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Home My WebLink About5D Pike Lake Trail & Parking Lot O� PRio u z" 4646 Dakota Street SE Prior Lake,MN 55372 ilfoN6SolP CITY COUNCIL AGENDA REPORT MEETING DATE: JULY 13, 2015 AGENDA#: 5D PREPARED BY: JAKE THEISEN, MAINTENANCE SUPERINTENDENT PRESENTED BY: JAKE THEISEN AGENDA ITEM: CONSIDER APPROVAL OF A RESOLUTION ACCEPTING BIDS AND AUTHORIZING THE MAYOR AND CITY MANAGER TO EXECUTE THE CITY'S STANDARDIZED CONSTRUCTION CONTRACT FOR CONSTRUCTION OF THE PIKE LAKE PARK TRAIL AND PARKING LOT DISCUSSION: Introduction The purpose of this agenda item is to accept the bids and authorize the Mayor and City Manager to execute the City's Standardized Construction Contract with Minnesota Dirt Works for the construction of the asphalt trail and parking lot in Pike Lake Park. History At the end of 2013, the SMSC invited local governments and charitable organizations in Scott County to apply for grants to fund local projects that would fill trail gaps, augment existing trail systems, improve access to existing public natural areas, or provide additional environmental benefit beyond simple access. In the City's effort to augment existing trails and to improve handicapped accessibility to natural areas, the City identified a parking lot and trail segment in Pike Lake Park. The amenities were originally constructed as • part of preliminary improvements to Pike Lake Park opening greater access to the public. Paving of the chip trail and gravel parking lot will allow handicapped accessibility to the lake and the shelter constructed with funds donated by the Prior Lake Rotary. The City Council received and accepted $76,000 in grant funds from the SMSC on February 10, 2014 for the purpose of the trail and parking lot improvements. The grant requires a 20% match of either cash or in kind funds. The City supported the design of the improvements to accomplish this match. Due to the flooding that occurred in 2014, an extension was granted for the construction through the 2015 construction season. Current Circumstances Advertisement for bid were distributed to four contractors on June 18, 2015 with bids due and opened on July 2, 2015 at 2:00 pm. The City received 4 bids which are listed in the chart below: Phone 952.447.9800 / Fax 952.447.4245/www.cityofpriorlake.com Company Address Total Minnesota Dirt Works Burnsville, MN $72,713.50 Chard Tiling & Belle Plaine, MN $73,098.00 Excavating NW Asphalt Shakopee, MN $76,032.50 South Suburban Prior Lake, MN $67,432.00 Asphalt Incomplete Bid Conclusion Staff is recommending awarding the construction contract to the lowest responsible bidder, Minnesota Dirt Works, in the amount of$ 72,713.50. ISSUES: The bid of South Suburban Asphalt did not include the required bid bond, responsible Contractor Verification, and affidavit of non-collusion. We do not believe that by rebidding this project that we would achieve the saving proposed by South Suburban in this bid. Considering the price of asphalt and petroleum based products, we believe that the low bidders represent a good value to the Prior Lake taxpayer. The City's estimate was $75,000 based on previous projects. FINANCIAL Funds for this project will be drawn from the Parks Department Grant Fund IMPACT: Account portion of the general fund budget. ALTERNATIVES: 1. Motion and a second to accept the bids and authorize the Mayor and City Manager to execute the City's Standardized Construction Contract with Minnesota Dirt Works for the Pike Lake Park Trail project. 2. Table this item for a specific reason and provide staff with direction 3. Direct staff not to proceed with the project. RECOMMENDED Motion and second to approve Alternative# 1 as part of the consent MOTION: agenda. 4646 Dakota Street SE ` ' so,.P Prior Lake, MN 55372 RESOLUTION 15-xxx A RESOLUTION AWARDING THE CITY'S STANDARDIZED CONSTRUCTION CONTRACT FOR THE PIKE LAKE PARK TRAIL AND PARKING LOT IMPROVEMENTS(CITY PROJECT#PRK14.000007) Motion By: Second By: WHEREAS, The City has identified a parking lot and a section of trail that needs to be upgraded to provide handicapped access to Pike Lake; and WHEREAS, The SMSC has granted to the City funds in the amount of$76,000 for the completion of these improvements; and WHEREAS, The City has agreed to use the granted funds to upgrade an 8 stall parking lot and a 10'wide 562' bituminous trail between the parking lot and Pike Lake to a bituminous surface; and WHEREAS, The SMSC and the City set forth their understanding to the grant and its use in an agreement entered into on February 10, 2014. 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. The Mayor and City Manager are hereby authorized to execute the City's Standardized Construction Contract for the identified trail and parking lot project with Minnesota Dirt Works for a cost not to exceed $72,713.50. 3. Funding for the project shall be drawn from the Park Department Grant Account portion of the General Fund Account 101-45200.00-33700.23. PASSED AND ADOPTED THIS 13th DAY OF July 2015. VOTE Hedberg Keeney McGuire Morton Thompson Aye E ❑ E ❑ ❑ Nay 0 0 0 ❑ ❑ Abstain ❑ ❑ ❑ 0 0 Absent 0 0 0 0 ❑ Frank Boyles, City Manager 04 pO+P ti 4646 Dakota Street SE 40. sols" Prior Lake,MN 55372 RESOLUTION 14-021 A RESOLUTION ACCEPTING A$76,000 CONTRIBUTION,APPROVING AN INTERGOVERNMENTAL DONATION AGREEMENT BETWEEN THE CITY AND THE SHAKOPEE MDEWAKANTON SIOUX COMMUNITY(SMSC),AUTHORIZING THE MAYOR AND CITY MANAGER TO EXECUTE AN INTERGOVERNMENTAL DONATION AGREEMENT BETWEEN THE SMSC AND THE CITY OF PRIOR LAKE AND AUTHORIZING AN AMENDMENT TO THE 2014 GENERAL FUND BUDGET. Motion By: McGuire Second By: Morton WHEREAS, The City has identified a parking lot and a section of trail that needs to be upgraded to provide handicapped access to Pike Lake;and WHEREAS, The SMSC has granted to the City funds in the amount of$76,000;and WHEREAS, The City has agreed to use the granted funds to upgrade an eight-stall parking lot and a 10' wide,562'bituminous trail between the parking lot and Pike Lake to a bituminous surface;and WHEREAS, The SMSC and the City seek to set forth their understanding relating to the grant and ks use. 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. The City Council accepts the$76,000 grant on behalf of the City. 3. The City Council hereby approves the Intergovernmental Agreement. 4. The Mayor and City Manager are authorized to execute the Intergovernmental Agreement between the Shakopee Mdewakanton Sioux Community and the City of Prior Lake. 5. The 2014 General Fund budget is amended to reflect the$76,000 Park Department expenditures and $76,000 Grant revenues. PASSED AND ADOPTED THIS 10th DAY OF FEBRUARY 2014. YES NO Hedberg X Hedberg Keeney X Keeney McGuire X McGuire Morton X Morton Soukup X Soukup _ Franc e , ity Manager