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Home My WebLink About15.B.5. Award Contract for Construction of the Soccer Complex Project No. 2003-5-Res. No. 5928 / s: 8.~ CITY OF SHAKOPEE MEMORANDUM To: Mayor and City Council CONSENT Mark McNeill, City Administrator From: Mark Themig, Facilities and Recreation Director Mark McQuillan, Natural Resources Director Subject: Consider Awarding a Contract for Construction of the Shakopee Soccer Complex, Project No. 2003-5 Meeting Date: August 6, 2003 INTRODUCTION Attached is Resolution No. 5928, a resolution that accepts the bids and awards the contract for the Shakopee Soccer Complex on 1 ih Avenue for roadway, parking lot, grading and irrigation improvements, Project 2003-5. BACKGROUND On June 3, 2003, the City Council approved the plans and specifications and ordered advertisement for bids for construction of the soccer complex. The base project includes grading of fields, construction of the entrance roadway and parking lot, irrigation, and turf establishment. Bid alternates include trails, landscaping, oversizing of a trail segment to accommodate future use by Shakopee Public Utilities, and irrigation on the elementary school property field. DISCUSSION As you know, this project involves four entities: Shakopee School District, Shakopee Area Catholic Education Center (SACEC), Shakopee Public Utilities, and the City. In separate action, Council will be asked to authorize agreements with each of these organizations that formalizes the cooperative work involved in this project: Shakopee School District Authorization to use excess fill from the project to level the elementary activity school field, and authorization to install and operate an irrigation system on their property. Using the excess fill on the elementary school site and grading this area is projected to actually reduce the project cost by eliminating the need to haul fill away. It also creates an additional field for current and future use. As a policy, the District doesn't provide irrigation for activity fields at their elementary school sites, so the City would be paying these costs as part of the project. (The District has agreed to contribute toward the cost of the well.) The City would also maintain this system in the future. Given the significant use of this school facility by the City, staff believes that this is a worthwhile investment both for our current use, and future increased use with the construction of the additional field. Shakopee Area Catholic Education Center (SACEC) Shared roadway, parking, and well. Sharing these components reduces the total project costs for both organizations. Shakopee Public Utilities Use of the site for future water well field. This site has been identified as a future well field for Public Utilities. The City is requiring that Public Utilities install the infrastructure for their future well field during this project in order to minimize future disturbance of the site. Public Utilities has agreed to pay for these improvements. The agreement with Shakopee Public Utilities Commission is not finalized due to questions that came up recently regarding how the land could be conveyed to Public Utilities (purchase vs. easement). However, SPUC has signed a letter of understanding/commitment to the project (see Attachment A). Although we learned this past week that land sale to SPUC is possible, SACEC has indicated that they are counter-offering SPUC's offer. Staff believes it would be in the best interest to have settlements that are equitable between all entities before proceeding with finalizing the agreement. Other Project Considerations As you know, at least two of the four residents adjacent to the soccer complex that reside on Cardinal Drive have concerns regarding the landscaping plan and the proximity of the proposed improvements to their property. Staff met with these two residents and Councilor Lehman on July 24 (see Attachment B). Due to the favorable bid, we feel that their concerns can be addressed with relatively minor changes to the landscape plan, and within the total project estimate. If we are not able to come to resolution, staff would bring this issue back to Council for additional direction. Finally, the Soccer Association is contributing toward this project. At this time, they have committed to fund the soccer goals and nets (approximately $20,000), and have indicated potential support for other improvements, such as bleachers for some fields and sharing in construction costs for the restroom/storage building. PROJECT BUDGET $660,000 was included in the 2003 CIP for this project. Total project cost, including reimbursement for SPUC work, is estimated at $648,231.50: Total Bid, Including Alternates 671,882 5% Contingency 33,600 Engineering and Inspection (estimate) 25,000 Well Cost (estimate) 15,000 Sub Total 745,482 Deduct Estimated SPUC Project Costs (97,250.50) Total Project Estimate 648,231.50 ALTERNATIVES 1. Accept the low bid of $671,881.97 and adopt Resolution No. 5928 awarding the contract to S.M. Hentges and Sons. 2. Reject the low bid and award the bid to another bidder. 3. Reject all bids and rebid. 4. Table for additional information. RECOMMENDATION Staff recommends alternative #1. ACTION REQUESTED 1. Move to offer Resolution No. 5928, A Resolution Accepting Bids for the Construction of the Soccer Complex on 1 th Avenue, Project 2003-5 and move for its adoption. 2. Move to authorize a contingency amount of 5% for authorizing change orders or quantity adjustment on the project, and up to $25,000 for engineering and inspection services by the City's Engineering Department. RESOLUTION NO. 5928 A Resolution Accepting Bids For The Construction of the Shakopee Soccer Complex on 17th Avenue For Roadway, Grading, Parking Lot and Irrigation Improvements, Project 2003-5. WHEREAS, pursuant to an advertisement for bids for construction of the Shakopee Soccer Complex on 1 th Avenue, Shakopee, Minnesota, Project 2003-5, bids were received, opened and tabulated according to law, and the following bids were received complying with the advertisement. BIDDER AMOUNT S.M. Hentges and Sons 671,881.91 Visser Scraper 746,147.73 F.M. Frattalone 799,866.46 Carl Bolander and Sons 888,566.90 Veit Companies 1,092,939.00 AND WHEREAS: it appears that S.M. Hentges and Sons, P.O. Box 69, Jordan, Minnesota, is the lowest responsible bidder for the Construction of the Shakopee Soccer Complex on 1 th Avenue, Project 2003-5; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SHAKOPEE, MINNESOTA: 1. The appropriate City officials are hereby authorized and directed to enter into a contract with S.M. Hentges and Sons in the name of the City of Shakopee for the Construction of the Shakopee Soccer Complex on 17th Avenue according to plans and specifications therefore approved by the City Council and on file in the office of the City Clerk. 2. The City Clerk is herby authorized and directed to return forthwith to all bidders the deposits made with their bid, except that the deposits of the successful bidder and the next lowest bidder shall be retained until a contract has been signed. Adopted in session of the City Council of the City of Shakopee, Minnesota held this day of 2003. Mayor of the City of Shakopee ATTEST: City Clerk ~ ~ . . . " .. SHAKOPEE PARKS & RECREATION DE? AR TMENT July 31,2003 Mr. Lou Van Hout Shakopee Public Utilities Commission 1030 East 4th Avenue Shakopee, Minnesota 55379 Subject: Letter of Understanding for Soccer Complex Improvements Dear Mr. Van Hout: I am providing this letter of understanding between the City and Shakopee Public Utilities Commission (SPUC) for work related to the installation of infrastructure for a future well field in the area of the proposed Shakopee Soccer Complex. Mutual Understanding It is understood that locating a well field in the vicinity of the future Shakopee Soccer Complex is of benefit to SPUC and to the City, and the City Council has agreed to the well field concept. It is the goal of the City to limit future disturbance of the site by incorporatiQg construction of the well field infrastructure as part of the Soccer Complex construction, Project No. 2003-5. When complete, the well field will involve. use of property owned by Independent School District #720, Shakopee Area Catholic Education Center, and the City. It is also understood that the City will enter into a written agreement outlining its relationship with SPUC for use of City property, and any compensation for use of this property, by September 30,2003. City of Shakopee Responsibilities 1. Plans and Design: The City has incorporated the plans and designs provided by SPUC in Specifications for Project No. 2003-5 (2003 Soccer Complex), which are needed to construct infrastructure for the proposed well field on City property, Independent School District #720 property, and Shakopee Area Catholic Education Center property. 2. Award of Contract: The City will award contract for Project No. 2003-5 to the lowest and most responsible bidder. At bid opening on July 30, 2003, the lowest and most responsible bidder was preliminarily determined to be S.M. Hentges & Sons, Jordan, Minnesota. City Council will have final authority for contract award. 3. Project Coordination: The City will coordinate the project. Shakopee Public Utilities Commission Responsibilities 1. Use of Proooe!!y: SPUC will obtain use of all property for the well field through easements, ownership of land, or a combination of the two. It is understood that COMMUNITY PRIDE SINCE 1857 1255 Fuller Street. Shakopee, Minnesota' 55379- 1351 . 952-233-3830' FAX 952-233-3831 J www.ci.shakopee.mn.L1s.parks@ci.shakopee.1111uIS SPUC will coordinate whatever agreements are needed with each organization, and such agreements will be in place by September 30,2003. 2. Permission to Conduct Work: SPUC will obtain the necessary easements for work in Project No. 2003-5 that is not on City property. If SPUC is not able to obtain necessary easements by August 22, 2003, SPUC must obtain right of entry from the respective land owners by this date. Failure to do so may result in the deletion of SPUC work identified in this project, with SPUC assuming any penalties or restocking fees. 3. Compensation for Work: SPUC will compensate the City for work identified in Project No. 2003-5 related to construction of the SPUC infrastructure. This includes the followmQ: Item Description Quantity Unit Unit Price Total 12" DIP, Class 52 2743 L.f. 25.00 76,804.00 10" DIP, Class 52 301 L.F. 24.00 7,224.00 Watermain fittings 2500 LB. 0.90 2,250.00 Underground electrical raceway systems for future fibe.r optic communicatio~ and 480V 1 L.S. 1890.00 1 890.00 power as indIcated on the drawings, not ' including at-grade fiber optic hand holes At-qrade fiber optic handholes 2 EA. 960.00 1,920.00 Trail oversizing: Special 8' Bituminous Trail (Includes 2" type LV 3 Wearing Course 750 S Y 18 40 13 800 00 L VWE35035B 8' wide and 12" Class 5 Agg. ..., . 100% Crushed Limestone) Credit for base trail bid: 8' Bituminous Trail (Includes 2" type LV 3 Wearing Course 750 S Y 885 (663750) L VWE35035B 4" Class 5 Agg. 100% Crushed ..., . Limestone) Sub Total 97,250.50 25~ Engineering and Administrative Overhead 2431263 If estimate) , . 5% Contingency 4,862.53 Total Estimated Public Utilities Project Cost 126,425.66 Items or quantities may be added or deleted to this list, as agreed to by the City and SPUC. Sincerely, ^4d lfv'c~ Mark McNeill City Administrator ..........................................................................................................................................................................................................................................................................................'................................................ Accepted by: ~. U ~ , i S:p?te.C t.---rlL..ITIP$ \..;..~ 12 \ B ~ .... '.' -.< ,-:' ."' .. ..~-~.;.' . -, -. ,~. u. :.. ~ j . - SHAKOPEE PfRK,C: f& R~('REATIOhT DPPP'TM;::;}JT ~ .. c. --- ~'---'-'-' '- -. - . -,... .~, .' July 25, 2003 David and Shirley Ferrens 1889 Cardinal Drive Shakopee, Minnesota 55379 Subject: Sun Path Soccer Complex Dear Mr. and Mrs. Ferrens, Thank you for taking the time to meet with Councilor Lehman, Cory Truebenbach and I to review the soccer facility plans. I am writing to summarize the concerns you expressed regarding the proposed soccer facility plan, and the potential changes we discussed. As I understand, the other three adjacent property owners along Cardinal Drive may share your concerns, sol have provided you additional copies of this letter for them. Issue #1 The proposed landscape plan does not meet your satisfaction. There should be more screening between the proposed trail and your lot (40' area) to address park users potentially coming onto your property, and potential problems with pets. Discussed Chanqes Additional landscape material could be installed between the trail and your property line. We discussed both shrubs/mulch or additional trees. In preliminary discussion with Mr. Truebenbach, it seemed as though rearranging the location of the planned trees, along with adding a few additional trees, would make a significant difference. There may be an opportunity to get donated product for this. Issue #2 Erosion that has occurred on City property needs to be corrected. Discussed Chanqes Areas on the southern side of the site have eroded. These should be filled as part of the project. Issue #3 Turf along the property line is inadequate. Discussed Chanqes In 2002, Public Works slit-seeded the southern site to begin establishing turf. Additional turf establishment on disturbed areas of the site is planned as part of the project. The area between the trail and your property lines could be seeded with a mix more consistent with your turf (bluegrass). Mr. Truebenbach indicated that since some turf is already established, slit-seeding in an alternate direction COMMUNITY PRIDE SINCE 1857 1255 FuHer ,f)trcei " :)h3kopet. jvlinnesotn., 55379-135] " 951-23:;~3g3(i" FA~':< 952-233.3~Q; 1 iv\vw.ci.'shakopet.m:n. us ... parksii{\:.i.shakopec.mn.lls seems to make more sense than sod. Also, if the four adjacent residents are willing to voluntarily rotate their sprinkler heads to water this area temporarily, it should accelerate establishing the turf. Issue #4 The recently installed trail has a gap between the existing sidewalk and the new trail. Discussed Chanqes Public Works is aware of this, and will be extending the sidewalk to the trail later this summer/early fall with other cement projects they are planning. As you know, bid opening for this project is July 30th at 10a.m. Once bids are in, we will have a better idea of where this project is at financially, and we will be able to better propose changes. Also, as Councilor Lehman indicated, Council action may be required for any changes, especially if it involves additional funding or significant changes to the plan. I will be setting up a meeting with Mr. Truebenbach after the bid opening to narrow down the discussed changes, and will keep you posted. If you have any questions or concerns prior to that time, please let me know. Sincerely, M~ Mark Themig Facilities and Recreation Director cc: Mark McQuillan, Natural Resources Mike Hullander, Public Works Supervisor Scott Smith, Assistant City Engineer Mark McNeill, City Administrator City Council Activity Packet