cp03-31-20 (Special Mtg - TH15-Main Street)AGENDA
SPECIAL MEETING - HUTCHINSON CITY COUNCIL
TUESDAY, MARCH 31, 2020 — 5:30 P.M.
1. CALL MEETING TO ORDER— 5:30 P.M.
(a) Approve the Council agenda and any agenda additions and/or corrections
COMMUNICATIONS
2. REVIEW/UPDATE OF T.H. 15 (MAIN STREET) RECONSTRUCTION PROJECT
PUBLIC HEARING — 6:00 P.M.
3. APPROVE/DENY RESOLUTION NO. 15156 — RESOLUTION ACCEPTING BID AND
AWARDING CONTRACT FOR T.H. 15 (MAIN STREET) RECONSTRUCTION AND T.H.
15 ADA AND OVERLAY IMPROVEMENTS PROJECT (LETTING NO. 1, PROJECT NO.
20-01)
NEW BUSINESS
4. APPROVE/DENY T.H. 15 (MAIN STREET) RECONSTRUCTION AND T.H. 15 ADA
AND OVERLAY IMPROVEMENTS PROJECT FUNDING
MISCELLANEOUS
5. STAFF UPDATES
6. COUNCIL,/MAYOR UPDATE
ADJOURNMENT
HUTCHINSON CITY COUNCIL ci=y�f AFON
Request for Board Action 7AL =-M
Agenda Item: Assessment Hearing & Award for TH15/Main Reconstruction & Overlay
Department: PW/Eng
LICENSE SECTION
Meeting Date: 3/31/2020
Application Complete N/A
Contact: Kent Exner
Agenda Item Type:
Presenter: Kent Exner
Reviewed by Staff ❑
Public Hearing
Time Requested (Minutes): 10
License Contingency N/A
Attachments: Yes
BACKGROUND/EXPLANATION OF AGENDA ITEM:
MnDOT received two (2) bids for the T.H. 15 (Main Street) Reconstruction and T.H. 15 ADA & Overlay Improvements
project letting on Friday, February 28th. The apparent low bidder is R & R Excavating Inc. of Hutchinson, MN, with a
bid of $11,585,181.14 (approximately 20% higher than MnDOT's final Engineer's Estimate). Of the total construction
bid amount, the City's cost -participation share is $3,022,087.34. This project's total costs and associated funding
contributions have been reviewed by the City's Finance department and will be presented to the City Council within a
separate action item.
As previously mentioned, due to the recent pandemic and associated gathering concerns, City staff will not be
administering the project Assessment Hearing at this time (will simply be opened and recessed). Thus, adjacent
property owners have been notified of this approach and hopefully will not be in attendance at this meeting. Looking
forward, staff hopes to hold this hearing during the City Council's regular July 14th meeting with assessed parties
being formally notified beforehand.
The necessary Resolution to award this project is attached.
BOARD ACTION REQUESTED:
Approval of Assessment Roll & Resolutions
Fiscal Impact: Funding Source:
FTE Impact: Budget Change: No
Included in current budget: Yes
PROJECT SECTION:
Total Project Cost:
Total City Cost: Funding Source:
Remaining Cost: $ 0.00 Funding Source:
RESOLUTION NO. 15156
RESOLUTION ACCEPTING BID AND AWARDING CONTRACT
LETTING NO. 1/PROJECT NO. 20-01
Whereas, pursuant to an advertisement for bids for the furnishing of all labor and material for the improvement of:
T.H. 15 (Main Street) Reconstruction and T.H. 15 ADA & Overlay Improvements: Airport Road
South (CSAH 115) to 2nd Avenue North; roadway reconstruction/rehabilitation by construction
of removals, milling, grading, curb and gutter, draintile installation, bituminous/concrete
surfacing, storm sewer, water distribution, sanitary sewer, street lighting, traffic signals,
sidewalk, trail, landscaping, streetscaping, public arts, restoration and appurtenances, and,
bids were received, opened and tabulated according to law, and the following bids were received complying with
the advertisement:
Bidder Total Bid
R & R Excavating of Hutchinson MN $11,585,181.14
Duininck Inc of Prinsburg MN $13,934,580.16
and whereas, of the total construction bid amount, the City's cost participation share is $3,022.087.34.
and whereas, it appears that R & R Excavating of Hutchinson MN is the lowest responsible bidder.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF HUTCHINSON,
MINNESOTA:
The mayor and city administrator are hereby authorized and directed to enter into a contract with
Duininck Inc of Prinsburg MN in the amount of $3,022,087.34 in the name of the City of Hutchinson, for
the improvement contained herein, according to the plans and specifications therefor approved by the
City Council and on file in the office of the City Engineer.
The City Engineer is hereby authorized and directed to return forthwith to all bidders the deposits made
with their bids, except that the deposits of the successful bidder and the next lowest bidder shall be
retained until a contract has been signed, and the deposit of the successful bidder shall be retained until
satisfactory completion of the contract.
Adopted by the Hutchinson City Council this 31 st day of March 2020.
Mayor, Gary Forcier
City Administrator, Matthew Jaunich
HUTCHINSON CITY COUNCIL ci=y�f AFON
Request for Board Action 7AL =-M
Agenda Item: TH15/Main Reconstruction & ADA/Overlay Improvements Project Funding
Department: PW/Eng
LICENSE SECTION
Meeting Date: 3/31/2020
Application Complete N/A
Contact: Kent Exner
Agenda Item Type:
Presenter: Kent Exner
Reviewed by Staff ❑
New Business
Time Requested (Minutes): 20
License Contingency N/A
Attachments: Yes
BACKGROUND/EXPLANATION OF AGENDA ITEM:
Following the recent bid letting for the above referenced project, the City revised a revised Schedule "I" document
(confidential until after MnDOT's formal project award) that the City's cost -participation agreement share to be
$3,238,578.03. This amount includes $3,022,087.34 of actual construction costs (minus the $160,000 aesthetic
credit) and other designated fees/contributions.
As outlined on the attached revised Engineering Report, City staff has calculated the City's total project costs and
associated funding allocations/mechanisms. Per these calculations, the City's estimated total project cost is
$3,966,216.36. This information has been reviewed by the City's Finance department and will be presented to the
City Council accordingly.
BOARD ACTION REQUESTED:
Approval of TH15/Main Project Funding per Revised Engineering Report
Fiscal Impact: Funding Source:
FTE Impact: Budget Change: No
Included in current budget: Yes
PROJECT SECTION:
Total Project Cost:
Total City Cost: Funding Source:
Remaining Cost: $ 0.00 Funding Source:
HUTCHINSON PUBLIC WORKS/ENGINEERING DEPARTMENT
Hutchinson City Center/111 Hassan St SE/Hutchinson MN 55350-2522/320-234-4209/FAX 320-234-4240
ENGINEERING REPORT & FEASIBILITY STUDY
TO:
Mayor & City Council
FROM:
Kent Exner, DPW/City Engineer
DATE:
3/31/2020 - Revised
SUBJECT:
Letting No. 1/Project No. 20-01
I have studied the following proposed improvements and find that the proposed project is feasible and recommend it be
constructed:
L1/P20-01 T.H. 15 (Main Street) Reconstruction and T.H. 15 ADA & Overlay Improvements: Airport Road South (CSAH 115) to
2nd Avenue North; roadway reconstruction/rehabilitation by construction of removals, milling, grading, curb and
gutter, draintile installation, bituminous/concrete surfacing, storm sewer, water distribution, sanitary sewer, street
lighting, traffic signals, sidewalk, trail, landscaping, streetscaping, public arts, restoration and appurtenances.
ESTIMATED COST
TOTAL
S.P. 4304-53 Downtown Roadway/General Aesthetic Credit Applied)
$1,325,806.95
S.P. 4304-53(City Sanitary Sewer & Water Utilities
$1,535,658.05
S.P. 4304-96 TH 15 South Sidewalk/ADA
$160,622.34
Construction Engineering To MnDOT perAgreement)
$172,197.64
City Project Fees - Engineering 15%
$453,313.10
City Project Fees - Administration 3%
$90,662.62
Construction Contingency 3%
$90,662.62
Traffic Signal Materials Provided by MnDOT
$44,293.04
Engineering Services (City's Geotechnical Testing)
$25,000.00
Streetsca in Not within MnDOT Project
$67,000.00
Historic Clock Salvaging Done by City)
$1,000.00
ESTIMATED TOTAL
$3,966,216.36
ESTIMATED FUNDING
TOTAL
Assessable Costs - General Roadway
$114,031.12
Assessable Costs - Water Utility Services
$134,500.00
Assessable Costs - Sanitary Sewer Utility Services
$185,000.00
Future Connection Charges - Water Utility Services
$72,500.00
Future Connection Charges - Sanitary Sewer Utility Services
$22,500.00
City - Bonding
$2,129,810.53
City - Water Funds
$834,093.77
City - Wastewater Funds
$395,780.94
City - Stormwater Funds
$0.00
,Special Funding - Streetsca in , Pillar Footings $10,000 within bid & Clock
$78,000.00
ESTIMATED TOTAL
$3,966,216.36