City of NG. 3r , Is] IWeCr]=I, I 1eIN =1191: ii. Honorable Mayor and City Council Members

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1 City of NG 3r , Is] IWeCr]=I, I 1eIN =1191: ii Council Meeting Date: April 14, 2014 To: Honorable Mayor and City Council Members From: Agenda Item: Ron Rosenthal, Engineering Director 8U 2014 Street Reconstruction West Avenue ( 7th to Maple St.) ACTION REQUESTED: 9 Adopt Resolution No Extending the date for bid letting under Resolution No ATTACHMENTS: Resolution No Previously adopted Resolution No BACKGROUND: West Avenue, from 7th Street to Maple Street, is the 2014 street reconstruction project scheduled in the approved Capital Improvement Plan ( CIP). This segment of West Avenue is a State Aid route and eligible for state aid funding. The City received federal funding for reconstruction in 2014, and the project must be bid in the first half of 2014 to receive this federal funding. This proposed project is scheduled to be constructed under a contract administered through the engineering department, the same as the last few years. The sequence of project events prior to the action being requested on April 14, 2014 is as follows: 12/ 14/ 29 Council authorized staff to apply for federal street reconstruction funding. 12/ 03/ 2012 Council adopted the CIP with this project funded for 2014 construction. 3/ 25/ 2013 Council accepted the advisory Planning Commission' s findings that the CIP is in compliance with the Comprehensive Plan. 9/ 09/ 2013 Council approved an agreement with Stantec Engineering to assist with the environmental, historical, and hydraulic aspects of the project in the amount of $29, / 23/ 2013 Council ordered the engineer' s report for this project 10/ 14/ 2013 Council approved the engineer's report & ordered the public hearing 11/ 05/ 2013 Staff held a neighborhood meeting for the proposed project. 11/ 12/ 2013 Council held the project hearing; Ordered the improvement & preparation of plans; Established parking restrictions; and approved two design variances by resolution. 11/ 25/ 2013 Council rescinded the previous design variance resolution and adopted a new design variance resolution. 12/ 09/ 2013 Council approved CO # 1 to Stantec' s agreement for design of the Cast -in- place concrete retaining wall in the amount of $ 14, U

2 3/ 10/ 2014 Council adopted a resolution approving a request for a design variance to design the street to Major Collector standards instead of Minor Arterial standards; and Council adopted a resolution approving plan & specifications and advertising for bids. 3/ 24/ 2014 Council approved Change Order No. 2 with Stantec Engineering for overruns to the retaining wall design. DISCUSSION: On 3/ 10/ 2014, Council adopted Resolution No ( attached), approving the plans & specifications for the West Avenue street reconstruction project subject to MnDOT approval; and ordering the advertisement for bids with a bid letting on April 30, Since then, MnDOT has approved the plans, but the MnDOT Equal Employment Office ( EEO) hasn' t given staff the necessary attachments for the special provisions or authorized the advertisement for bids, so we aren' t able to advertise for bids. With federal funding, these attachments and authorization must be received before advertising can begin. Without the ability to advertise, we won' t be able to open bids on 4/ 30/ 14 due to state law requiring a minimum of 21 days of advertisement before the bid letting. After discussions with MnDOT we feel fairly confident that we can open bids on May 7th, and still present them to Council on May 12th for awarding a contract as stated in the previously adopted Resolution No Staff conferred with the City Attorney on how to remedy this issue, and it was determined that adoption of Resolution No would be the best course of action to take. FUNDING: Below are the estimated funding sources and amounts after final design, from the Engineer' s Report, and the approved CIP ( Final Design is most recent & accurate). Estimated Funding Sources: Final Design Bidding Est. Sewer Fund 237, 2 Water Fund 360, 249 Water Service Assessments 76, 5 Sewer Service Assessments 90, 1 Street & Sidewalk Assessments (Assess. Fund)= $ 165, 110 Municipal State Aid ( gas tax allocation) 735, 792 Federal Highway Administration ( FHWA) 1, 096, 0 Storm Water Fund 0 Estimated Total Project Funding 2, 760, 753 tgineer tgineer ss Report Report 219, 219, , 368, , 76, , 90, , 165, , 67, , 1, 096, 096, , 193, , 2, 275, 275, CIP CIP 238, 238, , 313, , 155, , 393, 0 0 1, 1, 096, 096, 0 0 2, 2, 196, 196, 0 0 RECOMMENDATION: RECOMMENDATION: Staff Staff recommends recommends adopting adopting Resolution Resolution No. No as as presented. presented. FOOR FOOR

3 Extending the Date for Bid Letting under Resolution No Reconstruct West Avenue from 7th Street to Maple Street WHEREAS, pursuant to Resolution No adopted by the City Council on March 10, 2014, the City Council approved plans and specifications for the improvement of West Avenue from 7th Street to Maple Street ( Project Number MSAP ), a copy of which is on file in the city clerk' s office, subject to MnDOT State Aid review and approval, and WHEREAS, pursuant to Resolution No. 6657, the city clerk was ordered to prepare and cause to be inserted in the official paper, an advertisement for bids upon the making of such improvement under such approved plans and specifications, and WHEREAS, pursuant to Resolution No. 6657, the advertisement was ordered to be published for 21 days, to specify the work to be done, and to state the bids would be received by the city clerk until 2: p. m. on Wednesday, April 30, 2014, and WHEREAS, the date for bid letting under Resolution No must be extended to allow for 21 days of publishing because MnDOT has not yet authorized the City to advertise for bids. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF RED WING, MINNESOTA: 1. The city clerk shall prepare and cause to be inserted in the official paper, an advertisement for bids upon the making of such improvement under such approved plans and specifications. The advertisement shall be published for 21 days, shall specify the work to be done, shall state the bids will be received by the city clerk until 2: p. m. on Wednesday, May 7, 2014, at which time they will opened in the council chambers of the city hall by the city clerk and city engineer, will then be tabulated, and will be considered by the city council at 7: p. m. on May 12, 2014, in the council chambers of the city hall. 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 city clerk and accompanied by a cash deposit, cashier's check, bid bond or certified check payable to the city clerk for 5 percent of the amount of such bid. Adopted by the Council this 14th day of April, ATTEST: Lisa Pritchard Bayley, Council President Kathy Seymour Johnson, MCMC City Clerk FOOR

4 seal) Presented to the Mayor at _. m. on this day of April, Approved this day of April, Daniel D. Bender, Mayor FOOR

5 Resolution No Approving Plans and Speciffcations and Ordering Advertisement for Bids Reconstruct West Avenue from 7th Street to Maple Street WHEREAS, pursuant to a resolution passed by the City Council on November 12, 2013, the City Engineer has prepared Plans and Specifications for the improvement of West Avenue from 7th Street to Maple Street by reconstruction of the sanitary sewer and services and water main and services; as well as reconstruction of the street by removals, storm sewer, cast -in -place concrete retaining wall, grading, aggregate base, bituminous pavement, concrete curb and gutter, concrete sidewalks, street lighting, boulevard restoration and related construction, and has presented such Plans and Specifications to the City Council for approval; NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF RED WING, MINNESOTA: 1. Such plans and specifications ( Project Number MSAP ), a copy of which is on file in the city engineer's office, are hereby approved, subject to MnDOT State Aid review and approval. 2. The city clerk shall prepare and cause to be inserted in the official paper, an advertisement for bids upon the making of such improvement under such approved plans and specifications. The advertisement shall be published for 21 days, shall specify the work to be done, shall state the bids will be received by the city clerk until 2: p. m. on Wednesday, April 30, 2014, at which time they will be publicly opened in the council chambers of the city hall by the city clerk and city engineer, will then be tabulated, and will be considered by the city council at 7: p. m. on May 12, 2014, in the council chambers of the city hall. 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 city clerk and accompanied by a cash deposit, cashier's check, bid bond or certified check payable to the city clerk for 5 percent of the amount of such bid. Adopted by the Council this 10th day of March, Lisa Pritchard Bayle Co u it President K thy. w JAMMCMC seal) / Presented to the Mayor at % S^ fṃ. on this! p day of March, Approved this day of March, Daniel D. Bender, Mayor