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Home My WebLink About5E -Gazebos & Shelters16200 Eagle Creek Avenue S.E. Prior Lake, MN 55372-1714 CITY COUNCIL AGENDA REPORT MEETING DATE: AGENDA # PREPARED BY: REVIEWED BY: AGENDA ITEM: MAY 2, 2005 5E AL FRIEDGES, PARKS AND FLEET MAINTENANCE SUPERVISOR BUD OSMUNDSON, PUBLIC WORKS DIRECTOR CONSIDER APPROVAL OF A RESOLUTION ACCEPTING BIDS AND EXECUTION OF CITY'S STANDARDIZED CONTRACT FOR THE PURCHASE OF MATERIALS FOR PICNIC SHELTERS AND GAZEBOS DISCUSSION: Histor~ The purpose of this agenda report is to accept a bid and award the contract for materials for the construction of picnic shelters and gazebos in 2005 consistent with the 2005- 2009 Capital Improvement Program (C.I.P.). The construction of a picnic shelter at Crystal Lake Park is identified in the 2006 C.I.P. Additionally, a proposed park in Hawks Ridge area is identified in the 2005 C.I.P. for the construction of a shelter. The Hawks Ridge development did not materialize as staff had projected. Conversely, the Crystal Lake development came online a year ahead of its anticipated date. By constructing the shelter at Crystal Lake Park in 2005 rather than 2006, we would be demonstrating an effort to complete our parks before or during the construction of the affected homes that are being built adjacent to the parks. The shelters and gazebos will be constructed at the following parks (see attached aerials): Shelters Cardinal Ridge Park Northwood Park Crystal Lake Park The Ponds Athletic Complex Gazebos Meadow View Park Woods In The Wilds Park The City Council has previously authorized a request for bids at the March 21, 2005 City Council meeting. Bids were opened April 12, 2005. Monnens Lumber from Prior Lake was the only vendor that submitted a bid. Issues: The parks maintenance division of public works will construct these shelters and gazebos. The Sentence to Service (S.T.S.) program will also be assisting with C:\Documents and Settings\cgreen~Local Settings\Temporary Inte~t~I~~~rd contract materials for picnic shelters and gazebos. DOC Phone 952.447.4230 / Fax 952.447.4245 FISCAL IMPACT: construction. The picnic shelter design is a prototype prepared by Oertel Architects in an effort to save money on design and structural engineering fees. The gazebo design is a prototype used for the construction of the gazebo at Lakefront Park. Budget Impact: There is $120,000 identified for the construction of four shelters and two gazebos in the 2005 C.I.P.; this will pay for materials and concrete slabs for the structures. The following bid was received from Monnens Lumber: Materials for picnic shelters $38,000.68 Materials for gazebos $31,400.00 Total $69,400.68 Staff's estimate for the lumber to construct the shelters and gazebos was $70,937.72. The following is a break-down of the remaining expenditures needed to construct the shelters and gazebos: 1. Concrete floors (lowest of 2 quotes) $27,456.00 2. Concrete footings $6,000.00 3. Sonit Tubes $2,000.00 4. Hardware $3,000.00 5. Base (gravel) $5,000.00 6. Paint and stain $2,000.00 7. Pulverized black dirt $3,000.00 8. Miscellaneous $1,544.00 Total $50,000.00 Labor costs will be charged to the park maintenance budget and will be reduced with the assistance of the Sentence to Service Program. ALTERNATIVES: There are three alternatives for the City Council to consider: 1. Approve a resolution accepting a bid and awarding the City's standardized contract for materials for the construction of picnic shelters and gazebos. 2. Table this agenda item for a specific reason. 3. Deny this agenda item for a specific reason and provide staff with direction. RECOMMENDED MOTION: REVIEWED BY: Staff recommends alternative number 1. Bud~7on Works Director Frank B°yle~7 ~v~nager CSDocuments and Settings\cgreen2~ocal Settings\Temporary Intemet Files\OLK162~accept bid award contract materials for picnic shelters and gazebos. DOC 16200 Eagle Creek Avenue S.E. Prior Lake, MN 55372-1714 RESOLUTION 05-XX RESOLUTION ACCEPTING A BID AND AWARDING THE CITY'S STANDARDIZED CONTRACT FOR MATERIALS FOR THE CONSTRUCTION OF PICNIC SHELTERS AND GAZEBOS MOTION BY: WHEREAS, SECOND BY: The picnic shelters at Cardinal Ridge Park, Northwood Park, The Ponds Athletic Facility are scheduled for construction as identified in the 2005 Capital Improvement Program; and To demonstrate an effort to complete our parks in a timely manner, the construction of the shelter at Crystal Lake Park has been accelerated from the 2006 C.I.P. to the 2005 C.I.P.; and The gazebos at Woods In The Wild Park and Meadow View Park are scheduled for construction as identified in the 2005 Capital Improvement Program; and At the March 21, 2005 City Council meeting plans and specifications were approved and staff received authorization to solicit bids for materials to construct shelters and gazebos; and The total cost for the shelters and gazebos as identified, in an amount not to exceed $120,000; and Bids have been solicited and one bid was received for the purchase of materials to construct four shelters and two gazebos as follows: Vendor Material Cost Material Cost For Shelters For Gazebos Monnens Lumber $38,000.68 $31,400.00 Total Cost $69,400.68; and C:\Documents and Settings\cgreen~_ocal Settings\Temporary Intemet Files\OL.K.162Xaccept bid award contract materials for picnic shelters and gazebos. DOC WWW. cit~ofpriorlake, corn Phone 952.447.4230 / Fax 952.447.4245 Staff is authorized the following expenditures to complete the construction of four shelters and two gazebos: Item Cost Concrete floors $27,456.00 Concrete footings $6,000.00 Sonit tubes $2,000.00 Hardware $3,000.00 Base (gravel) $5,000.00 Paint and stain $2,000.00 Pulverized black dirt $3,000.00 Miscellaneous $1544.00 Total $50,000.00; and Shelters and gazebos provide shelter from the elements for picnics, gatherings and summer playground recreational activities for children. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE, MINNESOTA, that: 1. The recitals set forth above are incorporated herein. 2. Staff is authorized to enter into the City's standardized contract for the purchase of materials from Monnens Lumber for a total cost of $69,400.68. 3. Staff is authorized expenditures to complete the construction of picnic shelters and gazebos for a total cost not to exceed $50,000.00. Passed this 2nd day of May 2005. { Seal } YES NO Haul~en Haul~en Flemin~ Flemin~ LeMair LeMair Petersen Petersen Zieska Zieska Frank Boyles, City Manager C:~Documents and Settings\cgreen\Local Settings\Temporary Internet Files\OLK162Xaccept bid award contract materials for picnic shelters and gazebos. DOC Scott County Page 1 of 2 ponds park This drawing is neither a legally recorded map nor a survey and is not intended to be used as one. This drawing is a compilation of records, information, and data located in various city, county, and state offices, and other sources affecting the area shown, and is to be used for reference purposes only. Scott County is not responsible for any inaccuracies herein contained. If discrepeancies are found, please contact the Scott County Surveyors Office. N March 9, 2005 http://www, co. scott.mn, us/servlet/com esri. esrimap. Esrimap?ServiceName=overview&Client... 3/9/05 Scott County Page 1 of 2 Northwood Road This drawing is neither a legally recorded map nor a survey and is not intended to be used as one. This drawing is a compilation of records, information, and data located in various city, county, and state offices, and other sources affecting the area shown, and is to be used for reference purposes only. Scott County is not responsible for any inaccuracies herein contained. If March 8, 2005 http://www, co. scott.mn.us/servlet/com esri. esrimap. Esrimap?ServiceName=overview&Client... 3/8/05 Scott County Page 1 of 2 Stonecrest This drawing is neither a legally recorded map nor a survey and is not intended to be used as one. This drawing is a compilation of records, information, and data located in various city, county, and state offices, and other sources affecting the area shown, and is to be used for reference purposes only. Scott County is not responsible for any inaccuracies herein contained. If http://www, co. scott.mn.us/servlet/comesri, esrimap. Esrimap?ServiceName=overview&Client... 3/8/05 Scott County Page 1 of 2 Cardinal Ridge This drawing is neither a legally recorded map nor a survey and is not intended to be used as one. This drawing is a compilation of records, information, and data located in various city, county, and state offices, and other sources affecting the area shown, and is to be used for reference purposes only. Scott County is not responsible for any inaccuracies herein contained. If March 8, 2005 http://www, co.scott.mn, us/servlet/com esri. esrimap. Esrimap?ServiceName=overview&Client... 3/8/05 Scott County ,) Page 1 of 1 This drawing is neither a legally recorded map nor a survey and is not intended to be used as one. This drawing is a compilation of records, information, and data located in various city, county, and state offices, and other sources affecting the area shown, and is to be used for reference purposes only. Scott County is not responsible for any inaccuracies herein contained. If discrepeancies are found, please contact the Scott County Surveyors Office. N March 9, 2005 http://www.co.scott.mn.us/servlet/com esri. esrimap. Esrimap?ServiceName=overview&Client... 3/9/05 Scott County Page 1 of 1 This drawing is neither a legally recorded map nor a survey and is not intended to be used as one. This drawing is a compilation of records, information, and data located in various city, county, and state offices, and other sources affecting the area shown, and is to be used for reference purposes only. Scott County is not responsible for any inaccuracies herein contained. If discrepeancies are found, please contact the Scott County Surveyors Office. March 9, 2005 http://www, co. scott.mn, us/servlet/com.esri, esrimap. Esrimap?ServiceName=overview&Client... 3/9/05