04-25-2016 Council Packet - Laserfiche WebLink

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REQUEST FOR COUNCIL ACTION DATE: April 25, 2016 ITEM NO: 5 _____________________________________________________________________________________________ Department Approval: Administrator Reviewed: Agenda Section: Name Adam Edwards JML Public Works Director/ Title Public Works Director/City Engineer City Engineer’s Report ____________________________________________________________________________________ Item Description: Watertown Road with Long Lake Award Approval ________________________________________________________________________________________________________ References a. Joint Powers Agreement (JPA), May 26th 2015. b. Feasibility Report, September 15th, 2015 List of Exhibits a. Bid Summary 1. Purpose. The purpose of this action item is to update the Council on the design, by WSB, for the Watertown Road project with Long Lake and authorize the solicitation of bids for the project. 2. Background. Watertown Road is a collector road for the City of Orono. From Willow Road to Brown Road the responsibility for its care is shared with the City of Long Lake due to the alignment of the Cities’ boundaries. Orono owns 29.5% of the road surface by square footage along this stretch of road with Long Lake owning the remainder. Long Lake is proposing to rebuild this section of the road in 2016 and is looking to partner with Orono to do so. Long Lake is rebuilding the road and replacing the utilities that currently run under this section of Watertown Road. Orono does not have any utilities under this section of Watertown road. In May of 2015, both Long Lake and Orono approved a Joint Powers Agreement (JPA). The JPA authorizes Long Lake to manage the project with Orono participating through funding. The JPA requires both City Councils to approve the final plans to award the project. 3. Scope of Work. The project consists of the reclamation of the bituminous pavement, select subgrade corrections, and the replacement / improvement of the associated stormwater system. 4. Cost/ Funding. Per the JPA Orono shall contribute 29.5% of a road reconstruction, storm sewer, construction, administration and materials testing costs up to $133,800. The cost to Orono is based on the low bid of $123,758.68. The project was originally scheduled to be funded entirely from the pavement management fund, however, approximately 19% of the cost can be allocated to stormwater work. Fund Cost Amount Allocated in the CIP Est. Fund Balance at end of 2016 Pavement Fund $ 95,290.92 133,796 $ 0 Storm Water Fund $ 28,467.76 $ 0 $ 1,129,594 Total $ 123,758.68 6. Timing. Long Lake is scheduled to award the project at their May 17th meeting. The project would be completed this summer and synchronized with our Watertown Road Phase 2 project. COUNCIL ACTION REQUESTED: Consider a motion to accept the design and authorize the solicitation of bids for the project.