HomeMy WebLinkAboutItem 06.j
Date: April 6, 2020 Item No.
JOINT POWERS AGREEMENT
WITH DAKOTA COUNTY AND LAKEVILLE AREA SCHOOLS FOR TRAFFIC STUDY
AND ACCEPT SEH PROPOSAL FOR PROFESSIONAL SERVICES
Proposed Action
Staff recommends adoption of the following motion: Move to approve Joint Powers Agreement
with Dakota County and Lakeville Area Schools to complete a traffic study, City Project 20-21; and
accept SEH proposal for professional services.
Overview
The City, County and Lakeville Area Schools (ISD 194) are partnering to conduct a traffic study of
the travel shed bordered by Dodd Boulevard to the east, Kenwood Trail to the south, Ipava Avenue
to the west and Indiana Avenue to the north. The traffic study will help all parties better understand
the impact of planned capital improvement projects within and along the travel shed, and to
further assess travel shed needs. The Joint Powers Agreement establishes City, County and ISD
194 traffic study responsibilities and cost participation.
SEH’s proposal identifies the scope of services and estimated cost to complete the traffic study. The
City is the lead agency and will administer SEH’s contract; therefore, the total project cost is
reflected in this memo. The parties will share project responsibilities and jointly participate in the
project cost. Each party will pay 1/3 of the traffic study cost; the City’s estimated net cost is $10,567.
Primary Issues to Consider
• Proposal is subject to the Master Agreement for Professional Engineering Services between
the City and SEH approved by the City Council on July 18, 2016.
Supporting Information
• Joint Powers Agreement (Dakota County Contract No. C0032542)
• SEH Proposal dated March 2, 2020
Financial Impact: $31,700 Budgeted: Y☒ N☐ Source: General Fund
Related Documents:
Envision Lakeville Community Values: Design that Connects the Community
Report Completed by: Zach Johnson, City Engineer
Dakota County Contract No. C0032542 JOINT POWERS AGREEMENT FOR LAKE MARION ELEMENTARY SCHOOL AND LAKEVILLE NORTH HIGH SCHOOL TRAFFIC STUDY
BETWEEN
THE COUNTY OF DAKOTA AND THE CITY OF LAKEVILLE
AND
LAKEVILLE AREA SCHOOLS (INDEPENDENT SCHOOL DISTRICT 194)
FOR
COUNTY PROJECT NO. 09-061 CITY PROJECT NO. 20-21 LAKEVILLE AREA SCHOOLS PROJECT NO. _____
SYNOPSIS: Dakota County, the City of Lakeville and Lakeville Area Schools agree to
conduct a traffic study of the traffic shed bordered by Dodd Boulevard to the east,
Kenwood Trail to the south, Ipava Avenue to the west and Indiana Avenue to the north to
better understand the impact of planned capital improvement projects and to assess
travel shed needs in Lakeville, Dakota County.
City Project No.20-21
County Contract No. C0032542
March 31, 2020
2
THIS AGREEMENT, made and entered into by and between the County of Dakota,
referred to in this Agreement as the “County"; the City of Lakeville, referred to in this
Agreement as the “City"; and Lakeville Area Schools, referred to in this Agreement as
"ISD 194" and collectively as the “Parties”, witnesses the following:
WHEREAS, under Minnesota Statutes Section 162.17, subdivision 1 and 471.59,
subdivision 1, two governmental units may enter into an Agreement to cooperatively
exercise any power common to the contracting parties, and one of the participating
governmental units may exercise one of its powers on behalf of the other governmental
units; and
WHEREAS, it is considered mutually desirable to conduct a traffic study to understand
the impact of planned capital improvement projects and to assess travel shed needs
bordered by Dodd Boulevard to the east, Kenwood Trail to the south, Ipava Avenue to
the west and Indiana Avenue to the north, in Lakeville, Dakota County, the “Project”; and
WHEREAS, the Parties have mutually agreed to the benefit of the Project and jointly
participate in the costs of the Project.
NOW, THEREFORE, it is agreed that the Parties will share Project responsibilities and
jointly participate in the costs associated with the Project, and related activities as
described in the following sections:
1. Engineering. Engineering including all aspects of the Project including evaluation,
data collection and project involvement as outlined in the study proposal.
2. Cost Sharing. SEH is a consulting firm with traffic engineering expertise and staff
experience. SEH provided a project methodology and detailed work plan to
complete the Project at a total proposed cost of $31,700. Each party to this
Agreement will pay 1/3 (33.33%) of the Project cost. The City will enter into and
administer a contract with SEH and coordinate the work. County, City and ISD 194
staff time will be the responsibility of the respective agency. Each of the Parties
hereto shall have access to SEH’s staff, data and work-product as if it were the
party contracting with SEH.
City Project No.20-21
County Contract No. C0032542
March 31, 2020
3
3. Payment. The City will administer the contract and act as the paying agent for all
payment to the consultant for the study. Payments to the consultant will be made
as the Project work progresses and when certified by the City Engineer. The City
will request payment of the County’s share and ISD 194’s share of the Project
costs on a monthly basis. Upon presentation of an itemized claim by one agency
to the other, the receiving agency shall reimburse the invoicing agency for its share
of the costs incurred under this Agreement within 35 days from the presentation of
the claim. If any portion of an itemized claim is questioned by the receiving agency,
the remainder of the claim shall be promptly paid, and accompanied by a written
explanation of the amounts in question. Payment of any amounts in dispute will be
made following good faith negotiation and documentation of actual costs incurred
in carrying out the work.
4. Change Orders and Supplemental Agreements. Any change orders or
supplemental agreements that affect the Project cost participation must be
approved by all Parties prior to execution of work. For the purposes of this section,
the County’s appointed representative is Kristi Sebastian, Traffic Engineer; City’s
appointed representative is Zach Johnson, City Engineer, and ISD 194’s appointed
representative is Beth Louden, Director of Facilities and Plant Planning, or their
successors. All Parties shall endeavor to provide timely approval of change orders
and supplemental agreements so as not to delay the Project.
5. Amendments. Any amendments to this Agreement will be effective only after
approval by all governing bodies and execution of a written amendment document
by duly authorized officials of each body.
6. Effective Dates. This Agreement will be effective upon execution by duly
authorized officials of each governing body and shall continue in effect until all
work to be carried out in accordance with this Agreement has been completed.
Absent an amendment, however, in no event will this Agreement continue in effect
after December 31, 2020.
City Project No.20-21
County Contract No. C0032542
March 31, 2020
4
7. Final Acceptance. Final acceptance of the Project must be approved by the
Parties. While this Agreement does not obligate a party to undertake specific
transportation system improvements, the Parties agree it is essential to collaborate
in transportation planning improvements to ensure safety goals, operations and
objectives identified in the Project.
8. Rules and Regulations. The Parties shall abide by Minnesota Department of
Transportation standard specifications, rules and contract administration
procedures.
9. Indemnification and Insurance. Each party to this Agreement shall be solely liable
for the acts of its officers, employees or agents and the results thereof to the extent
authorized by law and shall not be responsible for the acts of the other parties,
their officers, employees or agents. The provisions of the Municipal Tort Claims
Act, Minn. Stat. Ch. 466 and other applicable laws govern liability of the County,
the City and the District. Each Party warrants that they are able to comply with the
aforementioned indemnity requirements through an insurance or self-insurance
program and that each has minimum coverage consistent with liability limits
contained in Minn. Stat. Ch. 466. In the event of any claims or actions filed against
either party, nothing in this Agreement shall be construed to allow a claimant to
obtain separate judgments or separate liability caps from the individual Parties. In
order to insure a unified defense against any third party liability claim arising from
the work of the Project, the City agrees to require all contractors or subcontractors
hired to do any of the work contemplated by this Agreement to maintain
commercial general liability insurance in amounts consistent with minimum limits
of coverage established under Minn. Stat. § 466.04 during the term of such activity.
All such insurance policies shall name City, County, and District as additional
insureds. City agrees to promptly provide the County and the District copies of any
insurance policy related to this Agreement upon their request.
City Project No.20-21
County Contract No. C0032542
March 31, 2020
5
10. Audits. Pursuant to Minnesota Statutes Sec 16C. 05, Subd. 5, any books, records,
documents, and accounting procedures and practices of the City, County and ISD
194 relevant to the Agreement are subject to examination by the City, County or
ISD 194 and either the Legislative Auditor or the State Auditor as appropriate. The
Parties agree to maintain these records for a period of six years from the date of
performance of all services covered under this Agreement. The City will be
financially responsible for the cost of the audit.
11. Government Data Practices. The Parties must comply with the Minnesota
Government Data Practices Act, Minn. Stat. Ch. 13, as it applies to all data
provided by each Party under this Agreement, and as it applies to all data created,
collected, received, stored, used, maintained, or disseminated by any Party under
this Agreement. The civil remedies of Minn. Stat. § 13.08 apply to the release of
the data referred to in this clause by any Party.
If any Party receives a request to release data referred to in this Clause that was
received by the Party receiving the request from another Party, the Party receiving
the request to release the data must immediately notify the Party from whom the
data originated. The originating Party and the Party receiving the request to
release the data will consult with each other concerning the release of the data to
the requesting party before the data is released.
12. Integration and Continuing Effect. The entire and integrated agreement of the
parties contained in this Agreement shall supersede all prior negotiations,
representations or agreements between the Parties regarding the Project; whether
written or oral.
City Project No.20-21
County Contract No. C0032542
March 31, 2020
6
13. Authorized Representatives. The authorized representatives for the purpose of
the administration of this Agreement are:
Mark Krebsbach (or successor)
Dakota County Engineer
14955 Galaxie Avenue
Apple Valley, MN 55124
(952) 891-7100
mark.krebsbach@co.dakota.mn.us
Zach Johnson (or successor)
Lakeville City Engineer
20195 Holyoke Avenue
Lakeville, MN 55044
(952) 985-4500
zjohnson@lakevillemn.gov
Bill Holmgren (or successor)
ISD 194 Executive Director of Business
Services
17630 Juniper Path, Suite A
Lakeville, MN 55044
(952) 232-2000
bill.holmgren@isd194.org
[SIGNATURE PAGES TO FOLLOW]
IN WITNESS THEREOF, the Parties have caused this Agreement to be executed by their
duly authorized officials.
CITY OF LAKEVILLE
RECOMMENDED FOR APPROVAL:
__________________________ By_________________________
City Engineer Mayor
(SEAL)
By_________________________
City Clerk
Date_______________________
City Project No.20-21
County Contract No. C0032542
March 31, 2020
9
DAKOTA COUNTY
RECOMMENDED FOR APPROVAL: By
Physical Development Director
__________________________ Date________________
County Engineer
APPROVED AS TO FORM:
Assistant County Attorney
Date:
KS-2020-00119
COUNTY BOARD RESOLUTION
No. __-___ Date: April __, 2020
Engineers | Architects | Planners | Scientists
Short Elliott Hendrickson Inc., 3535 Vadnais Center Drive, St. Paul, MN 55110-5196
SEH is 100% employee-owned | sehinc.com | 651.490.2000 | 800.325.2055 | 888.908.8166 fax
March 2, 2020 RE: City of Lakeville
Lake Marion Elementary School &
Lakeville North High School Traffic
Assessment
Mr. Zachary Johnson, PE
City Engineer, City of Lakeville
20195 Holyoke Avenue
Lakeville, MN 55044
Dear Mr. Johnson:
Short Elliott Hendrickson Inc. (SEH®) is pleased to submit this proposal for the Lake Marion Elementary
School and Lakeville North High School Traffic Assessment project.
Work Plan
Task 1 Project Management
SEH Project Manager John Gray will work with Lead Traffic Engineer Erin Jordan to complete this traffic
assessment to the City’s satisfaction. John will be responsible for tracking the budget and progress of the
project as well as providing quality checks throughout the project duration. He will work closely with Erin
and the traffic team to ensure that the deliverables are of high quality and timely.
Erin will coordinate with the SEH team and City to ensure all critical decisions are accurately
communicated and track project status as it relates to the project schedule and deliverables. She will
oversee and review the work of the SEH team throughout the data collection phase, operations analysis
phase, recommendations phase, and the final summary report.
Effective project management for the traffic assessment will require timely communication with the City
and other stakeholders. SEH has included up to 10 half hour phone calls with the City/stakeholders to
discuss findings. In-person meetings are not included in the project scope.
Task 2 Traffic Analysis
2.1 Data Collection
Accurate traffic modeling and analysis will require the collection of turning movement count data at
surrounding intersections and driveways. The data collection will be completed on a weekday (Tuesday-
Thursday), during a normal schedule school day (i.e. no late start or early dismissal). Attempts will be
made to collect data on a fair weather day to obtain representative pedestrian and bicycle counts with the
traffic data. SEH will collect turning movement count data for a total of 13 hours (6:00 AM to 7:00 PM) at a
total of 13 intersections or driveways using video cameras.
Lake Marion Elementary School & Lakeville North High School Traffic Assessment
February 28, 2020
Page 2
Total turning movement data will be processed for the following intersections:
1. CSAH 9 & CSAH 50
2. CSAH 9 & Heritage Drive/Icenic Trail
3. CSAH 9 & Itea Way
4. CSAH 9 & Indiana Avenue
5. CSAH 50 & Ipava Avenue
6. Ipava Avenue & Iredell Court/Lakeville North High School Driveway North
7. Ipava Avenue & Indiana Avenue
Driveway turning movement data will be processed for the following driveways:
8. CSAH 50 & Icenic Trail
9. Ipava Avenue & Ames Arena Driveway South
10. Ipava Avenue & Ames Arena Driveway North
11. Ipava Avenue & Ames Arena Driveway/Lakeville North High School Overflow Parking (198th St)
12. Ipava Avenue & Lakeville North High School Driveway South
13. Indiana Avenue & Lakeville North High School Driveway
Based on the traffic data, an overall network AM Peak Hour, School Dismissal Peak Hour, and PM Peak
Hour will be determined.
Figure 1 shows the traffic data collection locations.
2.2 Trip Generation and Trip Distribution
SEH will conduct trip generation and trip distribution analysis using development information provided by
the City, local traffic data, and information provided by the Institute of Transportation Engineers Trip
Generation Manual (10th Edition).
The trip generation and distribution analysis will consider the following programmed improvements:
· ¾ access at CSAH 9 & Heritage Drive/Icenic Trail
· ¾ access at CSAH 9 & Indiana Avenue/194th Street
· Ames Arena Parking Lot Expansion (adding 81 stalls; 158 total stalls)
· Lakeville North High School Parking Lot Expansion (adding 63 stalls; 185 total stalls)
· Construction of a 240-ft x 410-ft indoor practice facility
· Lake Marion Elementary School Expansion (adding 200 students; 900 total students)
· Kingspath Senior Ministries (70-unit, 3-story senior living facility; 84 parking stalls)
· Bethlehem Evangelical Lutheran Church (17,600 SF; 200 parking stalls)
For the basis of analysis, it was assumed that all development will be present in the 2020 Build model.
2.3 Forecast Analysis
SEH will utilize historical traffic data on the roadways to determine 2020 and 2040 average annual daily
traffic (AADT). Additionally, SEH will determine an annual linear growth rates to apply to the traffic counts
at the study intersections to forecast to 2040.
Lake Marion Elementary School & Lakeville North High School Traffic Assessment
February 28, 2020
Page 3
2.4 Traffic Operations Analysis
SEH will perform traffic operations analysis for the study intersections using Synchro/SimTraffic software
(Version 9). The three peak hours will be analyzed using 2020 and 2040 traffic volumes in the following 5
scenarios:
1. No build (Includes private development)
2. Build (Roadway improvements and private development)
3. Build (1-way roadway connection between Ames Arena and Lake Marion Elementary School)
4. Build (2-way roadway connection between Ames Arena and Lake Marion Elementary School)
5. Build with mitigations (1 model to include all recommended mitigations)
Signal warrant analyses will be conducted if unacceptable operations are seen with existing traffic control
at the intersections of Ipava Avenue & Indiana Avenue or CSAH 9 & Indiana Avenue. Preliminary concept
drawings are not included as part of this study.
A safety analysis is not included as part of this study.
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Figure
1
3535 VADNAIS CENTER DR.
ST. PAUL, MN 55110
PHONE: (651) 490-2000
FAX: (888) 908-8166
TF: (800) 325-2055
www.sehinc.com
Traffic Count Locations
Map by: ejordan
Projection:
Source:
Print Date: 2/28/2020
This map is neither a legally recorded map nor a survey map and is not intended to be used as one. This map is a compilation of records, information, and data gathered from various sources listed on this map and is to be used for reference purposes only. SEH does not warrant that the Geographic
Information System (GIS) Data used to prepare this map are error free, and SEH does not represent that the GIS Data can be used for navigational, tracking, or any other purpose requiring exacting measurement of distance or direction or precision in the depiction of geographic features. The user of this
map acknowledges that SEH shall not be liable for any damages which arise out of the user's access or use of data provided.
Lake Marion Elementary School and
Lakeville North High School Traffic Assessment
City of Lakeville, Dakota County, MNPath: S:\KO\L\lakev\common\Lakeville - School Traffic Study Documents from City\Project Proposal\Lakeville Count Map.mxd!(13-Hour Count
!(13-Hour Count (Driveway Turns Only)
Lake Marion Elementary School & Lakeville North High School Traffic Assessment
February 28, 2020
Page 5
Task 3 Final and Draft Report
SEH will prepare a technical report summarizing the findings of the traffic study. This report will include
the traffic data, 2020 and 2040 operations analysis, and recommended mitigations for the study
intersections to accommodate the development traffic.
A draft report will be provided to the City to review and provide comments. Once comments are received
and addressed, SEH will electronically submit a final report to the City.
Schedule
SEH will meet the proposed schedule, completing the full project within 6-12 weeks after notice to
proceed is received. It is understood that the completion of the project shall occur prior to the construction
of the roadway connection between Ames Arena and Lake Marion Elementary School.
Task Proposed Schedule
Data Collection, Site Visit, Data Processing Weeks 1-2 March 30 - April 13
Traffic Operations Analysis Weeks 3-6 April 13 – May 4
Draft Report Weeks 7-9 May 4 – May 25
City Comment Period Week 9 May 25 – June 1
Address Comments and Submit Final Report to City Weeks 10-12 June 1 – June 19
Fee Estimate
We propose to perform these services for a cost not to exceed of $31,700. SEH will not exceed this fee
without prior approval from the City. Fees for these proposed services will be based on actual hours spent
at current billing rates plus the actual cost of reimbursable expenses up to the maximum fee amount. Any
additional services performed will be invoiced on the basis of actual hours spent plus the actual cost of
reimbursable expenses. All services will be invoiced on a monthly basis.
Task Cost
Task 1: Project Management $8,600
Task 2: Traffic Analysis $16,000
Task 3: Draft and Final Report $7,100
Total SEH Fee $31,700
We look forward to working with you on this project. If you have any questions, please contact me at
651.490.2073 or via email at jgray@sehinc.com.
Sincerely,
John Gray, PE (MN)
Project Manager
cc: Erin Jordan, PE (MN, WI) – SEH