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cp05-04-2010 cAGENDA HUTCHINSON CITY COUNCIL SPECIAL MEETING TUESDAY, MAY 4, 2010 - 6:00 P.M. 1. CALL TO ORDER— 6:00 P.M. 2. PUBLIC HEARING (a) SHERWOOD STREET SE EXTENSION (LETTING NO. 2, PROJECT NO. 10 -02), TRUNK HWY 15 WATERMAIN LINING (LETTING NO. 7, PROJECT NO. 10 -08) AND STREET SEALCOATING (LETTING NO. 12, PROJECT NO. 10 -13) PROJECTS (ORDERING IMPROVEMENT AND PREPARATION OF PLANS AND SPECIFICATIONS, APPROVING PLANS AND SPECIFICATIONS AND ORDERING ADVERTISEMENT FOR BIDS) Action — Motion to reject — Motion to approve 3. NEW BUSINESS (a) CONSIDERATION FOR APPROVAL OF ENGINEERING SERVICES AGREEMENT WITH SHORT ELLIOTT HENDRICKSON INC. FOR TRUNK HWY 15 WATERMAIN LINING PROJECT Action — Motion to reject — Motion to approve (b) CONSIDERATION FOR APPROVAL OF OUT -OF -STATE TRAVEL FOR KENT EXNER TO ATTEND THE AMERICAN PUBLIC WORKS ASSOCIATION INTERNATIONAL PUBLIC WORKS CONGRESS AND EXPOSITION IN BOSTON, MA, FROM AUGUST 15 —18,2010 Action — Motion to reject — Motion to approve 4. ADJOURN TO: Mayor & City Council FROM: Kent Exner, City Engineer RE: Public Hearings for Sherwood Street SE Extension (Letting No. 2/Project No. 10 -02), TH 15 Watermain Lining(Letting No. 7/1roject No. 10 -08) and Street Sealcoating (Letting No. 12/Project No. 10 -13) Projects DATE: May 4, 2010 Regarding the Sherwood Street SE Extension project, City staff has administered significant discussion with the limited number of adjacent property owners. At this point, we have received a very limited amount of questioning or feedback relative to this project. The potential TH 15 Watermain Lining and Street Sealcoating projects do not include public improvement assessments. Following the project overview and potential public comments, staff will request that the City move forward with the Resolutions authorizing the final preparation of plans /specifications and advertisement for bids for each respective project. We recommend that the attached Resolutions be approved. cc: Gary Plotz, City Administrator a b) RESOLUTION NO. 13727 RESOLUTION ORDERING IMPROVEMENT AND PREPARATION OF PLANS AND SPECIFICATIONS LETTING NO. 2 /PROJECT NO. 10 -02 WHEREAS, a resolution of the City Council adopted the 13th day of April 2010, fixed a date for a Council Hearing on the following improvements: Sherwood Street SE Extension Project from Edmonton Ave SE to Airport Rd SE (CSAH 115) by new roadway construction and utility infrastructure installations including construction of trunk and lateral storm sewer and treatment/drainage improvements, trunk and lateral sanitary sewer and services, trunk and lateral watermain and services, grading, aggregate base, concrete curb and gutter, trail, bituminous surfacing, lighting, landscaping, restoration and appurtenances. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF HUTCHINSON, MINNESOTA: 1. Such improvement is necessary, cost - effective, and feasible as detailed in the feasibility report. 2. Such improvement is hereby ordered as proposed in the resolution adopted the 13th day of April, 2010. 3. Such improvement has no relationship to the comprehensive municipal plan. 4. Kent Exner is hereby designated as the engineer for this improvement. The engineer shall prepare plans and specifications for the making of such improvement. 5. The City Council declares its official intent to reimburse itself for the costs of the improvement from the proceeds of tax exempt bonds. Adopted by the Council this 4th day of May 2010. Mayor City Administrator ' I " RESOLUTION NO. 13728 RESOLUTION APPROVING PLANS AND SPECIFICATIONS AND ORDERING ADVERTISEMENT FOR BIDS LETTING NO. 2 1PROJECT NO. 10 -02 WHEREAS, the Director of Engineering /Public Works has prepared plans and specifications for the following described improvement: Sherwood Street SE Extension Project from Edmonton Ave SE to Airport Rd SE (CSAH 115) by new roadway construction and utility infrastructure installations including construction of trunk and lateral storm sewer and treatment/drainage improvements, trunk and lateral sanitary sewer and services, trunk and lateral watermain and services, grading, aggregate base, concrete curb and gutter, trail, bituminous surfacing, lighting, landscaping, restoration and appurtenances. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF HUTCHINSON, MINNESOTA: 1. Such plans and specifications, a copy of which is attached hereto and made a part hereof, are hereby approved. 2. The Director of Engineering /Public Works shall prepare and cause to be inserted in the official newspaper and in the Construction Bulletin, an advertisement for bids upon the making of such improvements under such approved plans and specifications. The advertisement shall be published for three weeks, shall specify the work to be done, shall state that bids will be received by the City Administrator until 10:30 am on Wednesday, June 2nd, 2010, at which time they will be publicly opened in the Council Chambers of the Hutchinson City Center by the City Administrator and /or Director of Engineering /Public Works, will then be tabulated, and the responsibility of the bidders will be considered by the Council at 6:00 pm on Tuesday, June 22nd, 2010 in the Council Chambers of the Hutchinson City Center, Hutchinson, Minnesota. Any bidder whose responsibility is questioned during consideration of the bid will be given an opportunity to address the Council on the issue of responsibility. No bids will be considered unless sealed and filed with the Director of Engineering /Public Works and accompanied by cash deposit, cashier's check, bid bond or certified check payable to the City of Hutchinson for 5 percent of the amount of such bid. Adopted by the Hutchinson City Council this 4th day of May 2010. Mayor: Steven W Cook City Administrator: Gary D Plotz ate) RESOLUTION NO. 13729 RESOLUTION ORDERING IMPROVEMENT AND PREPARATION OF PLANS AND SPECIFICATIONS LETTING NO. 7 /PROJECT NO. 10 -08 WHEREAS, a resolution of the City Council adopted the 13th day of April 2010, fixed a date for a Council Hearing on the following improvements: TH 15 Water Main Lining Project from 4th Avenue S to Oakland Ave SE by cured -in- place -pipe (CIPP) liner method construction and appurtenances s. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF HUTCHINSON, MINNESOTA: 1. Such improvement is necessary, cost - effective, and feasible as detailed in the feasibility report. 2. Such improvement is hereby ordered as proposed in the resolution adopted the 13th day of April, 2010. 3. Such improvement has no relationship to the comprehensive municipal plan. 4. Kent Exner is hereby designated as the engineer for this improvement. The engineer shall prepare plans and specifications for the making of such improvement. 5. The City Council declares its official intent to reimburse itself for the costs of the improvement from the proceeds of tax exempt bonds. Adopted by the Council this 4th day of May 2010. Mayor City Administrator ate) RESOLUTION NO. 13730 RESOLUTION APPROVING PLANS AND SPECIFICATIONS AND ORDERING ADVERTISEMENT FOR BIDS LETTING NO. 7 /PROJECT NO. 10 -08 WHEREAS, the Director of Engineering /Public Works has prepared plans and specifications for the following described improvement: TH 15 Water Main Lining Project from 4th Avenue S to Oakland Ave SE by cured -in- place -pipe (CIPP) liner method construction and appurtenances. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF HUTCHINSON, MINNESOTA: 1. Such plans and specifications, a copy of which is attached hereto and made a part hereof, are hereby approved. 2. The Director of Engineering /Public Works shall prepare and cause to be inserted in the official newspaper and in the Construction Bulletin, an advertisement for bids upon the making of such improvements under such approved plans and specifications. The advertisement shall be published for three weeks, shall specify the work to be done, shall state that bids will be received by the City Administrator until 10:30 am on Wednesday, June 2nd, 2010, at which time they will be publicly opened in the Council Chambers of the Hutchinson City Center by the City Administrator and /or Director of Engineering /Public Works, will then be tabulated, and the responsibility of the bidders will be considered by the Council at 6:00 pm on Tuesday, June 22nd, 2010 in the Council Chambers of the Hutchinson City Center, Hutchinson, Minnesota, Any bidder whose responsibility is questioned during consideration of the bid will be given an opportunity to address the Council on the issue of responsibility. No bids will be considered unless sealed and filed with the Director of Engineering /Public Works and accompanied by cash deposit, cashier's check, bid bond or certified check payable to the City of Hutchinson for 5 percent of the amount of such bid. Adopted by the Hutchinson City Council this 4th day of May 2010. Mayor: Steven W Cook City Administrator: Gary D Plotz a�� RESOLUTION NO. 13731 RESOLUTION ORDERING IMPROVEMENT AND PREPARATION OF PLANS AND SPECIFICATIONS LETTING NO. 12 1PROJECT NO. 10 -13 WHEREAS, a resolution of the City Council adopted the 13th day of April 2010, fixed a date for a Council Hearing on the following improvements: Street sealcoating and appurtenances within specific City street segments as determined by the Pavement Management Program analysis and staff review. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF HUTCHINSON, MINNESOTA: 1. Such improvement is necessary, cost - effective, and feasible as detailed in the feasibility report. 2. Such improvement is hereby ordered as proposed in the resolution adopted the 13th day of April, 2010. 3. Such improvement has no relationship to the comprehensive municipal plan. 4. Kent Exner is hereby designated as the engineer for this improvement. The engineer shall prepare plans and specifications for the making of such improvement. 5. The City Council declares its official intent to reimburse itself for the costs of the improvement from the proceeds of tax exempt bonds. Adopted by the Council this 4th day of May 2010. Mayor City Administrator I RESOLUTION NO. 13732 RESOLUTION APPROVING PLANS AND SPECIFICATIONS AND ORDERING ADVERTISEMENT FOR BIDS LETTING NO. 12 1PROJECT NO. 10 -13 WHEREAS, the Director of Engineering /Public Works has prepared plans and specifications forthe following described improvement: Street sealcoating and appurtenances within specific City street segments as determined by the Pavement Management Program analysis and staff review. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF HUTCHINSON, MINNESOTA: 1. Such plans and specifications, a copy of which is attached hereto and made a part hereof, are hereby approved. 2. The Director of Engineering /Public Works shall prepare and cause to be inserted in the official newspaper and in the Construction Bulletin, an advertisement for bids upon the making of such improvements under such approved plans and specifications. The advertisement shall be published for three weeks, shall specify the work to be done, shall state that bids will be received by the City Administrator until 10:30 am on Wednesday, June 2nd, 2010, at which time they will be publicly opened in the Council Chambers of the Hutchinson City Center by the City Administrator and /or Director of Engineering /Public Works, will then be tabulated, and the responsibility of the bidders will be considered by the Council at 6:00 pm on Tuesday, June 22nd, 2010 in the Council Chambers of the Hutchinson City Center, Hutchinson, Minnesota. Any bidder whose responsibility is questioned during consideration of the bid will be given an opportunity to address the Council on the issue of responsibility. No bids will be considered unless sealed and filed with the Director of Engineering /Public Works and accompanied by cash deposit, cashier's check, bid bond or certified check payable to the City of Hutchinson for 5 percent of the amount of such bid. Adopted by the Hutchinson City Council this 4th day of May 2010. Mayor: Steven W Cook City Administrator: Gary D Plotz D 6-) G TO: Mayor & City Council FROM: Kent Exner, City Engineer RE: Consideration of Engineering Services Agreement with Short Elliott Hendrickson Inc. for TH 15 Watermain Lining Project DATE: May 4, 2010 City staff has requested and received a proposal from Short Elliott Hendrickson Inc. (SEH) to collect data, prepare bid documents, provide bidding process assistance and administer construction services for the TH 15 Watermain Lining project. SEH has established a not -to- exceed total fee amount of $68,509 and will invoice the City on an hourly -work basis. City staff will provide additional project scope and construction alternative information at the City Council meeting. We recommend that the attached Engineering Services Agreement be approved. cc: Gary Plotz, City Administrator A SEH April 21, 2010 Mr. Kent Exner Director of Public Works / City Engineer City of Hutchinson 111 Hassan Street SE Hutchinson, MN 55350 -2522 Dear Kent: RE: Hutchinson, Minnesota Main Street Trunk Water Main Pipe Rehabilitation SEH No. HUTCH 111713 10.00 Thank you very much for asking SEH to assist the City of Hutchinson (City) with its Main Street Trunk Water Main Pipe (pipe) Rehabilitation Project (Project). This letter serves as the Supplemental Letter Agreement to provide the City with bid document preparation, bidding assistance, and construction phase services for this project in accordance with the Agreement for Professional Services dated November 23, 1999 (Agreement) between the City and SEH. Background The project location is outlined in Figure No. 1 attached. We understand the following items to be true in this project area. 1. Existing water main is located under recently constructed 8 -inch concrete street pavement along Main Street. 2. Main Street is also Minnesota Trunk Highway No. 15. 3. 7 water main breaks have occurred since April 8, 2004 with 4 of those occurring since January 10, 2009. 4. Repair costs have been $10,000 to $15,000 per repair. 5. The water service pipes and curb stop boxes serving the homes are in satisfactory condition. 6. The fire hydrants along this section of water main are in satisfactory condition. Fortunately, recent advances in the cured -in- place -pipe liner method (CIPP) of pipe rehabilitation give the City an option to rehabilitate the pipes with very minimal damage to the concrete street pavement and existing water service pipes. Several companies now fabricate these liners and know how to install them. Furthermore, a unique opportunity might allow the City might to secure unusually competitive pricing to successfully apply CIPP to rehabilitate its pipes in the project area. The opportunity is that the City of Golden Valley will line about 4,000 feet of its trunk water main pipes using CIPP during August 2010. Because the companies that perform this work are from out of state and will have to travel to the metro area to do the work, potentially taking advantage of a company already in the metro area to line Hutchinson's pipes could secure unusually competitive pricing for this work. Project Team John Rodeberg is the client service manager for all projects undertaken by SEH in the City. Paul Pasko will be the project manager responsible for successfully executing the work plan for this project. Chad Short Elliott Hendrickson Inc., 10901 Red Cuc1e Drive, Suite 300, Min netooka. MN 55343 -9302 31.9) SEH is an equal opportunity employer ! www.sehi,ic.com 1 352.912.2600 1 800.734.6757 1 952.912.2601 fix Mr. Kent Exner April 21, 2010 Page 2 Millner will assist Paul Pasko as our project engineer. Paul and Chad both have extensive experience with CIPP and projects of the trenchless variety. Compensation Our proposed not to exceed fee reported by our THB is $68,509. Compensation will be based on the hourly cost of personnel plus reimbursable expenses, including reproductions, mileage, car allowance, and equipment. Additional services required can be negotiated or provided as extra work on an hourly basis. Schedule Our anticipated project production schedule is given in the table below. Item No. Work Item Description Key Milestone Date I City Council Authorizes SEH to Begin Work May 4 2 SEH Submits Draft Bidding Documents City for Review June 7 3 Post Final Bidding Documents Online July 2 4 Open Bids July 23 5 City Council Awards Rehabilitation Contract to Contractor Augus 6 Preconstruction Meeting August 17 7 Begin Rehabilitation August 30 8 Complete Rehabilitation October I {,� This Supplemental Letter Agreement, Figure No. 1, and the Agreement represent the entire understanding between the City and SEH in respect to the project and may only be modified in writing if signed by both parties. If this document satisfactorily sets forth your understanding of our agreement, please sign in the space below and return one copy to our office. We look forward to working with you, your staff, and the community to apply this exciting technology in the City. Respectively submitted, SHORT ELLIOTT` HENDVCKSON INC. Paul J. P&o III, PE, Principal Project Manager Enclosures c: John Rodeberg, SEH (with Enclosure) Doug Klamerus, SEH (with Enclosure) Mike Kotila, SEH (with Enclosure) Approved this day of 12010 City of Hutchinson, Minnesota By 3�� C TO: Mayor & City Council FROM: Kent Exner, City Engineer RE: Consideration for Approval of Out -of -State Travel for Kent Exner to Attend the American Public Works Association (APWA) International Public Works Congress & Exposition in Boston, MA DATE: May 4, 2010 Per discussion with the City Administrator, please consider this request for approval of the Public Works Director /City Engineer's attendance of the national APWA conference in Boston, MA, during August 15 to 18, 2010. This annual conference is highly regarded as the most involved and comprehensive public works educational forum in the world. As historically and currently budgeted, the Public Works Director would attendthe Minnesota Public Works Association Spring and APWA Sustainability Conferences. Typically, these conferences would cost $1,200 to $1,400 for registration fees, mileage, hotel and meals. The cost of the 2010 APWA national conference registration fees and hotel expenses are estimated to be $1,400. Other expenses including airfare, meals and transportation costs will be incurred by the PWD /CE. Please note that this position and the entire Public Works department have and continue to limit training/conferences /travel expenses, but some investment is required to maintain professional licensures (Professional Development Hours & Continuing Education Units), position certifications, occupational expertise and/or evolving technical knowledge. We recommend that the above described Out -of -State Travel Request be approved. cc: Gary Plotz, City Administrator 3Cb) 1:\FORMS \TRAVEL C8y °f �I �,���wgY�f� TRAVEL APPROVAL REQUEST FORM Utilize this form in all cases that exceed one working day NAME DEPT- J_l%!/ DATE: Conference name or purpose -27 6r � y l— Destination uys,�`� Estimated Mileage Total estimated travel cost (including lodging, meals & regis/tr�atio�n)���,� Overnight stay? YES x NO Date Leaving Date Returning 214 BUDGET STATUS: Is the above conference/seminar budgeted for the current year? YES _ NO Estimated amount of travel budget remaining before this request $ CASH ADVANCE REQUESTS: Upon return, attach all receipts to a completed expense report. Cash advance checks will be returned to your department. Amt Requested $ Check payable to: CHECK REOUESTS: Amt Requested $ Check payable to: Amt Requested $ Check payable to: Amt Requested $ Check payable to: Mail Check (include registration forms) Return check to department Purpose Purpose Purpose Purpose APPROVALS: Department Director's Approval Account Code����%�� Finance Director's Approval City Administrator's Approval PROVIDE THIS COMPLETED FORM ALONG WITH REGISTRATION FORMS TO FINANCE DEPARTMENT 7 DAYS PRIOR TO DATE LEAVING OR DATE OF CONFERENCE. REFERENCE CITY TRAVEL POLICIES 3.22 AND 3.23. 3( )D) RESOLUTION NO. 13733 RESOLUTION DESIGNATING CITY OF HUTCHINSON MN WEB SITE AS OFFICIAL PUBLICATION WHEREAS, the recent closure of the Construction Bulletin has prompted the need to find alternate publication of Advertisements for Bids to meet required legal notice, and WHEREAS, is proposed to designate the City of Hutchinson MN Web Site as the official publication of transportation project(s) and local improvement project(s) legal notices and advertisements for bids, pursuant to the authority contained in Minn. Stat. 331A.12. NOW. THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF HUTCHINSON, MINNESOTA: That the City of Hutchinson MN Web Site is hereby designated as the official publication of transportation project(s) and local improvement project(s) legal notices and advertisements for bids, pursuant to the authority contained in Minn. Stat. 331A.12. Adopted by the Hutchinson City Council this 4th day of May 2010. • City Administrator: Gary D Plotz E Mayor: Steven W Cook 0 PUBLICATION NO. 7812 NOTICE OF DESIGNATION OF CITY OF HUTCHINSON MN WEB SITE AS OFFICIAL PUBLICATION Notice is hereby given that the Hutchinson City Council on May 4th, 2010 designated the City of Hutchinson MN Web Site as the official publication of transportation project(s) and local improvement project(s) legal notices and advertisements for bids, pursuant to the authority contained in Minn. Stat. 331A.12. Gary D. Plotz, City Administrator PUBLISHED IN THE HUTCHINSON LEADER ON THURSDAY, MAY 6TH, 2010. • '�)(C)