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Home My WebLink About5G - Water Treatment Facility Landscape and Irrigation MEETING DATE: AGENDA #: PREPARED BY: AGENDA ITEM: DISCUSSION: 4646 Dakota Street S.E. Prior Lake, MN 55372-1714 CITY COUNCil AGENDA REPORT MAY 4, 2009 5G CRAIG ELDRED, STREET AND UTILITIES SUPERVISOR CONSIDER APPROVAL OF A RESOLUTION APPROVING PURCHASE AND INSTAllATION OF lANDSCAPE MATERIALS AND IRRIGATION SYSTEM FOR THE WATER TREATMENT FACILITY PROJECT Introduction The purpose of this agenda is for the City Council to accept quotes and approve purchase and installation of landscaping and irrigation system for 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 $139,966.32 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 for the facility. Site Landscaping and Irrigation Quotes were solicited in accordance with the City's purchasing policy for the landscape materials and irrigation system. Two quotes were received for landscaping (trees & shrubs): LANDSCAPING Meadow Green Northland Tree & Lawn & Landscape Landscape $31,317.39 $31,720.50 Two quotes were received for the City's specified irrigation system: IRRIGATION Husker Outdoors Inc. Quality Green, Inc. $24,331.50 $25,027.50 www.cityofpriorlake.com 'Phone 9~~:h44JJ9800 / Fax 952.447.4245 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). The total cost of landscaping and irrigation improvements to be completed is $55,648.89. The installation of trees and plants with the exception of the large spaded trees will be completed by City Staff. Conclusion These are the final City purchases related to the completion of the WTF. A final project closeout and pay request from Rice Lake Contracting is expected in June. ISSUES: Approval of this agenda item 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 about $80,000 for 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: Staff has completed a detailed final cost projection for this project. The project budget including approved resolutions and additions for the building permit and emergency siren relocation is $14,149,791. Based on tonight's funding request and estimated the final contract payments that the total project cost will be $14,125,910 or $23,881 under budget. As part of the overall project budget the City Council approved $192,000 for landscaping and furnishings to be completed by the City. Approval of tonight's agenda will bring the total to $195,614.32. Staff has eliminated items from the previous City Council approvals in the amount of $13,075 which includes certain well improvements to Well NO.5 which will be completed as needed within the constraints of the Water Utility Budget or be deferred. This will not affect operations of the facility or delivery of water service. This reduction will bring the total amount for the WTF FFE & Landscaping to $182,539 which is less than originally budgeted. As the City prepares to make the final payments for the WTF it is necessary to make final fund transfers to ensure the required funding is available for completion of the project. The City's overall budget included the issuance of $9,700,000 in Water Revenue bonds. To date the City has only issued $8,500,000 in bonds and has leveraged rebates and investment revenues from the Water Storage Fund in order to complete the project. By not bonding for the additional amount the City will save the principal and debt service on $1,200,000 over a 20 year period. This is a substantial savings to the City and residents. In order to complete the project without additional bonding it is necessary to make an inter-fund transfer from the Trunk Reserve Fund. Staff is recommending a transfer in the amount of $8,000 from the Trunk Reserve Fund as a portion of the facility capacity will serve new development. Staff anticipates a final pay request from Rice Lake Construction in June for the project. The final pay request and any anticipated additional items have been included in the attached project budget analysis. At this time staff anticipates that there will be one change order for the project in the amount of $40,000 to $50,000 for the fire suppression system and additional grading required for the ponding system. The estimated change order has been included in the budget analysis. ALTERNATIVES: 1. Approve a resolution authorizing purchase and installation landscape materials and irrigation system for the WTF and the transfer of funds from the Trunk Reserve Fund to the Water Storage Fund to complete 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 Alternatives NO.1 MOTION: ReVi1:J~ Frank BOYleo 'ne: ler A RESOLUTION APPROVING PURCHASE AND INSTAllATION OF lANDSCAPE MATERIALS AND IRRIGATION SYSTEM 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 complete the WTF landscaping and irrigation for $55,648.89; and WHEREAS, Staff is authorized to transfer $8,000 from the Trunk Reserve Fund to complete these improvements and ensure that sufficient funding is available for the final project payment. 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 the expenditure 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 the expenditure of $24,331.50 for irrigation to be completed by Husker Outdoors Inc, of Jordan, Minnesota. 4. The above expenditures will be recorded in the Water Storage Fund (#505-49100). 5. The City Council authorizes the transfer of funds from the following account to the Water Storage Fund #505-39203: a. Trunk Reserve Fund ($ 8,000.00) # 502-49303 PASSED AND ADOPTED THIS 4th DAY OF MAY, 2009. YES NO I Haugen I Erickson I Hedberg I LeMair I Millar Haugen Erickson Hedberg LeMair Millar Frank Boyles, City Manager www.cityofpriorlake.com C'\Col,""m"IJ09 .c.gei:ldil Report'iIQ5 O.ll 0911>.+1 roC'n 'I1"'l1" Phone 952.447.9800 / Fax 952.447.4245 WTF Financing - Project Summary Updated 4/27/2009 BUDGET City Council Approved Design & Construction Budget Met Council/City Bldg Permit Fees Testing Service Change Order Emergency Siren Relocation/Mise Total Project Budget Projected Final Cost $14,016,500.00 Res 07-145 $106.262.35 Building Permit $22,430.50 Res 08-017 $4.598.33 No Res CM Approval $14,149,791.18 $14,125,910.94 Detailed Resolution Expenditure Approval to Date Expended Balance Remaining to Date Work WTF Construction Cost $12,746,500.00 Res 07-145 $12,709,590.00 $36,910.00 $86,910.00 . Engineering $736,560.00 Res 06-142,06-205 $732,980.53 $3,579.47 $8,677.95 " Testing $44,669.50 Res 06-197,08-017 $36,434.07 $8,235.43 $0.00 Admin (City of Prior Lake) $100,000.00 Res 07-145 $100,000.00 $0.00 $0.00 Bonding Costs $208,000.00 Res 07-145 $157,918.34 $50,081.66 $0.00 City Building Costs (FFE, Landscaping) $139,966.32 Res 08-121,133 $82,228.48 $57,737.84 $44,662.00 City Building Costs (FFE, Landscaping) $55,648.89 Res 08-XXX $0.00 $55,648.89 $55,648.89 City Costs (Relocate Emerg. Siren/Mise) $4,598.33 No Res/CM Approval $4,598.33 $0.00 $0.00 Met Council/City SAC & WAC Fees $106262.35 Building Permit $106.262.35 $0.00 $0.00 Total $14,142,205.39 $13,930,012.10 $212,193.29 $195,898.84 "Reflects additional anticipated work and all co's Approved City Building Costs to Date Phase 1 Landscaping $41,34508-121 $46,162.26 ($4,817.57) $0.00 SCADA,Computers, FFE, Lighting $98,622 08-133 $36.066.22 $62,555.41 $44,662.00 Phase 2 Landscaping $55.649 09-XXX $0.00 $55.648.89 $55.648.89 Total City Approved Work $195,615 $82,228.48 $113,387 $100,311 Projected Final City Approved Work $182,539 S:\Wate'_SuppIylWTF Proj #07-122\Financing\2009-4-27 Financing Summary Final Budgeted Funding Allocation Water Storage Fund Trunk Reserve Fund Water Revenue Bonds CO Water Storage Fund Total FUNDING $2,110,860 Res 07-145 & Bldg Permit $2,316,500 Res 07-145 $9,700,000 Res 07-145 $22.431 Res 08-017 $14,149,791 Projected Final Funding Allocation Water Storage Fund" $3,302,411 Trunk Reserve Fund"" $2,323.500 Water Revenue Bonds $8.500.000 Total $14,125,911 '"'Includes Investment Earnings, Building Pennit Fees and Rebates -Includes $8k transfer on 5/4/09 to Water Storage Fund Rebates Received to Date Xcel Plan Review Rebate Sales Tax 1/1/08 Sales Tax 7/1/08 Sales Tax 12/31/08 Total to Date Investment Earnings to Date $22.146 (8114108) $25,868 $52.403 $19 107 $119,524 $764,227 (1/1/06 - 3/31/(9)