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Home My WebLink About9A - Purchase of Landscaping and Equipment for the Water Treatment Facility Project _L'::'" ~ox PRJO<!,-;: 0"'~\ 4646 Dakota Street S,E. U ~ Prior Lake, MN 55372-1714 t'rt ~ CITY COUNCIL AGENDA REPORT MEETING DATE: AGENDA #: PREPARED BY: APRIL 20, 2009 9A CRAIG ELDRED, STREET AND UTILITIES SUPERVISOR AGENDA ITEM: CONSIDER APPROVAL OF A RESOLUTION APPROVING PURCHASE AND INSTALLATION OF LANDSCAPE MATERIALS, IRRIGATION SYSTEM AND APPURTENANT EQUIPMENT FOR THE WATER TREATMENT FACILITY PROJECT DISCUSSION: Introduction The purpose of this agenda is for the City Council to accept quotes and approve purchase and installation of landscaping, irrigation system, appurtenant maintenance and safety equipment at the Water Treatment Facility (WTF) , Historv On August 6, 2007, the City Council awarded a contract for construction of the WTF to Rice Lake Construction. The project is substantially complete and $192,000 was budgeted for the purchase of equipment, furnishings, landscaping and the irrigation system to be bid at a later date to be more cost effective in our purchasing efforts. To date the Council has authorized $94,466.32 for the purchase of equipment, furnishings, landscaping and irrigation systems expenses. Current Circumstances The WTF is nearly complete and has been filtering water for more than a month. Staff is ready to proceed with final landscaping improvements and furnishing/equipment purchases for the facility. In addition to landscaping and furnishings the City has had the facility reviewed by our safety consultant Minnesota Municipal Utility Association (MMUA) for compliance with OSHA standards. Site Landscaping and Irrigation Quotes were solicited in accordance with the City's purchasing policy for the landscape materials and irrigation system. www.cityofpriorlake.com Pll,qI1~ Q5.~.447,9800 / Fax 952,447,4245 Two quotes were received for landscaping (trees & shrubs): LANDSCAPING Meadow Green Northland Tree & Lawn & Landscape Landscape $31,317.39 $41,416.66 Two quotes were received for the City's specified irrigation system: IRRIGATION Husker Outdoors Inc. Quality Green, Inc. $24,331.50 $25,027.50 Based on the quotes received staff recommends purchasing the landscape material from Meadow Green Lawn and Landscape, ($31,317.39) and the installation of the irrigation system from Husker Outdoors ($24,331,50). In addition to the above listed landscaping and irrigation improvements the City has additional hydro-seeding ($8,307), fencing/Security ($12,500) and erosion control ($10,900) to complete. The total cost of landscaping and irrigation improvements to be completed is $87,355.89. The installation of trees and plants with the exception of the large spaded trees will be completed by City Staff. Furnishings/Equipment In order to occupy and maintain the facility staff is seeking authorization for purchase of the miscellaneous items for storage and maintenance of the facility, These items include shelving ($4,500), bulletin boards ($100) and miscellaneous tools and supplies ($5,000). The total cost of these items for the facility is $9,600. Safety Equipment As discussed above the City had MMUA complete an OSHA simulated inspection of the facility and site. The Building Official has also completed a final safety review of the facility and is requiring additional safety equipment prior to issuance of the occupancy permit. The safety review recommends that the City purchase additional safety equipment in the amount of $12,140 to meet current OSHA and building code regulations. These items include additional signage ($500), lockout/tagout supplies ($1,840) and personnel protective equipment ($9,800) all of which are not included as part the WTF contract. Conclusion These are the final City purchases related to the completion of the WTF. Staff is recommending the following purchases: landscaping I rrigation System Hydroseeding Fencing/Security Erosion Control Furnishings and Equipment Safety Equipment $31,317.39 $24,331.50 $ 8,307.00 $12,500.00 $10,900.00 $ 9,600.00 $12.140.00 $109,095.89 ISSUES: Approval of this agenda is critical so staff can complete the remaining landscaping and minimize impacts to adjacent properties which have been on going for more than 18 months. Staff has had written and personal contact with residents regarding the remaining schedule and are in hopes of completing the remaining work no later than May 22nd , Staff is recommending installation of an irrigation system. The City will have invested more than $100,000 on landscaping and restoration on the 5 acre WTF site. Staff believes the investment in the irrigation system is a prudent step in protecting this investment. The system being installed will use web based weather reports to maximize system efficiency and is serving as a pilot system that may allow the City to substantially reduce the amount of irrigation water used at City facilities, The City will utilize Parks staff for mowing and maintenance of this facility, The Parks Staff currently maintains the adjacent .park weekly. Staff is concerned that the amount of landscaping maintenance required may overload the Parks staff as during peak periods the staff is currently at capacity. This additional facility may cause delays in maintenance of other facilities. This issue will be monitored and if issues do arise can be addressed during budget considerations for 2010. FINANCIAL IMPACT: The required funding is available in the Water Storage Fund. As discussed above the Council approved a preliminary budget of $192,000 for equipment, furnishings, landscaping and the irrigation system. This final purchase will bring the actual amount expended to $203,562.21 or $11,562.21 more than estimated, This is due to the additional safety equipment that was not included as part of the original project budget. Because the final MMUA and Building Official safety reviews require the building to be completed the actual additional requirements could not be estimated ahead of time. The WTF is unique in its design to meet Prior lake's needs and therefore has different safety requirements than other similar facilities, Funding for the full amount is available in the Water Storage Fund. The final payment for the WTF contract is anticipated in Mayor June. To date there have not been any change orders required or approved with that contract ($12,746,500). ALTERNATIVES: 1. Approve a resolution authorizing purchase and installation landscape materials, irrigation system, appurtenant maintenance and safety equipment for the WTF. 2. Table this agenda item for a specific reason. 3. Deny this agenda item for a specific reason and provide staff with direction. RECOMMENDED Alternative No. 1 MOTION: Review;-~ / ~ Frank ~oytes/City tIlanager A RESOLUTION APPROVING PURCHASE AND INSTALLATION OF LANDSCAPE MATERIALS, IRRIGATION SYSTEM AND APPURTENANT EQUIPMENT FOR THE WATER TREATMENT FACILITY PROJECT Motion By: Second By: WHEREAS, Construction of the Water Treatment Facility (WTF) is nearing completion; and WHEREAS, As part of the construction plans, the City proposed a landscaped buffer between the WTF and the residential properties of Crossandra Street and Itasca Avenue; and WHEREAS, City staff obtained quotes for installation of landscaping and irrigation system; and WHEREAS, Meadow Green Lawn and Landscape, Inc. of Lakeville, Minnesota, provided the total lowest bid ($31,317.39) for landscape installation and material; and WHEREAS, Husker Outdoors, Inc. of Jordan, Minnesota provided the total lowest bid ($24,331.50) for irrigation; and WHEREAS, Staff is authorized to make the following additional improvements and purchases for the WTF: Hydroseeding ($8,307.00), Fencing/Security ($12,500.00), Erosion Control ($10,900.00), Furnishings/Equipment ($9,600.00) and Safety Equipment ($12,140.00) in accordance with the City Purchasing Policy. NOW THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE, MINNESOTA as follows: 1. The recitals set forth above are incorporated herein. 2, City Council approves staff expenditures of $31,317.39 for the purchase of spade tree installation, ball & burlap trees and container materials from Meadow Green Lawn and Landscape of Lakeville, Minnesota. 3. City Council approves staff expenditures of $24,331.50 for irrigation to be done by Husker Outdoors Inc, of Jordan, Minnesota. 4, City Council approves staff expenditures for Hydroseeding ($8,307.00), Fencing/Security ($12,500.00), Erosion Control ($10,900.00), Furnishings/Equipment ($9,600.00) and Safety Equipment ($12,140.00) for a total not to exceed $53,447.00. 5. Funding for the above expenditures shall come from account #505-49100. PASSED AND ADOPTED THIS 20th DAY OF APRIL, 2009. YES NO Haugen Erickson Hedberg LeMair Millar Haugen Erickson Hedberg LeMair Millar www,cityofpriorlake,cforRnk Boyles, City Manager K:lvOUnCII\LUU~ Agenoa KeportsIU4 LU U~lwtT resolutlon.UUv Phone 952.447,9800 / Fax 952,447.4245