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Home My WebLink About9C - 2003 Trail & BB Courts MEETING DATE: AGENDA # PREPARED BY: REVIEWED BY: AGENDA ITEM: DISCUSSION: CITY COUNCIL AGENDA REPORT APRIL 7, 2003 9C AL FRIEDGES, PARKS SUPERVISOR BUD OSMUNDSON, PUBLIC WORKS DIRECTOR CONSIDER APPROVAL OF A RESOLUTION ACCEPTING THE BIDS, AWARDING THE CONTRACT, AND AUTHORIZING REQUIRED EXPENDITURES FOR CITY CREW WORK TO COMPLETE PARK TRAILS AND BASKETBALL COURTS AS IDENTIFIED IN THE 2003.2007 CAPITAL IMPROVEMENT PROGRAM. Historv At the February 3rd, 2003 regularly scheduled meeting, the City Council approved the plans and specifications and authorized the advertisement for bids for the installation of park trails and basketball courts at various City parks. City staff had prepared plans and specifications similar to those prepared for last year's trail and basketball court improvements. The purpose of this agenda item is to: (1) Accept the bids and award the contract to install the park trails and basketball courts and (2) Authorize expenditures by staff for appurtenant work, for the 2003 trails project. Current Circumstances The 2003-2007 C.l.P. includes funds to install park trails at Green Oaks Park, Glynwater Park, Memorial Park, and Hass Lake Park. Green Oaks Park, Glynwater Park, and Memorial Park are identified in the 2003 C.l.P. with a total estimated cost of $70,000. Hass Lake Park is identified in the 2004 C.l.P. with funds totaling $75,000. The City Council also authorized the addition of the Indian Ridge Park trail and the basketball court at Glynwater Park at the February 3rd meeting. The total Capital Improvement Program allocation for all of the bituminous work set forth above is $155,000. The completion of the bituminous work outlined above has two components. Citv Crew Work: The first is work that City crews accomplish, which is set forth below. This includes the black dirt needed for backfill, rock needed to correct for soft spots in the trail, adding culverts and rip rap where necessary, silt fence, seed, and a floating boardwalk needed at Hass Lake to connect the proposed bituminous trail, all of which is to be purchased and completed by City staff. The table below identifies the materials needed to complete City crew work. While in the aggregate the materials exceed the $50,000 bidding threshold, none of the individual material purchases need to be competitively bid as they are well below the threshold. CONTINUED ON PAGE 2 4/2118<2'00 Eagle Creek Ave. S.E., Prior Lake, Minnesota 55372-1714 I Ph. (952) 447-4230 I Fax (952) 447-4245 AN EQUAL OPPORTUNITY EMPLOYER Black Dirt for backfill $7,500 Silt Fence $2,710 Erosion Control $2,500 Seed $1,000 Culverts $4,000 Rock for subgrade preparation $6,000 Rip Rap $2,000 (2) Basketball Standards/Concrete $5,400 Hardware $8,692.80 Lumber $18,667.20 Floats $17,616.00 Misc.* $11,907.50 T atal Cost $87,993.50 *Misc. includes: screws/cable clamps, bolts, joist hangers, tax and freight. Contracted Work Bids were received and opened on March 24, 2003 at 10:00AM to provide the aggregate material and bituminous work to complete these projects. A total of eleven (11) bids were received, ranging from a high of $104,540.00 to $67,066.50. The low bid was submitted by Bituminous Materials, LLC, in the amount of $67,006.50. The vendor that meets the selection criteria and is the lowest total bid for all of the park trails and basketball courts will be awarded the contract. Bituminous Materials, LLC was the lowest bidder and has met the selection criteria. Issues The park trails at Green Oaks Park and Indian Ridge Park will coincide with the 150th Street 2003 Reconstruction project. The new trails will connect each park to the new sidewalk that is going to be installed on the north side of 150th Street. The trails proposed for Memorial Park and Hass Lake Park are to provide additional pedestrian access from the neighborhoods to the parks. The Memorial Park Trail also provides additional access to Grainwood Elementary School. Glynwater Park has an existing trail, but the proposed trail will connect Fremont Avenue to the park amenities and provides for maintenance access to the utilities located in the park. The trails will provide increased accessibility and safety to the residents. The proposed floating boardwalk, which is part of the City crew work, is planned to be 800 feet long and eight feet wide, similar to the one at Lakefront Park and the newly installed boardwalk at Five Hawks. The addition of a floating boardwalk to Hass Lake Park trail is necessary for a number of reasons. The available land for the park trail in some areas is very steep and heavily wooded. Constructing a trail through these areas would create many erosion problems and result in the removal of several mature trees. Installing a floating boardwalk would also eliminate the need to go through wetlands. Finally, many people enjoy the opportunity of walking across the water on a floating boardwalk. CONTINUED TO PAGE 3 4/2/2003 FISCAL IMPACT: ALTERNATIVES: RECOMMENDED MOTION: REVIEWED BY: 4/2/2003 The Public Works maintenance crews will complete all grading and preparation work including hauling rock, preparation of the trail subgrade, backfilling with black dirt, installing silt fence, designing, constructing, and installing of a floating boardwalk, and complete all necessary seeding. Budaet Impact The 2003-2004 C.l.P. has $145,000 programmed for park trails. The expenses will be drawn from the Capital Park Fund. The 2003 C.l.P. has $10,000 identified for the Boudins Basketball Court. The cost for the basketball courts will be drawn from the Capital Park Fund. The total project cost estimate for the park trails and basketball courts is not to exceed $155,000. The low bid for the trails and courts was $67,006.50, which does not include the subgrade preparation, black dirt for backfilling, installing silt fence, designing, constructing, and installing of a floating boardwalk, and completing the necessary seeding. City crew expenditures for materials are estimated at $87,993.50. Taken together the bids and City crew material estimates equal $155,000.00. The entire amount authorized in the Capital Improvement Program ($155,000.00) should be authorized by the City Council. The alternatives are as follows: 1. Approve Resolution 03-xx accepting the bids, awarding the contract for the park trails and basketball courts, and authorizing the staff to expend up to $87,993.50 from the Capital Improvement Program for this purpose. 2. Table this item for a specific reason. 3. Deny this agenda item for a specific reason and provide staff with direction. Staff recommends alternative number 1. Bud ~~rkS Director Frank Boyles, City Manager ---r---- RESOLUTION 03-xx RESOLUTION ACCEPTING THE BIDS, AWARDING THE CONTRACT, AND AUTHORIZING A STAFF EXPENDITURE FOR MATERIALS REQUIRED TO COMPLETE PARK TRAILS AND BASKETBALL COURTS AS IDENTIFIED IN THE 2003-2007 CAPITAL IMPROVEMENT PROGRAM.. MOTION BY: WHEREAS, WHEREAS, WHEREAS, WHEREAS, SECOND BY: The estimated cost to construct the park trails at Green Oaks Park, Glynwater Park, Memorial Park, Hass Lake Park and Indian Ridge Park; and the basketball courts at Boudins Park and Glynwater Park, is identified as $155,000; and An estimated expenditure of $87,993.50 is required for the acquisition and staff installation of materials associated with this project; and An advertisement for bids for aggregate and bituminous for park trails and basketball courts which was approved by the Council at the February 3rd, 2003 meeting; and The following bids complying with the advertisement were received, opened, and tabulated accordinq to the law: BIDDER AMOUNT OF BID Bituminous Materials, LLC $67,006.50 Chard Tiling & Excavating $67,011.00 Valley Paving $69,937.00 Prior Lake Blacktop $72,221.10 McNamara Construction $72,953.30 DMJ Corp. $73,326.00 Neilsen Blacktop $77,496.00 Northwest Asphalt $77 ,845.30 Midwest Asphalt Corp. $86,366.50 Allied Blacktop $88,590.70 Bituminous Roadways, Inc. $104,540.00 WHEREAS, The City Council has determined that Bituminous Material, LLC of Faribault, Minnesota is the lowest responsible bidder. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE, MINNESOTA, that: 1. The recitals set forth above are incorporated herein. 162t1&~~ Creek Ave. S.E., Prior Lake, Minnesota 55372-1714 I Ph. (952) 447-4230 I Fax (952) 447-4245 AN EQUAL OPPORTUNITY EMPLOYER 2. The Mayor and City Manager are hereby authorized to execute a contract with Bituminous Materials, LLC of Faribault, Minnesota in the name of the City of Prior Lake for the construction of park trails and basketball courts at various City parks. 3. The City Manager is hereby authorized and directed to return to all bidders the deposits made with their bid once the contracts have been signed. 4. Staff is authorized to purchase the black dirt, rock, rip rap, silt fence, boardwalk materials and seeding necessary for the City parks per the City's purchasing policy in an amount not to exceed $87,993.50. 5. The funding for the park trails and basketball court aggregate and bituminous contract, black dirt, rock, rip rap, silt fence, boardwalk, and landscaping materials shall come from the Capital Park Fund. Passed this 7th day of April 2003. YES NO Haugen Haugen Petersen Petersen Zieska Zieska LeMair LeMair Blomberg Blomberg { Seal} Frank Boyles, City Manager 4/2/2003