ITEM 3.4 Trail and Parking Lot MaintanenceotsTy
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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:
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ADDRESS
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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
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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.
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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