3.8 Rejecting Prairie Park Ballfield Improvements
Request for
City Council Action
DEPARTMENT INFORMATION
ORIGINATING DEPARTMENT REQUESTOR: MEETING DATE:
Parks & Recreation Parks and Recreation Director Jacobs September 12, 2022
PRESENTER(s) REVIEWED BY: ITEM #:
Consent City Administrator/Finance Director Flaherty
City Attorney Kendall
3.8 – Prairie Park Ballfield
Improvements
STRATEGIC VISION
MEETS: THE CITY OF OTSEGO:
Is a strong organization that is committed to leading the community through innovative
communication.
Has proactively expanded infrastructure to responsibly provide core services.
Is committed to delivery of quality emergency service responsive to community needs and
expectations in a cost-effective manner.
Is a social community with diverse housing, service options, and employment opportunities.
X Is a distinctive, connected community known for its beauty and natural surroundings.
AGENDA ITEM DETAILS
RECOMMENDATION:
City staff recommends the City Council reject the bid received for the Prairie Park Ballfield Improvements.
ARE YOU SEEKING APPROVAL OF A CONTRACT? IS A PUBLIC HEARING REQUIRED?
No No
BACKGROUND/JUSTIFICATION:
The Prairie Park Ballfield Improvement project was advertised for bids, held a bid opening on September 1,
2022, and received one bid as outlined in the attached bid tabulation. With only receiving one bid and it
being over budget HKGi and City staff are recommending rejecting this bid. Tabling this project until 2023
will allow better pricing and more time for contractors to bid on this project.
SUPPORTING DOCUMENTS ATTACHED:
• Bid Tabulation
• Memorandum from HKGi
POSSIBLE MOTION
PLEASE WORD MOTION AS YOU WOULD LIKE IT TO APPEAR IN THE MINUTES:
Motion to reject all bids received for the Prairie Park Ballfield Improvement Project.
BUDGET INFORMATION
FUNDING: BUDGETED:
Fund 203 – Park Development
Yes
BID TABULATION
CITY OF OTSEGO
Prairie Park 2022 Improvements
Bids were opened at 2:00 p.m., September 1, 2022.
There was one bid received, as shown herein.
Base Bid
ITEM
NO.
Mn/DOT
SPEC.
NO. ITEM DESCRIPTION
ESTIMATED
QUANTITY UNIT UNIT PRICE EXTENSION
1 2021 MOBILIZATION 1 LS 25,000.00$ 25,000.00$
2 2575 TURF RESTORATION 1 LS 15,000.00$ 15,000.00$
3 2105 REMOVALS - BALLFIELD BACKSTOPS AND FENCING 1 LS 20,000.00$ 20,000.00$
4 LS-2 DUGOUT ROOF SYSTEM 8 EA 34,500.00$ 276,000.00$
5 2521 6" CONCRETE - DUGOUT SLAB EXPANSION 664 SF 35.00$ 23,240.00$
6 2521 5" CONCRETE WALK - ADA CONNECTIONS TO FIELDS 475 SF 35.00$ 16,625.00$
7 2521 5" CONCRETE WALK - PATCH BEHIND BACKSTOP 288 SF 35.00$ 10,080.00$
8 LS-2 30FT TALL CHAINLINK BACKSTOP 4 EA 65,000.00$ 260,000.00$
645,945.00$
ITEM
NO.
Mn/DOT
SPEC.
NO. ITEM DESCRIPTION
ESTIMATED
QUANTITY UNIT UNIT PRICE EXTENSION
1 LS-2 DEDUCT - DUGOUT ROOF SYSTEM 8 LS 34,500.00$ (276,000.00)$
2 2521 DEDUCT - 6" CONCRETE - DUGOUT SLAB EXPANSION 664 SF 35.00$ (23,240.00)$
3 LS-2 ADD - ALTERNATE DUGOUT ROOF SYSTEM WITH FENCING 8 EA 40,000.00$ 320,000.00$
4 2521 ADD - 6" CONCRETE - DUGOUT SLAB 2728 SF 32.00$ 87,296.00$
108,056.00$
ITEM
NO.
Mn/DOT
SPEC.
NO. ITEM DESCRIPTION
ESTIMATED
QUANTITY UNIT UNIT PRICE EXTENSION
1 LS-2 ADD - DOUBLE POST AND NET BATTING CAGE SYSTEM 1 LS 48,000.00$ 48,000.00$
48,000.00$
ITEM
NO.
Mn/DOT
SPEC.
NO. ITEM DESCRIPTION
ESTIMATED
QUANTITY UNIT UNIT PRICE EXTENSION
1 LS-2 ADD - BATTING CAGE SURFACING - AG. LIME 1 LS 10,000.00$ 10,000.00$
10,000.00$
ITEM
NO.
Mn/DOT
SPEC.
NO. ITEM DESCRIPTION
ESTIMATED
QUANTITY UNIT UNIT PRICE EXTENSION
1 LS-2 DEDUCT - 30FT TALL CHAINLINK BACKSTOP 4 EA 65,000.00$ (260,000.00)$
2 LS-2 ADD - 24FT TALL CHAINLINK BACKSTOP 4 EA 45,000.00$ 180,000.00$
(80,000.00)$
ITEM
NO.
Mn/DOT
SPEC.
NO. ITEM DESCRIPTION
ESTIMATED
QUANTITY UNIT UNIT PRICE EXTENSION
1 LS-2 ADD - TOILET WOOD ENCLOSURE AND CONCRETE PAD 1 LS 20,000.00$ 20,000.00$
20,000.00$
Total Bid
Alternate No. 4
Total Alternate No. 4
Alternate No 3
Urban Companies
Alternate No. 5
Total Alternate No. 5
Alternate No 2
Total Alternate No. 2
Alternate No 1
Total Alternate No. 1
Total Alternate No. 3
HKGi | 800 Washington Ave. N., Suite 103 | Minneapolis, Minnesota 55401
(612) 338-0800 | www.hkgi.com
Creating Places that Enrich People’s Lives
Hoisington Koegler Group Inc.
MEMORANDUM
TO: Nick Jacobs, Parks and Recreation Director, City of Otsego
FROM: Kevin Clarke, Project Planner, and Amy Bower, PLA, Landscape Architect
DATE: September 6, 2022
RE: Prairie Park Ballfields Bidding
Summary
The Prairie Park Ballfields project received only one bid and it was well over the identified
budget. We recommend rejecting the bid. The project should benefit from re-bidding in early
2023 as a late summer/fall 2023 construction project.
Project Background
The ballfields at Prairie Park are identified by the City for short term improvement in the Parks
and Recreation System Master Plan, and in the City Budget.
Throughout 2021, the City held listening sessions and meetings with the Parks and Recreation
Commission and representatives from the softball and baseball associations to discuss
improvements and issues with the ballfields.
Based on these conversations, a design was developed to:
Replace 4 aging, undersized backstops with taller and longer backstops to provide
additional protection to spectators and players
Add roofs to 8 dugouts to provide shade for players and coaches
Add four pathways to provide accessible connections to the spectator areas
Build batting cages (Alternate)
Provide screening at the portable toilets (Alternate)
An estimate for the completion of this work was developed using pricing from other 2022
ballfield projects and conversations with contractors. The estimate for the base project was
$331,519 with an additional 15% contingency ($49,728) for a total of $381,247. The City had
identified a budget of $400,000 for the project, some of which may have gone to alternates or
additional electrical work on a separate contract.
Prairie Park Ballfields Bidding – 09/06/2022
2
September 1, 2022 Bid Opening
The Prairie Park Ballfields project bids were due at 2:00 PM on September 1, 2022 and opened
immediately afterwards. There was one bid provided by G Urban Companies. The bid was for
$645,945.00 for the base bid, with alternates to:
Add new fencing and concrete to the dugouts for an additional $108,056.00
Add a batting cage system for an additional $48,000.00
Add a batting cage ag-lime surface for an additional $10,000.00
Reduce the size of the backstops from 30’ to 24’ for a savings of $80,000.00
Add a wood enclosure around the portable toilets for an additional $20,000.00
The sole bid was well above the construction estimate, and the budget approved by the City.
We have followed up with the other plan holders who chose not to bid in order to better
understand their decisions not to bid on the project. Identified concerns included:
Volatile and very high pricing on materials, particularly steel
Lack of labor available/too busy to complete the project in a satisfactory manner in the
identified timeframe
Recommendation
We recommend rejecting the bid that was opened on September 1, 2022 for a base price of
$645,945.00 and all alternates.
We recommend continuing to monitor the pricing environment for a likely re-bidding of this
project in early 2023. The project could proceed with a start date in August of 2023 after the
completion of the baseball/softball summer seasons. This should provide a more competitive
bidding environment when contractors have more lead time and can better align their
availability with the project.