Shorewood can not expend State Aid dollars for
costs incurred outside of the City's corporate boundaries. Therefore, if this scenario were to take
place, the funds would have to originate from a source outside of State Aid.
Ultimately, the Cities of Shorewood, Tonka Bay and Hennepin County will have to execute a
cooperative agreement for the project to move forward.
~
~.1 PRINTED ON RECYCLED PAPER
Mayor and City Council
Work Session C.R. 19
March 22, 2002
Page 2 of 2
Under Grounding of Utilities
The City of Shorewood has recently passed an ordinance that requires utility companies to under
ground their facilities, if a project or other needs trigger such action. Certainly, at the forefront of
this issue is Xcel energy's infrastructure.
Xcel energy has indicated that despite Shorewood's ordinance, cost to be incurred for the under
grounding of the utilities is $84,000 for the electric, and $24,000 for cable TV. In addition, most of
the utilities of concern are located within the City of Tonka Bay.
Staff has inquired of Tonka Bay if they would consider passing the ordinance that requires under
grounding of utilities. The response received is that while the ordinance can be considered, there
were no funds available for the actual under grounding.
Staff has checked with State Aid to determine if the under grounding of utilities is eligible for
reimbursement. Unfortunately, this is not an eligible cost item under the State Aid Rules. Hennepin
County does have a minor grant that is available on first come first serve basis. Staff has prepared a
letter of request for this grant.
Streetscape
City Staff has queried WSB and Associates to recommend a consultant to assist the City of
Shorewood with the corridor streetscape. Brauer and Associates has been recommended, and has
submitted a proposal for such services. The proposal has been attached to this report at Exhibit A.
Staff has also researched cost eligibility for the design and construction of streetscape items under
State Aid Rules. The City of Shorewood can choose to let a separate State Aid Project for
landscaping, if timing does not permit it to be included with the construction project. Under all
scenarios, the City can utilize a maximum of 5 percent of the Annual State Aid apportionment for
streetscape items. If the streetscape items exceed the 5 percent ceiling, the City will have to front
the dollars initially, and receive reimbursements on a year to year basis until the amount is paid off.
Shorewood currently receives $171,308 each year, held in account at the State. Therefore, 5 percent
of Shorewood's annual apportionment equates to $8,565.
At this time, Staff is suggesting that only the preliminary design for the streetscape be initiated with
Brauer and Associates. The final design process would wait until the right of way issues and timing
of the project is better defined.
All three of these items will be presented at the work session in greater detail at Monday's Work
Session.
Feb. 20.2002 IO:43AM
BRAUER & ASSOC.
No. 8304 P. 3/5
LAND USB Pl.\NNII'IG AND DE'S1GN
Page 1 of 3
10417 Excelsior Blvd.
Svite Number One
Hopkins. MN 55343
BRALJER
&. A"';:-'()(.;i\Tf-:--, LTII
February 20, 2002
Tel (952) 238-0831
Fox (952) 236-06:):)
W.S.B & As$ociates, Inc.
4150 Olson Memorial Highway
Suitl/.1#300
Minneapolis, Minnesota 55422
Attention: Don Sterna. P.E.
RE: PROFESSIONAL SER.VICES PROPOSAL FOR. STR.EETSCAP~ MASTER PLANNING. AND
SCHEMA TIC DESIGN PREPARA nON FOR C.S.A.H. #19 SHOREWOOD, MINNESOTA
B&.A ~OO1-1
This letter proposal outlines a scope of selvices, fee schedule, and other elements which. if approved, cousututes an
Agreement between W.S.B & ASSOCIA TES.INC. , herein referr~ to as the OWN~ and BRAUER & ASSOCIATES
LTD., herein referred to as rite CONSULTANT.
The OWNER. hereby retains the CONSULTANT to provide professional services required to complere master planning and
schematic design for streetscape improvemenEs, and other servlces as listed below in the Scope of Services for C.S.A.H.# 19
from the intenectioD of Shore view Lane to the intersection of the SW Three Rivers Regional Trail, COWlty Club Road from
Smitlno...,n Road to the Shorewood City Hall and Smithtown Road from C.S.A.H. #19 to American Legion POSt 259. located
in Shorewood, Minnesota. hereinafter referred to a:i the PROJECT. The CONSULTANT'S services shall include Donnal
planning services as follows:
A. SCOPE OF SERVICES - BASIC SERVICES FOR SCHEMATIC DESIGN, CONSTRUCTION DOCUMENTS,
BmDING, AND CONSTRllCTION ADMINISTRATION/OBSERV A. TION FOR:
1. Task 1- Muter Planning: Prepllfe illustrative plans and other graphics as required to illustrate potential streetScape
improvements in context with rhe adjacent landuse aDd transportation fabric ofthe community.
. field review oCme project site and preparation of a digital photographic lnventor)' of existing conditions bOth within
the right of way and of adjacent landuses.
. Attend a. meeting with th~ cit)' staff aad others as required to discuss the goals of the community, themes of illterest
and opportUnities and <<lnstralns otthe project.
. Preparation of lip ;0 thTee,(3), alternate concept plans ror streetscaping.
. Pr~entation of altemate conceptS to staff and Planning Commission.
· ttefinement of f"mal concept plan and preparation of preliminary miSter plan and construction cost estimate for
suewcaping.
. Presentatioo of preliminary master plan and construction cost estimate to staft' and Planning Commission.
. Refinement of preliminary Mater plan and developmCl'lt of final master plan and construction oost estimate.
. Presentation of final master plan and construction cost estimate to staff 8Ild Planning Commission.
Brauer &; Associates Ltd.
R"\:hibit A
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091.
Feb. 2 O. 2002 10: 44 AM
BRAUER & ASSOC.
No.~jU4
P. 41~
i.
Page 2 of 3
2. Task II - St.hematic l)esigD and Coustrllction Cost Estimating: Prepare schemali~ design plans and otber documents as
required to Cully explain the extent of development, scale and proportion, materials to be used in the project. Thi5 includes:
. Review mllStcrplan to derIDe design program and issues.
. Review regulatory requirements ofageneies with respect to the proposed site development.
. Develop, with the OWNER. a project time line for both dl)sign and construction.
. Prepare preliminary schematic plans for review by the OWNER.
. Presentation ofpre\imil1ary schematic plans to staff.
. Prepare final site development sthematic plans and other dntwings as required to illustt31e the extent of development,
scate and proportioD, materials to be used in the project.
. Presentation of final s~hematic plans to staff.
. Prepare written documentation of me schematic design process, program, findings and recommendations, it necessary
the phasing offuture construction, the estimate of ,onstrnction costs and materials and products to be incorporated
in the project.
. Preparation of a construction cost estimate based upon these schemaric documents.
/t... SCOPE OF SERVICES - ADDITIONAL SERVICES
I. Additional Services as Requested
. A.dditional services as may be requested by the Owner. that are beyond the services listed in other sections of this
proposal.
C. FEES FOR PR.OFESSIONAL SERVICES
The OWNER shall compellSatt the CONSULT ANi for completion of professional services described above as follows:
1. Sc:ope ofSetvic:es paragraph A.I. - Task I as outlined above a lump sum fee o{Three Thousand 'Nine Hundred Do1!ars,
($ 3,900.00), plus expenses billed at cost times 1.1,
2. Sc:ope orScrvic:es paracraph A.I. - Task 11 as outlined above a lump sum fee of Six Thousand Eight Hundred DQllars)
($6,800.00), plus expenses billed at cost times 1.1.
3. Scope of Sel"Vl/:es paragraph B.l. - For I1.ddirionaf 5ervi<:cs as maybe requested and authorized in writing by the Owner
the following hourly rates shall apply:
Drll\lQf' "I'd As.tocilltel. Ltd.
2002 Hourly Rille Sc.h~uJt
l.A. Professional III ( Principal).................... .$ J 00.00 I Hour
L.A. ProfessionallL...................................... $75.00 I Hour
L.A. Professional I......................................... S65.00 I Hour
Senior Technician...........................................$S2.00 I Hour
Brauer & Associates Ltd.
F'ebcuary 20. 2002
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D. PAYMENTS TO THE CONSULTANT
1. Invoices will be submitted to the OWNER on a monthly basis in proponion to The work completed.
2. Payments OD aecountoftbe CONSULTANT's ~ervices are due and payable within 30 days of CONSUL TANTS invoice.
'E. OWNti:R'S RESPONSIBIUTV
1, Full program coordination with one individual representing the OWNER'S interests.
2. Legal Counsel, advice, and setvices available to the CONSULTANT during the term of this Agreement on any or all
matters related to the PROJECT such as, but Dot limited to, title opinions, interpretations of agreements, covenants and
laws affecting the PR.OJECT. advice and assistance in processing applioations. review and preparation ofPR.OJECT
agreement documents. participation in presentations to public aeency statt and boards and general counsel on the legal
implications of all substantive or procedural aspects of the PROJECT itself.
3. If the OWNER elec~ not to include Scope of Services para~raph B.l. in [he CONSUl. TANTS scope of services, the
Owner shall provide project base mapping in an AuCoCAO or otber compatiblo format. Base mapping shall include aU
normal survey int'onnation. includins boundary, easements. topography, utilities, site features, vegetation. and so forth
as necessary for planning and construction document purposes.
4. Providing all soil/geotechnical enginec(i!tg and testing sel"Ylces as required for site development worle for the duration
of the project.
5. Preparation of all agency required pennirs and documents required to gain approval for this work.
6. Pa~lDeDt of all fees and expenses associated with require agency permits.
F. The OWNER bereby contracts (or the Scope of Services as outlined in Paragraph (5) of this Agreement.
IN WITNESS HEREOF the OWNER and the CONSULT ANT have made aftd executed this Agreement, this _dsy
of . 2001.
W.S.B" ASSOCIATES, INC.
4150 Olson Memorial Highway
Suite #300
Minneapolis, Minnesota 55422
It's:
Bra\ler 8t. Associates Ltd.
February 20, 2002
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