Comprehensive Transportation Study for Glencoe, MN

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1 Comprehensive Transportation Study for Glencoe, MN Introduction and Project Information Introduction There have been a number of planning and preliminary engineering studies completed in the Glencoe area since the late 1990s. The latest report, the Glencoe Transportation Partnership Study, was completed in 2003 and developed a coordinated transportation system plan for the Glencoe area amongst State, County and City interests. At the time, it was anticipated there would be unprecedented growth in the Glencoe area and there would be a need for major transportation system improvements over the following 20 years. The study made recommendations for specific projects including interchanges along US Highway 212 and the potential realignment of MN Highway 22. Since the completion of the 2003 study, much of the development projected for Glencoe did not occur as planned, due to larger economic trends across Minnesota and the nation. Additionally, funding realities for state and local transportation funding have made preservation of the existing system the focus of transportation dollars. Therefore, some of the project recommendations in the 2003 study, such as interchanges at every intersection, are no longer feasible given the current transportation funding realities. A new study is needed to update prior plans to reflect the current and future transportation system needs and to develop a new set of recommendations from which to base future transportation investments. Project Information-Planning Study This comprehensive planning study will create a coordinated transportation plan and common vision for transportation in the Glencoe community for MnDOT, McLeod County and the City of Glencoe. This Comprehensive Transportation Study for Glencoe is being pursued by MnDOT, McLeod County and the City of Glencoe as many of the assumptions of previous plans have changed. There is a desire for better network connectivity for MN Highway 22, safety improvements at intersections along US Highway 212 and a reexamination of the transportation system infrastructure in the Glencoe community. Anticipated items to work through with this Comprehensive Transportation Study include, but are not limited to, include: A) Review of previous planning studies in the Glencoe area (including a recent origindestination study 2018) B) Public outreach and engagement C) Land use and future growth analysis D) Transportation system needs analysis and coordination amongst city, county and state agencies E) Intersection Control Evaluation (ICE) reports F) Analysis of Traffic Patterns throughout Glencoe G) Jurisdictional transfer options H) Alternatives analysis for new roadways and a better MN Highway 22 connection to US Highway 212 I) Rail Crossing Evaluation 1

2 Section Project Management (Source Type 1010) 1.1- Project Coordination The Contractor will perform general administration of the contract. Operation of the contract details and communicate all project activities, progress and findings to the State s Project Manager, Lindsey Bruer. This includes meetings with internal and external project teams as well as regular and routine communications with the State s Project Manager. Meeting tasks include agenda preparation, meeting facilitation, follow-up and meeting notes for each meeting. Meetings may be conducted via multiple forms of technology, however it is expected that a number of meetings will be in person. More detailed descriptions of meetings are outlined in the following sections Project Instructions and Quality Assurance The Contractor will develop internal tools (Project Instructions, Gantt Charts, Work Plans) to establish a schedule with defined deliverable dates, budgets, roles, and responsibilities for the project team members throughout the project Invoicing The Contractor will be responsible for invoicing the individual Contract Partners for their respective share in the contract costs, and providing copies to all Partners on each invoice Project Management Team The Project Management Team (PMT) will consist of the study partners, the City of Glencoe, McLeod County and the State. The Contractor will coordinate and facilitate PMT meetings, as needed (assume 5-7 meetings), throughout the course of the study. Assumed location for PMT meetings is Glencoe, MN Technical Management Team The Technical Management Team (TMT) will consist of the leaders of the State s District 8 functional staff, and occasionally the engineering or technical staff of the City or County. The Contractor will coordinate and facilitate TMT meetings, as needed (assume 5-7 meetings), throughout the course of the study. Assumed location for TMT meetings is Willmar, MN Project Management Deliverables and Dues Dates(s) or Time Requirement State s Deliverables: A) Review and respond to submittals (within 3 weeks) B) Coordinate internal reviews (within 3 weeks) C) Provide copies of project correspondences and project information (as needed) D) Attend meetings (as needed) E) Approve deliverables (as needed) F) Monitor quality control (at all turn-in milestones) Contractor s Deliverables: A) Coordinate and attend meetings (as needed) B) Hold an update meeting or conference call with State s Project Manager (semi-weekly or as needed) C) Prepare meeting agendas, displays, and minutes (as needed) D) Prepare and submit invoices and progress reports (monthly) E) Provide updates to the project schedule (upon request by State s Project Manager) F) Provide timely copies of critical correspondences and project issue data (as needed) G) Submit electronic project files on CD or via ftp (at project completion) H) Monitor, Document, and submit quality control process documentation (at all turn-in milestones) 2

3 Section 2.0 Data Collection & Analysis (Source Type 6244) 2.1- Data The Contractor will work closely with the State and Partners to gather data for use in the Study. Data to be gathers includes, but is not limited to: A) Previous Planning and Preliminary Engineering Studies, including 2018 Origin- Destination Study B) Current Land Use and Regulations C) Planned Development/Future Land Use D) Existing Corridor and Intersection Designs and Characteristics E) Traffic Projections and Crash History (in accordance with the Institute of Transportation Engineers [ITE] Trip Generation Manual or other source approved by the District Traffic Engineer) F) Turning Movement Data for the Following Intersections: (1) Highway 22/13 th St. E. and Chandler Ave. N. (2) Highway 22/13 th St. E. and Hennepin Ave. N. (3) Hennepin Ave. N. and 10 th St. E. (4) 10 th St. E. and Chandler Ave. N. (5) All intersections identified for ICE reports in section 6.2 G) Environmental Information H) Roadway Functional Classification I) Current Access Management 2.2- Data Analysis The Contractor will review, analyze and validate previous planning efforts to determine if the recommendations are still valid today or if the recommendations and alternatives are no longer feasible. The Contractor will also review current and planned land use and development throughout the City of Glencoe to project future growth trends that will have an impact on traffic patterns. Section Public Engagement and Outreach (Source Type 1065) 3.1 Public Engagement Plan The Contractor will develop a Public Engagement Plan that identifies when public engagement activities will be held, what the purpose of the activity is, who the intended audience is, what the intended format will be, and what information will be needed prior to the meeting. The plan will identify contacts with primary stakeholders, as well as media. The intent of public engagement for this contract is for the Contractor to work with the State to inform, educate and engage Glencoe area stakeholders (including landowners, businesses, the City of Glencoe, McLeod County, other associated stakeholders and the public) regarding the proposed work of the Comprehensive Transportation Study. 3.2 Public Engagement Activities Although it is anticipated public engagement activities will be finalized with input from the State s Project Manager, Public Engagement Director and the Project Management Team in the Public Engagement Plan, as one of the early tasks of this contract, the State has identified several activities that must be included at a minimum: A) Public Meetings i. Minimum of two open house meetings in Glencoe, assume duration of two hours per open house 3

4 ii. Include any other public meeting the Contractor proposes B) Interviews, Focus Groups, Community Presentations and/or Stakeholder Forums i. Minimum of six meetings (may all be done on the same day, or split up at various times throughout the study) in Glencoe, assume duration of one hour per meeting ii. Include any other input meetings the Contractor proposes C) Presentations to City Council and County Board i. Minimum of four presentations (two to each group), in Glencoe, assume duration of one hour per meeting D) Online Engagement that Supplements In-Person Opportunities i. Minimum to supplement the two open houses and the six interviews/focus groups/community presentations and/or stakeholder forums ii. Include any other online engagement activities that supplement in-person opportunities that the Contractor proposes E) Visual Communications & Graphics (for the web, in-person meetings, printed material, etc.) F) Web Materials G) Newsletters or Mailings (printed and/or digital) i. Minimum of two post card mailings (to advertise Open Houses) to Glencoe area residents H) Use of Social Media The State and Partners would like the Contractor to propose additional innovative public engagement strategies, as public engagement and community buy-in will be an important part of this planning study. All documents provided for posting on the State s public website must meet the provisions of the State of Minnesota s Accessibility Standards and Minnesota s accessibility standard for electronic documents at the following location: The Contractor will provide updated information at significant steps in the process including public meetings, newsletters, publication of technical reports and final study recommendations. 3.3 Public Engagement Summary The Contractor will gather and analyze all stakeholder input into a summary document (in addition to the Public Engagement Plan). The document will summarize who provided input, an aggregate summary of the input provided and any changes made to the planning process as a result of public input. Maps, charts, infographics, other graphics and other relevant materials should be included, as appropriate. 3.4 Public Engagement Deliverables and Dues Dates(s) or Time Requirements The following deliverables are based on the minimum engagement activities described in section 4.1, however the Contractor should account for any additional innovative public engagement activities proposed beyond the minimum requirements. A) State s Deliverables: i. Provide direction on the Public Engagement Plan ii. Participate in public meetings and outreach (as needed) iii. Review and respond to draft public engagement documents within 10 business days of receipt B) Contractor s Deliverables: i. The Contractor will organize and conduct a minimum of twelve Public Meetings 4

5 ii. The Contractor will send the State s Project Manager and Public Engagement Director drafts all materials to be used for PMT and public meetings 10 business days prior to the event iii. Prepare a written meeting summary for all meetings (within five business days of each meeting) iv. Create all public engagement materials in web-ready formats v. Provide a draft of the Public Engagement Plan (PEP) at the first PMT meeting vi. Provide a final PEP within 10 business days of the first PMT meeting Section 4.0 Highway 22 Alternatives Analysis (Source Type 6244) 4.1- Alternatives Analysis - The Contractor will develop up to six conceptual drawings of alternative route connections of MN Highway 22 to US Highway 212. However, the Contractor will facilitate brainstorming with the PMT to narrow down alternative routes to the six that will be explored further. Drawings of the alternative route connections will be used for both internal and external meetings and should meet all accessibility guidelines. Horizontal alternate route alignments shall be in accordance with proper design speeds Risk Assessment The Contractor will assess and document the risks and feasibility of each Highway 22 realignment alternative. Potential risks include, but are not limited to: i. Right of Way ii. Drainage and Water Resources iii. Environmental iv. Permitting v. Cost (including benefit-cost ratio calculations) vi. Access vii. Constructability viii. Project Delivery Timeline 4.3- Feasibility Assessment The Contractor will review the Highway 22 realignment alternatives in the 2003 Study to validate the identified alternatives or determine they are no longer feasible. After the alternatives identified in the 2003 Study have been reviewed, the Contractor will analyze a minimum of six Highway 22 realignment alternatives, including alternatives that may not have been identified in the 2003 Study. At a minimum, the State would like to analyze the following alternatives: i. Highway 22 via Chandler Ave. N ii. Highway 22 via Hennepin Ave. N/CSAH 2 with added access onto TH 212 and removal of access on Chandler Ave. N 4.4- Environmental Risk The Contractor will review all alternatives for environmental impacts to help refine the alternatives analysis. Environmental impact to review, include, but are not limited to: wetlands (NWI), historic properties, known Archeological sites, threatened and endangered species, contaminated materials, drainage features, special vegetation and other environmentally sensitive items Highway 22 Realignment Alternatives Analysis Deliverables State s Deliverables A) The State will review alternatives and make comments within 10 business days Contractor s Deliverables 5

6 A) Contractor will review and analyze risks to realignment alternatives B) Contractor will provide high-level sketch maps of realignment alternatives Section 5.0 Traffic Engineering (Source Type 1808) 5.1- Existing Conditions The Contractor will review and summarize the 5-year crash history and provide counts of bicycle and pedestrians, and vehicle class counts at each intersection along state highways and up to 10 other local road locations within the planning study project limits. The Contractor will analyze turning movements and existing intersection controls along Highway 22 through Glencoe Traffic Projections Based on available data, the Contractor will develop traffic projections (2030) for the study area. The traffic projection tabulations will include all state highways and up to 10 other local roads within the study area. The Contractor will examine the current congestion/level of Service classifications of roadways within the Glencoe Study Area. Base on the traffic capacity analysis, the Contractor will determine areas that will not provide, at a minimum, Level of Service C, for main lines and Level of Service D for intersections ICE Studies The Contractor will conduct an Intersection Control Evaluation (ICE) study at the following intersections along US Highway 212: A) Chandler Ave. N. (MN Hwy 22) B) Morningside Ave. N. C) Falcon Ave. N. D) 9 th St. The study will analyze up to five alternatives for each of the intersections and include conceptual drawings and high-level cost estimates for the alternatives that will be shared with the Project Management Team and Technical Management Team. Benefit-cost ratios should also be analyzed for the alternatives. Once the analyses have been completed and recommendations have been developed, ICE reports will be prepared for each intersection. These documents will follow the standard outline developed by the State, showing the detailed analysis for the intersections. Draft documents will be submitted for review and comment. For reference, the Intersection Control Evaluation Manual is located on the State s Web site at the following address: Deliverables - A) State s Deliverables: (1) Review of data collected. (2) Review and comment on draft versions of the ICE Report. (within 3 weeks) B) Contractor s Deliverables: (1) Relevant traffic data for the ICE, including but not limited to: traffic volume (AADT, HCAADT turning movement, class counts) data, crash data, and traffic forecasts. (2) Aerial imagery Images from internet mapping sources (in KMZ format, depicting locations for each intersection and key features) will be considered adequate for the ICE, subject to the approval of the State. (3) Traffic projections with calculations and supporting documentation and System Capacity Analysis. (4) Draft ICE Reports for review. 6

7 (5) Final ICE Reports for signature. Section 6.0 Local Road Alternative Connections (Source Type 6244) 6.1- Identify Local Connections The Contractor and the PMT will identify possible local connections that should be made in the future to provide local connectivity and a well-connected transportation network. These shall be documented in map format at a conceptual level Jurisdictional Transfer Options The Contractor and the PMT will identify priorities for roadway jurisdictional transfers or re-designations of roadways for State Highways, County Roads (including CSAH) and City Streets (including MSAS) throughout the City of Glencoe to ensure the road network is owned and operated by the most appropriate level of government. These shall be documented in map format at a conceptual level Rail Crossing Analysis The Contractor will review all at grade rail crossings in the study area to determine if any could be improved, consolidated or removed. Section 7.0 Project Timeline It is anticipated this contract will go until June 30 th, All work should take place between May, 2018 and June 30 th,