HomeMy WebLinkAbout5H Sand Point Beach Park Ponds Scope Addition Report
Phone 952.447.9800 / Fax 952.447.4245 / www.cityofpriorlake.com
4646 Dakota Street SE
Prior Lake, MN 55372
CITY COUNCIL AGENDA REPORT
MEETING DATE: MAY 7, 2018
AGENDA #: 5H
PREPARED BY: PETE YOUNG, WATER RESOURCES ENGINEER
PRESENTED BY: PETE YOUNG
AGENDA ITEM: CONSIDER APPROVAL OF A RESOLUTION AUTHORIZING AN ADDITION TO
THE APPROVED SCOPE OF WORK FOR THE SAND POINT BEACH PARK
PONDS MAINTENANCE AND RETROFIT PROJECT
DISCUSSION: Introduction
The purpose of this agenda item is to seek City Council authorization for an
addition to the approved scope of work for the Sand Point Beach Park Ponds
Maintenance and Retrofit Project. The project was originally authorized by City
Council Resolution 18-021. The City Purchasing Policy requires Council
authorization for this scope addition.
History
Each year the City Council adopts the Capital Improvement Program (CIP) which
involves funding for various improvement projects. The CIP calls for stormwater
pond maintenance and retrofits to ensure proper function of the City’s network of
stormwater ponds. The Sand Point Beach Park Ponds Maintenance and Retrofit
Project was identified within the 2017-2018 CIP allocation.
The existing ponds, adjacent to the Sand Point Beach Park parking lot, were
constructed in 1984 to slow down the rate of runoff entering Lower Prior Lake.
They were not originally intended to provide water quality treatment. Over the past
34 years, the ponds have filled with excess sediment from a 65-acre contributing
drainage area, limiting their effectiveness. Major maintenance is needed to return
the ponds to their original condition and restore their rate control capacity.
Staff worked with the Prior Lake-Spring Lake Watershed District (PLSLWD) and
identified the ponds as a water quality retrofit opportunity under the PLSLWD’s
Lower Prior Lake Diagnostic Study and Implementation Plan (2013). The PLSLWD
subsequently applied for and received state grant funding for completing projects
identified in the Study, including the Sand Point Beach Park Ponds Maintenance
and Retrofit Project. The PLSLWD, through a combination of their budget and
grant funds, allocated approximately $130,000 to help complete enhanced water
quality treatment as part of the project.
The City Council authorized the project with Resolution 18-021 and project
construction commenced in February 2018. Despite some weather delays the
work is approximately 40-50% complete.
Current Circumstances
The original 1980s Sand Point Beach Park design included a trail connection
between the park entrance and the parking lot, along the north side of the western
pond. A trail connection was needed because it provided pedestrians with a paved
route into the park, so they could avoid having to travel along the park entrance
road. By 2017 this trail and an associated wooden retaining wall had deteriorated
to the point where they both required replacement.
Rather than replace the trail and retaining wall in-place, the Pond Maintenance
and Retrofit Project presents an opportunity to consider a better, shorter
alignment. In addition, eliminating the trail in this location provided additional area
to expand the pond and increase the overall treatment capacity. Therefore, this
segment of trail and retaining wall were both removed as part of the current
project. Considering future development in the area, including the connection of
Carriage Hills Parkway to the west, it is important to provide a safe pedestrian
route into and through one of our most heavily used parks.
The City’s CIP reserves $300,000 in 2017-2018 for stormwater pond maintenance
and retrofit implementation. The original engineer’s cost estimate for the project,
including two alternates, was approximately $400,000. The PLSLWD allocation of
$130,000 brought the City’s responsibility for the project to an estimated $270,000.
Construction services for the project were also to be taken from the CIP allocation.
Because the cost of the trail connection between the Sand Point Beach Park
entrance and the parking lot would have put the project over the total $300,000
CIP budget, it was shown on the plans as “proposed trail to be constructed at a
later date”. A copy of the original grading plan showing the proposed trail
connection is included as Attachment 1 (notes and highlights added).
The bids for the project were favorable, with the selected vendor, New Look
Contracting, Inc., coming in with a total $296,450.50 for the entire project including
both alternates. Because this amount was under the project budget, City staff
subsequently requested a quote from the vendor to complete the trail connection
with the rest of the project. The estimated cost to complete the trail connection is
$39,200. A cost estimate for this work is included as Attachment 2. The vendor will
prepare a change order for this work upon City Council authorization.
ISSUES: The City Purchasing Policy requires City Council approval when additions are
made to the approved scope of work for a project in excess of $20,000. The trail
addition is not considered part of the original project scope because it was shown
as a future addition on the project plans. This agenda item satisfies all
requirements under the City Purchasing Policy.
FINANCIAL
IMPACT:
The City’s CIP reserves $300,000 in 2017-2018 for stormwater pond maintenance
and retrofit implementation. Within this allocation, the Sand Point Beach Park
Ponds Maintenance and Retrofit Project was identified. Funding for this project will
be taken from Account # 602-49420.00-55530.00. Because the original trail was
removed for this project, the replacement trail should also be part of the project.
The PLSLWD will provide up to $130,000 to fund enhanced water quality elements
of the project through a funding agreement. The additional cost of the trail
connection would increase the project total from $296,450.50 to $335,650.50, with
the City’s portion being $205,650.50. The total cost to the City with the added trail
connection, including $36,300 in construction services already approved by
Resolution 18-027, would be $241,950.50 which is within the original CIP budget.
ALTERNATIVES: 1. Motion and a second as part of the consent agenda to approve the resolution
which authorizes an addition to the approved scope of work for the Sand Point
Beach Park Ponds Maintenance and Retrofit Project.
2. Motion and a second to remove this item from the consent agenda for additional
discussion.
RECOMMENDED
MOTION:
Alternative #1
4646 Dakota Street SE
Prior Lake, MN 55372
RESOLUTION 18-___
A RESOLUTION AUTHORIZING AN ADDITION TO THE APPROVED SCOPE OF WORK
FOR THE SAND POINT BEACH PARK PONDS MAINTENANCE AND RETROFIT PROJECT
Motion By: Second By:
WHEREAS, The Sand Point Beach Park Pond Maintenance and Retrofit Project was identified
in the 2017-2018 Capital Improvement Program; and
WHEREAS, The City Council authorized the project through Resolution 18-021; and
WHEREAS, A trail connection was identified that allows for increased water quality treatment
and safe pedestrian routing through the Park; and
WHEREAS, The trail connection should be added to the scope of the Sand Point Beach Park
Pond Maintenance and Retrofit Project at a cost of $39,200; and
WHEREAS, The Sand Point Beach Park Pond Maintenance and Retrofit Project will not exceed
its overall budget of $300,000 with this scope addition; and
WHEREAS, The City Purchasing Policy requires City Council approval for additions to the
approved scope of work for a project exceeding $20,000.
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 authorizes an addition to the approved scope of work for the Sand Point Beach Park
Ponds Maintenance and Retrofit Project for an amount of $39,200.
3. Expenditures for these services will be drawn from Account #602-49420.00-55530.00.
4. The 2018 Storm Water Fund budget will be amended to reflect the amount of the scope addition for this
project (Account #602-49420.00-55530.00).
5. Funding will be provided by the respective Fund reserves.
Passed and adopted by the Prior Lake City Council this 7th day of May 2018
VOTE Briggs McGuire Thompson Braid Burkart
Aye ☐ ☐ ☐ ☐ ☐
Nay ☐ ☐ ☐ ☐ ☐
Abstain ☐ ☐ ☐ ☐ ☐
Absent ☐ ☐ ☐ ☐ ☐
______________________________
Frank Boyles, City Manager
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PROPOSED TRAIL TO
BE CONSTRUCTED ATA LATER DATE
EXISTING TRAIL WILL BE
REMOVED AND REPLACED.
LEGEND:
BITUMINOUS PATH (TO BE BUILT AT A LATER DATE)
SCALE IN FEET
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SCALE:
PLAN BY:
DESIGN BY:
CHECK BY:
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GRADING PLAN
SHEET
OF12
5
"LOWER PRIOR LAKE IS LOCATED
APPROXIMATELY 500 FT
SOUTHEAST OF THE PROJECT".
Quantity Unit Unit Price Total
Clear and grub trees along Crest Ave 3 EA 250$ 750$
Class 5 Aggregate Base 160 Ton 25$ 4,000$
2.5" Bituminous Walk (10' wide)4000 SF 4$ 14,000$
Erosion Control Blanket 500 SY 2$ 750$
Seeding 0.1 Acre 600$ 60$
Seed Mix 4 LB 35$ 140$
Common Borrow for Trail 1300 CY 15$ 19,500$
39,200$
West Trail Addition - Cost Breakdown
Sand Point Beach Park Pond Improvements - City of Prior Lake