Kenyon City Council, April 25, 2024

Mayor Doug Henke called the Council work session to order at 5:30 pm

General Discussion of Interim City Administrator

Council Member Ryan gave a background on the process of attaining an interim City Administrator. Attorney Riggs had contacted a retired city administrator about serving as an interim administrator in Kenyon. Attorney Riggs, Mayor Henke and Council Member Ryan interviewed this candidate. Attorney Riggs drew up a possible contract for this individual. There was extensive discussion on what the City really needed in an interim administrator and some of the wording of the contract. The consensus was that the city does need someone in this position, but maybe take some time to explore other options.

Approval of Interim City Administrator Contract

Resolution 2024-11: Approve Interim City Administrator Hiring for the City of Kenyon, Minnesota

No action.

Other None

Holli Gudknecht, Deputy City Clerk Douglas Henke, Mayor

AGENDA ITEM NO. VI.A

Agenda Item Summary

CITY COUNCIL AGENDA ITEM REPORT

DATE: May 14, 2024

SUBMITTED BY: Holli Gudknecht, Police

ITEM TYPE: Miscellaneous

Agenda Section: Presentations / Public Hearings

RECOGNITIONS/PROCLAMATIONS

SUBJECT: 2024 Kenyon Police Department Scholarship - Jeff Sjoblom

Suggested Action:

This year's scholarship was specifically for Law Enforcement students. PD did not want it to be an open scholarship. It was presented to the KW High School to be applied for by Seniors going into Law Enforcement. The school's counselor stated there were no applications filled out. PD chose to award it to an Outstanding FORMER KW Student, who is pursuing his Law Enforcement dream. He is currently enrolled at RCTC. He is planning on graduating in the Spring of 2025.

Not only is this year's awardee enrolled as a Law Enforcement student at RCTC, but he also works as a Cadet for the Rochester Police Department, works many jobs to survive on his own and to pay for his schooling, and he's a Kenyon Police Department Reserve. He volunteers for the Kenyon PD to give back to the community he loves. I can't think of anyone more deserving of this year's scholarship.

ARMANI TUCKER will be awarded this scholarship at the May Council Meeting.

Congratulations Armani!

Attachments:

AGENDA ITEM NO. VII.A

Agenda Item Summary

CITY COUNCIL AGENDA ITEM REPORT

DATE: May 14, 2024

SUBMITTED BY: Holli Gudknecht, Engineering

ITEM TYPE: Engineering

Agenda Section: Engineering

SUBJECT: Pearl Creek Sewer & Gates Ave Utility Improvements

SUGGESTED ACTION: Work has resumed on the lift station project in this past month. The lift station structure is now plumbed and grading work continues for the driveway and pad. The attached pay application includes work and materials completed through May 3rd.

Requested Motion: Approving Pay Application #4 to BCM

Construction

Attachments:

Pearl Creek LS_Pay App 4.pdf

Contractor's Application for Payment Owner: CITY OF KENYON Owner's Project No.: N/A Engineer: BOLTON & MENK Engineer's Project No.: 0H1.126462 Contractor: BCM CONSTRUCTION Agency's Project No.: N/A Project: 2023 PEARL CREEK SANITARY SEWER & GATES AVE UTILITY IMPROVMENTS Contract: N/A Application No.: 4 Application Date: 5/14/2024 Application Period: From 1/1/2024 to 5/3/2024 1. Original Contract Price $ 1,241,494.22 2. Net change by Change Orders $ 14,800.00 3. Current Contract Price (Line 1 + Line 2) $ 1,256,294.22 4. Total Work completed and materials stored to date (Sum of Column G Lump Sum Total and Column J Unit Price Total) $ 575,515.88 5. Retainage a. 5% X $ 575,515.88 Work Completed $ 28,775.79 b. 5% X $ - Stored Materials $ - c. Total Retainage (Line 5.a + Line 5.b) $ 28,775.79 6. Amount eligible to date (Line 4 - Line 5.c) $ 546,740.09 7. Less previous payments $ 421,365.70 8. Amount due this application $ 125,374.39 Contractor's Certification The undersigned Contractor certifies, to the best of its knowledge, the following: (1) All previous progress payments received from Owner on account of Work done under the Contract have been applied on account to discharge Contractor's legitimate obligations incurred in connection with the Work covered by prior Applications for Payment; (2) Title to all Work, materials and equipment incorporated in said Work, or otherwise listed in or covered by this Application for Payment, will pass to Owner at time of payment free and clear of all liens, security interests, and encumbrances (except such as are covered by a bond acceptable to Owner indemnifying Owner against any such liens, security interest, or encumbrances); and (3) All the Work covered by this Application for Payment is in accordance with the Contract Documents and is not defective.

Contractor: BCM CONSTRUCTION

Signature: Date: Name: AARON MILLER Title: PROJECT MANAGER

Recommended by Engineer Approved by Owner

By: By: Name: DEREK OLINGER, PE Name: Douglas Henke Title: CITY ENGINEER Title: Mayor Date: Date:

EJCDC C-620 Contractor's Application for Payment

(c) 2018 National Society of Professional Engineers for EJCDC. All rights reserved. 17 Progress Estimate - Unit Price Work Contractor's Application for Payment Owner: CITY OF KENYON Owner's Project No.: N/A Engineer: BOLTON & MENK Engineer's Project No.: 0H1.126462 Contractor: BCM CONSTRUCTION Agency's Project No.: N/A Project: 2023 PEARL CREEK SANITARY SEWER & GATES AVE UTILITY IMPROVMENTS Contract: N/A

Application No.: 4 Application Period: From 01/01/24 to 05/03/24 Application Date: 05/14/24

A B C D E F F1 F2 G H I J K L Contract Information Previous Estimate Work Completed Work Completed and % of Estimated Value of Work Materials Value of Difference fron Bid Value of Bid Item Quantity Completed to Date Materials Currently Stored to Date Item Estimate Bid Item Unit Price (C X E) Quantity Previous Value Previous Incorporated in (E X G) Stored (not in G) (H + I) (J / F) (F - J) No. Description Item Quantity Units ($) ($) Estimate Estimate the Work ($) ($) ($) (%) ($) Original Contract 1 MOBILIZATION 1.00 LS 55,000.00 55,000.00 0.50 27,500.00 0.75 41,250.00 41,250.00 75% 13,750.00 2 CLEARING AND GRUBBING 1.00 LS 13,125.00 13,125.00 0.90 11,812.50 0.90 11,812.50 11,812.50 90% 1,312.50 3 REMOVE RIPRAP (P) 75.00 CY 21.00 1,575.00 - - - - - 1,575.00 4 SITE GRADING 1.00 LS 30,000.00 30,000.00 0.75 22,500.00 0.85 25,500.00 25,500.00 85% 4,500.00 5 GEOGRID TYPE 1 1,130.00 SY 1.75 1,977.50 - - - - - 1,977.50 6 AGGREGATE SURFACING CLASS 2 630.00 TON 25.00 15,750.00 - - 252.05 6,301.25 6,301.25 40% 9,448.75 7 PAVEMENT/CURB/DRIVEWAY PATCHING 1.00 LS 26,500.00 26,500.00 0.60 15,900.00 0.60 15,900.00 15,900.00 60% 10,600.00 8 6" CONCRETE DRIVEWAY (REINFORCED) 160.00 SY 114.00 18,240.00 - - - - - 18,240.00 9 BOLLARD 4.00 EA 252.00 1,008.00 - - - - - 1,008.00 10 TRAFFIC CONTROL 1.00 LS 4,500.00 4,500.00 0.50 2,250.00 0.50 2,250.00 2,250.00 50% 2,250.00 11 EROSION & SEDIMENTATION CONTROL 1.00 LS 12,000.00 12,000.00 0.72 8,640.00 0.72 8,640.00 8,640.00 72% 3,360.00 12 STABILIZE & REESTABLISH TURF 1.00 LS 15,000.00 15,000.00 - - - - - 15,000.00 13 EXPLORATORY EXCAVATION 10.00 HOUR 400.00 4,000.00 - - 3.00 1,200.00 1,200.00 30% 2,800.00 14 CONSTRUCTION ALLOWANCE 35,000.00 UNIT 1.00 35,000.00 5,361.00 5,361.00 11,046.70 11,046.70 11,046.70 32% 23,953.30 15 HWY 60 MH & PIPE DISCONNECTIONS 1.00 LS 8,000.00 8,000.00 - - - - - 8,000.00 16 REMOVE MANHOLE (SANITARY) 3.00 EACH 1,500.00 4,500.00 1.00 1,500.00 1.00 1,500.00 1,500.00 33% 3,000.00 17 EXCAVATION - ROCK 180.00 CY 84.00 15,120.00 83.00 6,972.00 83.00 6,972.00 6,972.00 46% 8,148.00 18 DEWATERING 1.00 LS 20,000.00 20,000.00 0.50 10,000.00 0.50 10,000.00 10,000.00 50% 10,000.00 19 CONNECT TO EXISTING SANITARY SEWER MAIN 2.00 EACH 875.00 1,750.00 1.00 875.00 1.00 875.00 875.00 50% 875.00 20 CONNECT TO EXISTING SANITARY SEWER SERVICE 2.00 EACH 600.00 1,200.00 1.00 600.00 1.00 600.00 600.00 50% 600.00 21 6" PVC PIPE DRAIN CLEANOUT 3.00 EACH 400.00 1,200.00 - - - - - 1,200.00 22 8" PVC PIPE SEWER (CREEK CROSSING) 157.00 LF 1,400.00 219,800.00 - - - - - 219,800.00 23 8" PVC PIPE SEWER 280.00 LF 90.00 25,200.00 224.00 20,160.00 224.00 20,160.00 20,160.00 80% 5,040.00 24 6" PVC SANITARY SERVICE PIPE 304.00 LF 102.00 31,008.00 12.00 1,224.00 12.00 1,224.00 1,224.00 4% 29,784.00 25 4" FORCE MAIN PIPE 1,274.00 LF 37.00 47,138.00 1,279.00 47,323.00 1,279.00 47,323.00 47,323.00 100% (185.00) 26 4" INSULATION 25.00 SY 65.00 1,625.00 - - - - - 1,625.00 27 CONST DRAINAGE STRUCTURE DES 4007 (MH A) 1.00 EACH 7,000.00 7,000.00 0.90 6,300.00 0.90 6,300.00 6,300.00 90% 700.00 28 CONST DRAINAGE STRUCTURE (MH B - AIR/VAC RELEASE) 1.00 EACH 5,500.00 5,500.00 0.90 4,950.00 0.90 4,950.00 4,950.00 90% 550.00 29 CONST DRAINAGE STRUCTURE DES 4007 (MH C) 1.00 EACH 8,200.00 8,200.00 0.80 6,560.00 0.80 6,560.00 6,560.00 80% 1,640.00 30 CONST DRAINAGE STRUCTURE DES 4007 (MH D) 1.00 EACH 8,000.00 8,000.00 - - - - - 8,000.00 31 REPLACE & ADJUST CASTING 1.00 EACH 1,350.00 1,350.00 - - - - - 1,350.00 32 CONSTRUCT 8" INSIDE DROP (MH C) 1.00 EACH 4,500.00 4,500.00 - - - - - 4,500.00 33 CONSTRUCT 8" INSIDE DROP (MH D) 1.00 EACH 4,500.00 4,500.00 - - - - - 4,500.00 34 SANITARY SEWER TRACER SYSTEM 1.00 LS 3,000.00 3,000.00 0.50 1,500.00 0.50 1,500.00 1,500.00 50% 1,500.00 35 LIFT STATION & VALVE VAULT 1.00 LS 235,090.22 235,090.22 0.40 94,036.09 0.80 188,072.18 188,072.18 80% 47,018.04 36 ELECTRICAL (POWER EXTEN, BACKUP GEN, CONTROL, LIGHT, 1.00 LS 200,000.00 200,000.00 0.03 5,000.00 0.03 5,000.00 5,000.00 3% 195,000.00 37 GAS SERVICE ALLOWANCE 8,000.00 UNIT 1.00 8,000.00 - - 8,000.00 8,000.00 8,000.00 100% - 38 DISCONNECT EXISTING WATER MAIN 1.00 EACH 500.00 500.00 1.00 500.00 1.00 500.00 500.00 100% - 39 CONNECT TO EXISTING WATER MAIN 5.00 EACH 1,000.00 5,000.00 5.00 5,000.00 5.00 5,000.00 5,000.00 100% - 40 HYDRANT (9' BURY) 1.00 EACH 6,500.00 6,500.00 1.00 6,500.00 1.00 6,500.00 6,500.00 100% - 41 4" GATE VALVE AND BOX 1.00 EACH 2,000.00 2,000.00 1.00 2,000.00 1.00 2,000.00 2,000.00 100% - 42 6" GATE VALVE AND BOX 2.00 EACH 2,250.00 4,500.00 2.00 4,500.00 2.00 4,500.00 4,500.00 100% - 43 8" GATE VALVE AND BOX 1.00 EACH 3,000.00 3,000.00 1.00 3,000.00 1.00 3,000.00 3,000.00 100% - 44 4" WATERMAIN 16.00 LF 100.00 1,600.00 16.00 1,600.00 16.00 1,600.00 1,600.00 100% - 45 6" WATERMAIN 20.00 LF 100.00 2,000.00 27.00 2,700.00 27.00 2,700.00 2,700.00 135% (700.00) 46 8" WATERMAIN 615.00 LF 70.00 43,050.00 641.00 44,870.00 641.00 44,870.00 44,870.00 104% (1,820.00) 47 WATERMAIN FITTINGS 654.00 LB 13.25 8,665.50 593.00 7,857.25 593.00 7,857.25 7,857.25 91% 808.25 48 WATERMAIN TRACER SYSTEM 1.00 LS 2,500.00 2,500.00 1.00 2,500.00 1.00 2,500.00 2,500.00 100% - 49 6" NON-METALLIC CONDUIT 650.00 LF 57.00 37,050.00 636.00 36,252.00 636.00 36,252.00 36,252.00 98% 798.00

EJCDC C-620 Contractor's Application for Payment

Unit Price 1 of 2 (c) 2018 National Society of Professional Engineers for EJCDC. All rights reserved. 18 Progress Estimate - Unit Price Work Contractor's Application for Payment Owner: CITY OF KENYON Owner's Project No.: N/A Engineer: BOLTON & MENK Engineer's Project No.: 0H1.126462 Contractor: BCM CONSTRUCTION Agency's Project No.: N/A Project: 2023 PEARL CREEK SANITARY SEWER & GATES AVE UTILITY IMPROVMENTS Contract: N/A

Application No.: 4 Application Period: From 01/01/24 to 05/03/24 Application Date: 05/14/24

A B C D E F F1 F2 G H I J K L Contract Information Previous Estimate Work Completed Work Completed and % of Estimated Value of Work Materials Value of Difference fron Bid Value of Bid Item Quantity Completed to Date Materials Currently Stored to Date Item Estimate Bid Item Unit Price (C X E) Quantity Previous Value Previous Incorporated in (E X G) Stored (not in G) (H + I) (J / F) (F - J) No. Description Item Quantity Units ($) ($) Estimate Estimate the Work ($) ($) ($) (%) ($) 50 ELECTRICAL VAULT MANHOLE 1.00 EACH 10,500.00 10,500.00 1.00 10,500.00 1.00 10,500.00 10,500.00 100% - 1.01 PAVING MOBILIZATION 1.00 L S 1,800.00 1,800.00 - - - - - 1,800.00 1.02 TYPE SP 12.5 WEARING COURSE MIXTURE (2,B) (SINGLE 3" 156.00 TON 112.00 17,472.00 - - - - - 17,472.00 - - - - - - - Original Contract Totals $ 1,241,494.22 $ 428,742.84 45% $ 560,715.88 $ - $ 560,715.88 45% $ 680,778.34

Change Orders

CO1-1 HAUL & DISPOSE CONCRETE RUBBLE 400.00 C Y 22.00 8,800.00 400.00 8,800.00 400.00 8,800.00 8,800.00 100% - CO1-2 IMPORT FILL (REPLACING RUBBLE REMOVAL) 400.00 C Y 15.00 6,000.00 400.00 6,000.00 400.00 6,000.00 6,000.00 100% - - - - - Change Order Totals $ 14,800.00 $ 14,800.00 100% $ 14,800.00 $ - $ 14,800.00 100% $ -

Original Contract and Change Orders

Project Totals $ 1,256,294.22 $ 443,542.84 46% $ 575,515.88 $ - $ 575,515.88 46% $ 680,778.34

EJCDC C-620 Contractor's Application for Payment

Unit Price 2 of 2 (c) 2018 National Society of Professional Engineers for EJCDC. All rights reserved. 19 AGENDA ITEM NO. VII.B

Agenda Item Summary

CITY COUNCIL AGENDA ITEM REPORT

DATE: May 14, 2024

SUBMITTED BY: Holli Gudknecht, Engineering

ITEM TYPE: Engineering

Agenda Section: Engineering

SUBJECT: 2025 Street & Utility Project Scope

SUGGESTED ACTION: The attached memo contains additional information. No specific action is requested - discussion only.

Attachments:

02.1_2025 Street-Utility Project Scope Memo.pdf

20 2025 Street & Utility Project Overall Project Scope As we've been discussing over the last several months, an infrastructure project was programmed for 2025 and we would like to start moving forward with this project. The preliminary list of projects was reviewed with staff and the city's financial advisor in late April. A list and illustration of the proposed projects is included on the following pages.

The revised project list and map is attached for reference. Below is a brief summary of financial impacts associated with the 2025 project. Any projections are very high level and we've provided the projections from the 2022-23 CIP which was previously approved by council for comparison.

Component Previous Cost1 Current Cost1

Street/Surface $ 807,000 $ 1,051,000 Storm Sewer $ 550,000 $ 794,000 Sanitary Sewer $ 843,000 $ 1,068,000 Water $ 372,000 $ 1,241,000 Total Project Cost $ 2,571,125 $ 4,154,000 Note1: Costs noted above show the estimated city cost to be repaid through sale of bonds. Costs paid in cash or by the county (for CSAH 12 improvements) are not included.

To summarize, approximately 10-20% of the cost increases are from inflation with the remainder being a result of work scope changes. The majority of the additional cost (+$870k) is from additional watermain replacement at the request of KMU. Storm sewer costs are mostly due to inflation and may change following a more detailed look during the feasibility study. Sanitary and street costs increases are equally a result of inflation and minor work scope changes.

Previous Rate Current Rate

Revenue Source Change Change Levy +$59k / 5.7% +$78k / 4.9% Storm Sewer Rates +8% +30% Sanitary Sewer Rates +5% +10% Water Rates - +0-1% Note: all projections are very high level and will be verified later

Requested Action: We are seeking any comments, suggestions or concurrence on project scope as presented, but no specific action is requested with this agenda item.

H:\KENYON_CI_MN\_General\Council Meetings\2024\05 May 24\02.1_2025 Street-Utility Project Scope Memo.docx

Project 2025 PROJECT Map LOCATION MAP

N

2025 Project Areas Full Reconstruction

San Sewer Lining

Watermain Replace

Storm Swr Extension

March 28, 2024 1:8,400 Goodhue County Roads 0 0.07 0.15 0.3 mi

CEM; ; OCTY; OCRLN; CTRLN 0 0.15 0.3 0.6 km

CSAHP; CRP

SHWY Parcels ArcGIS WebApp Builder 22 Kenyon Capital Improvement Plan 5/9/2024 Street & Utility Improvements For Approval Fund Street Storm Sewer Sanitary Sewer Water Total Project Assessible Year Description Cash Bond Cash Bond Cash Bond Cash Bond Cash Bond (Y / N) % Costs Notes Annual Chip/Crack Seal (Complete '23 & '24) $ 45,000.00 $ 45,000.00 $ - N $ - $ - 2024 $ - $ - Totals $ 45,000.00 $ - $ - $ - $ - $ - $ - $ - $ 45,000.00 $ - Annual Chip/Crack Seal $ 45,000.00 $ 45,000.00 $ - N CSAH 12 (2nd Street to Old Tressel) $ 734,000.00 $ 100,000.00 $ 135,000.00 $ 425,000.00 $ 166,000.00 $ 665,000.00 $ 869,000.00 $ 1,356,000.00 Y 20% Street, San, Wtr Estimated County Participation Shown in "Cash" Column Langford Avenue (Pine to Mogren Hill) + Mogren Water (Langford to Slee) $ 590,175.00 $ 228,750.00 $ - $ 391,050.00 $ - $ 1,209,975.00 Y 20% Street, San, Wtr Reconstruction 2025 Sanitary Sewer Lining (Forest St) $ 567,500.00 $ - $ 567,500.00 N 8th St to 3rd St Sanitary Sewer Lining (Pine St) $ 86,000.00 $ - $ 86,000.00 N Slee St to Pearl Creek - left over from PC Reroute Sanitary Sewer Lining (Pearl Cr/2nd St) $ 108,900.00 $ - $ 108,900.00 N 2nd St to Pearl Creek - left over from PC Reroute 8th Street (Forest to Red Wing) $ 361,200.00 $ 140,000.00 $ 140,000.00 $ 184,800.00 $ - $ 826,000.00 Y 20% Street, San, Wtr Reconstruction Totals $ 779,000.00 $ 1,051,375.00 $ 135,000.00 $ 793,750.00 $ - $ 1,068,400.00 $ - $ 1,240,850.00 $ 914,000.00 $ 4,154,375.00 Annual Chip/Crack Seal $ 45,000.00 $ 45,000.00 $ - N $ - $ - 2026 $ - $ - Totals $ 45,000.00 $ - $ - $ - $ - $ - $ - $ - $ 45,000.00 $ - Annual Chip/Crack Seal $ 45,000.00 $ 45,000.00 $ - N $ - $ - 2027 $ - $ - Totals $ 45,000.00 $ - $ - $ - $ - $ - $ - $ - $ 45,000.00 $ - Annual Chip/Crack Seal $ 45,000.00 $ 45,000.00 $ - N 6th Street (Huseth to Spring) + Walks $ 1,500,000.00 $ 740,000.00 $ 450,000.00 $ 450,000.00 $ 580,000.00 $ 1,500,000.00 $ 2,220,000.00 Y 20% Street, San, Wtr 1.5 Million of street cost assumed to be grant 2028

Totals $ 1,545,000.00 $ 740,000.00 $ - $ 450,000.00 $ - $ 450,000.00 $ - $ 580,000.00 $ 1,545,000.00 $ 2,220,000.00 Annual Chip/Crack Seal $ 45,000.00 $ 45,000.00 $ - N 2029 $ - $ - Totals $ 45,000.00 $ - $ - $ - $ - $ - $ - $ - $ 45,000.00 $ - Annual Chip/Crack Seal $ 45,000.00 $ 45,000.00 $ - $ - $ - 2030 $ - $ - Totals $ 45,000.00 $ - $ - $ - $ - $ - $ - $ - $ 45,000.00 $ - Annual Chip/Crack Seal $ 45,000.00 $ 45,000.00 $ - 5th Street (Spring to Bullis) $ 322,500.00 $ 125,000.00 $ - $ 165,000.00 $ - $ 612,500.00 Y 20% Street, Stm, Wtr Move to 2028 or 2031 2031 Overlays & New Paving (Various Streets) $ 446,420.00 $ - $ 446,420.00 Final Locations TBD (Remaining Overlays, Mogren, 9th/Forest) Trondheim Rd Extension (.43 Mi Gravel) $ 1,550,000.00 $ - $ 1,550,000.00 N Street Add 210K for pavement Totals $ 45,000.00 $ 2,318,920.00 $ - $ 125,000.00 $ - $ - $ - $ 165,000.00 $ 45,000.00 $ 2,608,920.00 Annual Chip/Crack Seal $ 45,000.00 $ 45,000.00 $ - $ - $ - 2032 $ - $ - Totals $ 45,000.00 $ - $ - $ - $ - $ - $ - $ - $ 45,000.00 $ - Other Outstanding Projects Front St (Spring to Red Wing) $ 664,950.00 $ 232,500.00 $ 268,750.00 $ 306,900.00 $ - $ 1,473,100.00 Y 20% Street, San, Wtr 50% of 6th Street (Spring to Red Wing) $ 664,950.00 $ 232,500.00 $ 232,500.00 $ 306,900.00 $ - $ 1,436,850.00 Y 20% Street, San, Wtr Remaining 2 of 6 blocks 3rd St & State Street $ 970,255.00 $ 339,250.00 $ 225,250.00 $ 201,630.00 $ - $ 1,736,385.00 Y 20% Street, San, Wtr 3rd (Sunset to Bullis), State (2nd to 3rd) 4th St (Huseth to Spring) $ 1,231,945.00 $ 430,750.00 $ 413,250.00 $ 568,590.00 $ - $ 2,644,535.00 Y 20% Street, San, Wtr Downtown Forest Street & Alley $ 443,125.00 $ 188,750.00 $ 96,250.00 $ 127,050.00 $ - $ 855,175.00 Y 10% Street, San, Wtr Forest (2nd to 3rd), Alley S of 2nd (Forest to Spring) TH 60 Utility Replacements $ 100,000.00 $ 425,000.00 $ 815,750.00 $ 1,143,450.00 $ - $ 1,959,200.00 Y 20% San, Wtr CHIP 2030, Utilities Only Wastewater Treatment Plant $ 3,000,000.00 $ - $ 3,000,000.00 N Placeholder Cost Only

All Costs In 2024 Dollars

H:\KENYON_CI_MN\_General\Capital Improvement Plan\CIP Estimate_05-2024.xlsx 23

AGENDA ITEM NO. VII.C

Agenda Item Summary

CITY COUNCIL AGENDA ITEM REPORT

DATE: May 14, 2024

SUBMITTED BY: Holli Gudknecht, Engineering

ITEM TYPE: Engineering

Agenda Section: Engineering

SUBJECT: CSAH 12 Partnership Agreement

SUGGESTED ACTION: The partnership agreement is attached. To summarize, this agreement defines responsibilities for the county and city and the process for proceeding with design of the project. Anticipated cost shares are also included. This is an ongoing conversation and the agreement may be updated again prior to the meeting.

Requested Action: Motion Authorizing Mayor and Staff to enter into

the CSAH 12 Partnership Agreement with Goodhue County

Attachments:

03.1_CSAH 12_Partnership Agreement_p3c.pdf

PARTNERSHIP AGREEMENT BETWEEN CITY OF KENYON AND GOODHUE COUNTY FOR PLANNING & DESIGN OF CSAH 12 IN KENYON, MN

This Agreement is between the City of Kenyon acting through its city council ("City") located at: 709 2 nd St, Kenyon, MN 55946 and the County of Goodhue acting through its Board of Commissioners ("County") located at: 509 West 5 th Street, Red Wing, MN 55066. The City and County, where applicable, may be referred to individually as a "Party" and collectively as the "Parties."

Recitals 1. The Parties desire to reconstruct County State Aid Highway ("CSAH") 12, between the intersection of Mantorville Rd and a point approximately 0.2 miles east along CSAH 12/Mantorville Rd, in Kenyon; and 2. The construction scope will generally consist of grading and pavement reconstruction to complete a rural to urban section change, traffic signing, drainage/storm water management, city utility replacements, ADA/pedestrian facility improvements, and other associated construction upon, adjacent and along CSAH 12, as described above or as generally depicted in Appendix C (the "Project"); and 3. The Parties therefore enter this Agreement to set forth their respective rights and duties.

Agreement 1. Term of Agreement, Appendices 1.1. Effective date. This Agreement will be effective upon execution and approval by the appropriate City and County officials pursuant to Minnesota law. 1.2. Expiration Date. This Agreement will expire on December 31, 2028, unless terminated earlier pursuant to Article 10. 1.3. Appendices. Appendices A, B, and C are attached and incorporated into this Agreement.

2. Scope of Work and Responsibilities of Each Party. In general, the preliminary design, final design, and construction administration will be led by the City and will be completed with the assistance of the County. The Project responsibilities are generally described below. Additional detail and responsibilities for each Party are provided in Appendix A. 2.1. City responsibilities. City will: 2.1.1. Assign a qualified design firm and registered professional engineer to provide design and construction services. 2.1.2. Conduct topographic and boundary surveys. 2.1.3. Prepare preliminary layout, Project plans, specifications, engineer's estimate, and bidding and contract documents for the Project by a Licensed Professional Engineer in the State of Minnesota in accordance with the applicable requirements of Goodhue County and MnDOT State Aid requirements. 2.1.4. Advertise for bids, open bids, and award a Contract for this Project including all items of work. 2.1.5. Obtain all permits and approvals required for the Project. 2.1.6. Provide contract administration, construction engineering, and construction staking by qualified staff for the Project. Provide construction observation by qualified staff for the City utility portion of the Project and for roadway portions of the Project if requested by the County. 2.1.7. Acquire permanent or temporary easements necessary for the Project, including Appendix A provisions. 2.1.8. Complete additional detailed tasks as noted in Appendix A. 2.1.9. Pay all Project costs and invoice the County for applicable shares. 2.2. County responsibilities. County will: 2.2.1. Provide applicable record documents and plans, design standards, details, plates or other information to facilitate the City and its Engineer's performance pursuant to Section 2.1, above.

Page 1 of 4 Last Revised 05/09/2024

H:\KENYON_CI_MN\0H1133029\2_Preliminary\A_Calculations\CSAH 12\Partnership Agreement\CSAH 12_Partnership Agreement_p3c.docx 25 Partnership Agreement: CSAH 12 City of Kenyon & Goodhue County

2.2.2. Provide technical reviews, recommendations, or concurrence for County Infrastructure. 2.2.3. Provide periodic reviews and approve the City-provided preliminary design, detail design, and construction plans for the Project; and 2.2.4. Complete additional detailed tasks as noted in Appendix A. 2.2.5. Pay the City for the County's share of Project costs. 2.3. Schedule. The Project bid letting is tentatively scheduled for winter of 2024/25 and construction during the summer of 2025. Intermittent milestone dates will be identified during preliminary design. 3. Cost Participation and Terms of Payment Cost participation between the City and County will be made in general accordance with Appendix B. Although no money will be transferred between the County and City at this time, the County acknowledges that the City will incur costs from retention of engineering services to complete the engineering and design work specified in this Agreement. The County will reimburse the city for reasonable and applicable portions of these design and planning costs at a later date.

The County and the City agree that the exchange of promises between the parties and the mutual benefit to the parties is the consideration supporting this Agreement.

4. Authorized Representatives 4.1. Each Party's Authorized Representative is responsible for administering this Agreement and is authorized to give and receive any notice required or permitted under this Agreement.

City's Authorized Representative is: Name: _______________ or successor. Title: _______________ Gov't Name: City of Kenyon Street Address: 709 2nd St, Kenyon, MN 55946 Telephone: _________________ Email: ____________________

County's Authorized Representative is: Name: Jess Greenwood, P.E. or successor. Title: County Engineer/Public Works Director Gov't Name: Goodhue County Street Address: 2140 Pioneer Road, Red Wing, MN 55066 Telephone: (651) 385-3025 Email: jess.greenwood@goodhuecountymn.gov

5. Indemnification 5.1. The City agrees to save, hold harmless and indemnify the County and the County's officers, agents, employees, and volunteer workers against any and all claims, losses, damages, or law suits for damages arising from, allegedly arising from, or related to the City's performance pursuant to this Agreement, and further the City agrees to defend on its own sole cost and expense any action or proceeding commenced for the purpose of asserting any claim, demand, or other causes of action arising as a result of the City's performance pursuant to this Agreement. 5.2. The County agrees to save, hold harmless and indemnify the City and the City's officers, agents, employees, and volunteer workers against any and all claims, losses, damages, or law suits for damages arising from, allegedly arising from, or related to the County's performance pursuant to this Agreement, and further the County agrees to defend on its own sole cost and expense any action or proceeding commenced for the purpose of asserting any claim, demand, or other causes of action arising as a result of the County's performance pursuant to this Agreement.

6. Audit: Under Minnesota Statutes §16C.05, subdivision 5, the books, records, documents and accounting procedures

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Partnership Agreement: CSAH 12 City of Kenyon & Goodhue County

and practices of the either Party relevant to this Agreement are subject to examination by either Party and the other Party's assigned Auditor for a minimum of six years from termination of this agreement.

7. Jurisdiction and Venue: Minnesota law governs the validity, interpretation and enforcement of this Agreement. Venue for all legal proceedings arising out of this Agreement, or its breach, must be in Goodhue County, Minnesota.

8. Assignment and Amendments 8.1. Assignment. Neither Party may assign nor transfer any rights or obligations under this Agreement without the prior written consent of the other Party and a fully executed Assignment Agreement, executed and approved by the same Parties who executed and approved this Agreement, or their successors in office. 8.2. Amendments. Any amendment to this Agreement must be in writing and will not be effective until it has been executed and approved by the same Parties who executed this original Agreement, or their successors in office.

9. Waiver; Contract Complete 9.1. Waiver. Failure of any Party to enforce any provision of this Agreement does not waive the provision or the party's right to subsequently enforce it. 9.2. Contract Complete. This agreement contains all negotiations and agreements between the parties. No other understanding regarding this agreement, whether written or oral, may be used to bind either party.

10. Termination: This Agreement may be terminated by mutual agreement of the parties.

11. Counterparts: This Agreement may be executed in one or more counterparts, including facsimile or electronic counterparts, each of which shall be deemed an original, and together which shall constitute one and the same instrument.

The Balance Of This Page Has Been Intentionally Left Blank

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Partnership Agreement: CSAH 12 City of Kenyon & Goodhue County

Acceptance

The undersigned certify that they have full and complete authority to execute this Agreement, and that they have executed this Agreement on behalf of their respective government unit.

City Of Kenyon Goodhue County

Signature: __________________________ Signature: _____________________________

Name/Title: __________________________ Name/Title: _____________________________

Date: __________________________ Date: _____________________________

Signature: __________________________ Signature: _____________________________

Name/Title: __________________________ Name/Title: _____________________________

Date: __________________________ Date: _____________________________

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Partnership Agreement: CSAH 12 City of Kenyon & Goodhue County Appendix A

Detailed Work Scope & Deliverables

FOR PLANNING & DESIGN OF CSAH 12 IN KENYON, MN

Overview In addition to the work scope provided in the Agreement, the following detailed design meetings, processes, deliverables and other requirements will apply to the Project.

1. Project Management 1.1. Schedule The City will draft an initial Project schedule of key milestones. Regular schedule updates will be provided as needed. 1.2. Design Team Meetings Meetings will be held at least monthly during the final design. With the City Engineer, authorized county Project manager and other designated individuals present, schedule, budget, design progress and other related topics will be discussed. The city's Project manager will prepare and distribute agendas and notes for each meeting. 1.3. Submittals Submittal of plans, specifications, permits and other design documents will generally be provided in electronic pdf format. The City can provide additional or alternate formats, if available and specifically requested by the County (CAD files, MS word or excel files, etc.) 1.4. Deliverables City  Project Schedule and updates.  Organize & facilitate design team meetings. County  Review and respond to submittals.  Attend meetings.  Review & Approve deliverables as requested.

2. Public Engagement & Notifications The City will be leading the public engagement process for this Project, in association with its typical special process(es). In addition to the required public hearings conducted as part of the Minnesota Statutes Chapter 429 requirements for special assessments (improvement hearing and assessment hearing), a minimum of 3 additional neighborhood-style meetings will be held. These meetings are generally held prior to final design (immediately before improvement hearing), during final design, and prior to construction (immediately before assessment hearing).

Additional mailed or electronic notifications and Project updates will be sent to adjacent residents as needed during design and regularly throughout construction. 2.1. Deliverables City  Organize & facilitate public meetings & notifications. County  Attend Meetings, if desired or if specially requested.

3. Design Surveys and Base Mapping The city will provide design surveys as necessary, maintaining the appropriate horizontal and vertical datum. All horizontal and vertical control will be established by the City's surveyor. 3.1. Design Surveys Collect field survey information within Project limits and adjacent areas as required to complete the preliminary and final design and prepare construction plans. The topographic survey information will include the following

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Partnership Agreement: CSAH 12 City of Kenyon & Goodhue County Appendix A

information at a minimum:  Horizontal and vertical location of existing surface improvements within the Project limits.  Invert elevations and pipe sizes of existing sewer and horizontal locations of watermains and associated existing facilities.  Ground shots as required to define existing topography.  Location of all existing property irons and/or existing right-of-way. All private utilities (natural gas, telephone, CATV, electric, etc.) will be field-located or verified based on field marking or other information from utility owners (using Gopher One-call system). Other State or City-owned utilities (sanitary sewer, watermain, street lighting circuits, communication systems, etc.) will also be located. The City will prepare base mapping of existing corridor right-of-way, including existing public and private easements. It is the intent that the proposed improvements will fit within existing rights-of-way. Transfer the collected field survey information into the Contractor's design software. 3.2. Deliverables City  Complete topographic and boundary surveys. County  Provide any utility permits within the corridor.  Provide any applicable ROW maps and surveys for the corridor.  Review ROW survey and comment as needed.

4. Utility Coordination For the purpose of this agreement "utility facilities" means and includes all privately, publicly, or cooperatively owned communication lines and facilities; and any system, lines, or facilities for the distribution or transmission of electrical energy, gasoline, oil, gas, water, steam, or for the exclusive collection of sewage. 4.1. Utility Coordination Utility Coordination will generally include the following major tasks:  Initial review of surveyed utilities marked through state gopher one-call system, or otherwise provided through County permit records.  Send copy of survey drawings to utility owners, request review and markups, additional maps, etc.  Hold in-person utility design meeting (mid-design) to identify conflicts, evaluate avoidance measures and request relocation of utilities in conflict.  The city will direct any necessary relocations to be made in accordance with County standards, including submittal of utility permits. Any additional coordination needed between the city, county and private utility owners will be handled through direct communication. 4.2. Deliverables City  Provide Project notifications and RFIs relating to private utilities within the corridor.  Organize & facilitate utility design meetings.  Provide additional field surveys as required to collect known utility information.  Follow up with utility owners as needed to facilitate necessary relocations. County  Review and issue utility permits for any relocations performed in conjunction with Project.  Attend utility meeting, as requested or desired

5. Preliminary Design

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Partnership Agreement: CSAH 12 City of Kenyon & Goodhue County Appendix A

As part of the city's preparation of its feasibility study (for special assessments), the City engineer will coordinate with County engineering staff to determine roadway width(s), horizontal and limited vertical alignments. The City's engineer will prepare preliminary layouts, profiles, and cross section drawings to facilitate design reviews and discussions with the County. The City will retain a geotechnical engineer to perform pavement section cores, soil borings and lab testing for use in design and construction recommendations. Once the preferred conceptual layout is determined, the City will determine any additional recommendations for final design. A preliminary cost estimate will also be prepared for review by the County. At the outset of preliminary design, the City and County will coordinate to obtain municipal consent, if required by MnDOT State Aid. 5.1. Deliverables City  Prepare preliminary layouts, profiles, and cross section drawings.  Organize & facilitate design meetings.  Complete geotechnical exploration and review.  Review and approve municipal consent resolution. County • Attend utility meetings and review preliminary designs. • Prepare municipal consent resolution.

6. Right-of-Way At this time, no significant easements are anticipated to construct the Project. In the event that easements are required, the city will obtain temporary and permanent easements as necessary to complete the Project. Such work will include completing additional boundary surveys for affected properties, preparing and sending early notification letters, meetings with property owners, preparing and negotiating offers, making direct payments to property owners, and preparation, routing and recording of easement documents.

If there are any easements or other rights that cannot be acquired through direct purchase, the City and County will create a plan for the most appropriate means of acquisition through eminent domain. 6.1. Deliverables City  Complete additional boundary survey's as needed.  Notify and communicate with property owners.  Prepare legal descriptions and easement documents. County • Review easement documents, if requested. • Record any new easements, if requested.

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Partnership Agreement: CSAH 12 City of Kenyon & Goodhue County Appendix A

7. Final Design 7.1. Detail Roadways Design & Reviews Final design will consist of preparing plans and specifications for bidding and construction. The City will prepare documents and submit to the county at various stages of completion, as noted below.

Submittal Description Submittal at Percent Completion

30% 60% 90% Plans Title Sheet X X X Layout/Loc'n Plan X SEQ X X Existing Conditions & ROW X X X Removals X X Const Notes, Standard Plates & Plans X Quantity Tabulations X Typical Sections X X X Misc Construction Details X SWPPP, Eros & Sediment Control X San Sewer & Watermain Plan & Profile X X Drainage Plan & Profile X X X Street/Walk Plan & Profile X X X Intersection & ADA Details X X Striping and Signage X Construction Staging X Traffic Control/Detour X X Cross Sections X X

Engineer's Estimate X X

Specifications (Proposal) X

Hydraulic Design/Report X X

The tentative dates for intermittent plan reviews will be determined by the City during preliminary design. Following submittal, the County will review and provide comments to the City within 4 weeks. Following 30/60/90% plan reviews, final plans will be sent to the County for state aid review and approval. Final plan submittal will include a state aid plan review checklist and supporting information. Project specifications will be prepared in accordance with standard City practice. Front end contracts will use Engineers Joint Contract Documents Committee (EJCDC) documents and format. Technical specifications will be prepared in reference to the most current or applicable version of the MnDOT Standard Specifications for Construction, Supplemental Specifications and applicable special provisions to meet State Aid requirements. 7.2. Hydraulic Analysis and Design The City will complete hydraulic modelling and design for the Project drainage systems. A hydraulics letter (with supporting information) will be completed in accordance with state aid standards. 7.3. Deliverables City:  Intermittent and final plans & specifications.  Hydraulics Letter & supporting information.  Applicable State Aid review checklists and forms.

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Partnership Agreement: CSAH 12 City of Kenyon & Goodhue County Appendix A

County:  Review city submittals and provide requested comment or approval(s).  Direct submittal of Project materials to State Aid.

8. Permits & Agency Reviews The following permits or agency reviews are currently anticipated. The City will prepare the following permit applications:  MPCA NPDES Construction Stormwater Permit  MDH Watermain Plan Review  Goodhue County Utility Permit (for city utilities)

8.1. Deliverables City  Prepare permit applications and pay permit fees. County • Approve permits, when applicable.

9. Bidding & Contract Award Following necessary approvals from the County, the City will advertise and let bids for the Project. Following concurrence from the County, the City will award the Project to the lowest responsible contractor.

10. Cooperative Agreement The City will draft a cooperative agreement following bidding. The cooperative agreement will generally consist of updated cost share totals/estimates, maintenance agreements for applicable improvements, payment schedule & terms, and construction roles and responsibilities for both parties.

End Of Appendix A

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Partnership Agreement: CSAH 12 City of Kenyon & Goodhue County Appendix B

Project Cost Share Agreement

FOR CSAH 12 RECONSTRUCTION IN KENYON, MN

The following major work items and associated cost share percentages are proposed for this Project. The table below is intended to provide a breakdown of the anticipated final cost shares. As a matter of clarity, some adjustments to these cost shares may be revised with the Cooperative Agreement, if mutually agreeable between the Parties.

Major Construction Cost Category City Portion County Portion

Street Surface (excavation, base material, pavement, striping) 0% 100% Driveways (affected by street grading) 0% 100% Curb & Gutter 50% 50% Storm Sewer Based on contributing areas Subgrade Drainage System 50% 50% Sidewalks 100% 0% City Utilities (Sanitary & Water) 100% 0% nd 2 St surface impacts related to water main replacement 100% 0% Non-standard or additional construction requested by the County 0% 100% Non-standard or additional construction requested by the City 100% 0% When applicable, removal costs for existing infrastructure will be categorized with the work categories identified above.

The following work items will be split and prorated based on overall construction share of work items identified above: • Fixed construction costs (mobilization, traffic control) • Temporary erosion & sedimentation control BMPs and final turf reestablishment • Survey, design engineering & planning, construction administration, observation, and material testing

Right of way or easement costs, including payments to property owners and fees related to acquisition will be shared on a case-by-case basis, based on the design intent and need for the easement and the cost shares indicated above. As an example, easements for street grading alone would be 100% County; easements for a watermain easement alone would be 100% city; an easement for storm sewer would be split based on contributing area percentages.

End Of Appendix B

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Appendix C

Illustrations on this page are not intended to dictate final and complete Project scope and design. This figure is intended to generally depict the Project area and preliminary scope

Last Revised 05/09/2024

City of Kenyon & Goodhue County

AGENDA ITEM NO. VII.D

Agenda Item Summary

CITY COUNCIL AGENDA ITEM REPORT

DATE: May 14, 2024

SUBMITTED BY: Holli Gudknecht, Engineering

ITEM TYPE: Engineering

Agenda Section: Engineering

SUBJECT: 2025 Project: Preliminary Design Proposal

Suggested Action:

The 2025 street and utility project will include special assessments to properties which are abutting or otherwise receiving a "special benefit" from the proposed improvements. In order to make these assessments, the city needs to follow a series of steps which are outlined in Chapter 429 of the state statutes. Authorizing the preparation of a feasibility report is the first step in this process. The purpose of the report is to define the need for improvements, scope of work, costs and funding and to prepare estimates of assessments for public consumption and later decision making by the council. The attached resolution directs Bolton & Menk to prepare the report.

The attached engineering proposal outlines Bolton & Menk's scope of work to complete the feasibility report, organize multiple internal and public meetings, survey the project, and data collection through contract soil borings and sanitary sewer televising. The proposal is attached for review. Engineering costs are part of the overall project costs and temporarily funded through existing city capital until costs are reimbursed through the bond package – received immediately following bidding (anticipated in early 2025).

Requested Action:

Motion Approving Resolution 2024-12 Motion Approving Preliminary Engineering Proposal for the 2025 Street & Utility Improvements

ATTACHMENTS: 04.1_Resolution 2024-12_Order-Feas-Rpt.pdf 04.2_2025 Street-Util_Preliminary Design Proposal.pdf

RESOLUTION 2024-12

City Of Kenyon

COUNTY OF GOODHUE

STATE OF MINNESOTA

Resolution Ordering Preparation Of Report On Improvement

2025 STREET & UTILITY IMPROVEMENTS

WHEREAS, it is proposed to improve the following streets and u li es as generally described in the table below:

Street/Area From To Scope

Mantorville Rd Mantorville Rd & A Point approximately 0.2 mi. east Full Reconstruc on (CSAH 12) 2nd St Intersect along Mantorville Rd (CSAH 12) 2nd St Slee St Mantorville Rd Water & Storm Sewer Replacement Langford Ave Pine St Mogren Hill Full Reconstruc on Mogren Hill Langford Ave Pine St Water Replacement Pine St Slee St Pearl Creek Sanitary lining & repairs Pearl Creek Main 2nd St Pearl Creek (north of 2nd St) Sanitary lining & repairs Forest St 3rd St 8th St Sanitary lining & repairs 8th St Forest St Red Wing Ave Full Reconstruc on

and to assess the benefited property for all or a por on of the cost of the improvement, pursuant to Minnesota Statutes, Chapter 429 and the City Assessment Policy.

Now Therefore, Be It Resolved By The City Council Of Kenyon, Minnesota:

That the proposed improvement, called the 2025 Street & U lity Improvements be referred to Bolton & Menk, Inc. for study and that that they are instructed to report to the council with all convenient speed advising the council in a preliminary way as to whether the proposed improvement is necessary, cost-effec ve, and feasible; whether it should best be made as proposed or in connec on with some other improvement; the es mated cost of the improvement as recommended; and a descrip on of the methodology used to calculate individual assessments for affected parcels.

Adopted by the council of the City of Kenyon this ___ day of ______, 2024.

__________________________ Douglas Henke, Mayor ATTEST:

_____________________________

May 9, 2024

Mayor & City Council City of Kenyon

RE: 2025 Street & Utility Improvements

Proposal for Preliminary Design & Survey Services

Mayor and Council: The City's infrastructure management plan has been maintained over the past several years. The capital improvement plan calls for various improvements in 2025. This proposal includes preliminary engineering and survey services required to initiate this project. This proposal is for the areas and scope defined in the figure and table below.

Location Scope

CSAH 12 (2nd St to Old Tressel Crossing) Full Reconstruction 2nd St (Slee St to Mantorville Rd) Water & Storm Sewer Upsizing Langford Ave (Mart St to Mogren Hill) Full Reconstruction Forest St (3rd St to 8th St) Sanitary Sewer Lining Pine St (Slee to Pearl Creek) Sanitary Sewer Lining Pearl Creek (2nd St to Pearl Creek) Sanitary Sewer Lining 8th St (Forest St to Red Wing Ave) Full Reconstruction

H:\KENYON_CI_MN\_Proposals\2025 Street and Utility\2025 Street-Util_Preliminary Design Proposal.docx

39 2025 Street & Utility Improvements May 2024 Proposal for Preliminary Design & Survey Services Page 2

In addition to improving street conditions in various areas, this project will rehabilitate or replace thousands of feet of problematic sanitary sewer main which is vital to reducing flows at the sewer plant. KMU will also be replacing and upsizing multiple watermains which will improve fire flows throughout town.

1. Preliminary Design & Data Collection

A. Feasibility Report

This project will include special assessments to property owners abutting or otherwise benefitting from the improvements. Special assessments require that the city follow a regimented process which is defined in chapter 429 of the Mn state statutes. The first step in this process is preparation of a feasibility report. The report will describe and define the following, related to the project:

 Existing Conditions & Project Need  Determine Necessary Improvements  Develop Preliminary Cost Estimates & Special Assessments  Develop Project Schedule  Determine the feasibility of the project

Upon completion of the report, we will provide recommendations for the council to move forward with the project. Our scope also includes the presentation of the feasibility report to council, coordinating and holding a public informational meeting and an official hearing on the improvement.

B. Topographic and Basic Boundary Survey

Bolton and Menk will mobilize our survey crew to the site to complete topographic survey of the project area, as needed to design our current understating of the overall project scope. Limited boundary work will also be completed to understand right-of-way locations and approximate property boundaries. Information gathered from survey work will allow a more detailed understanding of the project during this stage of the project, but will also ultimately be needed for final design work later this year.

Our scope does not include detailed boundary surveys, except for the north end of Langford Avenue. This area consists of vacated railroad right-of-way and title work will be necessary to determine the location of rights-of-way and property lines. In other areas of the project boundary survey will only be required if we determine the need for new temporary or permanent easements to build the improvements. If needed, we will inform the City and we can perform the work as additional services.

C. Soil Borings & Geotechnical Report

Bolton & Menk will retain a geotechnical sub consultant to perform soil borings and testing for the project. The geotechnical engineer will provide soil profile information which is vital to construction. They will also provide design recommendations for street sections and construction recommendations for utility work.

D. Sanitary Sewer Televising

Bolton & Menk will hire a sewer cleaning and televising company to collect video footage of a few sewers within this project area that have not been previously televised. Once work is complete, we will review the televising and update the design accordingly.

40 2025 Street & Utility Improvements May 2024 Proposal for Preliminary Design & Survey Services Page 3

2. Fees A summary of the fees associated with the scope is provided below

Item Cost

Project Management & Prelim Planning $ 12,800 Survey $ 26,300 Feasibility Report & Meetings $ 35,100 Soil Borings & Geotechnical Report1 $ 9,700 Sanitary Televising1,2 $ 6,000 Total $ 92,900 Notes: 1. Geotech and televising costs are estimated based on past projects. The city will be billed based on actual costs for these services. 2. Televising estimate assumes no cleaning, root cutting, or related defects causing additional work.

The fees noted above are estimated, based on the scope noted above. A breakdown of these fees is attached. Costs will be billed on an hourly, not-to-exceed basis and any substantial changes from the total fees provided will be discussed with the city at the appropriate time. The terms of the work performed under this proposal would be in accordance with the existing Agreement for Professional Services between the City of Kenyon and Bolton & Menk. A fee breakdown is provided at the end of this letter.

3. Schedule The following provides a tentative project schedule, based on 2025 Construction. Dates are subject to change.  Survey May - June 2024  Geotech & Sewer Televising June 2024  Feasibility Report Complete July 2024  Public Improvement Hearing/Order Project Aug 2024  Final Design Sep-Dec 2024  Approve Plans/Bidding Jan-Feb 2025  Construction Summer 2025

We value our relationship with the City of Kenyon as your City Engineer and appreciate the opportunity to assist the City with this project. If there are any questions related to this proposal, please contact us.

Sincerely, Bolton & Menk, Inc.

Derek P. Olinger, P.E. Brian Malm, P.E. City Engineer Principal Engineer

Attachments: Engineering Fee Breakdown

Engineering Fee Breakdown

Project: 2025 Street & Utility Improvements

Proj Survey Cr GIS

Proj Engr Principal City Engr Reimb Total AA Total Hr Total Labor Eng/Srvy Expense** (Rounded) Engr/Srvy Chief Specialist

Phase: Preliminary Design

1.1 Project Management 51 0 0 0 2 16 8 77 $ 12,755 $ 12,800 1.2 Survey 4 8 12 128 0 0 2 154 $ 24,178 $ 2,100 $ 26,300 1.3 Feasibility Report & Meetings 78 0 0 0 124 0 7 209 $ 35,061 $ 35,100 1.4 Soil Borings & Report 2 0 0 0 2 0 0 4 $ 690 $ 9,000 $ 9,700 1.5 Sanitary Televising 2 0 0 0 4 0 0 6 $ 1,010 $ 5,000 $ 6,000 Subtotal Hours 137 8 12 128 132 16 17 450.0 $ 73,694 $ 16,100 $ 89,900 ** Reimbursable Expense Summary $ 2,100.00 Estimated Cost for title work (6 reports @ $350/each) $ 10,000.00 Estimated Geotechnical Cost (1.5-2 days drilling, lab testing, & report) $ 5,000.00 Esimated Sanitary Televising (1,200 lin ft @ $4/ft)

AGENDA ITEM NO. IX.A

Agenda Item Summary

CITY COUNCIL AGENDA ITEM REPORT

DATE: May 14, 2024

SUBMITTED BY: Holli Gudknecht, Finance

ITEM TYPE: Financial

Agenda Section: Financial

SUBJECT: Financials

Suggested Action:

Attachments:

_Profit Loss Summary By Fund YTD©.pdf CITY OF KENYON Expense Summary.pdf CITY OF KENYON Revenue Summary.pdf

43 05/10/24 4:14 PM CITY OF KENYON Page 1 *Profit Loss Summary By Fund YTD©

As of APRIL 2024

APRIL 2024 YTD Totals

602 SANITARY SEWER Revenues $1,176.00 $64,654.08 Expenditures $30,508.67 $126,735.83 Gain(Loss) SANITARY SEWER ($29,332.67) ($62,081.75) 605 STORM SEWER Revenues $0.00 $5,627.32 Expenditures $10,647.48 $50,357.02 Gain(Loss) STORM SEWER ($10,647.48) ($44,729.70) 609 LIQUOR Revenues $69,389.98 $271,592.60 Expenditures $75,482.86 $262,115.49 Gain(Loss) LIQUOR ($6,092.88) $9,477.11

Grand Total CITY OF KENYON Gain(Loss) ($46,073.03) ($97,334.34)

44 05/10/24 3:18 PM CITY OF KENYON Page 1 CITY OF KENYON Expense Summary

2024 %YTD Account Last Dim Descr YTD Amt 2024 Budget Budget 2023 Amt

101 GENERAL FUND

41000 GENERAL GOVERNMENT E 101-41000-609 LOAN PRINCIPAL-INTERFUND K $0.00 $8,000.00 0.00% $14.87 E 101-41000-610 LOAN INTEREST - INTERFUND $0.00 $400.00 0.00% $0.00 E 101-41000-725 TRANSFER TO GENERAL FUND -$200,000.00 $0.00 0.00% $0.00 41000 GENERAL GOVERNMENT -$200,000.00 $8,400.00 -2380.95% $14.87

41110 CITY COUNCIL E 101-41110-101 SALARIES - REGULAR $2,495.16 $11,660.00 21.40% $12,545.00 E 101-41110-122 FICA - EMPLOYER SHARE $0.00 $920.00 0.00% $889.78 E 101-41110-142 UNEMPLOYMENT COMPENSATI $29.70 $0.00 0.00% $0.00 E 101-41110-150 INSURANCE - WORKERS COMP $16.64 $50.00 33.28% $82.72 E 101-41110-311 CONFERENCE & TRAINING $0.00 $350.00 0.00% $134.30 E 101-41110-331 TRAVEL EXPENSE $0.00 $200.00 0.00% $0.00 E 101-41110-430 MISCELLANEOUS $78.42 $0.00 0.00% $10.00 E 101-41110-433 DUES AND SUBSCRIPTIONS $4,207.38 $100.00 4207.38% $7,658.74 41110 CITY COUNCIL $6,827.30 $13,280.00 51.41% $21,320.54

41310 CITY ADMINISTRATION E 101-41310-100 SALARIES - PART TIME $0.00 $17,214.75 0.00% $17,066.78 E 101-41310-101 SALARIES - REGULAR $109,632.24 $177,702.00 61.69% $178,863.60 E 101-41310-102 SALARIES - OVERTIME $4,631.82 $0.00 0.00% $9,631.93 E 101-41310-121 PERA - EMPLOYER SHARE $8,575.80 $14,621.00 58.65% $16,012.25 E 101-41310-122 FICA - EMPLOYER SHARE $8,533.23 $14,910.00 57.23% $5,459.73 E 101-41310-130 INSURANCE - MED/DENT/LIFE/ $27,646.93 $89,645.00 30.84% $88,151.95 E 101-41310-142 UNEMPLOYMENT COMPENSATI $63.55 $0.00 0.00% $0.00 E 101-41310-150 INSURANCE - WORKERS COMP $286.68 $870.00 32.95% $1,470.43 E 101-41310-311 CONFERENCE & TRAINING $0.00 $1,500.00 0.00% $676.29 E 101-41310-324 OUTSIDE SERVICES $4,272.86 $0.00 0.00% $21,815.03 E 101-41310-331 TRAVEL EXPENSE $281.40 $1,500.00 18.76% $511.98 E 101-41310-342 TRAINING FEES -$100.00 $0.00 0.00% $0.00 E 101-41310-360 INSURANCE - PROPERTY/LIABIL $373.88 $960.00 38.95% $1,004.67 E 101-41310-430 MISCELLANEOUS $33.75 $0.00 0.00% $120.52 E 101-41310-433 DUES AND SUBSCRIPTIONS $663.00 $1,100.00 60.27% $2,956.18 41310 CITY ADMINISTRATION $164,895.14 $320,022.75 51.53% $343,741.34

41410 ELECTIONS E 101-41410-103 ELECTION JUDGE PAY $912.00 $2,500.00 36.48% $0.00 E 101-41410-331 TRAVEL EXPENSE $275.37 $0.00 0.00% $941.25 E 101-41410-430 MISCELLANEOUS $230.77 $0.00 0.00% $480.00 41410 ELECTIONS $1,418.14 $2,500.00 56.73% $1,421.25

41530 AUDITING E 101-41530-301 AUDITING $3,900.00 $15,000.00 26.00% $43,557.17 41530 AUDITING $3,900.00 $15,000.00 26.00% $43,557.17

41610 CITY ATTORNEY E 101-41610-304 LEGAL $23,104.63 $25,000.00 92.42% $41,500.03 41610 CITY ATTORNEY $23,104.63 $25,000.00 92.42% $41,500.03

41700 CITY ENGINEER E 101-41700-303 ENGINEERING $4,870.00 $10,000.00 48.70% $13,400.00 41700 CITY ENGINEER $4,870.00 $10,000.00 48.70% $13,400.00

45 05/10/24 3:18 PM Page 2 2024 %YTD Account Last Dim Descr YTD Amt 2024 Budget Budget 2023 Amt

41940 GENERAL GOVERNMENT E 101-41940-116 SALARIES -WEBSITE ADMIN $2,514.78 $7,036.05 35.74% $6,750.91 E 101-41940-121 PERA - EMPLOYER SHARE $188.62 $528.00 35.72% $528.88 E 101-41940-122 FICA - EMPLOYER SHARE $179.12 $537.00 33.36% $130.55 E 101-41940-130 INSURANCE - MED/DENT/LIF