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Home My WebLink About5J - City Hall & Police Station Landscape Prj. 4646 Dakota Street S.E. Prior Lake, MN 55372-1714 CITY COUNCIL AGENDA REPORT MEETING DATE: AGENDA #: PREPARED BY: APRIL 16, 2007 5J AL FRIEDGES, PARKS AND FLEET SUPERVISOR AGENDA ITEM: CONSIDER APPROVAL OF A RESOLUTION AUTHORIZING STAFF TO PURCHASE AND INSTALL THE NECESSARY MATERIAL FOR THE CITY HALL AND POLICE STATION LANDSCAPE PROJECT DISCUSSION: Introduction The purpose of this agenda item is to authorize staff to purchase and install the necessary materials needed to complete the City Hall and the Police Station landscape project. Historv As part of the new City Hall and Police Station building projects, landscaping was bid as an alternate. This included the purchase and installation of trees, shrubs, flowers, native plant materials, sod, seed, mulch, compost material and edging. The low bid for the purchase and installation of these items was $86,000. This alternate was rejected since we were confident that City staff could do a better job for less money. Current Circumstances By utilizing staff labor to purchase and install the landscape design provided by Wold Architects and Engineers, a cost savings can be achieved. Staff estimates a cost of $2,500 to purchase compost material for the landscape beds and $2,500 for sod, The following quotes depict the cost for remaining project materials: Vendor Mn Valley Bachman's Shemin Landscape Wholesale Nursery Supplv Sub-total $36,788.56 $33,849.09 $32,826.64 Tax $2,391,26 $2,200.19 $2,133.73 Total $39,179.82 $36,049.28 $34,960,37 By utilizing both full time and seasonal Parks Maintenance employees, staff estimates that it will take 400 hours to perform the landscape functions. A rate of $25.00 per hour for full time and $10.00 per hour for seasonal employees was used to calculate City staff costs The following is a total cost estimate to have City staff perform the landscape project: R\Council\Agenda Reports\2007\04 16 07\ch pd landscape project agenda.DOC www.cityofpriorlake.com Phone 952.447.9800 / Fax 952.447.4245 $34,960.37 $2,500.00 $2,500,00 $6,000.00 $1,600.00 $47,560.37 ISSUES: Because the City staff is responsible for the ongoing maintenance of these City properties, our landscaping work is far more extensive than that of a private contractor. We will assume, for example, that there is adequate black dirt to sustain the turf. By the same token the landscape bids are prepared to maximize shrub and tree well being. If personnel costs exceed the above estimates, we will report the increase to the City Council. FINANCIAL IMPACT: The funds for the City Hall and Police Station landscape project will be drawn from the Construction Fund for a total cost not to exceed $39,960.37 (420- 70205-530). The City Hall/Police Station Construction Fund has $40,000 reserved for landscaping. Staff costs will be drawn from the 2007 Park Maintenance General Fund Budget. ALTERNATIVES: 1. Approve a resolution authorizing: ~ The purchase of landscape materials from Shemin Landscape Supply for $34,960,37. ~ The purchase of compost material for $2,500.00. ~ The purchase of sod for $2,500.00. ~ Funds for staff time spent for $7,600.00. 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. ;<(;t/I Steve Albrecht, Public Works Director/City Engineer --- R\Council\Agenda Reports\2007\04 16 07\ch pd landscape project agenda. DOC 4646 Dakota Street S.E. Prior Lake, MN 55372-1714 RESOLUTION 07 -xx A RESOLUTION AUTHORIZING PURCHASE OF MATERIALS AND THE STAFF LABOR COSTS NECESSARY TO COMPLETE THE CITY HALL AND POLICE STATION LANDSCAPE PROJECT Motion By: Second By: WHEREAS, The City of Prior Lake is committed to constructing and maintaining City property in an environmentally responsible and aesthetically pleasing condition; and WHEREAS, The alternate bid for the purchase and installation of landscape materials for City Hall and the Police Station was $86,000; and WHEREAS, Quotes have been solicited for the landscape materials necessary to perform the City Hall and Police Station project, as follows: Vendor MN Valley Bachman's Shemin Landscape Wholesale Nursery Supply Sub-total $36,788.56 $33,849.09 $32,826.64 Tax $2,391.26 $2,200.19 $2,133.73 Total $39,179.82 $36,049.28 $34,960.37 WHEREAS, The compost material needed for the planting beds is a cost not to exceed $2,500; and WHEREAS, The sod needed for the City Hall and Police Station landscape project is a cost not to exceed $2,500; and WHEREAS, The funds for the City Hall and Police Station landscape project will be drawn from the Construction Fund for a total cost not to exceed $39,960.37 (420- 70205-530); and WHEREAS, The estimated staff time to complete the City Hall and Police Station landscape project is a cost of $7,600 and will be drawn from the 2007 General Fund Budget. 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. Staff is directed to place an order with Shemin Landscape Supply for a total amount not to exceed $34,960.37. R:\Council\Agenda Reports\2007\04 16 07\ch pd landscape project reso.DOC www.cityofpriorlake.com Phone 952.447.9800 / Fax 952.447.4245 3. City staff is authorized to expend up to $2,500.00 for compost material. 4. City staff is authorized to expend up to $2,500.00 for sod. 5. The estimated staff time spent cost to complete the project is $7,600.00 PASSED AND ADOPTED THIS 16TH DAY OF APRIL 2007. Haugen Hauaen Erickson Erickson Hedberg Hedbera LeMair LeMair Millar Millar YES NO Frank Boyles, City Manager R:\Council\Agenda Reports\2007\04 16 07\ch pd landscape project reso. DOC