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Green Alley Pilot Project - Alley between Jackson & White Streets from 11th to 13th StreetsTO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Green Alley Pilot Project (11th - 13th between White & Jackson Streets) (CIP 7202044) D~-TE: May 12, 2009 City Engineer Gus Psihoyos recommends that the City Council give preliminary approval of the construction plans and specifications, approve the Resolution of Necessity, approve the Preliminary Schedule of Assessments, establish June 1, 2009, as the date of the public hearing, and authorize the City Clerk to advertise for bid proposals for the Green Alley Pilot Project. The Green Alley Pilot Project will involve the reconstruction of two existing asphalt alleys from 11t" Street to 13t" Street between White Street and Jackson Street. Since this is a pilot project, two different pervious pavement surfaces will be constructed to help in evaluating suitable pavement types for future alley reconstruction projects. The Engineering Department proposes to bid this project with two pavement types-porous asphalt and interlocking concrete pavers. This ill allow the City to evaluate both cost and appropriate pavement materials. As an add alternate, the use of recycled city owned pavers will be included in the project. The pavement in the alley between 11t" & 12t" is proposed to be interlocking concrete pavers. These pavers are high strength pavers and are proposed for this area due to the frequent trucks that make delivers to Spahn & Rose Lumber Company. The alley from 12t" & 13t" streets is proposed to be porous asphalt. Both alleys will have a concrete border around the pervious surface. This concrete border serves as a transition pavement from the adjoining driveways to the pervious surface in the alley. Attached are pictures that show these two pavement types. Both pavement surfaces will allow rainfall from low-intensity storms to pass through the pavement structure. This, in turn, will recharge the water table and minimize stormwater runoff. In addition, the alleys will also have the sanitary sewer manholes reconstructed since they are in poor condition. The watermain will be reconstructed and the private services replaced if they are lead. All existing copper water services will be reconnected to the new water main. I propose that the lead water services will be replaced and assessed to the property owner. This is in accordance to current policy when encountering lead water services. Since this is a pilot project, it is proposed that the alley pavement not be assessed. This project will help determine the appropriate pavement type to be used on future alley reconstruction projects that will be assessed. Engineering staff has started preliminary work on developing an Alley Assessment Policy. It is expected that this policy will be brought to the City Council this fall An informational letter was mailed to all adjoining property owners soliciting any comments or questions on the project. Engineering has also met with some of the adjoining property owners about this project. The comments received have been supportive of the project. Engineering staff will continue to coordinate with the property owners during the project, especially in regards to accessibility to their properties during the construction of the project. I concur with the recommendation and respectfully request Mayor and City Council approval. Michael C. Van Milligen MCVM/jh Attachment cc: Barry Lindahl, City Attorney Cindy Steinhauser, Assistant City Manager Gus Psihoyos, City Engineer TH~CITY ©F UIJUgUe I ~ ~ ,, ~. ,_ ._ =- ~/~c~ste~~iece ors the ll~ississip~~ J 200/ TO: Michael C. Van Milligen, City Manager.. FROM: Gus Psihoyos, City Engineer ~ . ~,~°~.. SUBJECT: Green Alley Pilot Project (11t" - 13t" between White & Jackson Streets) (CIP 7202044) DATE: May 12, 2009 INTRODUCTION The enclosed resolutions authorize the public bidding procedure for the Green Alley Pilot Project. DISCUSSION The Green Alley Pilot Project will involve the reconstruction of two existing asphalt alleys from 11t" Street to 13t" Street between White Street and Jackson Street. Since this is a pilot project, two different pervious pavement surfaces will be constructed to help in evaluating suitable pavement types for future alley reconstruction projects. The Engineering Department proposes to bid this project with two pavement types-porous asphalt and interlocking concrete pavers. This will allow the City to evaluate both cost and appropriate pavement materials. As an add alternate, the use of recycled city owned pavers will be included in the project. The pavement in the alley between 11t" & 12t" is proposed to be interlocking concrete pavers. These pavers are high strength pavers and are proposed for this area due to the frequent trucks that make deliveries to Spahn & Rose Lumber Company. The alley from 12t" to 13t" streets is proposed to be porous asphalt. Both alleys will have a concrete border around the pervious surface. This concrete border serves as a transition pavement from the adjoining driveways to the pervious surface in the alley. Attached are pictures that show these two pavement types. Both pavement surfaces will allow rainfall from low-intensity storms to pass through the pavement structure. This, in turn, will recharge the water table and minimize stormwater runoff. In addition, the alleys will also have the sanitary sewer manholes reconstructed since they are in poor condition. The watermain will be reconstructed and the private services replaced if they are lead. All existing copper water services will be reconnected to the new water main. I propose that the lead water services be replaced and assessed to the property owner. This is in accordance to current policy when encountering lead water services. Since this is a pilot project, it is proposed that the alley pavement not be assessed. This project will help determine the appropriate pavement type to be used on future alley reconstruction projects that will be assessed. Engineering staff has started preliminary work on developing an Alley Assessment Policy. It is expected that this policy will be brought to the City Council this fall. An informational letter was mailed to all adjoining property owners soliciting any comments or questions on the project. Engineering has also met with some of the adjoining property owners about this project. The comments received have been supportive of the project. Engineering staff will continue to coordinate with the property owners during the project, especially in regards to accessibility to their properties during the construction of the project. PROJECT SCHEDULE The schedule for the project is as follows: Initiate Public Bidding Process Publish Notice to Bidders, Advertise for Bids Notice of Public Hearing on Plans& Specifications Mail Special Assessment Notice to Property Owners Publish Notice of Special Assessment: 1st Publication: 2nd Publication: Pre-Bid Meeting Public Hearing Receipt of Bids Award Construction Contract Project Completion Date RECOn11MEN®ATI®N May 18, 2009 May 22, 2009 May 22, 2009 May 22, 2009 May 22, 2009 May 29, 2008 May 28, 2009 June 1, 2009 June 4, 2009 June 15, 2009 August 28, 2009 I recommend that the City Council establish a date for the public hearing and authorize the City Clerk to advertise for proposals. BUDGET IIVIP~4CT The estimate of probable cost for the Green Alley Pilot Project is as follows: Estimate Construction Contract $239,031.60 Contingency 23,903.16 Construction Engineering & Inspection 39,440.21 Total Project Cost $302,374.97 It is proposed that the majority of the funding for this project come from Community Development Block Grant Recovery Funds. The Housing Department received this stimulus funding and needs to have the funds committed by June 17, 2009. It is felt that this funding would be an ideal fit for this project and it would reduce the use of city funding on this project. The Housing Department will be drafting a separate memo concerning the proposed funding for this project. The project funding summary is as follows: Fund CIP No. Fund Description Amount Community Development Block Grant Recovery Funds $246,202.00 7401405 Water Main Replacement Program 44,985.47 Special Assessment -Water Services 1,954.44 7101335 Sanitary Sewer Manhole Replacement Fund 9,233.06 $302,374.97 The proposed project alternate and respective cost impact, includes engineering and contingency, as follows: Alternate Cost Differential over Pervious Concrete Base did 1 Re-use City Provided Pavers ACTION TO ~E TAKEN Fund Amount ($ 12,480.00) I recommend that the City Council give preliminary approval to the construction plans and specifications, approve the Resolution of Necessity, approve the Preliminary Schedule of Assessments, establish June 1, 2009 as the date of the public hearing, and hereby authorize the City Clerk to advertise for bid proposals for the Green Alley Pilot Project. Prepared by Jon Dienst, Civil Engineer cc: Jenny Larson, Budget Director Don Vogt, Public Works Director John Klostermann, Street & Sewer Maintenance Supervisor David Harris, Housing & Community Development Director Deron Muehring, Civil Engineer Michael Kruser, Engineering Technician RESOLUTION NO. 159-09 GREEN ALLEY PILOT PROJECT (11TH -13TH BETWEEN WHITE JACKSON STREETS) PRELIMINARY APPROVAL OF PLANS, SPECIFICATIONS, FORM OF CONTRACT, AND ESTIMATED COST; SETTING DATE OF Pl1DLIC HEARING ON PLANS, SPECIFICATIONS, FORM OF CONTRACT, AND ESTIMATED COST; AND ORDERING THE ADVERTISEMENT FOR BIDS NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF DUBUQUE, IOWA: the proposed plans, specifications, form of contract and estimated cost for the Green Alley Pilot Project (11th - 13th between White & Jackson Streets), in the estimated amount $302,374.97, are hereby preliminarily approved and ordered filed in the office of the City Clerk for public inspection. a public hearing will be held on the 1St day of June, 2009, at 6:30 p.m. in the Historic Federal Building Council Chambers at which time interested persons may appear and be heard for or against the proposed plans and specifications, form of contract and estimated cost of said Project, and the City Clerk be and is hereby directed to cause the attached notice of the time and place of such hearing to be published in a newspaper having general circulation in the City of Dubuque, Iowa, which notice shall be published not less than four days nor more than twenty days prior to the date of such hearing. At the hearing, any interested person may appear and file objections to the proposed plans, specifications, form of contract, or estimated cost of the Project. The Green Alley Pilot Project (11th - 13th between White & Jackson Streets) is hereby ordered to be advertised for bids for construction. The amount of the security to accompany each bid shall be in an amount which shall conform to the provisions of the Notice to Bidders hereby approved. The City Clerk is hereby directed to advertise for bids for the construction of the improvements herein provided, by publishing the attached Notice to Bidders to be published in a newspaper having general circulation in the City of Dubuque, Iowa, which notice shall be published not less than four but not more than forty-five days before the date for filing bids before 2:00 p.m. on the 4th day of June, 2009. Bids shall be opened and read by the City Clerk at said time and will be submitted to the City Council for final action at 6:30 p.m. on the 15th day of June, 2009, in the Historic Federal Building Council Chambers (second floor), 350 West 6th Street, Dubuque, Iowa. Passed, adopted and approved this 18th day of May, 2009 Roy D. Buol, Mayor Attest: Jeanne F. Schneider, CMC, City Clerk RESOLUTION NO. 160-09 GREEN ALLEY PILOT PROJECT (11TH -13TH BETWEEN WHITE & JACKSON STREETS) APPROVING THE PLAT, SCHEDULE OF ASSESSMENTS AND ESTIMATE OF TOTAL COST AND SETTING DATE OF PUBLIC HEARING ON RESOLUTION OF NECESSITY Whereas, the proposed Resolution of Necessity for the Project has been introduced for the Project. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF DUBUQUE, IOWA: The attached plat, schedule of assessments, and estimate of total cost for the Green Alley Pilot Project (11th - 13th between White and Jackson Streets) and the proposed Resolution of Necessity are hereby approved and ordered placed on file in the Office of the City Clerk. The City Council will meet on the 1St day of June, 2009, at 6:30 o'clock p.m. at the Historic Federal Building Council Chambers (second floor), 350 West 6th Street, Dubuque, Iowa, at which time the owners of property subject to assessment for the proposed improvement or any other person having an interest in the matter may appear and be heard for or against the making of the improvement, the boundaries of the district, the cost, the assessment against any lot, or the final adoption of a resolution of necessity. A property owner will be deemed to have waived all objections unless at the time of hearing the property owner has filed objections with the City Clerk. The City Clerk be and is hereby authorized and directed to cause the attached notice of the time and place of such hearing to be published in a newspaper having general circulation in the City of Dubuque, Iowa, which notice shall be published once each week for two consecutive weeks, the first publication of which shall be not less than ten days prior to the day fixed for its consideration. Passed, approved and adopted this 18th day of May, 2009 Roy D. Boul, Mayor Attest: Jeanne F. Schneider, CMC, City Clerk RESOLUTION NO. 161-09 RESOLUTION OF NECESSITY FOR THE GREEN ALLEY PILOT PROJECT (11TH - 13TH BETWEEN WHITE JACKSON STREETS) Whereas, the plat, schedule of assessments, and estimate of total cost for the Green Alley Pilot Project (11th - 13th between White and Jackson Streets) have been duly prepared and approved by the City Council of the City of Dubuque and ordered placed on file in the office of City Clerk. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF DUBUQUE, IOWA: Reconstruction of two existing asphalt alleys from 11th Street to 13th Street between White and Jackson Street. Street surface will be interlocking concrete pavers in the alley between 11th and 12th streets and porous asphalt in the alley between 12th and 13th streets. There is an alternate to re-use existing salvage pavers for one of the alleys. Reconstruction will also include: sanitary sewer manholes; watermain; and replacement of private water services if lead. There is on file in the office of the City Clerk an estimated total cost of the work, and a preliminary plat and schedule showing the amount proposed to be assessed to each lot for the improvement. The date, time, and place the council will hear property owners subject to the assessment and interested parties for or against the improvement, its cost, the assessment, or the boundaries of the district: The City Council deems it advisable and necessary for the public welfare to make the herein mentioned improvements. Unless a property owner files objections with the City Clerk at the time of hearing on the resolution of necessity, the property owner is deemed to have waived all objections pertaining to the regularity of the proceeding and the legality of using the special assessment procedure. Said improvements shall be constructed in accordance with the plans and specifications which have been approved by the City Council and are now on file in the Office of the City Clerk. The cost of making such improvement will be assessed against property lying with the assessment limits. The above resolution was introduced, approved and ordere ftplaced on file with the City Clerk this 18th day of May, 2009. Roy D. Buol, Mayor Attest: Jeanne F. Schneider, CMC, City Clerk NOTICE TO PROPERTY OWNERS GREEN ALLEY PILOT PROJECT (11T" ®13T" BETWEEN WHITE JACKSON STREETS) Notice is given that there is now on file for public inspection in the office of the clerk of the City of Dubuque, Iowa, a proposed Resolution of Necessity, an estimate of cost and schedule showing the amounts proposed to be assessed against each lot and the valuation of each lot within a district approved by the City Council of the City of Dubuque, Iowa, for a public improvement of the type(s) and in the location(s) as follows: Reconstruction of two existing asphalt alleys from 11th Street to 13th Street between White and Jackson Street. Street surface will be interlocking concrete pavers in the alley between 11t" and 12th streets and porous asphalt in the alley between 12th and 13th streets. There is an alternate to re-use existing salvage pavers for one of the alleys. Reconstruction will also include: sanitary sewer manholes; watermain; and replacement of private water services if lead. The proposed district to be benefited and subject to assessment for the cost of such improvements is described as follows: 11th Street to 13th Street, between White and Jackson Streets The City Council will meet on the 1St day of June, 2009, at 6:30 o'clock p.m. at the Historic Federal Building, 350- West 6t" Street, Dubuque, Iowa, at which time the owners of property subject to assessment for the proposed improvement or any other person having an interest in the matter may appear and be heard for or against the making of the improvement, the boundaries of the district, the cost, the assessment against any lot, or the final adoption of the Resolution of Necessity. A property owner will be deemed to have waived all objections unless at the time of hearing the property owner has filed objections with the clerk. Any visual- or hearing-impaired persons needing special assistance or persons with special accessibility needs should contact the City Clerk's office at (563) 589-4120 or TDD (563) 690-6678 at least 48 hours prior to the meeting. Jeanne F. Schneider, CMC, City Clerk CITY OF DUBUQUE, IOWA GREEN ALLEY PILOT PROJECT -- "' ~"' f SCHEDULE OF VALUATION AND PROPOSED ASSESSMENTS DATE: May 12, 2008 The following schedule is hereby determined to show each lot proposed to be assessed for the improvement shown in the title together with the amount proposed to be assessed against each lot and the valuations shown opposite each lot are hereby fixed as the true valuations of such lots by the City Council of the City of Dubuque. WATER SERVICE PUBLIC PARCEL VALUATION TOTAL NET PROPERTY OWNER NAME LOT DESCRIPTION PRIVATE LATERAL IMPROVEMENTS NUMBER WITH IMPROVEMENT COST ASSESSMENT gSSESSMENT Spahn & Rose Lumber Company S 1/3, M 113, N 1/3-1 & N 1/3-2 ALL OF CITY LOT 497 & CITY LOT 497A 10-24-439-015 $344,819.85 $619.85 $619.85 $619.85 8RP Properties LOT 1-1-5 1/5 OF CITY LOT 480 10-24-439-006 $66,512.33 $512.33 $512.33 $512.33 Swift Heartland Trading Company Inc. S 1/5 OF CITY LOT 481 10-24-434-004 $99,912.33 $512.33 $512.33 $512.33 Reiff, Albert LOT 1 DUBUQUE ELECTRIC MOTOR SERVICE PLACE 10-24-434-006 $46,209.93 $309.93 $309.93 $309.93 TOTALS : $1,954.44 $1,954.44 $1,954.44 Page 1 of 1