08-29-2023 Special Council MeetingRICHFIELD MUNICIPAL CENTER, NOTICED TO BE HELD IN
BARTHOLOMEW ROOM
MOVED TO COUNCIL CHAMBERS
AUGUST 29, 2023
4:00 PMCall to order
OTHER BUSINESS
1.Consider approval of a change order to design and install a soil retention system for the 65th
Street Reconstruction Project in order to replace sanitary sewer and install a stormwater box
culvert.
Staff Report No. 104
2. Consider authorizing the City Engineer, City Manager, and Mayor to execute a Construction Work Order
agreement with MnDOT and the I-494 Project 1 design-build contractor for the construction of a sanitary sewer
crossing underneath I-35W.
Staff Report No. 105
3. Adjournment
Auxiliary aids for individuals with disabilities are available upon request. Requests must be made at least 96
hours in advance to the City Clerk at 612-861-9739.
AGENDA SECTION:OTHER BUSINESS
AGENDA ITEM #1.
STAFF REPORT NO. 104
CITY COUNCIL MEETING
8/29/2023
REPORT PREPARED BY: Olivia Wycklendt, Civil Engineer
DEPARTMENT DIRECTOR REVIEW: Kristin Asher, Public Works Director
8/23/2023
OTHER DEPARTMENT REVIEW: N/A
CITY MANAGER REVIEW: Katie Rodriguez, City Manager
8/23/2023
ITEM FOR COUNCIL CONSIDERATION:
Consider approval of a change order to design and install a soil retention system for the 65th
Street Reconstruction Project in order to replace sanitary sewer and install a stormwater
box culvert.
EXECUTIVE SUMMARY:
Background
Consistent with City Council direction, the Capital Improvement Plan (CIP), and the City's Comprehensive
Plan, staff has been working towards the construction of the 65th Street Reconstruction Project over the past
few years.
The 65th Street Reconstruction Project consists of a full road reconstruction to replace existing deteriorating
infrastructure along the 65th Street corridor between 66th Street/Rae Drive and Nicollet Avenue. In addition to
this road reconstruct, other improvements along this corridor include pedestrian improvements on Lyndale
Avenue and the implementation of new trail along Richfield Lake on the North side of 65th Street. New
stormwater infrastructure will be installed to address historical flooding issues in the area, and to
accommodate any additional runoff that may occur from the redevelopment of the HUB property. The existing
18-inch watermain that runs through the HUB property will be relocated to 65th Street to allow for more
flexibility when the HUB property redevelopments.
Necessity for Change Order
During excavation for the sanitary sewer replacement and storm sewer box culvert on 65th St, City staff were
notified by Enclave, the owners of the Lynvue Apartment property, that the Lynvue building had been
constructed on a four foot deep foundation and they were concerned about the stability of the building during
excavation. Work was immediately stopped and staff reached out to consultant geotechnical engineers at
Braun Intertec to assess the risk to the Lynvue building and the need for an engineered soil stabilization
system.
Analysis by Braun Intertec shows that an engineered soil retention system is needed to install both the storm
sewer box culvert and the sanitary sewer without impact to the Lynvue building. The system deemed most
appropriate is the installation of permanent H-Piles with a timber lagging wall. In the interest of future
maintenance access to the City's utilities, and to eliminate the risk of vibratory impacts to the Lynvue building
during the removal of temporary H-piles, a permanent solution is proposed as the best course of action.
The anticipated cost to design and construct the soil retention system, modify the project's utility design, and
accommodate any costs that may arise due to project delays is estimated to be $700,000. The project's
existing contingency is nearly exhausted. I n order for the project to maintain a reasonable schedule and allow
maintenance access to City utilities in the future, staff is advising that City Council approve the change order
for the soil-retention system along 65th St.
The cost for the design and installation of the soil retention system, minor design and construction
modifications to the sanitary sewer and storm sewer, and possible project delay costs will be borne by the
project, however funding sources will need to be identified. Staff are investigating potential funding sources,
including utility funds, franchise fees, Municipal State Aid construction funds, and Tax I ncrement Financing
(TI F) pooled funds, and capital reserves, among other sources.
Staff and the City Attorney are investigating whether any external organizations could or should share
responsibility for the extra costs incurred with this change order, as well as determining what requirements will
be needed in future redevelopment reviews to ensure similar situations do not occur in the future.
RE C O M M E ND E D AC T I O N:
By Motion: Approve the change order to design and install a soil retention system for the 65th St
Reconstruction Project to replace sanitary sewer and install a stormwater box culvert.
B AS IS O F RE C O M M E ND AT I O N:
A.H IS TOR IC AL C ON T E X T
Need for Soil Retention System
On J uly 19 of 2023, the City received a letter from Enclave Companies formally notifying the City of
their concerns regarding the soil stabilization surrounding the footings of the building at 6501 Lyndale
Ave S while excavation for storm sewer installation was being prepared as a part of the 65th St
Reconstruction Project. They requested that the City remedy this risk and provide documentation
showing appropriate densities/specifications of the soil required for the building. This risk largely results
from the building's footings being approximately 4' in depth.
Over the course of the next several weeks, the City hired Braun I ntertec as a consultant to analyze the
situation and propose possible design solutions so that the 65th St Reconstruction Project may continue
to move forward with sewer and stormwater installation while minimizing risk to the Lynvue Apartments.
Several solutions were investigated, including soil solidification, a W -section Retention wall, and
temporary or permanent H-Piles with timber lagging. Soil solidification was both costly and has yielded
mixed results in the past, so it was removed as a possible solution. T he two solutions that were
deemed most appropriate were to install either a temporary or permanent H-Pile with timber
lagging soil retention wall.
Braun reached out to Veit, Bolander, and Minger for quotes on these solutions. Bolander's estimate
came in at the lowest, with the temporary wall being estimated at a cost of $445,687.00 and the
permanent wall at $525,706.00.
Braun indicated that it had concerns with removing the H-Piles in the case of a temporary soil retention
system, as the vibration from the removals could pose a risk to the footings of the Lynvue building.
Additionally, the permanent H-Pile system would allow for safer maintenance access to the underground
utilities in the future.
For these reasons, staff are recommending the installation of a permanent H-Pile with timber lagging soil
retention wall parallel to the Lynvue Apartments on 65th St.
B.P OL IC IE S (resolutions, ordinances, regulations, statutes, etc):
The 65th Street Reconstruction Project is consistent with the following approved plans:
5 Year Street Reconstruction
Comprehensive Plan (Chapter 7 - Transportation)
Pedestrian Master Plan
Bicycle Master Plan
Street Reconstruction Guiding Principles
Complete Streets Policy
Arterial Roads Study
C.C R IT IC AL T IMIN G IS S U E S:
For project construction to continue and remain on schedule, the change order must be approved.
D.F IN AN C IAL IMPAC T:
T he overall project uses/sources is attached.
The contingency for the project at the time the contract was awarded was $206,700 (2% of
construction costs); 2% is typical for contingency at time of project award.
As of August 21st, 2023, the total amount of approved change orders is $90,148.03. Change
Order 10 is anticipated to be approved soon, with the total amount in change orders being
$195,852.37.
This leaves the project with $10,847.63 in contingency.
The anticipated cost to design and construct the soil retention system, modify the project's utility
design, and accommodate any costs that may arise due to project delays is estimated to be
$700,000.
E.L E GAL C ON S ID E R AT ION:
The City Attorney has been participating in staff discussions and will be available to answer questions.
ALTE R N AT IV E R E C O MME N D ATIO N(S):
None
P R IN C IPAL PAR TIE S E X P E C TE D AT ME E TIN G:
None
AT TAC H ME N T S:
D escription Type
S ources and Uses S ummary B ackup Material
65th St Reconstruction/Lyndale Avenue Pedestrian ImprovementsRichfield Project No. 41017SAP Nos. 157‐104‐004157‐105‐005Sources and Uses Tracking ‐ updated 5/5/2022157‐363‐033Council ActionCouncil Action2019 CIP 2020 CIP30% Engineer's Estimate and Project Approval (Updated 7/20/2020)4/23/21 CIP Estimate4/23/21 CIP Estimate (updated soures for Council Worksession 7/23/21)60% Engineer's Estimate (Updated 10/5/2021)90% Engineer's Estimate (Updated 12/6/2021)Final Engineer's Estimate and Project Bid (Updated 4/14/2022)Contract AwardPlanned Construction Year:2020 2020&20212022 2022 2022 2022‐2023 2022‐2023 2022‐2023 2022‐2023Estimated Uses:Design $600,000$704,000$842,000$950,000$950,000$950,000.00$970,000.00$970,000$970,00065th St Reconstruction$5,500,000$6,100,000$3,362,700$3,750,000$3,750,000$3,930,000.00$4,240,000.00$4,680,000.00$5,685,000Lyndale Ave Improvments$52,000$670,000$670,000$280,000.00$360,000.00$350,000.00$450,000Stormwater Improvements $2,500,000$2,100,000$2,100,000$3,100,000.00$3,200,000.00$3,900,000.00$4,200,000Change OrdersRight of Way$50,000$60,000$60,000$60,000$60,000$60,000$60,000$30,000$30,000Legal $90,000$100,000$100,000$100,000$100,000$100,000.00$100,000.00$100,000$100,000Constrcution Admin/Engineering$550,000$610,000$591,470$600,000$600,000$600,000.00$600,000.00$850,000$850,000Staff$90,000$100,000$100,000$100,000$100,000$100,000.00$100,000.00$100,000$100,000Contingency$1,100,000$1,220,000$1,182,940$1,304,000$1,304,000$1,462,000.00$1,170,000.00$893,000.00$206,700Bond Issuance Costs$200,000.00$200,000.00$200,000$300,00020% Contingency20% Contingency20% Contingency 20% Contigency 20% Contigency 20% Contigency15% Contingency10% Contingency2% ContingencyTotal Uses $7,980,000 $8,894,000 $8,791,110 $9,634,000 $9,634,000 $10,782,000 $11,000,000 $12,073,000 $12,891,700Sources:Street Reconstruction Bonds$7,800,000$7,800,000$8,600,000$6,100,000$6,500,000$6,500,000$6,500,000$5,400,000Utility Bonds$1,200,000$1,200,000$1,200,000$3,700,000$4,500,000$4,500,000$4,500,000$4,600,000Municipal State Aid$1,075,000$1,800,000ARPA$1,100,000Total Sources $8,000,000 $9,000,000 $9,000,000 $9,800,000 $9,800,000 $11,000,000 $11,000,000 $12,075,000 $12,900,000Difference $20,000$106,000$208,890$166,000$166,000$218,000$0$2,000$8,300Notes Anticipated Debt Issuance (updated 05/2022):Low RiskStreet Reconstruction Bonds2022 Medium RiskUtility Bonds2022 High Risk$8,000,000Included above Included above
AGENDA SECTION:OTHER BUSINESS
AGENDA ITEM #2.
STAFF RE P ORT NO. 105
CIT Y COUNCIL ME E T ING
8/29/2023
RE P O RT P RE PA RE D B Y: C had D onnelly, A ssistant Utility S uperintendent
D E PA RTME NT D IRE C TO R RE V IE W: K ristin A sher, P ublic Works D irector
8/17/2023
O THE R D E PA RTM E NT RE V IE W:
C ITY MA NA G E R RE V IE W: K atie Rodriguez, C ity Manager
8/22/2023
I T E M F O R C O UNC IL C O NS ID E RAT I O N:
Consider authorizing the City Engineer, City Manager, and Mayor to execute a Construction Work
Order agreement with MnD O T and the I-494 Project 1 design-build contractor for the construction of a
sanitary sewer crossing underneath I-35W .
E X E C UT IV E S UM M ARY:
Public W orks is requesting authorization to enter into a work order agreement with MnD OT for the
construction of a sanitary sewer crossing underneath I -35W. This work order is pursuant to the Master Utility
Agreement for the I-494 Project 1 (MnD OT Agreement No. 1051052) and approved by the City
Council on February 14, 2023.
The project will replace the existing 9-inch clay sewer that is below I -35W on the north side of I -494. This
utility services a portion of the business district along the 77th St corridor and is a critical piece of
infrastructure. The project will eliminate a flow capacity issue that has been long outstanding, as well as
eliminate a conflict foreseen with the bridge abutments that are proposed with I -494 Project 1.
Although this project was not programmed, the timing of I -494 Project 1 provides a unique cost-saving
opportunity to resolve these issues. The costs associated with designing and resolving the bridge abutment
conflict are being applied towards the cost of designing and constructing the new crossing.
RE C O M M E ND E D AC T I O N:
By Motion: Authorize the City Engineer, City Manager, and Mayor to execute a work order agreement
with MnD O T and the I-494 Project 1 design-build contractor for the construction of a sanitary sewer
crossing underneath I-35W .
B AS IS O F RE C O M M E ND AT I O N:
A.H IS TOR IC AL C ON T E X T
See Executive Summary.
B.P OL IC IE S (resolutions, ordinances, regulations, statutes, etc):
Construction of this sanitary sewer crossing is consistent with City Council Priority/Outcome 3a -
Sustainable infrastructure: City infrastructure supports service needs.
C.C R IT IC AL T IMIN G IS S U E S:
This project as well as the location of the work is critical to the timely progress of I -494 Project 1. The
Construction W ork Order will need to be executed as soon as possible once design work has been
completed in order to not delay I -494 Project 1.
D.F IN AN C IAL IMPAC T:
The cost of the sanitary sewer crossing is estimated at $635,634.
The cost of the project to resolve the bridge abutment conflict is estimated at $135,000.
This value is being applied towards the total cost which means $500,634 is the estimated expense
the City will bear. This cost could change slightly depending on the final design of the sanitary
sewer crossing.
The project will be funded from the City's sanitary sewer utility fund.
I n order to fund this project, Public Works will reduce the linear feet of sanitary sewer lining
proposed in 2024. The 2024 budget currently programs $900,000 for sanitary sewer lining.
E.L E GAL C ON S ID E R AT ION:
None
ALTE R N AT IV E R E C O MME N D ATIO N(S):
None
P R IN C IPAL PAR TIE S E X P E C TE D AT ME E TIN G:
None
AT TAC H ME N T S:
D escription Type
P reliminary D esign S ketch E xhibit
C ost S ummary B ackup Material
Option 1 - Base Scope (Required by Contract)U of M Qty Unit Price Total Price
Split Casing around existing 9" Pipe LS 1.0 $135,000.00 135,000.00$
Option 1 Total 135,000.00$
Option 3 - Full Replacement U of M Qty Unit Price Total Price
Design Fee LS 1.0 77,000.00$ 77,000.00$
Mobilization LS 1.0 18,500.00$ 18,500.00$
24" Steel Casing Pipe (Jacked)LF 225.0 800.00$ 180,000.00$
24" Steel Casing Pipe LF 435.0 220.00$ 95,700.00$
10" PVC SDR 26 LF 660.0 110.00$ 72,600.00$
4" Insulation SY 200.0 60.00$ 12,000.00$
Connect to Existing Pipe EA 2.0 4,100.00$ 8,200.00$
Remove / Abandon Existing Pipe LF 696.0 35.00$ 24,360.00$
Sanitary Sewer Bypass LS 1.0 40,000.00$ 40,000.00$
Remove Curb and Gutter LF 60.0 7.00$ 420.00$
Sawcut Bituminous Pavement LF 100.0 5.00$ 500.00$
Remove Bituminous Pavement SY 300.0 11.00$ 3,300.00$
Concrete Curb & Gutter B612 LF 100.0 55.00$ 5,500.00$
Replace Bituminous Pavement TON 100.0 280.00$ 28,000.00$
Subtotal 1 566,080.00$
Fixed Fee (6.94% of Subtotal 1)39,285.95$
Subtotal 2 605,365.95$
Design Risk (1% of Subtotal 2)6,053.66$
Bond Risk (1% of Subtotal 2)6,053.66$
Utility Warranty Risk (3% of Subtotal 3)18,160.98$
Option 3 Total 635,634.25$
Base Scope Deduct (135,000.00)$
Option 3 Total Outside Base Scope 500,634.25$
Add Option
Upsize Jacked Steel Casing to 30"LF 225.0 200.00$ 45,000.00$
I-494 Richfield Sanitary Sewer Conflict 9-30 Scope/ROM Pricing Options - Rev 2