ITEM 1 Needham/LaBeaux projectsCITY 01
0 t
epi-)
MEMORANDUM
`i+o. Mayor and City Council
J
FROM: Lod Johnson, City Administrator
[SATE: July 31, 2013
SUBJECT: Needham and LaBeaux Project Summaries
At the special meeting on AugLIst 1, staff will review with the Council updated financial
summarles for the Needham and LaBeaux projects. No action Is requested at this ryneeting; the
presentation Is hnform doral only Council IS fully Informed before making
ing
decisions on how and if the projects will .proceed. All action Iters related to the projects .are
scheduled for the ALrgust 12 Council nneeting,
Attached are se earl Iters for each project:
o Project Surnmary
0 Engineer's EngineerIng Cost Summary (The total project cost on these differs from the
Project SUmmary because of legal and other costs not included In the engineer's
summary.)
o List of options and cor nment
Additionally, an Engineering Cost Summary for the i adler project is included, `11111 highlights
the engineering cost difference between at) assessed project and one funded with storm water
funds.
You will rote when reviewing the options and comments, that I 1111clUded as many options as
possible even thOLIgh some are not recommended, The reasons some are not recommanded
are outlined to a limited extent In the comments section and will be discussed In greater depth
at the meetIng.
City En lneerFon Wagner and Twill review the SL111111naries In detail attonnorro is meeting and
are prepared to answer Council JUestions.
Project Cost
Construction
Streets
Storm Sewer
Subtotal Construction
other
School Crossing
Land Acquisition
Subtotal Other Costs
Overhead and Contingency
Engineering
Estimate to completion
Legal
Estimate to completion
Planning
Appraisal
Subtotal Overhead & Contingency
Tota I Project Cost
Funding Sources
Special Assessments
4,433.75 x 16
4,371.68 x 16
City Share
Otsego Creek
Street Fund to be determined
Updated July 30, 2013
Administration
8/5/2013 8:34 AM
LaBeaux Project Summary
March 11, 2013
May 13, 2013
2013
Feasibility
June 4, 2013
July 22, 2013
121,000.00 1140886.00 61.82% 149,711.70
CIP
Estimate
Bid
Update
26.67%
1971000.00
118,235.00
127,342.47
1271342.47
69-57
40.71%
36,620.00
55,706.35
550706.35
30.431
1970000.00
154,855,00
183,,048.82
183,r048.82
78.75%
2t500-00
6,930.00
-
-
90430.00
4.06%
30j971-00
36,609.76
27,607.00
71700.00
2,421-50
725.00
1,500.00
-
30,971.00
36,609.76
39,953.50
17-19%
197,000.00
185,826.00
219p6S8.S8
232,432.32
764000.00
70,940.00 38.181
17.99% Over Budget
69,946.88
31.84%
69,946.88
30-09%
121,000.00 1140886.00 61.82% 149,711.70
68.16%
162p485.44
69-91%
36t0OO.00 58,579.62
26.67%
67,365.20
29.20%
85,000.00 914132.08
41.49%
94,620.24
40.71%
Engineering Cost Summary
LaBeaux Avenue
Project Phases
Feasibility Report
Bidding
Design
Specifications
Survey
Assessments
Easements and ROW
Contract Admin
Observation
Staking
Project Bid Cost
Slavik Land Appraisl
School Crossing
Estimated Total
Potential Funding
Assessment
Otsego Creek
Street Reconstruction
Collector Street
Spent
6..418.00
$ 1,019-
,3 1.00
$ 1..509.00
$ 2.301.00
$ 1,771.00
$ 4,328.00
Estimated
Remaining
$ 11560-00 $ 340.00
$ 6,00.00
$ 960.00
$ 27,607.00 $ 7,700.00
$ 55,70635
$ 31,324.98
$ 690936-00
% Explanation
$ 66..847-62
3.51%
$ 53,412.22
0.56%
$ 37,589-98
4.53%
$ 221,785.82
0.82%
1.48%
0.97%
2.36% Not Anticipated
Storm water iss u e from Peasant Creek; McShane
Back yard; Centerpoint gas main; letter to utilites
1.04% for locates; permit from county
3.50%
0.52%
$ 35..307.00
19.29%
$ 183,048.82
6o930-00
2-SOO.00
$ 690936-00
30.70%
$ 66..847-62
- 29.350
$ 53,412.22
23.45%
$ 37,589-98
16-50%
$ 221,785.82
100-00%
LaBeaux Iniprovement Protect
Options:
1. Continue with project as is. City funds 70%. Assessments fUnd 30%.
2. Don't award contractor authorize project ars begin 429 process again to assess higher amount.
3. Don't award contract or authorize project.
Coninients:
0 8 of 16 easements received to (late. At least one more expected soon.
0 City Attorney will send letter to those who haven't signed regarding 1) ote ntia I code violation if
they Impede drainage.
0 Bids expire August 12, 2013.
0 If reassessed at h1gher rate, project Is delayed Until 2014.
0 Reassessnient adds approximately $5,000 in project cost.
0 Project eliminates .5 miles of gravel road.
0 Funding:
o 2013 CIP
0 $85,00[ Street Reconstruction Fund
0 $36,000 Otsego Creek Fund
n ,000 Assessments
o As PrOjeCt CUrrently exists
N $95,.000 Street Reconstruction FUIld ($10,000 over bUdgCt)
a $68,000 Otsego Creek Fund ($32,000 over budget)
a $70,000 Assessments ($6,000 under budget)
Assessments were intended to cover half of the street assessment. Based on current project
costs, the assessment WOUICI be $5,241.75 per parcel for a total of $82,,284.06.
Administration: July 31, 2013
Project Cost
Storm Sewer
Overhead and Contingency
Engineering
Estimate to completion
begs I
Estimate to completion
Planning
Needham Project Summary
Original
Phase I
Feasibility
Feasibility
July 10,, 2013
Estimate
Estimate
Bid
411635.00
43,697.00
39.,234.00
5"0000.00
n/a
n/a,
Subtotal Overhead and Contingency 5'.000.00
July 23, 2013
Update
3%234.00 59.07%
22.,668.00
41160.00
72.50
290.00
27.190.50 40-93%
Total Project Cost 46,635.00 43 697.00 39..234.00 66.1424-50
Funding Sources
Special Assessments
City Share
Source to be identified
Updated July 30, 2013
Administration
7/31/2013 11-28 AM
44,144.00 94.66%
2,491.00 5.34%
44,144.00 44,144.00 66.461
22..280.50 33.54%
Engineering Cost Summary
Needham Avenue
Project Phases Spent
Feasibility Report
8,313-00
Bidding
446.00
Design
$
7..619.00
Design - Phase 1
2..295.00
S u rvey
1.,747.00
Additional Services
$
2P248.00
Contract Admin
Observation
Staking
Project Bid Cost
Estimated Total
Potential Funding
Assessment
Out District -220
Shortfall
Estimated
Remaining
$ 800.00
$ 2,400.00
$ 960-00
$ 22,668-00 $ 4,160.00
% Explanation
Redoing assessment roll w/ and w/o Goenner;
21.19% adjusting boundary several times - 4 versions
1.14%
19.42% Small project - extremely flat
5.85% Redesign
4.45% Additional due to edge of boundary issues
5.73% Communications w/ Goenner; Design height of berm
2.04%
6.12%
2.45%
260,828.00 68-38% Estimated at 35%
$ 39,r234.00
66,062.00
$ 43,697.00 $ 35,762.09 81.84%
$ 7.,934.91 18.16%
$ 43p697.00 100.00%
$ 22,365.00
Needham Storm Water Improvement Project
Options:
1. Continue with project as is, City funds 34%. Assessments fUnd 66%.
2. Don't award contract or authorize project and begin 444 assessment process again to assess
higher MIOLML
3. Dont award contract or authorize project.
4. Dont award contract or authorize project. Begin process for expianded project to inClUde
southerly portion of development.
Comments:
a Project reduced In scope from 2013 CIP due to cost.
0 Funding;
o 2013 CI
$ 5,000 Storm Water OUt of District Fund
$39,,000 Assessments
o As project currently exists
a $22,000 Storm Water Out of District FLUA ($17,000 over budget). Puts fUnd in
deficit until 2017 unless 2014 levy Is increased to cover the deficit,
a $44,000 Assessments ($5,,000 over budget)
0 No financial advantages to combining with SOLIthern area,
0 If project is reassessed, it becomes a 2014 project.
0 Reassessment adds approximately $5,000 to project cost.
0 Current blds. are good through AUg(JSt 10, 2013. Contractor has agreed to extend thl-OLIgh
August 12, 2013.
0 Goenner assessment or project compleflon — an assessment waiver needs to be signed.
0 Assessment is scheduled to be adopted In September,
0 Cost to City is the same whether the project Is awarded or not because the amount spent to
date on engineering and legal Is approximately the same as the City share if the project is
awarded.
0 City share could be fUnded by 2014 OLA of District tax levy.
Administration: July 31, 2013
Engineering Cost Summary
Kadler Avenue
Estimated
Project Phases Spent Remaining
Feasibility Report
Bidding
$
785.00
Design
$
2,059.50
Specs
$
358.00
Survey
$
972.00
Additional Services
451-50
Contract Admin.
507.00 50 0.00
Observation
2..400.00
Staking
$
280.00 480.00
Project Bid Cost
Estimated Total
Explanation
0.00%
1.67%
4.37%
0.76%
2.06%
0.96% In out district determination
2.14%
5.09%
1 iq 1 ID/,,
$ 5,413,00 $ 31380-00 $ 8,793.00 18.66%
dt A7 I *71nn
Potential Funding CIF
Out District -220 $40l000-00 17% 9,.505.38
In District - 222 $ 83% $ 46,408-62
100% $ 55,,914.00
Engineers Estimate was $33k so 42% over
July 31., 2013
70"' STREET TIMELINE- REVISED AS PER ADDITIONAL REVIEW
REQUIREMENTS
August 12 201.3- Council orders additional Noise Study
Se ter ber 9 2013- Noise study completed and approved by Council
September 10, 2013- Noise study provided to appraiser to reevaluate corri or
appraisals,.
October 1, 2013- Project Metro approved.
October 2, 2013- Preliminary letter regarding acquisition seat to property owners.
October 14, 2013- Revised appraisals received and approved by Council.
October 15- 21 2013- Written offers presented to property owners,
November 15.22 2013- Notice of Intent to Fake Possession seat to property
owners,
December 15, 2013- proposed date for Court Hearing on Eminent Domain.
Approved appraisal amounts submitted into Court,
January 1., 2014- Order for Condemnation Issued by Judge
February 15- March 1., 201 4- Ninety day Quick Fake period ends. City takes
possession of property and can order bids on the Project.
The City cannot make offers to the property owners until the Project Memo is
finally approved. The City cannot advertise for bids until right of moray has been
obtained either by negotiation o • by condemnation.
The results of the Noise Study may impact appraisal amounts of properties with
residences located close to the road e rridon
The above time line would allow for construction in 2014. Please note that this is
the most optimistic time line under the current circumstances and is subject to
change based upon unforeseen circumstances such as delay in the Noise Study,
delay in Project Memo approval, delay in appraisals, or scheduling problems with
the Coin*t.