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ITEM 3.4 Trail and Parking Lot MaintanenceotsTy 1Fr/�/moo MINNESOTA V DEPARTMENT INFORMATION Request for City Council Action ORIGINATING DEPARTMENT REQUESTOR: MEETING DATE: Parks & Recreation Parks & Recreation Director Demant May 14, 2018 PRESENTER(s) REVIEWED BY: ITEM #: Consent Agenda City Administrator/Finance Director Flaherty City Engineer Wagner Street Operations Manager Lamson 3.4 STRATEGIC VISION MEETS: THE CITY OF OTSEGO: parking lot maintenance. Is a strong organization that is committed to leading the community through innovative communication. X Has proactively expanded infrastructure to responsibly provide core services. No Is committed to delivery of quality emergency service responsive to community needs and expectations in a cost-effective manner. The City has established a maintenance schedule for parking lots and trails and has funded the Is a social community with diverse housing, service options, and employment opportunities. conducts annual inspections to determine a priority list for maintenance. Is a distinctive, connected community known for its beauty and natural surroundings. AGENDA ITEM DETAILS RECOMMENDATION: Staff recommends entering into a contract with Diversified Paving in the amount of $55,825.46 for trail & parking lot maintenance. ARE YOU SEEKING APPROVAL OF A CONTRACT? IS A PUBLIC HEARING REQUIRED? Yes No BACKGROUND/JUSTIFICATION: The City has established a maintenance schedule for parking lots and trails and has funded the maintenance annually in the 10 -year Capital Improvement Plan. Staff maintains maintenance records and conducts annual inspections to determine a priority list for maintenance. Staff solicited quotes for the 2018 parks and trail maintenance utilizing a Request for Quote (RFQ) form which outlined the following conditions: • Address and/or location of maintenance • Type of maintenance to be completed at each location • Request for three references • Sample Services Contract Three companies submitted maintenance quotes: Diversified Paving $55,825.46 (ACI) Asphalt Concrete Inc. $68,836.00 Fahrner Asphalt Sealers $134,475.10 Staff are recommending that the company that provided the lowest quote, Diversified Paving, be awarded the 2018 Trail and Parking Lot maintenance contract. The following table shows the allocations from each runa Tor the 2018 trap and parking lot maintenance. Fund # 202 Trail Pavement Management $33,827.25 Fund # 201 Street Pavement Management $8,279.70 Fund #601/602 Public Utilities $13,718.51 SUPPORTING DOCUMENTS ATTACHED: • Maintenance Locations & Quotes - Diversified Paving, ACI, and Fahrner Asphalt Sealers • Services Contract - Diversified Paving POSSIBLE MOTION PLEASE WORD MOTION AS YOU WOULD LIKE IT TO APPEAR IN THE MINUTES: Motion to approve entering into a contract with Diversified Paving in the amount of $55,825.46 for trail & parking lot maintenance. BUDGET INFORMATION FUNDING: BUDGETED: Fund # 202 Trail Pavement Management Yes Fund # 201 Street Pavement Management Funds #601/602 Public Utilities OtsTY e,ao MINNESOT REQUEST FOR QUOTE FORM This form is to be filled out and returned to Ross Demant, Parks & Recreation Direction 12 pan., April 13. All quote forms are to be emailed to rdemant(i ,ci.otsemoann.us. If you have any questions, please feel free to e-mail or call at (763) 235-3155. NAME OF COMPANY Q i v -ex s k, k -i -e J 'Po.v. Y\ a, CONTACT NAME NUMBER 3XO ,- q'2-8'- 54,-7 O E-MAIL C.L.ctd k (D�'; REFERENCES: Cdr\ VAoI ADDRESS a+ f-tlok&, 6Id- TI-7�ac� i` -Ce c wiebe, Crack Fill & Fog Seal Coor, Papf d -s 263 -*7( 7-- toy 12 aso�-. ��6s6ae-h - C,*MHP Sao- 615<1-0.39 Contract Sites are Listed Below: LOCATION CRACK FILL FO.GSEAL' ADDRESS Lily Pond Interior Trail) Crack Fill & Fog Seal 113177th Street Maciver Avenue Trail Crack Fill & Fog Seal 8011, Street to 60th Street 85th Street Trail Crack Fill & Fog Seal From Nashua to County Rd. 42 78 to 751h Street Crack Fill, Fo Seal Odean Ave. to Quaday Ave. Page Ave. Crack Fill & Fog 881h Street to 891h Street City Hall Crack Fill, Fog, Paint Lines 13400 90th Street NE School Knoll Park & Well House #1 Crack Fill & Fog both and paintlines on School Knoll 1550183rd Street NE Prairie Park Crack Fill, Fog, Paint Lines 13355 90th Street NE Lift Station #6 Crack Fill & Fog 8900 Kagan Court West Treatment Plant and Beaudry Park Crack Fill &.Fog both and paint lines on Beaudr 11313 77th Street NE Lift Station #4 Crack Fill & Fog 7750 Marquette Ave. Lift Station #1 Crack Fill & Fog 7901 Quads Lift Station #2 Crack kill & Fog 16905 56th Street Lift Station #8 Crack Fill & Fog 88999 Quandrelle Ave Well House #4 Crack Fill & Fog 10000 901h Street Well House #3 Crack Fill & F i)g 11100 77th Street Purnp Station #1 Crack Fill & Fog 16250 65th Street East Treatment Plant Crack Fill & Fog 5850 Randolph Ave. Water Tower #2 Crack Fill & Fog 10200 70th Street NE. Water Tower #3 Crack Fill & Fog 16575 61St Street Lift Station #7 Crack Fill & Fog 6322 Mason Ave. Diversified Paving PROPOSAL # 2018-020 DATE: APRIL 12, 2018 6957 West Hwy 10 Suite 200 Ramsey, MN 55303 Phone 763-421-4120 Fax 763-421-2287 chadk@dpipaving.com TO: Ross Demant SALESPERSON JOB DUE DATE Chad Kayser Otsego trails and parking lot seal coating 4/13/18 t I - (A � 4 2, RH .... ! (U V i y 2[I r M I O n:I i �' L V In, 1 V to! I � r—,Cld �I I I I 37 � 1 I i I i (D(� C,3ijw,w p Z a) CA t/] 0 CA Z 411- 2 o 'o V i Q) i a) a� p a) m W (3) a) s s.s� C a) s o r A d J !cn cd � Cn (A r 4' D o Y O m VCISc o bn t-, LY Y �� o [� Ln CS -jF O r Z' r-' O j r-1 Ln Ln 10" O O O C4 O in r-1 m + cE ' a) •5 O -. O to Ln O c-1 O IH O CT O O m O O ci ,'�. O p 7., N4 "� Ico d' M LnM m j. O C3\ M Ln O 10, O j CT 07 O O -i N �--1 1p Ln 00 N O Ln 0i w X10: ao �. r �...1 -i CO t",. -+i 00 � 1-1 1-4 Ln 1-4 r -i CS O ca j is l cz i� j y o� cz o o s. 7:1 a CO bQ I (A bA j CA bA Cn M b0I 0j Cl. o o bD aI bA'i o bl) b0� b0 bjO bA b0 b40bD M piw p,w o; o of ol 04 o 0 o 0 o 0 o ! al ai w w o� o� w� o23 o2i 0.i a3 Cl? 0 9 oa o2$ vaS ± w'w w ��;w w'w. w w'i�. w�iX, JL, w w xjxwx (xlx x�x ;� x x x x,x'x x x x x x x x U U V U U CJ U�+ U u C,) U U, p U U V U u V U t I � ! I i z � cz I a U � N C1�. �p i N x 'd' �-1 N m d' m . a N M o a) E x 4t1 4 U I# o a) a) o 0 roa a) o, o o o a m o o o C), a) Ln p x x ; o a) a o� �; F" � � � 4 1� 41� +� 0 0 � a) H E 0 cri L 0 0 m�O p r~ mw m p cn 4 4) N 41 cd 4 07 v)x a�il�w�a�a!�il This is a quotation on the goods named, subject to the conditions noted below: Diversified provides a 1 - year warranty on workmanship and materials. Any alterations or deviations from the specifications which are requested by the owner/general contractor which involve extra costs shall become extra charges to the owner/general contractor over and above the price specified above. Said extra charges shall be computed at the usual and customary rates of DIVERSIFIED PAVING generally applicable to the type of work involved. An interest charge at the rate of 1.5% per month shall be charged on any balance 30 days past due. Payment schedule is specified. DIVERSIFIED PAVING shall have the right to cease work immediately and to demand either a payment bond or an escrow of funds for the work it is to do if it has a reasonable basis to believe the owners or general contractors financial responsibility is impaired. DIVERSIFIED PAVING may terminate this agreement if such demand is not met within 5 days. DIVERSIFIED Paving may file appropriate liens or bond claims, as the case may be, to assure payment of the work completed up to date of termination. The owner/ general contractor, by acceptance of this proposal, agrees to pay all cost of collections, including reasonable attorney's fees incurred, in order to recover any amounts due or to become due herein. Liens or bond claims will be filed within the periods prescribed by law if any balance due herein becomes 45 days past due. To accept this quotation, sign here and return: QUOTATION PREPARED BY: CHAD KAYSER 6957 West Hwy 10 Suite 200 Ramsey, MN 55303 Phone 763-421-4120 Fax 763-421-2287 Cell 320-428-5670 chadk@dpipaying.com www.dpii)avina.com otsTeF o "INNE50TA REQUEST FOR QUOTE FORM This form is to be filled out and returned to Ross Demant, Parks & Recreation Direction 12 p.m., April 13. All quote forms are to be emailed to rdemant a,ci.otsego.mn.us. If you have any questions, please feel free to e-mail or call at (763) 235-3155. NAME OF COMPANY Pi Y, A,5A i �- CONTACT NAME 1` a–j t,) E-MAIL � Q -V t 0, i 4�j CQ.- c CD N— REFERENCES: Contract Sites are Listed Below: LOCATION CRACK FILL FOG SEAL ADDRESS Lily Pond Interior Trail Crack Fill & Fog Seal 113177th Street Maciver Avenue Trail Crack Fill & Fog Seal 801h Street to 60th Street 85th Street Trail Crack Fill & Fog Seal From Nashua to County Rd. 42 78 to 75th Street Crack Fill & Fog Seal Odean Ave. to Quaday Ave. Page Ave. Crack Fill & Fog 881h Street to 891h Street City Hall Crack Fill, Fog, Paint Lines 13400 90th Street NE School Knoll Park & Well House #1 Crack Fill & Fog both and aint lines on School Knoll 1550183rd Street NE Prairie Park Crack Fill, Fog, Paint Lines 13355 90th Street NE Lift Station #6 Crack Fill & Fog 8900 Kagan Court West Treatment Plant and Beaudry Park Crack Fill & Fog both and paint lines on Beaudry 11313 77th Street NE Lift Station 44 Crack Fill & Fog 7750 Marquette Ave. Lift Station #1 Crack Fill & Fog 7901 Quada Lift Station #2 Crack Fill & Fog 16905 56th Street Lift Station #8 Crack Fill & Fog 88999 Quandrelle Ave Well House #4 Crack Fill &Fog 10000 901h Street Well House #3 Crack Fill & Fog 11100 7711, Street Pump Station #1 Crack Fill & Fog 16250 65th Street East Treatment Plant Crack Fill & Fog 5850 Randolph Ave. Water Tower #2 Crack Fill & Fog 10200 70th Street NE. Water Tower #3 Crack Fill & Fog 16575 61St Street Lift Station #7 Crack Fill & Fog 6322 Mason Ave. in M. V SSm. L O CL P`^ �/� � Iu\ di p fl dfl 0fl d0 0 prJd p (J p ui U) fn Ln U CTJ V] Z �Y Z N O Y N Y N Q. Y Y 0 Y N N 4) N Y Q N � Y 0 00 U N 0 X�, 41 c°, N sa N V) p ro O M O bA r- cd \D O l -I L T A O r -I h z c� �' m oo o*1 cil x L- ' D' to C?' O% h \G c� I� \D e• -I'+ cd O O r- O Ln Ln O M ri Or --I Ln O 1=1 T Cr O O O O L17 O O O Ln - t- MLI) e i O O N O M Ln M co O aN M r -A Ln L� O or T CO O O r -i r-1 N \U U) CO N O LIT lD r H m w d O m r-+ H r-+ oo r-♦ L-1 I r i co r•i r -i r -i Lr) r-+ r-4 w 0 9 a M x ;3 C' E H jSy 0 cn cA 0 (n an 0 cn on N to tw bA .m w o 0 .0 = en co a, an 0 ,.a en cn an ao an b.0ao " en ao an ,a 0 0 0 0 0 bb o L; r- pA o 0 0 0 0 0 0 0 0 0 0 0 o ve o w w w w w w w V. w w w w ai o2i ai u o� � w c2i o� N o� a3 o?i o� o2j o23 o2i a23 ai X71 w w w rx, w w u. w w www w w w w w w w V U Jam., U U L-. U U U U�".� 2 ACL; U U U � U U U U U U N U U U U cd U Fm.. U U Lam. U Pw U S,, U U PI Yea U fes. U ice-� ice-. U P4 T,, U 3�-. U ice-. U U Fes+ U U f", U Lam. U .f�-� U " U d) CTJ 0 x R . Y GT.. tD W yd' r -i N CO r i N M Ln o ,x * P * * a, ph. lu B cu u) ': <C �. wo r cu a 0 0 g 0 0 o � 0 0 y 'G � o 0 NHIL G s. 'G G G o o +`� Ln E- E� C0 p N O Cn +- En g Ln cnV) '-+�'-. .-. �,, N NaN NLn OO c� -" U0 x � n N -. wa �jN N � r, G.. , a a w a ve 1 PROPOSAL/CONTRACT Job. No. PLOVER,WI 64467 WAUNAKEE, WI 63697 2800 Mecca Drive 316 Raemisch Road Ph.: 715.341.2868 Ph.: 608.849.6466 Fax: 715.341.1054 Fax: 608.849.6470 KAUKAUNA, WI 64130 EAU CLAIRE, WI 64703 860 Eastline Road 6615 U.S. Hwy 12 W Ph.: 920.759.1008 Ph.: 715.874.6070 Fax: 920.759.1019 Fax: 715.874.6717 Date: Amil12.2018 FREDERIC, WI 64837 SAGINAW, MI 48601 3468 115th Street 2224 Veterans Memorial Pkwy Ph.: 715.653.2535 Ph.: 989.752.9200 Fax: 715.653.2553 Fax: 989.752.9205 7W1' DUBUQUE, IA 52002 OAKDALE, MN 66128 7680 Commerce Park 7500 Hudson Blvd., Ste. 305 Pavement Maintenance Contractors Section C Ph.: 651.340.6212 Ph.: 663.656,6231 EE01AAErnployer Fax: 563.5881240 Fax: 651.340.6221 CORPORATE OFFICE: 1.800.332.3360 Contact Name: Ross Demant Contract Price $134,475.10 PURCHASER: City of Otsego ADDRESS: 8899 Nashua Ave NE Otsego, MN 55330 TELEPHONE: (763) 441-4414 DESCRIPTION OF PROPERTY: City of Otsego Trails 8899 Nashua Ave NE Otsego, MN 55330 1. FAHRNER Asphalt Sealers, L.L.C. (CONTRACTOR) and PURCHASER agree that, CONTRACTOR shall furnish the labor and materials to complete certain construction in accordance with the following specifications: CRACKSEALING: Blow out and clean cracks with compressed air and heat lance. Seal cracks with a rubberized asphalt crack sealant.Re-seal existing previously sealed cracks This material exceeds Fed Spec ASTM D6690 Type II Crackfilling does not include alligatored areas SEALCOAT: Sweep asphalt clean with vacuum sweeper and/or air blowers. Prime oil spots with penetrating primer. Apply 1 coat of emulsion sealcoat. Sealer will be blended with fractured sand and rubber modifier to provide superior mix design. RE -STRIPE PARKING LOT: Re -stripe asphalt as is with traffic paint. ***DISCLAIMER: Asphalt emulsion sealers and resurfacers may be adversely affected by materials and conditions such as: tree saps, surfactants, soaps, waxes, and excessive shaded areas. Sealing of these affected areas is at owners risk and is subject to exclusion of material and workmanship warranty described herein.*** Owner to trim back all trees along trails min 10' to provide adequate access. To sweep trails and scrape sediment from trails prior to Fahrner Asphalt performing work. See attached A document that shows all the trails that are included in the proposal. This proposal may be withdrawn if not accepted and received by CONTRACTOR within 20 days of the date above and/ or at any time before performance of the work hereunder upon CONTRACTOR'S determination that the PURCHASER is not creditworthy. 2. If proposal is accepted please sign, retain one copy and forward a copy to our office. 3. The undersigned ("PURCHASER") agrees to pay CONTRACTOR the total price of $134,475.10 and/or the unit prices specified above for the labor and materials specified above which payment shall be due upon completion of each stage of work. PURCHASER acknowledges that the specifications, conditions and price quotes specified above are satisfactory and hereby accepted. Acceptance of this Proposal includes acceptance of all the terms and conditions on back. CONTRACTOR: PURCHASER: Fahrner Asphalt Sealers, LLC:Cell: (320) 241-1537 1 have read and understand the terms and conditions on both sides wally.putz@fahrnerasphalt.com of this contract. Wally Putz (PRINT OR TYPE NAME) I (1 OqNhKACTOR REPRESENTATIVE) By: (PRINT OR TYPE NAME) (PURCHASER AUTHORIZED REPRESENTATIVE) Date: April 12, 2018 Date of acceptance: CITY OF OTSEGO SERVICES CONTRACT AGREEMENT, made this 14th day of May, 2018, between the CITY OF OTSEGO, a political subdivision ("CITY") Diversified Paving ("CONTRACTOR"); RECITALS CITY has awarded to CONTRACTOR the job described below, Description of Project: Preform crack filling and surface treatment services at various park, trail and parking lot locations throughout the City of Otsego. 1. Contract Performance. CONTRACTOR shall complete performance of the PROJECT in accordance with the Diversified Paving proposal dated April 12, 2018. 2. Compliance with Applicable Regulations. CONTRACTOR shall, pursuant to performance, comply with all applicable rules, regulations, statutes or ordinances of any other unit or agency of government, including but not limited to those relating to non- discrimination in hiring or labor practices, payment of all required withholding taxes, workers' compensation and unemployment compensation insurance, liability insurance, OSHA or other safety rules and regulations, construction practices, environmental practices, wetland protection measures, vehicular safety and/or weight restrictions, refuse disposal practices, and notices to employees, whether or not such rules, regulations, statutes or ordinances are set forth or adopted by reference in the Submission Requirements herein. Pursuant to Laws of Minnesota 1995, Chapter 31, if CONTRACTOR shall fail to pay any subcontractor hired by CONTRACTOR under this project within 10 days after CONTRACTOR receives payment from CITY for work for which CONTRACTOR is liable to any subcontractor, CONTRACTOR shall be liable to the subcontractor for interest on the unpaid balance, at the rate of 1.5 per cent per month. Any subcontractor aggrieved by CONTRACTOR'S failure to remit payment to the subcontractor shall, for the purpose of enforcement, be considered a third -party beneficiary of this contract. However, nothing in this contract shall be deemed to impose upon CITY any duty to monitor, enforce or otherwise become involved in payments from CONTRACTOR to any subcontractor. 3. Indemnification. CONTRACTOR shall indemnify and save harmless CITY from any liability arising out of CONTRACTOR's failure to observe compliance with Paragraph 2 above, specifically including, without limitation, liability arising out of the improper disposal or storage of any hazardous waste by CONTRACTOR or any entity hired or used by CONTRACTOR for such disposal. 4. "Warranty of Workmanship, Products and Timely Completion. In addition to any warranty which might be part of the Plans and Specifications/Proposal, CONTRACTOR warrants that all work completed in connection with the PROJECT shall be done in a workmanlike and timely manner and in accord with applicable industry standards and that all chemicals and other products utilized by CONTRACTOR will be chosen for their effectiveness for the purpose used. CONTRACTOR specifically warrants that all chemical applications it makes will be effective in controlling weeds and unwanted growth and promoting healthy lawn growth. Where materials are being furnished by CONTRACTOR, CONTRACTOR warrants that all materials will be of good quality and suited for the purpose for which they are intended." 5. Compliance with Statutory Requirements A. Data Practices Compliance: Contractor may have access to data collected or maintained by the City to the extent necessary to perform Contractor's obligations under this contract. Contractor agrees to maintain all data obtained from the City in the same manner as the City is required under the Minnesota Government Data Practices Act, Minnesota Statutes Chapter 13. Contractor will not release or disclose the contents of data classified as not public to any person except at the written direction of the City. Contractor agrees to defend and indemnify the City from any claim, liability, damage or loss asserted against the City as a result of Contractor's failure to comply with the requirement of the Act or this contract. Upon termination of this contract, Contractor agrees to return data to the City, as requested by the City. B. Worker's Compensation Contractor shall, at the time of execution of this contract, furnish evidence satisfactory to the City that Contractor maintains or is exempt from maintaining Worker's Compensation coverage, pursuant to Minnesota Statutes Chapter 176.182. C. Income Tax Withholding Prior to the time of final payment of any amounts owing to Contractor under this agreement, Contractor shall furnish a copy of Form IC -134, certified by the Minnesota Department of Revenue, documenting that all withholding tax requirements have been observed by Contractor. D. Audit Pursuant to Minnesota Statutes Chapter 16C.05 (subd. 5), the books and records of Contractor which are relevant to the services being performed under this Contract shall be subject to inspection in accord with said statute, for a period of six years from the date of final payment hereunder. 4. Performance and Payment Securily (Check One) X Contractor is not required to post any performance and payment security as a condition of this Contract by reason of the fact that the contract amount is for less than $75,000.00, and City is not requiring performance security. Contractor is required to post performance and payment security acceptable to the City, even though the contract price is less than $75,000.00. Contractor is required to post performance and payment security because the contract price is more than $75,000.00. Note: Regardless of which option above is checked, ifperformance and payment security is required, the security shall meet that standards outlined in Minnesota Statutes Chapter 574.26. 5. Notices Any notice which is or should be required to be given to CONTRACTOR shall be sufficient if addressed as follows, and deposited, postage prepaid, in the regular United States Mail. Notice shall be deemed to have been received on the third business day following the postmark: Diversified Paving 6957 West Hwy 10 Ramsey, MN 55303 6. Termination Either party may terminate this agreement on 30 days written notice to the other. 7. PUni City shall remit to Contractor the amounts billed for services assuming that Contractor has fully complied with all of the terns of this agreement, completing the project in a timely and compliant manner. IN WITNESS WHEREOF, the parties have executed this Agreement the date above written. CITY OF OTSEGO iA Mayor City Clerk CONTRACTOR Its