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Home My WebLink About5G - Jeffers Ponds Picnic Shelter etc. MEETING DATE: AGENDA #: PREPARED BY: AGENDA ITEM: DISCUSSION: ISSUES: 16200 Eagle Creek Avenue S.E. Prior Lake, MN 55372-1714 CITY COUNCIL AGENDA REPORT DECEMBER 18,2006 5G AL FRIEDGES, PARKS AND FLEET SUPERVISOR CONSIDER APPROVAL OF A RESOLUTION AUTHORIZING EXPENDITURES FOR CONSTRUCTION MATERIALS FOR THE COMPLETION OF JEFFERS POND PARK PICNIC SHELTER AND SHEPHERDS PATH PARK GAZEBO Introduction This City Council agenda report recommends construction of one picnic shelter at Jeffers Pond Park and one gazebo at Shepherds Path Park. The picnic shelter at Jeffers Pond Park is identified in the 2006-2010 parks portion of the Capital Improvement Program. The funding for the gazebo at Shepherds Path Park is specified in the development contract as part of a planned unit development. Both structures are to be constructed by staff. Historv Jeffers Pond Park Picnic Shelter Trails, a small ball field, play equipment, a half basketball court and a parking lot were constructed during the summer of 2006 at Jeffers Pond Park. A picnic shelter is identified for construction in the 2006-2010 C.I.P. The City Council authorized solicitation of quotes for shelter materials this past summer. The shelter will substantially finish Jeffers Pond Neighborhood Park prior to the construction of homes adjacent to the park. SheDherds Path Park Gazebo Shepherd of the Lake Lutheran Church has a development known as Shepherds Path located north of CSAH 42 adjacent to McKenna Road. There was 15.84 acres of park land dedicated as part of the final Planned Use Development (P.U.D.) plan. The development contract for the Planned Use Development (P.U.D.), Phase I calls for the construction of a boardwalk over a wetland area and a gazebo. The Developer escrowed the funds for construction of these amenities as part of the development contract. Phase II identifies the installation of a play structure and picnic shelter. Current Circumstances City Staff typically constructs amenities such as the shelters during winter months to maximize staff utilization. Staff is prepared to construct the shelter and gazebo at this time. Quotes have been solicited for both projects. The picnic shelter and gazebo design are prototypes in an effort to save money on design and structure engineering fees. The picnic shelter design is attached as Attachment A. The gazebo design is attached as Attachment B. www.cityofpriorlake.com R:\Agenda Reports\2006\December 18, 2006~effers anffl~~r~~~!4If1.~mr ~zpg,p~2.447.4245 The materials quoted are in accordance with the two designs. Staff is requesting that Council approve the attached resolution so that construction of the shelter and gazebo can start this winter. FINANCIAL IMPACT: There is $20,000 identified for the construction of a picnic shelter at Jeffers Pond Park in the 200S C.I.P. This will pay for the materials and the concrete slab for the shelter. Quotes for lumber for the shelter were received from Monnens Lumber and Westerman Lumber. The quotes are displayed in the tabulation below. Vendor Monnens Lumber Westerman Lumber Cost $6,127.99 $7,782.97 In addition to the lumber needed to construct the shelter other services and materials are needed to complete the construction of the shelter and are as follows: I Materials I Concrete floor I Footings I Base material I Son it tubes PainUstain/sealer Black dirt/seed Miscellaneous, rebar, nails, screws, connectors, etc Total Estimated Cost $4,400.00 $1,000.00 $3,000.00 $1,000.00 I $1,000.00 I $1,000.00 $2,400.00 $13, 800.00 The total cost to construct the picnic shelter at Jeffers Pond Park is $19,927.99. There is $30,000 in the Development Contract escrow identified for a gazebo in the Shepherd of the Lake Lutheran Church developer's contract. Quotes for lumber for the gazebo were received from Monnens Lumber and Westerman Lumber. The quotes are displayed in the tabulation below. I Vendor I Monnens Lumber I Westerman Lumber Cost $21,267.28 $19,608.55 In addition to the lumber needed to construct the gazebo other services and materials are needed to complete the construction of the gazebo and are as follows: RlAgenda Reports\2006\December 18. 2006~effers and shepherds path picnic shelter gazebo DOC I Materials I Footings I Base I Sonit tubes PainUstain/sealer Black dirt/seed Columns, rafters, header and connectors Miscellaneous, rebar, nails, screws, connectors I Total Estimated Cost $1,000.00 $3,000.00 $1,000.00 $1,000.00 $1,000.00 $1,500.00 $1,800.00 $10,300.00 The total cost to construct the gazebo at Shepherds Path Park is $29,908.55. ALTERNATIVES: 1. Approve resolution 06-xx authorizing expenditures for construction materials for one shelter and one gazebo. 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: Alternative #1. , Steve Albrecht, Public Works Director/City Engineer RlAgenda Reports\2006\December 18, 2006~effers and shepherds path picnic shelter gazebo.DOC 16200 Eagle Creek Avenue S.E. Prior Lake, MN 55372-1714 RESOLUTION 06-xx Motion By: Second By: WHEREAS, A picnic shelter is scheduled for construction as identified in the 2006 Capital Improvement Program; and, WHEREAS, A gazebo is scheduled for construction as identified in the Shepherd of the Lake Lutheran Church developers contract; and, WHEREAS, Shelters and gazebos provide shelter from the elements for picnics, gatherings, weddings and summer recreational activities for children; and, WHEREAS, The total cost for the picnic shelter as identified in an amount not to exceed $20,000; and, WHEREAS, The total cost for the gazebo as identified in an amount not to exceed $30,000. WHEREAS, Quotes were received from Monnens Lumber and Westerman Lumber for the lumber to construct one picnic shelter and one gazebo are as follows: I Vendor I Shelter I Monnens Lumber I Westerman Lumber I I Gazebo I Westerman Lumber I Monnens Lumber Cost $ 6,127.99 $ 7,782.97 $ 19,608.55 , $ 21,267.28 WHEREAS, The lowest responsible bidder for the lumber related to the picnic shelter is Monnens Lumber for a cost of $6,127.99. WHEREAS, The lowest responsible bidder for the lumber related to the gazebo is Westerman Lumber for a cost of $19,608.55. 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 staff to expend up to $19,927.99 for materials to complete the picnic shelter as follows: Lumber - $6,127.99, Monnens Lumber, and other materials not to exceed $13,800.00. 3. The City Council authorizes staff to expend up to $29,908.55 as follows: Lumber - $19,608.55, Westerman Lumber, and other materials not to exceed $10,300.00. R:\Agenda Reports\2006\December 18, 2006~effers and ~li.ifil~l5l9~ gazebo reso,DOC Phone 952.447.4230 / Fax 952.447.4245 4. Funds for the picnic shelter will be drawn from the Capital Park Fund. 5. Funds for the gazebo will be drawn from the escrow set aside in the Shepherds Path developer's agreement. 6. All purchases will be in accordance with Minnesota State Statutes dealing with purchasing and procurement as well as the City's purchasing policy. PASSED AND ADOPTED THIS 18th DAY OF DECEMBER 2006. YES NO I Haugen I Dornbush Erickson LeMair Millar Hau~en Dornbush Erickson LeMair Millar Frank Boyles, City Manager R:\Agenda Reports\2006\December 18, 2006\jeffers and shepherds path picnic shelter gazebo reso.DOC A5F~AL T 5~INGU ON ;lIS BLDG. 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