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HomeMy WebLinkAboutIX-01 (a,b) 2025 Neighborhood Infrastructure Improvements and Authorize Advertisement for Bids City Council Memorandum To: Mayor Fasbender & City Council Members From: Cody Mathisen, P.E. – City Engineer Date: March 3, 2025 Item: Conduct Public Hearing and Consider Resolution to Approve Plans and Specifications for the 2025 Neighborhood Infrastructure Improvements and to Authorize Advertisement for Bids COUNCIL ACTION REQUESTED Council is requested to conduct a public hearing regarding the proposed scope and features of City Project 2025-1, the 2025 Neighborhood Infrastructure Improvements. Additionally, the Council is requested to consider adopting the enclosed resolution approving the plans and specifications and authorizing advertisement for bids. This is a City initiated project, therefore by MN Statute, a supermajority (six of seven votes) of the Council must vote in favor of the resolution in order to approve it. BACKGROUND - PROPOSED IMPROVEMENT PROJECTS & DESIGN FEATURES The 2025 Neighborhood Infrastructure Improvements project includes street and utility upgrades across seven city streets. These improvements range from street reclamation with limited utility work to full street and utility reconstruction. Each street and its corresponding scope of work are detailed below. ➢ IMPROVEMENT AREAS The streets to be fully reconstructed include: • 1st Street West – Farm Street to CSAH 42 • State Street – 1st Street West to 7th Street West o Note: State Street from 3rd to 4th Street was not part of the original project scope identified in the City’s capital improvement plan in 2024. This segment, last rehabilitated in 2006, was discovered upon further analysis to need utility repairs consistent with the remainder of the corridor. Staff brought this consideration as well as the added benefit of improving street width alignment if this block were to be included to the operations committee in December of 2024. The Committee ultimately agreed with staff’s recommendation to include this segment into the project. • Farm Street • Fraiser Street The streets to be reclaimed include: • 1st Street West – Pleasant Drive to Farm Street • Prairie Street – 3rd Street West to TH-55 • Olive Street • 1st Place ➢ COMPLETE RECONSTRUCTION AREAS SCOPE • Pavement: The pavement surface on most of the proposed reconstruction areas is extensively deteriorated and in need of complete replacement. Correction involves complete reconstruction of the street with new underlying base material and a new pavement surface. • Curb & Gutter: Full replacement to improve drainage and protect the edges of pavement surface. IX-01 (a,b) • Drainage Systems: Upgrades will include upsizing, extensions, repairs, and additional inlets. • Sanitary Sewer & Water Systems: Systems are aged and are showing signs of failure, which need to be removed and replaced or heavily rehabilitated. ➢ RECLAMATION AREAS SCOPE • Pavement: Reclamation (grinding up) of existing pavement and base material for reuse, followed by a new pavement surface. • Curb & Gutter: Majority will remain; only damaged sections or those inhibiting proper drainage will be replaced. • Drainage Systems: Minor extensions, repairs, and additional inlets. • Water System: Spot rehabilitation of gate valves and fire hydrants as needed. ➢ STREET WIDTHS • Reconstructed streets may be narrowed to calm traffic, reduce long-term maintenance costs, and reduce snow removal efforts. Modifications to existing street widths include: o Fraiser Street: To be reduced from 36 feet to 32 feet ▪ 32’ width is standard for low-volume residential streets with two-sided parking. Street only carries approximately 100 vehicles per day. o State Street (1st to 4th Street): To be reduced from 36 feet to 32 feet ▪ Similar rationale to Fraiser Street; carries <250 vehicles/day. ▪ Note that State Street from 4th Street to 7th Street is being kept at 36’ wide to accommodate increased parking demand near Lions Park. 4th Street serves as an effective delineator of this change in width as 4th Street is a collector roadway. • Because reclamation streets keep the existing curb in place, the ability to narrow is not an option on these roadways as part of this project. ➢ PARKING NEEDS • 1st Street West Parking Adjustments 1st Street will be receiving upgrades regarding on-street parking demand generated by the adjacent hospital and senior living facilities. Staff has coordinated extensively with representatives from these organizations on the solution proposed within the project Plans. o Pleasant Drive to Farm Street: Parking allowed on both sides except near 1215 1st Street West (visibility concerns on North Side) and 50’ west of Farm Street along the South side. o Farm Street to Olive Street: Dedicated parallel parking areas will be established along the north side of the road. No parking will be allowed on the south side. o Olive Street to CSAH 42: No parking will be allowed on either side of the road due to the constricted (30-foot wide) curvilinear roadway in this section. • Even with the narrowing described in the previous section for select blocks, all proposed street widths within the project area are sufficient to accommodate parking needs. IX-01 (a,b) ➢ SIDEWALKS AND TRAILS • A new 5-foot sidewalk will be added on the north side of 1st Street, closing a pedestrian facility gap between Pleasant Drive and CSAH 42. • Due to right-of-way restrictions along 1st Street between Olive Street and CSAH 42, an easement agreement has been obtained with the Regina Senior Living property that allows for routing the sidewalk around Soldiers and Sailors Cemetery. This sidewalk will be dedicated for public use within this permanent easement. Maintenance such as snow clearing will be completed by Regina Senior Living staff in combination with Allina Hospital. ➢ UTILITY INFRASTRUCTURE UPGRADES • Full Reconstruction Areas: o Replacement of water and sanitary sewer main lines. o Replacement of sewer and water services within the right-of-way. o Storm sewer enhancements for drainage and water quality. • Reclamation Areas: o Spot repairs to water system gate valves and fire hydrants. o Minor storm sewer upgrades to enhance surface drainage. ➢ EXISTING TREES – REMOVALS AND REPLACEMENTS • There are several mature trees located within the boulevards of this Neighborhood. Staff has collaborated with the City Forester to identify and retain healthy boulevard trees to the extent possible with the proposed improvements. • Despite efforts to avoid removals, approximately 15 trees will be removed. It is worth noting that several of these trees are diseased Ash trees or their removal is seen as advantageous by the property owners. All property owners will be individually consulted about these removals. • Any property owner that has a tree removed as part of construction will have the option to select a replacement tree that will be planted as part of the project at no cost to the owner. Staff will be working in the coming weeks to finalize desired replacement tree selections with each property owner. ➢ OTHER ISSUES AND COMMENTS • Operations Committee Meetings: o On December 9, 2024, the Committee supported the proposed project scope and assessment plan. o The committee supported staff recommendations to incorporate a new sidewalk along 1st Street as well as to include the block of State Street between 3rd Street and 4th Street into the scope. • Public Outreach: o Notices were mailed to property owners with project details and resources including a link to a video overview presentation. o A public open house was held on January 23, 2025, at the Hastings YMCA. o ~27 of 98 assessed property owners (28%) have provided feedback via meetings, surveys, and the open house. o General support has been expressed for the project’s scope and features. IX-01 (a,b) ➢ OVERVIEW OF ASSESSMENTS IMPACT • Assessment Rates Assessment rates were determined based on an analysis completed by a third-party appraiser for each property type within the project area. This analysis determined the special benefit anticipated for each property based on the type of improvement taking place. A summary of the assessment rates generated utilizing this report are as follows: o Single Family Home Reconstruction Area - $7,200 per Lot o Single Family Home Reclaim Area - $6,000 per Lot o Total Estimated Private Assessments - $724,213 o Additional details and rates for other property types including commercial, agricultural, twin homes, and apartments will be discussed further at the assessment hearing planned to be held at the April 7th City Council Meeting. • Community Development Block Grant (CDBG) Funds: o Dakota County CDA informed City staff on February 20, 2025, that CDBG abatement funds may not be available due to federal funding pauses. o Staff will monitor this situation closely and provide an update at the assessment hearing. ➢ FUNDING SUMMARY • Total Pre-Bid Cost Estimate: $4,515,000 o Includes engineering, construction, administration, and contingency costs • Funding Sources o General Obligation (G.O.) Bonds for Street and Storm Sewer Improvements: $3,050,000 o Utility Revenue Bonds: $1,465,000 Total (Sanitary Sewer: $520,000 and Water: $945,000) • The project is tracking to be funded within the City’s funding parameters for the 2025 Budget. ➢ SCHEDULE • The timeline for this project is to begin construction by May and substantially complete by late September. COUNCIL ACTION REQUESTED Council is requested to conduct the public hearing for the project and approve the resolution ordering the improvements, approving the plans and specifications, and authorizing the advertisement for bids. ATTACHMENTS ➢ Resolution Approving the Project and Authorizing the Advertisement for Bids ➢ Project Map ➢ Neighborhood Meeting Comments & City Staff Responses IX-01 (a,b) CITY OF HASTINGS DAKOTA COUNTY, MINNESOTA RESOLUTION NO. RESOLUTION APPROVING THE PLANS, AND AUTHORIZING THE ADVERTISEMENT FOR BIDS FOR PROJECT 2025-1, THE 2025 NEIGHBORHOOD INFRASTRUCTURE IMPROVEMENTS WHEREAS, a resolution of the City Council adopted the 3rd day of February, 2025, ordered a hearing on the proposed infrastructure improvements on City Project 2025-1, and WHEREAS, required mailed and published notices of the hearing were given, and the hearing was held thereon on the 3rd day of March, 2025, at which all persons desiring to be heard were given an opportunity to be heard thereon. NOW, THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF HASTINGS AS FOLLOWS; that 1. Such improvements are necessary, cost-effective, and feasible as detailed in the feasibility report. 2. Plans and specifications for these improvements prepared by the Hastings City Engineer are hereby approved. 3. The City Engineer and City Clerk shall cause to be made a matter of record via this resolution any amendments to design features made by the City Council at the March 3rd, 2025 City Council meeting. The City Council hereby amends the project scope and plans as follows: 4. The City Engineer shall prepare and cause to be published on the Quest Construction Data Network web site and on the City of Hastings official web site an advertisement for bids for the construction of the approved Project 2025-1. The advertisement shall be published for three weeks, shall specify the work to be done, shall state that bids will be opened virtually on a date and time to be determined, and that no bids will be considered unless sealed and filed with the Clerk and accompanied by a cash deposit, cashier’s check, bid bond, or certified check payable to the City of Hastings for 5% of the amount of each bid. ADOPTED BY THE CITY COUNCIL OF HASTINGS, MINNESOTA, THIS 3rd DAY OF MARCH, 2025. Ayes: Nays: Mary D. Fasbender, Mayor ATTEST: Kelly Murtaugh, City Clerk SEAL IX-01 (a,b) IX-01 (a,b) Number Address Name Resident Questions/Comments/Concerns City Staff Response 1 1125 1st w Lee Anderson The resident filled out the online form with the following questions: 1. How far into the property on south side of 1st and what about HBC cable that was just installed? 2. Does the 36 ft include the bump in and how does this slow traffic which is already out of control? Called and left a message for Lee on 1/21/24 at 12:50PM. Cody and Bo talked to the resident at the open house. All of the residents questions were answered, and he seemed pleased with the responses. 2 620 Prairie St Elayne Lukowicz The resident filled out the online form with the following question: Is this reclaim on Prairie street going into my yard or just the street in front? Called and explained the irrigation responsibility and process. The resident was not happy about being responsible for irrigation costs. Bo informed Elayne that we will do our best to avoid the irrigation, and the steps she can take to help this process. I let her know we will be updating her before we do any work in her area, and along the way. These updates will have tips on how the residents can help us avoid damaging the irrigation systems. 3 827 4th St Charles and Carol Raway The resident filled out the online form with the following question and comment: Why are you replacing the curb and gutters from the corner of 4th to the other side of my driveway apron but you not replacing my driveway apron? Water has been undermining the street there for the last 40 years as well. I would like to see a storm drain added on my side (east side) of prairie street south of the 4th street intersection. I have had to live with run off and puddles at my driveway apron for the last 45+ years. it is a real mess in the spring when the snow melts. Snowplow drivers generally leave the snow 3 feet away from the curb and water has melted and refrozen there for 45+ years. Please address this issue. Informed the resident we will be replacing his driveway and improving the drainage in his area. Also let him know that we will look into adding a structure near here property after we receive the storm water modeling. The resident was happy with these answers and also attended the open house. 4 928 7th St W James Mackey, Diane McLain The resident filled out the online form with the following questions: 1. I have an irrigation system that is close to the curb, on state street, how far, from back of curb, will construction interfere with my irrigation system? 2. If my concrete driveway needs to be cut back, will it be poured back with construction or will I have to pay for the concrete to be reinstalled? 1. Called and explained the irrigation responsibility and process. Bo informed James we will give updates before when start construction along his property. 2. Informed James we will most likely not be impacting his driveway, but if we do we would replace his driveway with the same material. 5 929 W 6th St Dan Mann No Comments NA 6 416 State Street Dave Schmmidt / Kathy Carlson The resident filled out the online form with the following comment: Leave State Street at 36ft. When they have soccer and baseball (at Lions Park) these side streets are packed with cars, you have a hard time seeing around the corners. Not happy about paying for assessments on 5th street in 2022 and now for State street in 2025. Staff let the resident know that we would look into this and consider keeping that block at 36' with the additional parking considerations. The resident was also at the open house. 7 117 Farm St. Lynda Holzemer The resident filled out the online form with the following question: In 1985 when we were assessed for Farm St our assessment was based on lot size. So the bigger homes with larger lots paid more for their access area. This time is all the same? I think it is wonderful that you are addressing the parking on first street. That is an accident waiting to happen. Called and left a message on 1/21/24 at 3:30. Spoke with this resident and generally explained the per-lot methodology that has been adopted with this project and how it was selected as the most equitable way to distribute assessments for the project. 8 124 Farm Street Nick Conzemius The resident asked the following questions: 1. What will happen with the curb cut from 124 to Farm Street? 2. How are future development plan effected? 3. What about tree removal 1. The resident has not yet decided what he would like to do with the curb cut on Farm. Resident will inform us to replace or remove prior to construction 2. Discussed future development plans for agricultaural parcel. The general plan (unknown timeline) is to develop with a cul-de-sac backing up to 1st Street (no direct access). This assisted staff with utility planning for this area. 3. Talked about tree removal for rental property 122 Farm Street- Cleared and interested in tree replacement program. 9 121 1st Pl Mary and Ed Fleming No Comments NA 10 101B Farm St Sandy Qumpza Attended open house Presented to residents at open house and answered any questions they had about the project. Answered questions about driveway access and assessments. 11 120 1st Pl Rose Tappella Attended open house Presented to residents at open house and answered any questions they had about the project. 12 1104 2nd St August Fox Attended open house Presented to residents at open house and answered any questions they had about the project. 13 110 Farm St Mark and Linda Schutt Attended open house Presented to residents at open house and answered any questions they had about the project. 14 1128 2nd St Kelly and Allan Cordes Attended open house Presented to residents at open house and answered any questions they had about the project. Talked with the residents about their landscape, trees, and driveway. Will set up an on site meeting with the resident in the future. 15 311 State St James Bzoskie Attended open house Presented to residents at open house and answered any questions they had about the project. 16 931 1st St Ann Voelker Attended open house Presented to residents at open house and answered any questions they had about the project. 16 931 1st St Steve Voelker Attended open house. Asked about sanitary service to the home that his brother lives in (931 1st Street) Took note of the residents concern with the sanitary sewer service and discussed with him the exisiting utilities thoughout the corridor of State Street. Took down his contact information to follow up with when designing the sanitary on State Street. 17 931 1st St Bob Voelker Attended open house. Also asked about the property at 931 1st Street and parking along 1st Street infront of his home. Discussed the changes in parking along 1st street with the resident and how this should leave less cars infront of his driveway. Also discussed the sanitary service with Bob as we did with Steve and took down his contact information to include him on the follow up meeting when designing sanitary. 18 839 5th St Sarah Hummel Attended open house Presented to residents at open house and answered any questions they had about the project. 19 1333 Honeysuckle Jacob Dean Attended open house Presented to residents at open house and answered any questions they had about the project. 20 106 State St Geoffrey Appelgren Attended open house. Asked about driveway access and the general construction process for his son who lives on the project. Informed the resident that even though the street will be closed to trhough traffic all residents living on streets impacted will be allowed through an will have maintained access to their driveway for the majority o the project. We also informed the resident of a general construction schedule and that notices will be coming out before work is done on his particular street. 21 303 State St Ralph and Mary Meuwissen What is the assessment cost for my lot? Will there be impact to my walk out sidewalk? Explained the assessment process and explained that we will replace what we tear out on their outwalk to the curb. 22 103 Farm St James and Konnie Jacoby Called and had questions about driveway and mail box. Answered all the questions over the phone. Follow up meeting and residents home on 1/28/2024 to go over driveway expectations. 23 122 State St Kris Schmit Called with a question about the timeline for construction that will be orrucing infront of 122 State St. She is concerned with driveway access since she cannot walk or carry things very far. Called back and explained that we do not have a specific schedule yet but we would keep her updated as we learned more about the specifics. Told the resident that we would work with her as the time gets closer to make sure that she is able to have access to the driveway. This could either be through a temporary driveway or through shutting down 1/2 of the driveway at a time. The appartment building driveway is a double drive so pouring it in segments should be an option. 2025 Neighborhood Improvements Project - Public Engagment Comments & Responses IX-01 (a,b)