2020 Pavement Mill and Overlay Improvements IP 20-02

Background

Pavement and Surface Evaluation Rating (PASER) values are assigned annually to all public street segments within the City of Ramsey. Street segments with PASER values between 3 and 6 indicate the segments may be good candidates for mill and overlay improvements, which are typically completed every 20 years on bituminous pavement sections until the street needs to be reconstructed. Overlay improvements generally increase the structural capacity of the pavement section. They also help prevent stormwater runoff from infiltrating into the underlying aggregate base and subgrade sections. Overlays are one tool the City uses to cost-effectively maintain streets proactively over their serviceable life, which if constructed to today’s design standards is anticipated to be 60 years.

The 2020 – 2029 Capital Improvement Program (CIP) identifies 2020 mill and overlay improvements for almost 2 miles of public streets in the following residential developments: 

•            Klemish

•            Klemish and Flores

•            Sunfish Square

•            Sunfish Square 2nd Addition 

•            Windemere Woods

•            Windemere Woods 2nd Addition

Feasibility Report

On December 10, 2019, the Ramsey City Council authorized City Staff to prepare a Feasibility Report exploring a 2020 mill and overlay improvement project, and to designate the project as City Improvement Project #20-02. Feasibility Reports explore numerous aspects of proposed improvements including whether they are feasible, necessary and cost-effective, whether they should be completed alone or in conjunction with other improvements, and to explore design options, if necessary. Estimated project costs and funding sources are also explored in more detail in the Feasibility Report than was done to develop the Capital Improvement Program (CIP). A preliminary project schedule will also be developed.

After preparing the draft Feasibility Report, the proposed improvements were not found to be feasible and cost-effective from an engineering standpoint, and Staff does not support construction of the 2020 bituminous overlay improvements as identified within the current CIP. These streets would be most cost-effectively maintained by reconstructing them after such time as their PASER ratings fall to a rating of 3 or below. Instead, Staff recommends reviewing the current CIP to identify other street segments for 2020 mill and overlay improvements based on available funding and the current PASER ratings of the other street segments.  Staff will then request authorization to prepare a new Feasibility Report for City Improvement Project No. 20-02.  View the draft Feasibility Report.

Open House

A public open house for this project was originally scheduled for January 22, 2020. The purpose of the open house was to explain the need for and scope of the proposed 2020 overlay improvements as identified within the CIP, anticipated construction impacts, estimated costs, proposed funding program, and preliminary project schedule, and to solicit and gather public input on the proposed improvements for inclusion in the draft Feasibility Report. On January 3rd, open house invitations were mailed to property owners whose driveways directly access street segments proposed to receive the 2020 mill and overlay improvements. Click on the following development names to view invitations mailed to property owners within the three residential developments (Klemish and FloresSunfish Square, and Windemere Woods).

Following completion of the draft Feasibility Report, which found that the proposed improvements were not feasible and cost-effective from an engineering standpoint, new letters were mailed to the same property owners on January 17th announcing the cancellation of the public open house. Click here to view a copy of this letter. In the unlikely event that overlay or reconstruction improvements are ultimately proposed on any of the streets identified in the CIP as receiving 2020 overlay improvements, a new public open house will be scheduled and new letters will be mailed.

Project Costs

The 2020 – 2029 CIP identifies estimated project costs of $495,120. Of this, $117,630 was proposed to be collected from special assessments to benefiting properties, $200,000 was proposed to be collected from TIF #8, $152,890 was proposed to be taken from the Road Reconstruction / Overlay Fund, and $24,600 was proposed to be taken from the Stormwater Utility Fund. Refined estimated project costs as calculated during preparation of the draft Feasibility Report amounted to $538,661.97

Special Assessments

Special assessments are intended to fund up to 25% of eligible pavement overlay project costs based on the City’s Special Assessments Policy. Chapter 8 of the City Charter, the City’s Special Assessments Policy, and Minnesota Statute Chapter 429 govern the use of special assessments on City improvement projects. Preliminary Special Assessments will be calculated after estimated project costs are available.  Between 2015 and 2018, special assessments for pavement mill and overlay projects ranged from $729 to $1,425.  The amount of the special assessment levied against a property cannot exceed the benefit to the property based on the increase in property value due to the improvements. Preliminary assessments are adopted by the City Council during the Improvement Hearing.  Final assessments are adopted by the City Council during the Assessment Hearing.

Project Schedule

PRELIMINARY PROJECT SCHEDULE

Council Ordered Feasibility Report ......................................................…….. December 10, 2019

Staff Conducts Public Open House .............................................................. January 22, 2020 (Cancelled)

Council Accepts Feasibility Report / Orders Public Hearing ..................….... January 28, 2020

Council Conducts Public Hearing / Orders Plans and Specifications ......….. February 11, 2020

Council Approves Plans and Specifications / Orders Ads for Bids ................ April 14, 2020

Staff Receives Bids ....................................................................................... May 8, 2020

Council Accepts Bids / Awards Contract ....................................................... May 12, 2020

Contractor Begins Construction ......................................................…............ Mid-June, 2020

Contractor Completes Construction ................................................................ August 28, 2020

Council Orders Assessment Roll/Hearing ..........................................…......... September 8, 2020

Council Conducts Assessment Hearing........................................................... October 13, 2020

In summary, the original 2020 overlay improvements project identified in the current CIP are not recommended for completion in 2020. Instead, on January 28th the City Council will be asked to accept staff’s recommendation to review the current CIP to identify other streets that are the best candidates for 2020 mill and overlay improvements based on available funding sources and the most current PASER ratings, and to authorize preparation of a new Feasibility Report for proposed 2020 mill and overlay improvements based on newly identified streets. This project webpage will be updated with new information as it becomes available.