HomeMy WebLinkAbout07/10/19845
M E M O R A N D U M
TO: John K. Anderson, City Administrator
FROM: Ray Ruuska, Engineering Coordinator
RE: Purchase of ATV for Racetrack Inspections
DATE: July 6, 1984
Introduction:
On July 3, 1984, City Council authorized the purchase of an
ATV for onsite inspections.
Background:
Price quotations for a Honda TRX 200 were obtained from three
dealers. This model is recommended as most suitable for its
intended use.
Burnsville Sport Center, Burnsville - $1,825.00
Honda Town, Minneapolis - $1,825.00
Tousley Sport Center, St. Paul - $1,999.00
Action Requested:
Motion to purchase a Honda TRX 200 from Burnsville Sport Center
for $1,825.00 to be paid out of the General Fund.
RR:cah
V.
MEMO TO: Mayor and Council
FROM: John K. Anderson, City Admin.
RE: Modification of Agreement
Between The City and The
Shakopee Jaycees to Finance
The Tahpah Park Water and
Sewer Utilities.
Date: July 6, 1984
INTRODUCTION
In May, the City and the Shakopee Jaycees entered into
an agreement to finance sewer and water utilities for Tahpah
Park. A copy of the agreement is attached. The Jaycees have
sent us the attached letter asking that we modifiy the agree-
ment because of increases in expenses they will be paying to
complete the restroom facilities in Tahpah Park.
PROBLEM
The letter from Mike Pennington, Jaycee Treasurer, explains
that the initial estimate they had for preparing the restroom
was $5,000.00 and that estimate has now changed to $8.400.00.
To finance this additional cost, the Jaycees have asked that
we amend our agreement with them so that their June 30, 1984
payment can be reduced from $25,000.00 to $20,000.00. The
$5,000.00 would be paid with the balance of the amount due
for the utilities by December 15, 1984 as outlined in the
first agreement between the City and the Jaycees.
ALTERNATIVES
11 Continue with the current agreement and require
that the Jaycees pay the $25,000.00 as required.
This alternative would work a hardship on the
Jaycees and would result in their failing to
complete the Park restrooms as initially planned.
This alternative has no impact on the City because'
we would not have an additional $5,000.00 in project
financing that would be carried by the City at no
interest until December 15, 1984.
21 Approve the requested change by decreasing the June
30, 1984 payment from $25,000.00 to $20,000.00.
This alternative would allow both the City and the
Jaycees to complete the project so that it will be
available for park users yet this summer. This has
been the goal of both the Jaycees and the City since
the initial contacts were made which resulted in the
current financing agreement. It will add $5,000.00
to the amount we finance from July to December.
N
Modification of Agreement Between The
City and The Shakopee Jaycees to
Finance The Tahpah Park Water and Sewer
Utilities.
Page 2
July 6, 1984
RECOMMENDATION
I recommend Alternative #2 based upon the shared goal of
both the Jaycees and the City to complete the project. We
still. anticipate that the City Park facilities will have a
$60,000.00 improvement and that the only cost to the City will
be the interest lost on payments made to contractors between
July and December.
ACTION REQUESTED
Direct the appropriate City Officials to execute a modi-
fied agreement between the City of Shakopee and the Shakopee
Jaycees for the financing of Tahpah Park sewer and water
utilities, said modification to be a reduction in the June
30, 1984 payment from $25,000.00 to $20.,000.00.
JKA/bn
R
July 6, 1984
City of Shakopee
129 E. First Avenue
Shakopee, MN 55379
Dear City Council Merrbers:
The Shakopee Jay -Cees are requesting a modification to their agreement
With the City concerning payment on the sewer lines being put in at
Tahpah Park. Due to State Code a drinking fcuntain must be put in which
will cost approximately $750.00. The City is also requiring that the door
be replaced on one of the restrooms along with some other miscellaneous
work. The estimate has therefore gone from $5,000.00 to $8,400.00.
Due to this we would like to pay $20,000.00 now as to the $25,000.00
we had agreed upon and then pay the difference along with the remaining
balance on December 31, 1984. Thank You.
Sincerely,
Mike Pennington
'Shakopee Jay-cees, Treasurer
-25
AGREEMENT
between the
City of Shakopee
and the
Shakopee Jaycees
The City of Shakopee agrees to and the City Council has directed the
installation of water and sewer service to Tahpah Park in 1984.
Construction shall be in accordance with plans and specifications
developed by the City Engineer, who shall oversee the project.
The Shakopee Jaycees hereby agree to pay to the City, the total cost of the
project. Estimated cost of the project is $63,044 including contracts,
engineering and inspection. Total cost to be paid by the Jaycees shall
not exceed $60,000. Payment shall be made by depositing $5,000 upon
execution of this agreement, $25,000 by June 30, 1984 and paying the
balance by December 15, 1984 with no interest charged. The final
balance due date of December 15, 1984 may be extended by mutual agreement
of the City of Shakopee and the Shakopee Jaycees.
Sha-,kopee JayceesC S
0 p -le
President Date Mayor ate
Z
7
Treasurer
I m in i stJaG7t--
C,I e r k
AGREEMENT
between the
City of Shakopee
and the
Shakopee Jaycees
The City of Shakopee agrees to and the City Council has directed
the installation of water and sewer service to Tahpah Park in
1984. Construction shall be in accordance with plans and speci-
fications developed by the City Engineer, who shall oversee the
project.
The Shakopee Jaycees hereby agree to pay to the City, the total
cost of the project. Estimated cost of the project is $63,044
including contracts, engineering and inspection. Total cost to
be paid by the Jaycees shall not exceed $60,000. Payment shall
be made by depositing $5,000 upon execution of this agreement,
$20,000 by June 30, 1984 and paying the balance by December 15,
1984 with no interest charged. The final balance due date of
December 15, 1984 may be extended by mutual agreement of the
City of Shakopee and the Shakopee Jaycees.
Shakopee Jaycees City of Shakopee
President Date Mayor Date
Treasurer Date AJrinistrator Date
erk Date
5
M E M O R A N D U M
TO: John K. Anderson, City Administr for
FROM: H.R. Spurrier, City Engineer e
RE: Engineering Department Secretar
DATE: July 6, 1984
Introduction:
On June 12, 1984, City Council authorized the appropriate City
officials to advertise for one permanent part-time secretary
within the pay range established for secretaries in the 1984
secretarial pay plan. The secretary was to be assigned to the
Engineering Department and work from half time to three-quarter
time.
Background:
Pursuant to City policy, any vacancy is filled by promotion from
within whenever practicable. To that end this position was
advertised at all City facilities and I received an application
from a qualified City employee. The employee was Patricia
Pennington. Pat currently holds the position of Accounting Clerk
in the Finance Department. In that capacity Pat is familiar
with progress of public improvement projects. She is familiar
with our Engineering Department billings. She has helped enter
our Standard Specifications into the word processor, is familiar
with the operation of the Hewlett-Packard Computer as well as the
new Stearns Computer, has an aptitude for numbers and has a
general understanding of the Engineering Department activities.
As a result of her current experience, I am recommending that
Pat receive two and one-half years service credit for the four
years experience in the Finance Department; that her starting
salary remain at a Step IV Accounting Clerk $1,142.00 per month,
then after a six month probationary period her salary would be
increased to a Step IV Secretary at $1,342.00 per month.
I have attached a copy of the 1984 Pay Schedule.
Pat Pennington will no longer be able to continue as an Accounting
Clerk and therefore it will be necessary to receive formal
authorization to fill the position vacated by Pat Pennington.
Therefore, as a second action it is recommended that City Council
authorize the appropriate City officials to advertise for one
permanent part-time Accounting Clerk for the Finance Department.
Action Requested:
1. Appoint Patricia M. Pennington to a permanent part-time
position of Secretary in the Engineering Department with
two and one-half years service credit at the pay rate of
a Step IV Accounting Clerk.
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M E M O R A N D U M
TO: John K. Anderson, City Admii
FROM: H.R. Spurrier, City Enginee,
RE: Sanitary Sewer Construction
Reconstruction in Scott Str(
Avenue and Webster Street
DATE: July 6, 1984
Introduction:
Attached is the advertisement for bids for the above referenced
project required in order to provide proper service to the
new Women's Correctional Facility located west of 6th Avenue.
Background:
Plans and Specifications for this project are on file in the
office of the City Engineer and have been reviewed by Shakopee
Public Utilities. This project will provide sanitary sewer
service to the Women's Correctional Facility proposed for
construction on the State Farm property south of the existing
site.
Reconstruction elements of the proposed project will be funded
by the Sanitary Sewer Enterprise Fund. All of the new con-
struction extended to serve the Correctional Facility from the
terminus of the existing line will be funded by the State of
Minnesota, pursuant to an agreement between the City of Shakopee,
Shakopee Public Utilities and the State of Minnesota Department
of Administration and Department of Corrections.
Plans and Specifications for this project are on file in the
Engineering Department offices and can be reviewed at any time.
The recommended action is a motion to approve Plans and Specifica-
tions for the reconstruction of sanitary sewer in Scott Street
and in 5th Avenue, and construction of sanitary sewer in Webster
Street in order to serve the proposed Women's Correctional
Facility.
Action Requested:
1. A motion to approve Plans and Specifications for the re-
construction of sanitary sewer in Scott Street and 5th
Avenue, and construction of sanitary sewer in Webster
Street to serve the proposed Women's Correctional Facility.
2. A motion to authorize proper City officials to advertise
for bids for the sanitary sewer in -Scott Street, 5th Avenue
and Webster Street in accordance with the attached adver-
tisement for bids.
HRS:cah
Attachment
0
PROJECT
LOCATION
cj�loe*dlrw c -T --j
21. AO
_J
-4-
ECI (CATIONS REFERENCE
ilj83 EDIT ION )F -riF NAlI',CJFSoTfk
1.,:� P 0 R
;% N
6HWAY N ' TR, U C N O)HaL v'E k N
N F RN' 7,,, THE L
OF u J SHAKOPEE STANCARDS A"�[`
Al"14E) CITY OF SHAKOPLIE PURI !C
L-! T I E IS SPECIFICA-IONS
mbEH
A I LS
INVITATION FOR BIDS
NOTICE IS HEREBY GIVEN:
The City of Shakopee, Minnesota will receive bids at City Offices
129 East lst Avenue, Shakopee, Minnesota until 10:00 A M or,
August 6, 1984 at which time they will be publicly opened in
the Council Chambers of City Hall, 129 East lst Avenue Shakopee,
Minnesota by the City Clerk and City Engineer; will then be
tabulated and will be considered by Council at 7:30 P.
thereafter on August 7, 1984 in the CounciI Ch � ''^' ~'
amaers at the
Municipal Building of such City for the construction of the
following: -
Sanitary Sewer Construction in Scott Street, 5th Avenue
and Webster Street
Consisting of:
2,550 lineal feet of 8 -inch sanitary sewer reconstruction
and 530 lineal feet of 8 -inch sanitary sewer construction
All bids shall be accompanied by a cash deposit, cashier`s check
bid bond or certified check, payable to the order of the City
v
of Shakopee for not less than 5% of the bid. City Council of
the City of Shakopee reserves the right to reject any or all
bids, to waive irregularities and to award the contract in the
best interest of the City.
Plans, SpeLifications and Proposal forms may be obtained from
the City of Shakopee upon deposit of $35.00 for each set, which
will be refunded to all bidders upon return of the Plans and
Specifications in good condition within five (5) days after
the opening of the bids
/s/ Judith S. Cox
City Clerk
CITY OF SHAKOPEE
Published in the:
Shakopee
Valley
News
on:
July 11°
18 and
25, 1984
and in the
Construction Bulletin
on:
July 13,
20 and
27, 1984
INVITATION FOR BIDS
NOTICE IS HEREBY GIVEN:
The City of Shakopee, Minnesota will receive bids at City Offices
129 East lst Avenue, Shakopee, Minnesota until 10:30 A.M.on
August 6, 1984 at which time they will be publicly opened
in
the Council Chambers of City Hall~ 129 East Ist Avenue Shako~
Minnesota by the City Clerk and City Engineer; will then
tabulated and will be considered by Council at 7:�0 P.M '' "=
thereafter on August 7 1984 in the Council Chambers
^' ~
, am ers at the
Municipal Building of such City for the construction of the
following:
1984 Pavement Preservation Program
Consisting of:
78,400 gallons of Asphalt -Rubber seal and 2,800 tons of
cover aggregate with an alternate bid of 110,400 gallons
of CRS -2 Emulsified Asphalt weal and 5020 tons of FA -2
cover aggregate
All bids shall be accompanied by a cash deposit, cashier's check
bid bond or certified check, payable to the order of the City
'
of Shakopee for not less than 5% of the bid. City Council of
the City of Shakopee reserves the right to reject any or all
bids, to waive irregularities and to award the contract in th
best interest of the City. -
Plans, Specifications and Proposal forms may be obtained from
the City of Shakopee upon deposit of $35.00 for each set, which
will be refunded to all bidders upon return of the Plans and
Specifications in good condition within five (5) days after,
the opening of the bids
/s/ Judith S. Cox
City Clerk
CITY OF SHAKOPEE
Published in the: Shakopee Valley News
on: July 11, 18 and 25, 1984
and in the Construction Bulletin
on: July 13, 20 and 27, 1984
M E M O R A N D U M
TO: John K. Anderson, City Administ�tor
FROM: H.R. Spurrier, City Engineerl_/hi_�,
RE: 5th Avenue Sanitary Sewer Rech(tion
Project No. 84-6
DATE: July 10, 1984
Introduction:
Attached is a copy of the Contract Proposal for the 5th Avenue
Sanitary Sewer Reconstruction which has the Engineering Depart-
ment estimate for the total project cost.
Background:
The summary estimate below indicates the City's share of the
project will be approximately $162,870.00. That amount would be
funded by the Sewer Fund. The 1984 Capital Improvement Program
estimated the Sewer Funds share to be approximately $100,000.00.
The actual project exceeded that estimate because the amount of
reconstruction increased by 48%.
In other words, the existing line was worse then earlier
estimated. Only after a detailed study were we able to deter-
mine that fact.
In our rush to complete this project for 1984 construction we
overlooked the fact that any services replaced under this con-
tract would have to be assessed. We do not have the prelimin-
ary steps required for a Chapter 429 Improvement District in
place but it is our plan to investigate the feasibility of
replacing the services as we do with the curb and gutter program.
None of the details have been addressed and therefore this
particular item is not final. We expect to have a better answer
by the July 17th Council meeting.
Our present plan is to hold a neighborhood meeting to advise
property owners that the City contract could be used for service
replacement so long as the property owners agreed to be assessed
the cost of replacement.
Staff will have more details on this matter July 17, 1984.
HRS:cah
Attachment
H
CONTRACT PROPOSAL
for
5TH AVENUE
SANITARY SEWER
RECONSTRUCTION
PROJECT NO. 84-6
City Administrator
City of Shakopee
129 East lst Avenue
Shakopee, MN 55379
Dear Sir:
The undersigned bidder, having examined the site of the proposed
work and having full knowledge of the conditions underwhich the
work must be performed, hereby proposes that he enters into and
performs the contract set forth in the Contract Documents, of
which this proposal forms a part~ and will do the construction
therein described on the terms and conditions therein set forth
and that he will furnish all required labor and materials and
pay all incidental costs, all in strict conformity with the Contract
Documents, for the following prices as payment in full:
PROPOSAL ITEMS
PART I - SANITARY SEWER
Item
Unit
No.
Contract Item
Unit
Quantity
Price
Totals
1.
4" Extra Heavy Cast
Iron SVS Pipe
L.F.
200
$
$
2.
6" Extra Heavy Cast
"-----
Iron SVS Pipe
L.F.
100
$
$
3.
4" Wye
Ea.
50
--�-=�'----
-�f���-�-
4.
6" Wye
Ea.
5
$4.Z:FOQ<)
--------
---------
5.
Connection to
Exist Svs
~ ~
Ea
55
$ `��[\
~
-����--........
E.
8" PVC Sewer 0-8
L.F.
1550
�-T---
7'
8'' PVC Sewer 8-10
L.F.
780
$r��^[>[)
$ \ ,C�[}
8.
8" PVC Sewer 10-12
L.F.
760
----'----
---^r-�-
9.
8" PVC Sewer 12-14
L.F.
10$���`[��
$ fj
10.
8" DIP Sewer
L.F.
20
$}c�^.C[�
$ cc-,, C)c
2
C.
�
Item
Unit
No.
Contract Item
Unit
Quantity Price
Total
11.
Std. 4' Manhole
Ea.
9
-�-
$
12.
Additional Manhole
6" CIP
L.F.
3615
-- f-�--=-=
$
Depth
L.F.
B
$
$
13.
Lower Watermain
L.S.
1
$
`T--'----
$ -��--�-�
14.
Bituminous Pavement
6" DIP
L.F.
20
$
Removal
S.Y.
60O0
$
$
15.
MnDOT 2341 Bit.
Cut in 6" GV
---------
=�=�=-
--~�--~--
Patching
Ton
675
$.��_�Y���
$
16.
Cl -5 Base Material
Ton
21N0
$
$ 1O
~~__^__
17.
Sod
S.Y.
800
$
$ (]
Total
Sanitary Sewer:$
PART II - WATERMAIN
Item
Unit
No.
Contract Item
Unit
Quantity
Price
Total
1.
Remove & Salvage
6" CIP
L.F.
3615
$
$
2.
Remove & Salvage
--------
-=-^�-��-
Hydrant
Ea,
$
3.
6" DIP
L.F.
20
$
4.
12" DIP
L.F.
345
$-
$
5.
Cut in 6" GV
--------
--~�--~--
w/sleeve
Ea.
1
$���u^
$
S.
Hydrant
Ea.
3
$ (\
$`�
7.
6" GV
Ea.
3
---'-----
8.
Bituminous Pavement
--=��--=-
Removal
S.Y.
100
$
9.
DIP Fittings
Lbs.
1.250
---------
$ ' C)10.
MnDOT 2341 Bit.
-�-~-^-=--
Patching
Ton
12
$ ----------
$ -~-~-----
11.
Cl -5 Base Material
Ton
250
$ 6`[}c
$'l
3
Item
No. Contract Item
12. Sod
Unit Quantity
S. Y. 100
Total Watermain
Total Sanitary Sewer
Grand Tc,t;al
SUMMARY ESTIMATE
Construction
10% Construction Contingency
Total Construction Cost
Technical Services
Total Sanitary Sewer Cost
Less State of Minnesota Share
City Share
Unit
Price Total
$_. i_ 2E(s5, c(J-
$152,805.00 o
$152,805.00
15,280.00
$1681085.00
13,450.00
$181,535.00
18,665.00
$162,870.00
6
MEMO TO: Mayor and City Council
FROM: John K. Anderson, City Administrator
RE: Annual Administrator Evaluation
DATE: July 6, 1984
Enclosed is the tabulation of your 1984 evaluation of my performance
during the past year. I will bring the 1982 and 1983 tabulation
to the meeting for additional comparison should You wish to
use it. I will also bring your individual 1984 evaluation forms
in case you don't recall how you rated a particular item. if
anyone wants this info before Tuesday night call me and I will
have it delivered at your home/office.
JKA1jms