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Home My WebLink About5L 5 Street Project Final Accept Report 4646 Dakota Street SE Prior Lake, MN 55372 CITY COUNCIL AGENDA REPORT MEETING DATE: SEPTEMBER 26, 2016 AGENDA #: 5L PREPARED BY: KATY GEHLER, PUBLIC WORKS/NATURAL RESOURCES DIRECTOR PRESENTED BY: KATY GEHLER AGENDA ITEM: CONSIDER APPROVAL OF A RESOLUTION AUTHORIZING FULL AND FI- NAL PAYMENT TO CHARD TILING AND EXCAVATING. FOR THE HIGLAND, MARSH, SKYLINE, GRAINWOOD, EAU CLAIRE STREEET PROJECT (CITY PROJECT #TRN15-000004) DISCUSSION: Introduction The purpose of this item is to authorize full and final payment for the 2015 Street Reconstruction Project which includes Highland, Marsh, Skyline, Grainwood, and Eau Claire. This project included sanitary sewer, watermain, storm sewer, and street reconstruction. History Chard Tiling and Excavating for the 2015 Street Reconstruction Project (#TRN15- 000004) in accordance with the construction contract awarded by the Council on March 9th, 2015. The Project Engineer has prepared a Certification of Completion indicating that all work is completed including all punch list items and is recom- mending acceptance of the improvements and release of final retainage. Project acceptance will initiate the one-year warranty period for the improvements. Current Circumstances The final payment amount is $87,648.09. With this payment, the total final con- tract amount paid to Chard Tiling and Excavating will be $3,505,923.44. This amount is $180,033.59 less than the original contract amount of $3,685,957.03. The savings is primarily due to bid items that were not needed at all or the quantity needed was less. For example, engineer’s typically estimate the quantities needed for excavation and backfill items. Quantities used are based on field con- ditions and testing to meet the specifications. Conclusion Chard Tiling and Excavating delivered a quality project, under budget, and has addressed the outstanding work items. It is appropriate to provide full and final payment at this time. ISSUES: Retainage is being released with this final payment in accordance with the Con- tract. This payment in addition to the previous payments represents 100% of the current total contract amount. FINANCIAL IMPACT: The table below shows the project costs at various stages including the final con- struction costs: 2 Feasibility Study Contracts Final Construction Contract $4,169,152.36 $3,701,957.03 $3,517,892.81 Engineering, Legal, Admin $833,830.47 $500,000.00 $440,262.09 PROJECT COST $5,002,982.83 $4,201,957.03 $3,958,154.90 Transfers were made to the Construction Fund in the amounts show below to support the project costs. Funding for the final payment is available in the Con- struction Fund. FUND AMOUNT Special Assessment $921,797.13 Tax Levy $1,436,617.14 Water Fund $803,424.00 Sewer Fund $837,460.00 Storm Water Fund $180,884.00 TOTAL FUNDING $4,180,182.27 The unexpended funds were in the amount of $222,027 with $34,185 from the utility funds and $187,843 from bonding. The excess bond funds from this project are required per the bond documents to either be transferred to the debt service fund or to any other 429 project. Utility fund savings may be reallocated to other projects. Staff is evaluating reallocation of these funds and will bring back an item at a subsequent meeting. ALTERNATIVES: 1. As part of the consent agenda approve a resolution authorizing full and final payment to Chard Tiling and Excavating for the Highland, Skyline, Grainwood, Marsh, and Eau Claire Street Reconstruction Project #TRN15-000004. 2. Remove this item from the consent agenda for additional discussion. RECOMMENDED MOTION: Motion and second to approve alternative #1. 4646 Dakota Street SE Prior Lake, MN 55372 RESOLUTION 16-XXX A RESOLUTION AUTHORIZING FULL AND FINAL PAYMENT TO CHARD TILING AND EXCAVATING, INC. FOR THE HIGHLAND, MARSH, SKYLINE, GRAINWOOD AND EAU CLAIRE PROJECT (CITY PROJECT #TRN15-000004) Motion By: Second By: WHEREAS, Chard Tiling & Excavating, Inc. of Belle Plain, Minnesota was awarded a contract in the amount of $3,685,957.03 for the street improvements along Highland, Marsh, Skyline, Grainwood and Eau Claire #TRN15-000004; and WHEREAS, Chard Tiling and Excavating has in all respects completed the contract work for the 2015 5- Street Reconstruction Project; and WHEREAS, The Public Works Director recommends acceptance of the project and Final Payment of the contract. 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. Full and final payment is hereby authorized to be made to Chard Tiling and Excavating in the amount of $87,648.09 for the total contract amount of $3,505,923.44 for Highland, Skyline, Marsh, Grainwood and Eau Claire Street Reconstruction, City Project #TRN15- 000004. 3. Funding for the final payment shall come from the Construction Fund Account #501- 43500.00-55010.00-TRN15-000004. 4. Any additional project support costs will be paid from the Construction Fund Account #501- 43500.00-55010.00-TRN15-000004. PASSED AND ADOPTED THIS 26TH DAY OF SEPTEMBER 2016 VOTE Hedberg Keeney McGuire Morton Thompson Aye ☐ ☐ ☐ ☐ ☐ Nay ☐ ☐ ☐ ☐ ☐ Abstain ☐ ☐ ☐ ☐ ☐ Absent ☐ ☐ ☐ ☐ ☐ ______________________________ Frank Boyles, City Manager