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Home My WebLink About5E Enclave Park Shelter Construction Contract O� PRION ti u ny 4646 Dakota Street SE Prior Lake, MN 55372 4'INNESO CITY COUNCIL AGENDA REPORT MEETING DATE: OCTOBER 12, 2015 AGENDA #: 5E PREPARED BY: KATY GEHLER, PUBLIC WORKS DIRECTOR PRESENTED BY: KATY GEHLER, PUBLIC WORKS DIRECTOR AGENDA ITEM: CONSIDER APPROVAL OF A RESOLUTION AUTHORIZING EXECUTION OF THE CITY'S STANDARD CONSTRUCTION CONTRACT FOR THE PURCHASE AND INSTALLATION OF A SHELTER AT ENCLAVE PARK. DISCUSSION: Introduction The purpose of this agenda item is to seek City Council authorization to enter into the City's Standardized Construction Contract with Minnesota Wisconsin Playground for the installation of a shelter at Enclave Park as identified in the Capital Improvement Program (CIP). History Each year the City Council adopts the Capital Improvement Program (CIP) which involves funding for various improvement projects. In 2013 Enclave Park was identified for partial development. At that time a playground structure was installed. The remaining development of the park was identified in 2015. Construction of our neighborhood parks is typically accomplished through a combination of in-house labor and contract work. The Public Works maintenance crews complete all grading and site preparation work related to the installation of the playground elements, including placement of handicapped accessible resilient surfaces, preparation of base work for curbing, installation of drain tile and complete all landscaping and seeding. This work is typically completed in the fall as the summer maintenance needs become less. The City contracts out separately for the equipment, including installation, and concrete work. Enclave Park was included in Capital Parks Portion of the 2015 budget. As per state statute, all purchases over $20,000 are brought back to the Council for final purchase authorization. Current Circumstances The remaining work to complete the development of Enclave Park is the installation of the shelter. Staff compared the cost of building the standard wood constructed shelter that has been used in the past to a low- maintenance shelter. The 20' x 40' wood shelter has been estimated to cost $40,000 which includes the cost of the materials plus the labor for city staff to construct. Phone 952.447.9800 / Fax 952.447.4245/www.cityofpriorlake.com This type of shelter has required painting every six years or less to maintain the condition. The low maintenance shelter is constructed of metal and requires little to no maintenance. For a similar cost, a 20' x 24' shelter can be purchased. A shelter of this size fits the needs of a neighborhood park. A similar structure has been installed in Pike Lake Park. Based on the CIP and in accordance with the City's purchasing policy, quotes were solicited from vendors for the purchase and installation of a low-maintenance shelter. The costs are shown below. In addition to the shelter the concrete slab and base work are estimated to be $7,000. Vendor Shelter Minnesota Wisconsin $31,224.88 Playground David Williams &Associates $36,289.00 Conclusion Both Minnesota Wisconsin Playground and David Williams & Associates are reputable companies. Staff is recommending that the City Council accept the shelter from Minnesota Wisconsin Playground and approve the resolution to authorize the execution of the City's standard contract to purchase the shelter from Minnesota Wisconsin Playground. ISSUES: The development and construction of Enclave Park was identified to be completed as a phased approach in 2013 to allow the second phase of development of Enclave at Cleary to progress. With the 2nd phase of this development well underway, it is appropriate to complete this work. FINANCIAL The CIP programmed and 2015 budget identifies $50,000 to complete the IMPACT: development of Enclave Park which includes the construction of a shelter. The shelter plus concrete work will total about $39,000 which is within this budget amount. The remaining funds will be used for site furniture (grills, benches, etc.) and trees. Funds are available in the Capital Park Fund, which is supported by fees dedicated by development for new city parks. ALTERNATIVES: 1. Motion and a second to authorize the Mayor and City Manager to execute the City's Standardized Construction Contract with Minnesota Wisconsin Playground for the purchase and installation of a shelter at Enclave Park. 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. 2 o� PRto% 4646 Dakota Street SE 4tr soo' Prior Lake, MN 55372 RESOLUTION 15-xxx A RESOLUTION AUTHORIZING THE MAYOR AND CITY MANAGER TO EXECUTE THE CITY'S STANDARD CONTRACT FOR THE PURCHASE AND INSTALLATION OF A SHELTER AT ENCLAVE PARK Motion By: Second By: WHEREAS, The City of Prior Lake is committed to providing parks and park amenities in accordance with the Comprehensive Plan; and WHEREAS, Playgrounds provide for physical and mental stimulation and are considered a high priority in the development of the Prior Lake Park system; and WHEREAS, The development and construction of Enclave Park was identified in the City's CIP in two phases with the first phase completed in 2013 and the second phase identified in 2015; and WHEREAS, The Capital Parks Fund budgeted $50,000 for the second phase of development of Enclave Park; and WHEREAS, Quotes for a low-maintenance shelter were obtained according to the City's purchasing policy and tabulated below: Vendor, ,. ,<< eltet David Williams&Associates $36,289.00 Minnesota Wisconsin Playground $31,224.88 and; WHEREAS, Minnesota Wisconsin Playground provided the lowest cost option and meets the specifications. 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 with Minnesota Wisconsin Playground to purchase and install a shelter for an amount not to exceed $31,224.88. 3. Funding for Rice Lake Park shall be drawn from Capital Park Fund account#225-45145.00-55530.00 PASSED AND ADOPTED THIS 12th DAY OF OCTOBER 2015. VOTE Hedberg Keeney McGuire Morton Thompson Aye ❑ ❑ ❑ ❑ ❑ Nay ❑ ❑ ❑ ❑ ❑ Abstain ❑ ❑ ❑ ❑ ❑ Absent ❑ ❑ ❑ ❑ ❑ Frank Boyles, City Manager .. ,.w..,-,,o,,,W,- '-•,,,. ';''-..,;,-,.!'''..4,.,,,,,'"Aet,'7-7*---: t, ") \ i' - Enclavecaityt oCflperaiorryotaLakPark WE E , 4 _... 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